The best free productivity app to organize your files in Mac and Windows is Dokkio.
If you’re looking for a google productivity app or apple productivity app, Dokkio works on both! Download it from any computer anywhere. The best part is if you left a file on your Mac computer but need to access that same file from your work Windows computer – if it’s a file in the Dokkio app, you can 100% access it. No need to go home to get it.
Since Dokkio is an all in one productivity app, it also works as a file sharing app. It allows you share files directly to your teammates without having to send annoying links – and you can use Google apps and Microsoft apps directly in the Dokkio app without having to open another tab – for example: need to open a Google Doc? No problem – do this right from your Dokkio homepage. Once you’ve created your file, it’s automatically shared to your team (as long as the folder is a shared team folder).
Dokkio’s personal productivity app also organizes and sorts your files for you via AI – the more you use Dokkio, the more the AI adapts to where you’d place your files normally (within tags and categories) and its file sorting of your cloud and local files becomes even more accurate.
Dokkio also has a tool called Sidebar – a free Chrome extension – that works with the Notion productivity app, Slack, Twitter, and anything else you may use for work.
Google Drive does NOT make it easy to mass-delete your files. So, here’s a workaround:
Download Dokkio. It’s free, and it’s a file sorting and productivity app. This is what we’re going to use to delete your Google Drive files faster.
Once you’ve downloaded Dokkio and synced your Google Drive files (you can also sync your Gmail files), you can sort through your files by clicking “file source”, and then only selecting “google drive”. You can also select “gmail” files if you wish.
3. From here, you can click “select all” at the top and delete everything all at once! If you wish to sort through without deleting everything, you can always use the search function to the top left and search for keywords of files you’d like to delete “like mp4, doc, png, etc” and delete by file type or file name.
Done! And you didn’t have to go through the hassle of doing this in Google Drive for 10 hours.
Everybody knows Notion is a graphic design powerhouse – although its interface may be a bit complicated for some people, its app is revered by many.
Before you download Notion here, make sure you also download Dokkio. When you use Notion for making to-do lists, files, documents, or your own graphics – you’re going to need to be able to access those files immediately.
Sure, you can look at the file name you put in Notion, but you can’t access it unless you go and look it up yourself. That sucks and it’s a huge waste of your time. With the free Dokkio Sidebar Chrome app, Dokkio Sidebar can see what you’re writing in Notion and offer up relevant files you can then click on INSTANTLY. It’ll bring you to the file’s home in the Dokkio app – again, all for free, and instantaneous.
Here’s an example of how it works – Entrepreneur and Investing Expert Chris Yeh on Twitter was using Notion when Dokkio Sidebar immediately pulled up relevant files for him to use:
Thus making his life a WHOLE lot easier. Dokkio is about finding any file instantly and easily – no more archaeological digging through files upon files and wasting your time.
So go ahead and download Notion and explore – but don’t forget to download Dokkio with it!
All your files live in different places. Under Dokkio, they can all live under ONE ROOF. There’s no need for your files to act like the children of divorcees. All of your Cloud files can successfully coparent with Dokkio! Isn’t it nice being all together?
When your files live together, you can spot duplicates immediately. Not only that, but Dokkio’s AI will call out any duplicate files and bring it to your attention immediately. No need to even lift a finger.
Dokkio sorts your files while you’re sleeping. That’s right. While you’re snoozing away – or experiencing insomnia, because let’s be real – Dokkio’s AI is constantly combing through your files and finding exactly which category to tuck them away in. THAT’S the power of automation.
Sort through THOUSANDS of files at once. No clicking and dragging, just creating a category and tagging – ONCE, and then you’re done. After that, Dokkio’s AI uses synonyms and similar file types to decide what goes where. What used to take you 5 hours now only takes you 5 minutes.
I have not needed to search for a single file since using Dokkio. I have not lost a file, seen duplicates, or experienced any issues with Dokkio. Most of the time, I use the search bar to look for my file and I find it instantly – I don’t even need to go into my tags or categories to find it. Dokkio’s search bar is amazing and always knows exactly which file you’re talking about.
Dokkio is FREE. Sh*t is way too expensive nowadays. Obviously, we have a Pro Plan available – but even that’s currently free! There’s literally no downside.
Your secrets are safe with us. Your privacy is of the UTMOST importance to Dokkio. We’re GDPR compliant and do not sell your information, ever. We do not look at what files you’re uploading – we can only see how many files you have connected and which Clouds the files are from! That’s who important your privacy is to us. So if you wanna start a diary in Dokkio, go right ahead.
You’ve made it to the end of this blog, what are you waiting for?? There isn’t a single person on this planet who doesn’t have files. If you have files, you NEED Dokkio. And it’s free! What more could you ask for??
Sign up in less than 2 minutes HERE. All you need to do is connect an email account!
If this doesn’t sound like the perfect app for you, please let us know in the comments! We’re always looking to grow and improve our product.
Marie Kondo’s organizing lessons basically boil down to one main point: take what sparks joy, and leave what doesn’t – a simple, yet extremely effective way of thinking.
You may be thinking that this way of thinking isn’t possible with your files, because files are inherently boring and it’s not like you can delete work files, hello!
While it’s true that you may not be able to delete your boring work files, this doesn’t mean you have to groan every time you open your downloads folder. You too can be free from the non-joy-sparking files.
How to do it:
Separate profiles. First off, it’s a really great idea to have two separate computers. One for work, and one for personal things. This may not be economically feasible (or very storage friendly), so if that doesn’t jive with you – you can also create separate profiles right within your Chrome browser!
Creating separate profiles within your browser allows you to separate work and play – if you’ve got all your work tabs open in the same profile and window as your Instagram and personal email tabs, things can get confusing very quickly and your mind can feel cluttered.
This also allows you to save time from logging in to work-related websites over and over again – just login once in your work profile, and then just open it up the next day and go! No need to log out of your personal Facebook and log in to your business one.
Get rid of old files. You may want to do this by connecting all your Clouds to Dokkio (it’s free) and then organizing your files from oldest to newest, and then deleting the oldest files – if you don’t need them anymore. Without Dokkio, this might take you anywhere from 1 hour to 8 hours or more – with Dokkio, you don’t have to login to each Cloud (OneDrive, Google Drive, Dropbox, Box, Microsoft Teams) and delete files one by one.
You can also order files in your computer by order of most to least amount of storage – delete higher-ticket storage items first! It helps clear up your computer faster.
Sometimes, we have photos or old drawings we’re reluctant to let go of, because we “might use that again”. But the truth is, you’re not, and it’s taking up space. Either put it on a USB you can then lose and forget about, or delete them.
Put all files that do not spark joy in a separate folder. Again, separate work and play. Your play folder can be as disorganized as you’d like, but make sure your work folder is properly organized so as to maximize efficiency and not waste time – ex: work -> old projects; taxes; current projects; to-do list. The list goes on and you can tweak this to your liking – everyone organizes differently in their head! Make sure to do something that works for you.
If it’s a super old work file, chances are you can load it onto a USB and place it in your office, where it is then totally not your fault if it is lost, because it was definitely on your desk so someone else must have moved it. Years from now, instead of treasure chests filled with gold, archaeologists will be finding old desk drawers filled with Ye Old USB drives.
Decorate your computer/desk. This is a small one, but it can have an impact! If you’re working in the dingiest setting, it’s not going to be easy to get in the working mentality and it can be hard to get started. Make your work space a designated spot and organize/decorate it in a way that pleases you and sparks joy when you see it! Make Marie proud.
That’s it! Make sure to use Dokkio to speed all this up for free and use its AI to organize your files even while you’re sleeping. The more files in your Cloud and Dokkio, the less files in your local file folder cluttering up your computer and making you miserable.
The best way to be more productive at work is to make sure your productive apps are keeping you efficient and effective along with keeping track of your focus.
With this in mind, let’s make sure you’ve got the best productivity apps under your belt.
Dokkio – Dokkio is a free productivity app that combines Word, Google Drive, Box, Slack, Dropbox, and local files all in one place – you can create new files from these different apps all in the Dokkio app as well. No need to open up more tabs!
Dokkio also organizes your files with AI and sorts them automatically, even while you’re sleeping. The less time you spend on organizing your files, the better.
Comes with a Sidebar Chrome extension that allows you to highlight any text you’re writing (like in Notion or in Figma) and suggests relevant files for you to click and link back to – saving you the time of looking any files up!
Ability to share files immediately with Team Members when you create files in a shared folder
2. Notion – A great productivity app that opens in your browser and allows you to create different templates and documents to better organize things like task lists, journals, reading list, homepage – the list goes on! The great thing about Notion is how much it lets you personalize every file that you make – and Sidebar works great with Notion, so don’t forget to use these two in conjunction for best efficiency!
3. Asana – Asana can be great when delegating tasks out to multiple employees, and it does a great job of gamifying the whole app in your browser – from sparkles and flying unicorns when you click on “complete task”. It’s also great for writing short to-do lists.
For productivity tips (mental state):
Take breaks. If you don’t take a break when you’re stressed or tired, absolutely nothing will get done, and if it does – it probably won’t be good. Remember that if you don’t give yourself time for breaks, your body will eventually take a break for you, and you will be out of commission for much longer than the short original break would be.
Place all your work tabs in one browser. This is easy to do in Chrome – simply select all your work tabs and right click “move tabs to new window”. It’s important to separate work tabs and personal tabs – having both at once can get confusing and reduce your focus!
Try to do one task at a time. The best use of your time is starting and completing one task at a time – but sometimes working with a team can make completion difficult if you’re waiting on a response before task completion. In this case, make a note that the task is unfinished and move on. At the end of the new task, you can go back to the original task if the needed response has come!
Work at your best hours. There is no need to force yourself to get up at 5am if you do not have to – if you are lucky and your work hours are flexible and you find you are more of a night person and more productive once the sun has set – then live out your vampire dreams! You’ll be far more efficient when you’re fully awake than if you’re drudging through all your tasks.
Give yourself a reward after a certain amount of tasks. If you get to go get yourself a $6 coffee at the end of a task, you’re far more likely to finish it quickly (and hopefully well) – and be in a better mood when you’re done! Pavloving yourself is always a good idea. Humans love rewards.
Get rid of distractions. This can involve an array of things – such as ordering food instead of cooking because you don’t have the time or you hate cooking, putting your dog in another room while you focus on completing a task until you need a break, separating yourself from roommates when you know you’re likely to talk and get distracted until you’ve completed your work, you get the idea. Though this may not be possible for everyone, at least make everyone aware that you are working and need as little distraction as possible.
Make sure you enjoy the work you’re doing. Working may not always be the most exciting thing in the world, but if you’re working at a job you completely hate, you’re far less likely to get anything done – especially when your mood is in the gutter. It’s extremely important for one’s mental health to try and get the best job they can – and if you’re not currently in a job you enjoy or can stand, it’s always a good idea to go out and apply for more and find a job that can better suit you and your lifestyle. You don’t always have to be stuck in the same place.
Set goals for yourself. Humans work best when we have something to look forward to – whether that’s a vacation, staycation, promotion at work, getting to see family – it can be anything and the sky is the limit. Maybe your goal is to get your own apartment or move states – maybe your goal is to open your own business! As long as you can envision some dreams for yourself, you’ll be able to keep going. Just remember to keep following your dreams.
For concrete productivity tips, try these:
Time-blocking: Block out time slots for all your duties for the day. Even if you don’t adhere strictly to the slots, just having a general idea of what to do and when to do it can be beneficial.
5-minute rule: Starting tasks can suck. To make it more palatable, simply do 5 minutes of any task that you don’t want to start and then you can take a 5 minute break – you’ll find that often times, you’ll complete the task before either the 5 minutes are up or the task wasn’t as bad as you made it out to be in your head and you’re willing to finish it now. Either way, yay!
Don’t allow your meetings to get too conversational. Depending on how many times you meet a week with coworkers, this can really eat into your productivity time. Learn to cut people short if they’re going on a long-winded tale in a kind way, and re-route the conversation back to the work at hand. This may have to happen several times in one meeting but it’s worth it for the time saved.
Work in one place consistently. Having your laptop or computer already set up and ready to go is a great way to just jump into the tasks you have for the day. Nobody wants to spend 15 minutes setting their computer up with their charger and mouse, opening 10 tabs and logging into everything. I take the lazy way out everyday and keep my tabs continuously open in another browser and exit everything during the weekend for my own sanity. I recommend this as well.
Communicate frequently with teammates. It is better to ask now and have something repeated than to try and do something yourself, only to find out that your time was wasted because you performed the task wrong due to not asking someone else how to do it – you get the picture. Even if a coworker is annoyed at having to answer a question for the 5th time, it pales in comparison to the annoyance they’ll feel if you make the project lag behind by 5 days due to a misunderstanding.
Any other productivity tips? Let us know in the comments!
Don’t forget to download Dokkio for free on your way out, and happy sorting!
As someone who absolutely despises outlines and rough drafts and pretty much practice anything – I usually dive headfirst into everything – I’d like to make a disclaimer that if this type of organization is not your speed, then that’s totally fine. What’s important about productivity is what works for YOU.
These are just some tips you can use to help you along!
However, taking the time to design an outline can eat up a lot of your productivity time. You don’t want to spend forever perfecting your outline only to have little time left to actually write your paper or whatever it was you needed the outline for. So with that in mind, here are some super cool outline generators to help you speed things along:
Portent– Short on ideas and content? This won’t write your outline for you, but it will help you generate eye-catching titles and will give you ideas for content to write. Keep inputting keywords until something sparks interest! It’s free!
SurferSEO– This one’s hot off the press from Product Hunt! The best part – no need to sign up with email or anything – this is a 100% free tool to help you rank in SEO and gives you an outline for your blog. Hell yes.
4. Peppertype AI – This amazing AI helps you develop better ad campaigns with Google Ads, and can also help generate content and outline ideas with its headline generator built into the ad generator!
There are also a ton of other options you can use, but we’ll keep it at 4 for now, because who enjoys being overwhelmed?
So if you hate rough drafts like me, as well as creating outlines, these generators can also act as your friend to essentially do that work for you and help you focus your thoughts whilst creating your “rough” (aka final) draft. And no one will be any the wiser that you didn’t make an outline to begin with!
Have you tried any of these yet? Are they helpful? Let us know!
To sort your outlines and essays easily, remember to use Dokkio for free to automatically categorize your files for you – you can create new Word documents and Google Docs, Sheets, etc all within our neat little app! Especially useful if you don’t feel like paying for Microsoft 365.
If you’re like me, then starting a productivity journal that’s not online is mostly out of the question.
Sure, the aesthetic is nice, and so is the feeling of pen on paper, but realistically…I never finish journals I start, and then I lose them. And that’s if I can even find a pen to write in the journal to begin with (in my defense, my pets definitely steal them somehow).
So, in the spirit who prefer things online and lose things easily, here’s something that’s very difficult to lose!
Before we start, let’s get into what a productivity journal is. A productivity journal is a documentation of how productive you are, whether that’s daily, weekly, monthly, or yearly – it’s entirely up to you.
What your productivity entails is also up to you – you can make it about your goals, or write down things you’ve done that day, or you can write down task lists. It’s also important to make note of how you’re feeling after doing these tasks, or while you’re doing them, so you can see if there’s anything in particular that slows you down or stresses you out – depending on your lifestyle, it may make sense for you to outsource these tasks that you find slow down your productivity.
Additionally, it doesn’t even have to be about work – it can be about meals, hobbies, activities for the day, the list goes on.
So first, pick what you’d like to make your productivity journal about and let’s move on!
Find an online planner that works for you. You don’t even have to make one yourself – there are tons of options in productivity apps like Notion and Figma Design to give you the aesthetic you’re looking for. There are paid and free options, like this template in Notion here:
2. Use the template to list out the things important to you – you can change the planner headlines to what suits you best! Here I’m just going to leave everything as is. Here’s what’s already in the template:
5. Make sure to actually use your digital planner. Nothing is ever useful if you don’t actually use it! Make sure to check your planner daily, which is hopefully easier to do when it’s online since nowadays, we’re almost always connected to the internet anyways!
Don’t forget to decorate your planner, even digitally, and make it your own. Sometimes, when things are more beautiful, it makes us want to use them more – it’s important to use any motivation you can to get things done. You’ve got this!
There’s a lot of garbage out there. People that want you to enter your credit card information for a supposedly free trial, companies that try to trick you into getting your information for the very little they are offering…we are not that.
Dokkio is GDPR compliant, meaning we care about your privacy and have no clue what is in the files you’re using with us. Nor do we care! All we care about is that you use Dokkio to make your life easier.
The BEST part of Dokkio is that you don’t need Microsoft Word or Google Docs or any of that – no need to have a million tabs open! We’ve got it all inside our own little app. That’s right, that means you DON’T need to pay for Microsoft 365. Because we essentially did it for you.
Even better is when you create a new file within Dokkio, it’s automatically categorized and sorted for you. You don’t even need to lift a finger. Our awesome AI is super powerful and can recognize any file, any time – even when you’re sleeping.
Of course, even if you don’t create that new file in Dokkio, our AI will still categorize it for you if it’s in the Cloud! We sync with Google Drive, Notion, Box, Dropbox, OneDrive, Slack, and Gmail. In the future, we’ll be able to sync with even more.
You can also sync your local files with Dokkio by uploading them to the Cloud.
The best BEST part? It’s literally free. The whole thing. Even the pro accounts that usually cost money.
Tired of spending 2 hours a day organizing your files and wishing you were born a hamster instead? I get it.
It’s very easy to spout tips on being productive when you don’t have ADHD. For a lot of people without neurodivergency, sometimes completing a task is as simple as setting your mind to it and getting started!
For neurodivergent people, it’s not so easy. Many times you’ll be sitting on the couch telling yourself over and over again that you’ve got to get up and start work, but your body just won’t move. It’s not for lack of trying – in fact you’re trying quite hard – it’s just that your brain and body literally just won’t listen to you.
Unfortunately, from an outside perspective, all of that hamster-wheel-running in your brain just looks like you sitting as a lump on the couch for four hours.
So here’s a way to combat that.
Body doubling is a practice in which you work on a task alongside someone else who is also focusing on their own work. This is mainly used for ADHD, but honestly, I would argue that this would be helpful for anybody. It’s a lot harder to focus on your own task when someone else is in the room playing video games while you’re trying to organize your files! (Unless you have Dokkio, in which case, you would never have to organize your files again. It’s free, too!)
To get started on body doubling, get a human (this part may be negotiable…perhaps even a pet) who can act as a warm lump of sentient being to work quietly alongside you. As long as it’s a warm body, it can be anyone! (Don’t go kidnapping people though…that’s a whole other problem.)
It’s even possible to get a virtual bodydouble (there’s tons of options online and hey, you might even make a friend!) to work alongside with you in the event that you’re quarantined or maybe don’t have anyone in real life to come over. (Us hermits gotta finish our work, too!)
If you’d like to read more about why body doubling works, I recommend you read some more into it here. I’m just here to give you ideas so you can go ahead and get started – because we all know that sometimes, reading in depth can cause you to go down a rabbit hole where – whoops – it’s three hours later and you still haven’t gotten started on anything because you forgot.
So don’t forget to keep those files organized with Dokkio, get body doubling and happy sorting!