In the ever-evolving landscape of digital tools, finding the right applications to enhance productivity and creativity can be a game-changer. Over the years, I’ve explored many apps, but a select few have stood out, transforming the way I manage tasks, automate processes, and streamline my daily activities. This article delves into my top 20 favorite apps, each offering unique features that cater to various aspects of my workflow.
From task management with Amazing Marvin to seamless automation with Keyboard Maestro, these apps have become indispensable to the work I do at my computer daily. Join me as I share insights into how these tools have not only boosted my productivity but also enriched my digital experience.
Amazing Marvin
After years of using popular task management applications like Todoist, Things, and OmniFocus, I discovered Amazing Marvin three years ago. It perfectly meets my task and project management needs. Amazing Marvin’s smart lists help me plan, schedule, and complete my monthly tasks and projects. The Day page consistently displays links to my most important projects (MIPs), while Marvin manages recurring tasks, so I no longer need to remember them until they appear. Read my longer review here.
Try out Amazing Marvin for free using my affiliate link.
BetterTouchTool
Because of BetterTouchTool, I don’t have to remember dozens of keyboard shortcuts or constantly move my hand back and forth between my keyboard and my Magic Trackpad. BetterTouchTool includes hundreds of custom finger gestures and actions that I use to be more productive on my Mac. BetterTouchTool goes is hundred times better than the native finger gesture features in macOS. Read more about how they compare here.
Keyboard Maestro
I rarely use the macOS Shortcut application; I use Keyboard Maestro instead. It enables me to run hundreds of automations, including day and time-based automations, AppleScript scripts, launch and quit application triggers, and run dozens of workflows. With Keyboard Maestro, I can paste the current URL in my web browser into any application, and select to launch about 20 of my most regularly used applications after I reboot my computer.
I use another macro that changes my computer desktop wallpaper automatically when a particular application launches. And another macro I use triggers and runs when I launch the Zoom application. The macro automatically pauses the music playing, closes Voice Control, and opens the AI meeting application that I use during Zoom meetings. When I quit Zoom, a similar macro re-opens Voice Control and un-pauses the music I was playing before the meeting. The number of workflows and actions in Keyboard Maestro are endless.
Mem AI
Mem AI helps me draft reports, proposals, and articles like this one. Unlike ChatGPT, Mem’s AI uses my notes and other content to generate responses to my prompts. Its user interface allows me to quickly and easily input notes on both my Mac and iOS devices. Mem saves me about three to four hours each week by efficiently organizing my content and notes. With Mem Chat, I can interact with my notes and other materials in ways I never could before.
Hazel
Hazel works in the background to automatically manage designated folders and files throughout the Finder system. I don’t have to think about manually deleting trash, moving files out of my Download folder, or backing up important Folders of content. Hazel is a classic Mac application that constantly works and runs the rules I set.
Screenfloat
I use ScreenFloat several times a day for creating floating screenshots I use for referencing, reminders, and sharing to the cloud. It’s an application that I’ve used for over a decade. Last year, the developer released Version 2.0 (read more), which was a major upgrade that makes it even more powerful.
Raycast
Raycast significantly boosts my productivity by allowing me to control my Mac using just my keyboard—streamlining my workflow with its powerful extensions. Whether it’s launching applications, managing clipboard history, or using AI to enhance my writing, Raycast helps me perform tasks more efficiently and keeps my focus on the work at hand. Here are some of my favorite Raycast extensions. (Try Raycast using my affiliate link.)
Also, Raycast recently released AI Extensions feature, which allows users to interact with extensions using natural language prompts and commands. For example, its Ask Raycast Notes extension allows for prompting it for translations, notes, information, and the like. There is also an extension that paste responses to prompts directly inside the Raycast Notes app. And for Arc users, there’s an extension for doing searches, opening tabs, and even getting a list of your recently visited webpages.
Wisper Flow
Wisper Flow boosts my productivity by offering fast voice-to-text capabilities, allowing me to dictate my thoughts seamlessly across various applications. Its AI integration means I don’t have to dictate every word, as it understands my intent. While Wisper Flow generates transcriptions in about a second or less, its writing style isn’t always as refined as what Raycast AI provides for improving writing. Sometimes, it returns nearly word-for-word transcriptions instead of crafting clearer, more concise sentences. Note, this paragraph, for example, was enhanced by Raycast AI. Check out these other AI voice-to-text applications I use.
Try out Wisper Flow using my referral link.
Cubox
Cubox boosts my productivity by providing a streamlined method to organize and access my bookmarks. It includes features like article previews and smart folder rules. The highlight feature and iOS widgets make it easy to review and annotate content, ensuring I can efficiently manage and revisit important information whenever necessary.
Tella Desktop Recording
Using the Tella Desktop recording app has transformed my video production process. It significantly reduces post-production time with its automatic features, such as dynamic transitions and zooms, allowing me to focus more on content creation. The user-friendly interface and versatile layouts make it easy to create engaging videos. Additionally, the app’s cost-effectiveness justifies its subscription fee by saving time and effort. View my video review of Tella on my YouTube channel. Try Tella for free using my philia link.
YouNeedABudget
YouNeedABudget (YNAB) has improved my financial management through its budget-to-zero method. This approach has taught me to prioritize spending and increase savings. Since I started using YNAB in 2016, my relationship with money has transformed. I can now budget for future expenses, pay off credit card balances each month, and build an emergency fund. The app’s ability to track subscriptions and create sinking funds for known expenses has been invaluable. Additionally, YNAB allows me to stay a month ahead on expenses by using last month’s paycheck to cover current costs, which has been essential for maintaining financial stability and achieving my savings goals. Try out YouNeedABudget for free for a month using my affiliate link.
CleanMyMac
CleanMyMac keeps my Mac running smoothly by removing unnecessary files and optimizing system performance. I rely on it to free up space and ensure my computer operates efficiently. In the ten years I’ve used this application, I’ve never encountered a problem after running it. Read more by CleanMyMac here.
TextExpander
TextExpander saves me time by allowing me to create shortcuts for frequently used text snippets, which reduces repetitive typing. This tool streamlines my communication and ensures consistency in my writing. However, if you’re looking for a text expansion tool, I recommend saving money by not subscribing to this application. TextExpander should offer a lifetime subscription, mainly because it rarely issues significant updates, and I haven’t seen major changes to the application in the last 15 to 20 years.
Voice Control
With macOS Voice Control, I boost my productivity by dictating text and issuing commands, which reduces the need for manual computer interaction. This feature allows me to open applications quickly, navigate tasks, and dictate notes while keeping my hands free for other activities. Although Voice Control lacks AI integration, I often keep it enabled at work because it minimizes my typing. While Voice Control has been a part of macOS for some time, Apple should improve its accuracy and allow users to assign a shortcut to toggle the app’s listening mode. Currently, I can activate the listening mode with a voice command, but I would prefer to use a BetterTouchTool finger gesture. As it is now, I must either issue a voice command to toggle the listening mode or close and reopen the app with a finger gesture.
AudioPen
Using AudioPen (read my longer review here) is the best app for long-form voice dictation and AI transcription. Its AI capabilities enable me to capture my occasionally rambling spoken thoughts and transform them into coherent notes, ideal for journaling and drafting blog posts. I appreciate not having to worry about speaking in full sentences or using punctuation, which makes it more user-friendly than traditional dictation tools like Dragon Dictate. The ability to manually edit transcriptions and mimic different writing styles enhances its versatility.
Try AudioPen for free using my affiliate link.
Rewind
Rewind captures all my computer activities, creating a comprehensive timeline that I can revisit to recall past actions and decisions. I don’t use this application daily, so I’m grateful for the free version. If I decide to upgrade to the paid Pro version, it offers AI integration and unlimited screenshot saving. Although I don’t refer to Rewind often, it has been very helpful when I do. It assists me in tracking information I need to revisit or that I’ve lost while working.
ProWritingAid
ProWritingAid enhances my writing by providing detailed grammar and style suggestions, which help me produce polished and professional content. Its AI-powered tools, such as the Sparks feature, inspire creativity and improve my writing process. I purchased a lifetime subscription to ProWritingAid. However, unlike Grammarly, PWA is only accessible via a web browser and a few writing applications like Scrivner. The advanced features of PWAs are quite useful for fiction writers and anyone who desires stylistic improvements to their writing.
Tana
I’m currently using the free version of Tana to categorize notes, reflections, and a few projects. Tana is has an accessible interface and tagging features for categorizing data. I prefer Tana over Mem mainly for the daily Day page and its bullet writing features. However, while Tana offers more advanced features than Mem, I use Mem for long-form writing and AI chat. I use Tana for short-form writing, notes, and organizing information and ideas.
iClip
iClip (read my longer review here) enhances my productivity by storing a history of everything I copy, allowing me to access and paste multiple items without losing track. Its intuitive interface and customizable features make managing clipboard content seamless and efficient. ClipMenu is another clipboard application that I’ve used for nearly twenty years. I’m not even sure if the developer still provides updates, but functions well for me, even after new versions of macOS.
TextSniper
I never thought I would need this application so much, but I use it about three or four times a day to capture text from websites and applications where the text cannot be selected normally. I activate TextSniper and ScreenFloat with a finger gesture while my hand is on the trackpad, making these applications even faster.
Additional Favorites
Additional favorite apps include 1Password, Timing, SuperTab, Paprika, PopClip, and Shortwave Mail—which are essential applications that I use daily for my productivity in various workflows.
