6 Productivity Tools for Small Businesses

The items listed here are 6 of my favourite productivity tools for small businesses, keeping me organised, productive, and on track.

productivity tools for small business - photo by Minh Pham on Unsplash

Why do small businesses need productivity tools?

As a small business owner, there are an awful lot of things to manage. I am the designer, the marketeer, accountant, IT support, photographer, copywriter, tea maker, and general dogs body of my business. That is all on top of managing daily family life. With three young boys I can tell you, if it wasn’t for my trusty apps, I’d be a hot mess. And so would my business! A good selection of productivity tools for small businesses such as the ones listed here will help your business thrive because they will keep you on track. 

The productivity tools mentioned in this article as just some of the ways I try and keep my small business organised. Get in touch and let me know how you keep on track!

If you’re interested in how I work, check out my article 5 Essential Devices for Graphic Design


Productivity Tool for Small Businesses No.1

Adobe Scan

Adobe Scan is a free mobile app designed so that you can easily capture and convert images of documents into high-quality PDFs or JPEGs.

This is a great little app and really helps with keeping on top of your accounting. I use it to quickly make copies of receipts which I later add to my accounting software. Additionally, I use it keep track of handwritten notes. Just scan the page using Adobe Scan and then send the file directly to an online location so that you can access from any of your devices.

Find out more about Adobe Scan

Productivity Tool for Small Businesses No.2

Kashflow Accounting Software

Kashflow is an online-based accountancy software, payable via a monthly subscription. Originally designed by and for designers, it works well for creatives and small businesses. It has recently been taken over by IRIS but so far I’ve not noticed any big changes so I’m still happy with the software.

I have been a Kashflow customer for many years and I am still incredibly grateful that I found it. It has made keeping my accounts up-to-date and on the right side of HMRC a lot easier than the Excel spreadsheet I was originally working from!

Bank feeds can be automatically updated within the app. You can fill and send VAT returns directly to HMRC and also produce reports such as Self Assessment. It’s a great way to keep track of your finances and to see where you’re spending your money and how your business is doing.

Find out more about Kashflow Accounting

Productivity Tool for Small Businesses No.3


Evernote is a great app for productivity. I use it for keeping track of pretty much everything. I have notebooks set-up for each of my kids, each of my clients, my business activities, and my general home life.

From a business perspective I use it to keep a note of invoices I need to create and send out at the month end. I store and sort lots of important tid-bits of information, such as colour palette breakdowns for each of my clients and their specific font usage.

I also have a very long to-do list of household projects on there too!

The great thing about it is it’s super easy to use and you can access it across multiple devices. So if I need to find out what colour I use on my website, it’s there. If I need to add a few things to my to-do list while I’m out, it’s there. I can also schedule things, meaning I’m less likely to actually DO the things on my to-do list!

It doesn’t even need to cost you anything as their basic free package is still incredibly versatile and useful. Go check out Evernote now. 

Productivity Tool for Small Businesses No.4

Apple Calendar

I’m a big fan of keeping a calendar. Personally I use Apple Calendar as it’s an integral part of the Apple ecosystem but any other calendar app would work just as well. In fact, I hear great things about Google Calendar, so that’s definitely worth a look at.

I use Apple Calendar to keep track of my personal and business life. Using multiple colour-coded calendars it allows me to quickly identify what needs to be done. My calendar is constantly open so I can easily and quickly check what’s going on with the month, week, and day view. Being able to remember what needs to be done and when is essential to staying on top of everything and being productive.

Productivity Tool for Small Businesses No.5


Milanote is a tool for organising creative projects into beautiful visual boards. By design, it feels a lot like working on the wall in a creative studio – visual, tactile and sometimes a bit messy – Milanote is a great fit for designers who work with remote teams.

With Milanote you can write notes and to-do lists, upload images and files and save things you find on the web. It’s great for organising things visually using the flexible drag and drop interface. By default boards are private, but you can easily create a shared workspace for collaboration with colleagues and clients. It’s also incredibly useful to have access to the hundreds of built-in templates to help you get started.

Productivity Tool for Small Businesses No.6


I’ve been using Dropbox for many years, I literally store EVERYTHING on there. From my personal photos and documentation, to my all my client projects and my product designs. It’s all on Dropbox.

I think it’s a great productivity tool. It allows me to store all my files on the cloud, freeing up space on my computer hard-drive. At the same time however, they’re all available to open on my computer at a moments notice. You can invite others to have joint access to folders which is great if you’re collaborating on files. You can share files and folder quickly and simply, and you can even transfer them to others directly from your desktop.

I also use the Dropbox app on my phone for those occasions when I’m out of the office and need access to files. It happens more than you would think!

Check out Dropbox and get a bonus 500mb storage by following this link