Organize your work, your team or personal projects more easily

Organize work or personal projects and tasks with an online tool

Pen and paper: Create task lists, to-do lists and projects

There are many personal and team organizers, like Asana, Trello, Wrike and others, and they help you plan and manage projects. Zenkit is a great alternative that you may find more useful.

Organize your time and tasks more efficiently and you will get more done each day and week. Whether it is a personal project or work, on your own or in a team, Zenkit aims to organize everything and make it easier. It is a time and task manager.

It enables you to break down a project or even your weekly work routine into smaller tasks that you can see at a glance and to schedule when they need to be done by. It enables you to create lists of the items that are needed for a project, like documents, images, and other files. It even enables you to connect to other sources of data and files.

Asana, Trello, Wrike, MeisterTask, ClickUp and others are all variations of the same concept and Zenkit fits right in with them. It enables you to create projects and tasks and view and organize them in many different ways, switching between views with a couple of mouse clicks.

A free account is available at the Zenkit website and that is what I am using here. It has some limitations, but it is fine for personal use or for you and a couple of co-workers or friends. Subscriptions are available for business users ($9 a month) with teams of people and/or large projects, and it has useful collaboration features.

Organize your projects and tasks

One of the best features of Zenkit is that it is straightforward and easy to use. Everything is fairly obvious when you see it and use it, and getting started is a breeze. Although there is documentation, you probably won’t need to read it, it is that easy.

You work with Zenkit using collections, which are basically collections of tasks. They are organized into folders called workspaces and a Workspace can contain many collections, which contains tasks for a project or simply your weekly or monthly work duties.

Zenkit ready-made templates to get you started
Zenkit starter templates

Although you can start from nothing and build your own collections, there are many ready-made templates that are either just right for your needs or close enough that you can easily customize them to do what you want.

Here are just a few examples of templates selected at random: Personal calendar, CRM for sales, File archive, Job applications, Blog planner, Guide for new employees, Dinner party, Support helpdesk, Study planner, Project planner.

There is a good mix of personal and business templates and all are customizable and can be modified to suit other uses. They give you an idea of what is possible with Zenkit and there is also a tutorial template and a sample template of a Mars mission project with Tasks, Inventory and Documents collections.

View tasks in different ways

Zenkit in a web browser showing the table view of tasks in a project

Fundamentally, Zenkit is a database and there are many ways to view the data. It reminds me of Airtable a little. Table view is the most database-like with records in rows and fields in columns. List view is a simplified version of this. Both are useful in some circumstances, but Kanban view is much more fun.

The Kanban view of tasks in Zenkit in a web browser
Zenkit Kanban view is one of many views

You create lists that contain tasks and the simplest is To-do, In Progress and Done (like Trello). Tasks are added to To-do as little cards and they can contain text, links, images and files. When a task is started, drag it from the To-do list to the In Progress list, and when it is done, drag it to the Done list. You can see at-a-glance what tasks need to be started, which are underway and those that are completed.

These lists can be any set of processes, such as writing documentation, editing it, getting approval, publishing and so on. Each item added to a list has a title, description, due date, files, the person it is assigned to, comments from people, and more. Only the title is necessary and the others are optional.

Organize tasks on a calendar

The calendar is another great way to view a collection and all the tasks with due dates appear on it. It gives you a useful overview of the month. I like the way you can list unscheduled tasks and then drag them to the calendar to set due dates.

Calendar view of your tasks in Zenkit in a web browser
Zenkit calendar view

It is easy to see when tasks are due and how much time you have to complete them. If you find tasks as bunched up or you need to reschedule them, they can be dragged around the calendar to change the due dates and it is a great way to organize your work week or month.

Mind maps and more

There are several other views, including hierarchy, mind map and wiki views. Wiki shows a navigation or contents panel on the left and a large document window on the right that can contain text, images and links.

The view you use depends on the project and the tasks you add to your collections. A default can be set, so you can get straight to what you need, but switching views is easy and I switch mostly between Kanban and calendar views.

There are even more views and tasks can be grouped, such as by stage, writer, category, editor or whatever you want. You just add a new field and set the type, such as Label.

More features

File storage comes with Zenkit and 1 GB is provided with free accounts. This is fair enough for personal use and is enough for me, but subscribe to a business plan and you get 50 GB.

The free plan allows up to three users, but paid plans are per user and there is no limit. Permissions can be assigned to users, like owner, member, editor, commenter and guest, so if you have a team or contributors, you can invite them and set what they are allowed to do. 2FA security can be applied to protect your account.

Zenkit can connect to other online services and it can import Trello, Asana and others. You can link it to Google Drive, Dropbox, or Box, connect to Microsoft Teams, use Zapier automation, and more. For example, a Zapier zap can add new Zenkit items to a row in Google Sheets. There are many more business features like these and I have barely scratched the surface here.

Where to find it

Zenkit can be accessed online in a web browser at the Zenkit website, but there are also desktop apps for Windows PC, Apple Mac and Linux, and phone apps for iOS and Android.

Although it is an online service, collections can be downloaded and accessed offline if you do not have an internet connection. Wherever you access Zenkit, your data is synced automatically.

It is my new favorite tool and one that I like because it looks great, is easy to use and has the features I need.


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