Resources
Resources for a Calmer Workday
Tools and gear for a calmer office day, with the free options first in every group. None of it is required: start with what your computer and email already have.
Free: no cost. Freemium: a free plan, with paid upgrades. Paid: no free plan. Prices change, so check the current price on each site.
Calmer email
Start with the rules and filters already built into Outlook and Gmail. The apps below add more sorting if you need it.
Related: Email rules and filters, Morning email routine and Turn off email notifications.
Free or with a free plan
-
Outlook rules and Gmail filters
Built into the email you already use. A rule or filter can move newsletters, notifications and CC'd threads out of the inbox before you see them, so the inbox holds the mail that needs you.
-
Spark Mail
An email app for Gmail, Outlook, iCloud and other accounts, on Mac, Windows, iPhone, iPad and Android. Its smart inbox groups mail so messages from people sit apart from newsletters and notifications.
-
Clean Email
Groups similar messages, such as newsletters and notifications, so they can be archived or deleted in bulk, and can set rules to keep that clutter out. The free account covers a limited number of messages.
Paid
-
SaneBox
Works with your existing email account and moves messages it judges less important into a separate folder, such as SaneLater, to read when you choose.
No free plan. The free rules and filters above do a simpler version of this.
Tasks and to-do lists
Microsoft To Do and Google Tasks are free and sit next to the email you may already use.
Related: Brain dump template and End-of-workday shutdown checklist.
Free or with a free plan
-
Microsoft To Do
A free task app from Microsoft for Windows, Mac, iPhone, Android and the web. With a Microsoft account, emails you flag in Outlook can show up as tasks.
-
Google Tasks
Simple task lists in the side panel of Gmail and Google Calendar, plus phone apps. Tasks with a date also appear in Google Calendar.
-
Todoist
A task app for phones, computers and browsers. Type a date in plain words, such as "every Friday", and it becomes a due date.
-
TickTick
Tasks, a calendar, a habit tracker and a Pomodoro focus timer in one app. Some features need the paid Premium plan.
Paid
-
Things 3
A to-do app for Mac, iPhone, iPad and Apple Watch, bought once per device type instead of a subscription. The Today list has a separate This Evening section.
Apple devices only. Microsoft To Do and Todoist also work on Windows and Android.
Calendar and time blocking
Any calendar can hold a time block: it is just an event for your own work. The planners below can do the scheduling for you.
Related: Time blocking and Friday weekly review.
Free or with a free plan
-
Google Calendar
Free with a Google account. Block time for your own work as events, and turn on Speedy meetings so new events end a few minutes early.
-
Outlook Calendar
Comes with Outlook. The Scheduling Assistant shows when attendees are free, and Outlook can shorten meetings so they end a few minutes early.
-
Reclaim.ai
Connects to Google Calendar or Outlook and fits tasks, habits and focus time into open slots around your meetings, moving them when plans change. The free plan is called Lite.
Paid
-
Sunsama
A daily planner with a guided plan-your-day routine and an end-of-day shutdown. It pulls tasks from email and other apps into one list.
No free plan.
-
Morgen
Shows calendars from Google, Outlook and iCloud in one place next to a task list, and helps place tasks into the day as time blocks.
No free plan.
Focus and distraction blocking
Turning off notifications costs nothing; the guides show how. For blocking websites, Cold Turkey has a free version.
Related: Turn off email notifications, Teams notifications and Time blocking.
Free or with a free plan
-
Cold Turkey Blocker
A website blocker for Windows and Mac. The free version blocks websites. Pro is a one-time purchase that adds app blocking, schedules and stricter locks.
-
Focusmate
Book a video session with another person, say what you will work on, then both work quietly. Some people use it to start tasks they keep putting off. The free plan includes a few sessions a week.
Paid
-
Freedom
Blocks distracting websites and apps on a schedule, on your computer, phone and tablet at the same time.
No free plan. Cold Turkey's free version is the free option for websites.
Notes and brain dumps
The notes app you already have is enough for a brain dump. The first three are free.
Related: Brain dump template.
Free or with a free plan
-
Microsoft OneNote
A free notebook app from Microsoft for Windows, Mac, iPhone, Android and the web. Notes sync through OneDrive, and at work it is often already part of Microsoft 365 and Teams.
-
Apple Notes
Built into iPhone, iPad and Mac, with checklists and iCloud sync between your Apple devices. Quick for a brain dump with no setup.
-
Google Keep
Sticky-note style notes and checklists with reminders, on Android, iPhone and the web.
-
Notion
A flexible workspace for notes, checklists and simple databases, with templates for things like weekly reviews and meeting notes. It takes more setup than a plain notes app.
-
Obsidian
Notes saved as plain Markdown files on your own device. Free for personal and work use; sync and publishing are paid add-ons.
Meeting notes
Recording or transcribing a meeting may need your employer's approval. Check your company's policy, and tell everyone in the meeting before you record.
Related: Meeting prep and close.
Free or with a free plan
-
Fathom
Records and transcribes Zoom, Google Meet and Microsoft Teams calls, then writes a summary. The free plan limits some AI features.
-
Granola
A notepad for Mac and Windows that uses your computer's audio, so no bot joins the call, and turns your rough notes into fuller ones afterwards.
-
Otter.ai
Live transcription and summaries for meetings and recorded audio. The free Basic plan has monthly minute limits.
-
tl;dv
Records Google Meet, Zoom and Teams calls and creates notes and timestamps you can share with people who missed the meeting.
Breaks and wellbeing
Stretchly is free and open source. A phone timer works too.
Related: Microbreaks at work.
Free or with a free plan
-
Stretchly
A free, open-source break reminder for Windows, Mac and Linux. It shows short mini breaks and longer breaks at intervals you choose.
-
Time Out (Dejal)
Break reminders for Mac only. It can show short micro breaks and longer breaks and dim the screen while they run. Free to use, with optional paid extras.
-
Insight Timer
A large free library of guided meditations and a meditation timer, on phone and web. Some courses need the paid membership.
Paid
-
Headspace
Guided meditations and short exercises for stress, focus and sleep, on phone and web.
Subscription only. Insight Timer above has a large free library.
Writing and email help
For AI help with emails: use the AI tool your employer has approved. In public tools, remove names, numbers and anything confidential. Read every draft before you send it.
Related: Write shorter emails, ChatGPT prompts for work emails and Free AI prompts.
Free or with a free plan
-
Hemingway Editor
Paste text into the free web editor and it highlights long, hard-to-read sentences. The desktop app and AI features are paid.
-
LanguageTool
A grammar and spelling checker for many languages, as a browser extension and apps. Useful if you write work email in more than one language.
-
Grammarly
Checks spelling, grammar and clarity in your browser, email and documents. More rewriting suggestions come with the paid plans.
-
ChatGPT
An AI assistant that can draft, shorten or reword an email reply from your notes. The free AI prompts on this site are written for tools like this.
Gear for a calmer workday
None of this is needed. For paper lists, the free printables are a good start.
Related: Free printables, Time blocking and Brain dump template.
Paid
-
Loop Quiet 2 earplugs
Soft, reusable silicone earplugs made to block noise, for focus or rest. A small, low-cost way to quiet an open office.
Visit Loop Quiet 2 earplugs View on AmazonAffiliate link: Loop Quiet 2 earplugs
-
Time Timer MOD visual timer
A visual timer: a colored disk shrinks as time runs out, so you can see at a glance how much of a time block is left.
Visit Time Timer MOD visual timer View on AmazonAffiliate link: Time Timer MOD visual timer
-
Leuchtturm1917 A5 ruled hardcover
An A5 hardcover notebook with ruled, numbered pages and a contents page. Paper for brain dumps, weekly reviews and shutdown lists.
Visit Leuchtturm1917 A5 ruled hardcover View on AmazonAffiliate link: Leuchtturm1917 A5 ruled hardcover
-
Rain Design mStand laptop stand
An aluminum laptop stand that raises the screen closer to eye level. Use it with a separate keyboard and mouse.
Visit Rain Design mStand laptop stand View on AmazonAffiliate link: Rain Design mStand laptop stand
-
Sony WH-1000XM6
Over-ear headphones with active noise cancelling and built-in microphones for calls. The largest purchase on this page; earplugs are the low-cost option.
Visit Sony WH-1000XM6 View on AmazonAffiliate link: Sony WH-1000XM6
Get the free guide
The Calmer Inbox is a free PDF: a 15-minute morning email routine, three settings that stop interruptions and 7 copy-paste AI prompts. It works with the email you already have, no new app needed.
Free. You'll get a confirmation email first – click the link in it and the guide is sent to you. Check your spam folder if it doesn't arrive within a few minutes.