The ultimate guide to administrative tasks and duties

Managing meetings, appointments, and travel can quickly become overwhelming. With so many moving parts, utilizing automation and tools (some powered by artificial intelligence!) can streamline task management and boost personal assistant productivity.

Ready to let technology help? Check out our list of the 20 best apps for personal assistants that will simplify your workflow, streamline your processes, and make your job easier—so you can focus on what really matters.

6 Apps to help you organize your time

1. Calendly

Tired of the endless back-and-forth just to schedule a meeting or call? Calendly helps make calendar scheduling easy.

All you need to do is enter the days and hours you’re available in the app, send the link to others and they can choose a slot. Easy, simple, and time-saving.

Pricing

Calendly offers basic functionality with a free plan. Its Standard plan costs $10/seat/month, and its Teams plan costs $16/seat/month. There’s also an Enterprise plan with tailored pricing.

2. Clockwise

Clockwise is like having a personal assistant in your calendar. It understands how you work and blocks off focused time in your calendar. It also coordinates team calendars to help you work in sync.

It can also automatically update meeting times should an attendee have a new commitment.

Pricing

Clockwise offers a free version, a Teams plan for $6.75/user/month, a Business plan for $11.50/user/month, plus an option for Enterprises.

3. Doodle

Finding a time that works for your team can be a hassle. Doodle simplifies the process with its free online scheduling tool. With its polling feature, you can easily ask your team for their availability, and Doodle will automatically determine the best time for your meeting. It’s an efficient solution, perfect for teams of any size.

Pricing

As well as a free version, Doodle’s Pro version costs $6.95/user/month, whilst its Team plan costs $8.95/user/month. There’s also an Enterprise version for larger teams.

4. Google Calendar

You’re likely already familiar with Google Calendar, and for good reason—it’s a great tool, especially when combined with other Google Workspace apps, such as Google Assistant.

It lets you schedule meetings and calls, create shared calendars, and automatically create Google Meet calls. Plus, you can access it on any device you use, including iOS for iPhone, Android, desktop, and more.

Pricing

Google Calendar is free to use.

5. 24me

24me is an all-in-one calendar, to-do list, and note-taking app. It reminds you of your tasks, stores important dates and notes, and even offers traffic updates.

24me automatically checks things off your to-do list. With customizable views, you regain control over your day. You can also make phone calls, book flights, and send emails without leaving the app.

Pricing

24me is free, but you can upgrade your experience for $5.99/month.

6. Katch

Katch is an AI assistant tool that streamlines your daily routines with personalized assistance and intelligent calendar management. By looping the tool into your email conversations, it acts as a virtual assistant, helping you:

Create availability slots

Automated meeting scheduling

Incorporate personal meeting preferences

Forget Siri or Amazon’s Alexa: you can talk to your Katch “assistant” via WhatsApp audio messages and voice commands to help you schedule whatever you need, hands-free.

Pricing

Katch’s virtual assistant app costs $0.99/month.

4 Apps that help you manage your communications

1. OnMail

If you can’t deal with junk mail and are quick to delete messages you should have saved, OnMail by Edison Software is the perfect email service for you.

You can personalize email notifications, organize your contacts, and unsubscribe from newsletters that don’t have an unsubscribe button. As OnMail’s slogan states “Change your email, change your life.”

Pricing

OnMail offers 10GB of free storage, 100GB for $49.99/year, and 500GB for $99.99/user/year.

2. Spark Mail

Did you know that we spend anywhere between two and five hours in our inbox every day?

Spark Mail helps you love your inbox again. It offers intelligent email prioritization, noise reduction, and other advanced email tools to help you achieve ‘Inbox Zero’ on a daily basis.

Pricing

Spark Mail offers a free version and paid versions with extra features that cost $4.99 and $6.99/user/month.

3. Slack

With Slack, you can share files, have huddle meetings, add reminders to messages, schedule notifications, have different channels for different projects, and tag users to notify them.

All team members can work in sync and be aware of time zones to help you work remotely. Nowadays, it would be hard to plan or organize teamwork without Slack–it’s just that good.

Pricing

Slack’s free version is enough for most teams, but for more features, the Pro version costs $8.75/month, while its Business+ plan costs $15/month.

4. Superhuman

Superhuman is an AI-powered email prioritization tool. It automatically categorizes and flags important emails, lets you snooze email threads, and reminds you to follow up on emails you’ve sent.

With Superhuman you’ll be spending your time in the most efficient way possible, turning you from human to superhuman, minus the kryptonite. It also integrates with all email providers like Outlook, Gmail, and many more.

Pricing

These superpowers will cost you between $25 and $33/month.

3 Apps that help you plan your trips

1. TravelPerk

Organizing corporate travel can be a real challenge with budgets, airlines, approvals, reporting, and endless details to track. However, thanks to TravelPerk, business travel can be easy and hassle-free. Its user-friendly booking, management, and reporting platform has everything you need in one place—plus, 24/7 customer support.

You’ll find a wide range of booking options, plus tools for reporting and travel expense management, as well as tools to help you ensure travel policy compliance. Additionally, employees and their managers can access all the necessary information from both its desktop version and free mobile app.

With a wide range of integrations and project management tools, you can give travelers the freedom they want, your company the control they need, and make corporate travel a breeze, once and for all.

Lachende Frau Mit Handy Und Kopfhoerern Unterwegs Neu

Simpler, smarter business travel: Book, manage and report all in one place.

Pricing

TravelPerk’s Starter plan is free for the first 5 bookings each month, with a 5% booking fee thereafter. For advanced features, the Premium plan costs $99/month while the Pro plan costs $229/month.

Discover how Beekeeper transformed travel management with TravelPerk, reducing booking time from 30-40% to just 1.5 hours per week!

2. Expensify

Do you need to track, report, and manage your travel expenses? With Expensify, you can manage the whole process in a heartbeat. You can approve some expenses automatically or choose to wait for the necessary approvals.

Expensify’s app allows you to snap pictures of receipts with your phone and upload them, making it easier to manage and report expenses.

Pricing

You can use Expensify for free with up to 25 SmartScans monthly. Its Collect plan costs $5/user/month, and its Control plan costs $9/user/month.

Craft an effective company expense policy with our simple template.

3. MyTSA

By offering historical times and crowd-sourced real-time reports, the MyTSA app lets you know how long airport security lines will be. This helps you better plan your ride to the airport and be as productive as possible with your time.

Pricing

MyTSA is a free app.

Smooth and stress-free travel: The ultimate template for a well-prepared business trip.

4 Apps that help with research and making notes

1. Evernote

Evernote is a note-taking app that helps you map out ideas and events. It simplifies complex and extensive organizational processes in one place.

You can upload photos with hand-written notes and add photos, PDFs, and digital files to your notes. It’s compatible with all Apple, Microsoft, and Google devices.

Pricing

Evernote offers a free plan, while premium features are available with monthly subscriptions of $14.99, $17.99, or $24.99.

2. Notion

Notion is a project management app—similar to Asana and Trello—that also helps with note-taking. The software helps team members coordinate due dates, objectives, and assignments with as much efficiency and productivity as possible.

With Notion, you can organize different workplaces to keep all your work in one place–without it descending into chaos!

Pricing

Notion is available for free. Premium features are available with monthly subscriptions of $10 or $15 per seat/month.

3. SoundHound Chat AI

SoundHound Chat AI is a voice assistant researching tool that integrates with dozens of sources to pull real-time data like weather, sports, stocks, flight status, and restaurants.

For example, you can ask SoundHound to find nearby Italian restaurants, and then instruct it to filter those results for those that also offer free parking and have Tiramisu on their menu. It also offers integrations with apps like Yelp, Uber, and Expedia.

Pricing

SoundHound Chat AI is free to use.

4. Otter.AI

If you’re looking for a better companion to help you take notes during meetings, Otter.AI is the intelligent dictation app you need.

Not only does it take meeting notes and record audio but it also transcribes the text and offers a highlight summary.

Pricing

The app is free for up to 300 minutes per month. An Otter Pro subscription costs $8.33/month, and a Business plan costs $20/user/month.

3 Apps that help you stay focused

1. RescueTime

RescueTime records how much time you spend on the different apps and websites you have on your computer to help you increase your productivity.

Once it has a full report it will display stats, telling you when you have and haven’t been productive.

You can set daily ‘Focus Work’ goals and it RescueTime will keep track during the day to ensure you’re doing the work you want to do.

Pricing

RescueTime offers a 14-day free trial and provides custom pricing depending on your needs.

2. StayFocusd

StayFocusd is a browser extension that improves your productivity by blocking distracting websites. It gives you total control with the ability to block websites by time, date, or time limit.

Pricing

StayFocusd is a free Chrome extension.

3. Strict Workflow

The famous Pomodoro Technique consists of working for 25 minutes and then taking a 5-minute break.

With Strict Workflow, you’ll enjoy the benefits of the Pomodoro technique via your browser with this free plug-in software that lets you block certain websites during your working window.

Pricing

Strict Workflow is a free Chrome extension.

Become the best personal assistant you can be with these time-saving apps!

Time and organization skills are essential for any personal assistant, whether you work for a small business or a large enterprise. With these apps and AI tools, you can manage both with more efficiency to help you get things done when you want—no hassle, no stress.

With just one click, you can boost your efficiency and productivity, making your job as a personal assistant easier than ever.

Don't overspend on business travel. Save time and money today.

Make business travel simpler. Forever.

See our platform in action. Trusted by thousands of companies worldwide, TravelPerk makes business travel simpler to manage with more flexibility, full control of spending with easy reporting, and options to offset your carbon footprint.

Find hundreds of resources on all things business travel, from tips on traveling more sustainably, to advice on setting up a business travel policy, and managing your expenses. Our latest corporate travel resources and blog posts have you covered.

Never miss another update. Stay in touch with us on social for the latest product releases, upcoming events, and articles fresh off the press.

The ultimate guide to administrative tasks and duties

The 20 best personal assistant apps to increase productivity

6 Apps to help you organize your time

1. Calendly

Pricing

2. Clockwise

Pricing

3. Doodle

Pricing

4. Google Calendar

Pricing

5. 24me

Pricing

6. Katch

Pricing

4 Apps that help you manage your communications

1. OnMail

Pricing

2. Spark Mail

Pricing

3. Slack

Pricing

4. Superhuman

Pricing

3 Apps that help you plan your trips

1. TravelPerk

Simpler, smarter business travel: Book, manage and report all in one place.

Pricing

2. Expensify

Pricing

Craft an effective company expense policy with our simple template.

3. MyTSA

Pricing

Smooth and stress-free travel: The ultimate template for a well-prepared business trip.

4 Apps that help with research and making notes

1. Evernote

Pricing

2. Notion

Pricing

3. SoundHound Chat AI

Pricing

4. Otter.AI

Pricing

3 Apps that help you stay focused

1. RescueTime

Pricing

2. StayFocusd

Pricing

3. Strict Workflow

Pricing

Become the best personal assistant you can be with these time-saving apps!

Don't overspend on business travel. Save time and money today.

Make business travel simpler. Forever.

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