Top 5 Organisation Tools I Use to Stay Focused and Productive

Discover the 5 organisation tools I rely on — from Pomodoro timers to planners and my daily anchor routine — to stay productive and aligned with long-term goals.

Introduction

🇬🇧 Staying organised isn’t about having every productivity tool under the sun — it’s about choosing a few that truly work for you and using them consistently. Over the years, I’ve tested countless apps, planners, and routines. These five tools are the ones I return to again and again. They help me stay focused, keep track of my goals, and ensure my days align with my long-term vision.

• Pomodoro Timekeeper
• Google Calendar
• Google Drive
• Year Planner
• Anchor Routine
• Closing Thoughts

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1. Pomodoro Timekeeper

The Pomodoro Technique is fairly simple: 25 minutes of focused work, followed by a 5-minute break three times. The fourth time allows for a 15-minute break, This totals to 2 hours of work, allowing for the all important pauses even if I think I don’t need one. This rhythm keeps my mind fresh and my output steady — especially on days when I’d rather procrastinate.

I use a dedicated Pomodoro timekeeper rather than my phone timer (fewer distractions!). You can find physical Pomodoro timers in many styles — from minimalist wooden desk timers to bright, fun kitchen timers.

Here are some more models depending on your region: (US) the Ticktime Hexagon Pomodoro Timer, the simple Pomodoro Timer Cube, (AUS) the TimerTime 60 Minute Visual Countdown Timer, or the Ejoyous Pomodoro Timer Digital Flip Timer.

Having a physical timer keeps me focused during deep work sessions and helps me pace myself for breaks.

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2. Google Calendar

This is my command centre. Every appointment, deadline, and time-blocked work session goes into Google Calendar. I colour-code events for quick scanning, and I share certain calendars with clients or collaborators to keep everyone aligned.

One of my favourite features is the ability to set recurring reminders for both work and personal routines. Whether scheduling deep work sessions or planning downtime, Google Calendar keeps me in control.

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3. Google Drive

Google Drive is my go-anywhere filing cabinet. I use it for storing documents, spreadsheets, and presentations that I need to access from anywhere — whether at my desk, on the move, or working abroad.

Collaboration is seamless: I can share files instantly and work on them in real-time with others. And with the mobile app, I always have my work at my fingertips.

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4. Year Planner – Big Picture to Daily Action

One of the most powerful tools I use is a large-format year planner, following the method popularised by Paul O’Mahoney. I start with my life vision, then break it into:

• Years — broad outcomes I want to achieve
• Quarters — seasonal milestones
• Months — smaller, targeted goals
• Weeks — actionable projects
• Days — specific, manageable tasks

For smaller or more detailed planning, I also use a weekly/quarter planner and a life planner. This system keeps me from getting lost in the day-to-day and ensures my work is always moving toward something meaningful.

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5. Anchor Routine – Morning, Day & Evening Foundations

Not all organisation tools are digital. My “anchor routine” is about creating mental clarity and setting a healthy rhythm for my days.

Morning spiritual time: I start each day with Un moment avec Jésus (French Kindle or hardcover) or Every Day with Jesus in English.

During the day: I use the YouVersion Bible App (Life.Church), free and plurilingual in over 1,900 languages, including BOMBI — my African mother tongue, which I helped bring to the app. Many users also read Scripture side-by-side in two translations to learn or practice another language. Features include daily verse images, audio Bibles, video devotionals, and reading plans (solo or group). Available in the App Store and Play Store. A simple physical Bible also works well for study during the day.

Optional 20-minute nap if needed.

Evening wind-down: Screens off by 10 p.m., lights out no later than 11:40 p.m.

This combination of spiritual grounding, restorative rest, and rich learning makes the Anchor Routine a cornerstone of my productivity.

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Closing Thoughts

Organisation isn’t about cramming more into your day — it’s about structuring your time so you can focus on what matters most. These five tools help me balance work, personal growth, and rest. I encourage you to try one or two, adapt them to your lifestyle, and see the difference they make.

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