Do you struggle with balancing it all when working from home? Managing tasks, projects, and workflows was a challenge I struggled with during my first year working remotely. Luckily, now there’s a whole suite of digital workspace tools to help you stay organized, increase productivity, and manage work on one platform.
After almost four years of working remotely, I’ve tried my fair share of these tools. Here are some of my favorites, along with a few others I’ve researched that might be perfect for your setup. Let’s dive in!
Table of contents
For more productive articles, check out my Mastering Self-Management and Mastering SMART Goals articles.
What is a Digital Workspace Tool?
A digital workspace tool is a centralized platform that brings together everything you need to plan, organize, and manage your work in one place. Instead of jumping between separate apps for notes, tasks, calendars, and files, a digital workspace helps streamline your workflow by keeping everything connected.
These tools often include features like task tracking, real-time collaboration, automation, and integrations with other apps you already use. These workspaces are beneficial because they save time, reduce distractions, and help you stay focused on what matters most—whether you’re working solo or with a team.
1. Capacities
Free Version: Yes
Monthly Price: $9.99
The premise behind Capacities, an all-in-one note-taking and digital organization tool, is “objects”—notes, tasks, media, and ideas that can be uniquely categorized, connected, and displayed.
Unlike traditional apps that organize everything into folders like documents, Capacities allows users to build a personalized knowledge base where everything connects naturally. You can create content-rich pages, tag items, embed media, and view relationships between your work. With that said, Capacities is best for individual use versus team collaboration in a digital workspace.
Best for:
- Creators who want to organize ideas, build content workflows, and keep everything connected across projects. I can link research, outlines, drafts, and media all in one place, making the content creation process smoother.
- Different professions, such as researchers, writers, project managers, developers, and entrepreneurs, who deal with complex information and want a flexible, visual system for connecting notes, tasks, and documents. The object-based structure makes it easy to build thought processes and manage ongoing work without information overload.
- Big-picture thinkers who thrive on seeing how everything fits together. Capacities’ graph view and interlinked pages help them map out ideas, track patterns, and stay focused while working on layered or long-term projects.
I’ve enjoyed using Capacities so much that I decided to become an affiliate partner. If you’re looking for a smarter way to manage your notes and projects, I genuinely recommend giving it a try. You can use my affiliate link to get your first month free—and if you decide to upgrade, I’ll earn a small commission at no extra cost to you.
2. Notion
Free Version: Yes
Monthly Price: $12
Notion is a highly customizable digital workspace tool that combines tasks, databases, knowledge management, and templates. It allows you to create wikis, project trackers, and personal dashboards tailored to your workflow.
I love the simplicity and user-friendliness of Notion. It allows for integrations like Slack and Google Drive keep all your resources connected. The Slack integration allows Notion activities to be sent directly to Slack channels and vice versa. You can create tasks or pages in Notion from Slack using commands, too. Also, you can directly embed Google Drive files and links within its pages to easily access your documents directly from your Notion workspace.
Best for:
- Teams, students, and individuals seeking flexibility in organizing both personal and professional tasks.
- Content creators who need to organize ideas, plan content calendars, and track project progress. There are templates specifically designed for content creators to improve productivity, allowing creators to manage their content efficiently.
Notion is a great fit for freelancers who need a flexible space to manage everything—from client projects to personal notes. It makes collaboration, file sharing, project tracking, and feedback seamless, so you don’t have to manage multiple apps. Notion adapts to your workflow and simplifies how you stay productive.
3. ClickUp
Free Version: Yes
Monthly Price: $7
With its many capabilities, this all-in-one project management system simplifies and improves the efficiency of work organization. ClickUp can track goals, manage workloads, and customize displays (calendar, board, and list) to fit the workflow of your team. I love the time tracking and productivity features that help with identifying issues and recognizing successes.
Best for:
- Teams managing complex projects or multiple tasks.
- Startups that need a solution to track client deliverables, internal tasks, and ongoing projects.
ClickUp helps remote teams stay organized by bringing project goals and daily tasks into one place. With everything under one roof, it’s easier to stay aligned and keep everyone accountable.
4. Trello
Free Version: Yes
Monthly Price: $10
Similar to ClickUp, I love how Trello focuses on the digital workspace’s visual simplicity. Using Kanban style boards to provide you with a comprehensive overview of each step in your workflow. Moving tasks along is as easy as dragging and dropping cards, which keeps everything tidy and within reach. Plus, Trello’s automation tool, Butler, handles those repetitive tasks for you—so you can focus more on priorities.
Best for:
- Visual planners who prefer a card-based workflow.
- Small teams managing simple projects or individuals tracking their to-do lists.
- Perfect for managing event planning, editorial calendars, or personal projects.
I find Trello extremely user-friendly and will allow you to streamline your projects quickly, helping you accomplish more with less effort.
5. Airtable
Free Version: Yes
Monthly Price: $20
Airtable, like Notion, blends the simplicity of spreadsheets with the power of a database. It’s ideal for projects that need more structure than a basic spreadsheet but aren’t complex enough for a full-scale database system. You can customize views, automate tasks, and integrate with other apps, making data management easy and efficient.
What sets Airtable apart is its ability to switch between different views—like grid, calendar, kanban, gallery, and timeline—so you can visualize your data in the way that works best for your team. It also supports real-time collaboration, permission controls, and advanced filtering and sorting, which makes it powerful enough for teams managing multi-step workflows.
Best for:
- Teams require a database-like organization with spreadsheet simplicity.
- Marketing teams managing campaigns, CRM data, or content production.
Airtable stands out for its flexibility and visual organization, making it easy to tailor layouts to suit your or your team’s needs. With its user-friendly interface and robust features, Airtable works like a database without feeling intimidating or overly technical.
6. Coda
Free Version: Yes
Monthly Price: $12
Coda is a powerful tool that brings together documents, spreadsheets, and databases into one interactive platform. Unlike traditional digital workspace tools, Coda combines all the elements of project management and document creation in a single, flexible space. You can build interactive docs that function as project trackers, databases, or dashboards—making it easy to centralize everything your team needs to stay organized and on track.
Coda connects with tools like Slack, Google Calendar, and Jira, so you don’t have to keep switching between apps. Their built-in automation helps everything stay synced and running smoothly.
Best for:
- Teams looking for a document-centric approach to project management.
- Product managers needing to centralize documents, tasks, and timelines.
You can easily adapt this software to your workstyle with its high-level customization that can grow and evolve with your projects.
7. Evernote Teams
Free Version: No
Monthly Price: $14.99
Just like all the other digital workspace apps, Evernote Teams helps you capture, share, and organize information all in one place. Notes, tasks, and multimedia files sync across devices, so your team stays connected no matter where they’re working.
It has features to help you easily collect content from different sources. You can save articles, scan documents, and add photos or videos directly into your notes for quick access and better collaboration.
Best for:
- Teams that require robust note-taking and research capabilities.
- Organizations that need a tool for meeting notes, brainstorming sessions, and research documentation.
- Great for research-heavy industries and writers who need to collect and organize information.
Evernote Teams stands out for its robust, collaborative note-taking features that go beyond simple idea capture. Designed to bring teams together, Evernote Teams makes it easy to keep everything connected and instantly accessible. It’s perfect for teams needing quick access to diverse types of information in one place.
8. Monday.com
Free Version: Yes
Monthly Price: $9
Monday.com is a flexible and visual project management tool that transforms how teams plan, track, and complete work. Its customizable boards, dashboards, and workflow automation make it easy to organize projects to fit any team’s unique style.
With digital workspace tools like timeline management, task dependencies, and color-coded labels, Monday.com gives you a clear, organized view of every project, helping teams stay on track and prioritize effectively.
Best for:
- Teams that work across multiple departments, making collaboration simple and effective.
- Companies managing projects in marketing, HR, or software development.
- Remote teams can coordinate across departments and clients with ease, thanks to its visual organization features.
Monday.com stands out for its highly visual and customizable layout, making it easy for teams to adapt to a variety of projects and industries. This is ideal for creating workflows that align perfectly with their specific needs.
Additionally, it offers powerful automation features that handle repetitive tasks, freeing up valuable time for teams to focus on high-impact work.
9. Wrike
Free Version: Yes
Monthly Price: $10
Wrike is great for teams managing complex projects and detailed workflows. It offers features like Gantt charts, time tracking, and task dependencies to keep everything connected and on track. With integrations for over 400 apps—including Salesforce and Microsoft Teams—it brings all your tools together so your team can work smoothly without constant switching.
Best for:
- Medium to large teams handling intricate project workflows.
- Marketing, operations, and product development teams.
- Agencies managing multiple client projects can benefit from Wrike’s robust task-tracking and resource-allocation tools.
Wrike stands out as a tool designed for medium to large teams that require more than basic task management. It has features to help teams to map out every phase of a project, ensuring all details are covered and deadlines stay on track.
10. MeisterTask
Free Version: Yes
Monthly Price: $13
MeisterTask is a clean, easy-to-use work management tool that makes organizing tasks simple and effective. Similar to Airtable, its visual Kanban boards help teams see progress at a glance, while automation handles repetitive tasks to keep things running smoothly.
Built-in checklists make it easy to break down assignments and track each step as it’s completed. Plus, this digital workspace also integrates with tools like Slack, Google Suite, and Microsoft Teams, so teams can collaborate and communicate without leaving the apps they already use.
Best for:
- Teams that need a visually appealing, easy-to-use task management tool.
- Freelancers managing multiple clients or creative projects.
- Ideal for agile teams that use sprints and need visual project timelines.
MeisterTask stands out for its user-friendly and visually appealing design, making it easy and enjoyable for teams to stay organized without a steep learning curve. Its clean, intuitive layout offers a streamlined approach to task management, perfect for those who want simplicity without sacrificing essential features.
11. KanbanFlow
Free Version: Yes
Monthly Price: $5
KanbanFlow combines the visual simplicity of Kanban boards with integrated time tracking and support for the Pomodoro technique. This combination helps users not only organize tasks visually but also manage their time and boost productivity.
With KanbanFlow, you can set up tasks, track your progress, and use the Pomodoro timer to stay focused during work sessions, making it easy to break work into manageable chunks.
Best for:
- Individuals or small teams who enjoy Kanban boards and time management techniques.
- Freelancers who need to balance multiple projects and deadlines.
- Great for people who use the Pomodoro method to stay focused during work sessions.
With its integration of time tracking within the visual layout of Kanban boards, users can easily see where time is spent and work more efficiently.
12. Smartsheet
Free Version: Yes
Monthly Price: $12
Smartsheet combines the familiar feel of spreadsheets with advanced project management features. Teams can organize work through a spreadsheet-like interface while enjoying robust tools like Gantt charts, workflow automation, and detailed resource management.
Smartsheet’s integration with Microsoft 365 and Google Workspace also ensures smooth collaboration and allows teams to keep all essential digital workspace tools in one place.
Best for:
- Teams who prefer working in spreadsheets but need project management capabilities.
- Enterprises requiring advanced collaboration and reporting tools.
- Ideal for construction projects, logistics, and operations where tracking detailed tasks is essential.
Designed with enterprises in mind, Smartsheet includes advanced collaboration and reporting tools to support teams across various departments. It also has automation features to streamline repetitive tasks, freeing up time for teams to focus on high-priority work, making it an ideal tool for handling detailed, multi-layered projects efficiently.
13. Ninox
Free Version: 30-day Free Trial
Monthly Price: £10 (~$13.17)
With Ninox, you can create your own workplace from the bottom up, eliminating the need for inflexible tools that don’t meet the demands of your team. Custom databases, forms, and processes can be made to precisely match the way your team works. It is sufficiently adaptable to fit your current workflow without requiring you to make changes.
It also comes with helpful templates for things like CRM, project management, and invoicing, so you can get started quickly and focus on tracking what matters most to your team.
Best for:
- Teams needing custom databases for specialized workflows.
- Industries like real estate or inventory management with specific data tracking requirements.
- Perfect for businesses that need to manage specialized processes or develop internal apps.
Ninox also includes built-in automation and reporting, allowing users to streamline repetitive tasks and access valuable insights quickly, making it an efficient choice for managing specialized processes.
Solutions for a Productive Workflow
As someone who works from home and juggles multiple projects, I know how easy it is to feel scattered when everything is spread across different apps and to-do lists. Using digital workspace tools has helped me stay focused, keep things organized, and manage tasks without getting overwhelmed—especially when working with clients or tracking blog content.
Suppose you’re working remotely, managing a small business, or just trying to stay on top of a busy schedule. In that case, these tools can really make a difference, reducing the need to switch between platforms, cutting down on repetitive tasks, and giving you one clear place to track everything. Each tool has its own strengths—some are great for content planning, others for team collaboration or data tracking—so you can find one that fits your workflow.
I hope you found this list helpful because choosing the right workspace can reduce stress and help you manage your time better.