In life, there’s a big difference between briefly telling a person about an upcoming event and specifically telling a person all the tasks that he or she needs to complete to prepare for said event. Taskforce is a web-application that operates with the idea that people will get more done in less time when their generic emails are converted into time-sensitive tasks.

If you use Gmail, then you’re already a step ahead of the game with Taskforce because you can download the browser add-on to put Taskforce right inside your Gmail inbox almost immediately. Taskforce will add additional “task” and “activity” buttons on top of your existing emails. Once these are in place, you can convert any email to a new task, or add it to an existing task if you’ve already created one, and set a deadline for when that task needs to be complete. As soon as you’ve converted the email to a task, you can archive the email and move on. It’s that simple. Click on the new task toolbar at the top of your inbox to see an overview of all the tasks you’ve set up so far, along with due dates, comments, and collaborators. When deadlines change or a task is delayed, just change the due date to move the task from the “Current” folder into the “Delayed” folder. Taskforce will automatically move the task back to the “Current” folder when the new deadline approaches.

The collaborators you select will receive emails from Taskforce notifying them that you’ve set up a task that needs to be completed. It’s worth noting that these collaborators don’t have to use Taskforce to take part in the action. Updates in the status of a task can be made directly through the comments on Taskforce, which cuts down on the number of back-and-forth emails that colleagues and business associates send over the course of a lengthy project.

Practical Uses:

• Convert emails from colleagues into specific tasks
• See an overview of all the tasks you need to accomplish before the end of the day
• Schedule tasks based on the date when they need to be complete
• Share task deadlines and information with colleagues for project collaboration

Insider Tips:

• Taskforce works for people using Gmail or Google Apps
• Users don’t have to sign into Gmail to add new tasks
• People with iPhones can make use of the Taskforce mobile site
• Collaborators who also use Taskforce will have joint tasks synced to their accounts

What we liked:

• Taskforce has a number of filters to help people sort through their inboxes
• Delayed tasks are automatically brought back to the “Current” list when their deadlines near
• Taskforce will insert certain messages into people’s feeds or lists automatically
• People don’t have to use Taskforce to collaborate on tasks

What we didn’t like:

• People who use Outlook or other email services can’t take advantage of Taskforce yet

Alternatives:

• FollowUp – http://www.followup.cc
• Google Tasks – http://mail.google.com/tasks

Company Info:

• Launched: 2011
• Privately Held
• Headquarters: San Francisco, California
• Founded by: Niccolo Pantucci and Courtland Allen
• Web site: http://www.taskforceapp.com

Costs:

• Free

Pipedrive is a web-app that salespeople, agents, and dealmakers of all kinds can use to manage their sales stats, set targets or goals, and find opportunities for growth within their industries. By eliminating the barriers than slow down other CRM applications, Pipedrive’s creators have developed a sleek web-app that cuts right to the chase.

If you work in an industry that relies on closing major deals to generate revenue, then you’ll want to check out the offerings on Pipedrive. Sign up for a free trial in 60 seconds, and you’ll be dropped off at your new dashboard page. Add all the deals you’re working on to this dashboard page, making sure to place each potential deal into one of five sales stages. Potential clients that you intend to contact should start out in the “Idea” stage, depending on the industry you’re in. The sales stages are fully customizable, as is most of the Pipedrive application, so you can name the sale stages whatever you wish. As deals progress and sales leads turn into new clients, you’ll want to drag and drop individual deals into new stages or categories. Schedule any activities or actions – like creating a presentation or booking a reservation – that need to be completed before a deal can close, and use the red light/green light feature to stay updated on when these scheduled activities need to be complete.

In addition to its speedy project management system, Pipedrive also includes features that let you set sales activity goals, measure your team’s progress, and sync your various calendars and email accounts. The application makes it easy for people who use Highrise or Excel spreadsheets to move their information over, and stores encrypted backups of each user’s data in the Amazon cloud.

Practical Uses:

• Improve your sales record by closing more deals
• Set goals for you team and track the groups’ progress
• Stay on top of clients whose deals are about to close
• Get reminded when an important estimate or proposal needs to be sent

Insider Tips:

• Users can customize the sales stages on their pipelines
• Deals can be sorted by employee or client
• All pricing plans let companies work on an unlimited number of deals
• Pipedrive automatically loads the next scheduled activity each time a user completes a task

What we liked:

• Users can drag and drop clients into new categories as their deals progress
• Red light/green light feature notifies users when they need to take action on a project
• Unreached goals automatically carry over to the next sales cycle
• Pipedrive backs up its users’ data on a daily basis

What we didn’t like:

• Nothing

Alternatives:

• 37signals – http://37signals.com
• Salesforce – http://www.salesforce.com
• Zoho – http://www.zoho.com

Company Info:

• Launched: January 2011 (Public beta)
• Privately Held
• Headquarters: Tallinn, Estonia, and San Francisco, California
• Founded by: Timo Rein, Urmas Purde, and Peep Vain
• Web site: https://www.pipedrive.com/en-US

Costs:

• Free 30-day trial
• Lite plan is $27/month
• Business plan is $54/month
• Business XL plan is $123/month

If there never seem to be enough hours in the day to accomplish all the minor tasks and errands on your to-do list, then TaskRabbit may be the solution you’ve been looking for. The innovative web-app makes it possible for people to hire temporary assistants for help accomplishing all types of tasks. TaskRabbit’s assistants – known as TaskRabbits – have all undergone screenings and background checks to protect the safety of people who use TaskRabbit on a regular basis.

TaskRabbit is currently available in five regions across the country, with five more regions coming soon. If your city is among those where TaskRabbit is already operating, then you can pick your city from the list and then post the task you need to get done. Select a category – like shopping, cleaning, or event help – decide whether the task should repeat, and decide whether you want TaskRabbit to auto-assign an assistant or whether you’d prefer to choose the assistant yourself. Add some basic information about the task you need help with, along with your name and how much you’re willing to pay, and then sit back as TaskRabbits begin making bids for your project. If you opted to let TaskRabbit auto-assign you the assistant with the lowest bid, then the decision of how to hire will be made for you. If not, then you’ll need to look through all the bids that come in before making your hiring choice. After the person you’ve hired completes the task, he or she will be paid automatically online.

People who are out of work, underemployed, or retired can fill out applications on the TaskRabbit site to become TaskRabbits in their local areas. Applicants are put through a rigorous screening process that involves video meetings and background checks. Community reviews also help ensure that inefficient TaskRabbits are weeded out over time. TaskRabbits who’ve been selected for the job can make bids on tasks they’re willing to complete and earn money for doing basic things like picking up dry cleaning, going grocery shopping, and planning children’s parties. For people who need help completing minor errands on an infrequent basis and people who are looking for a little extra cash around the holidays, TaskRabbit is a great solution.

Practical Uses:

• Get someone to take your cat to the vet
• Hire an assistant to mail packages for your new business
• Find someone willing to help unpack your things after a big move
• Make some money helping people clean their houses before the holidays

Insider Tips:

• The amount that a Poster says he is willing to pay for a job is not visible to Rabbits who are making their bids
• Tasks will expire if no bids have been selected by a pre-determined time
• Posters must give TaskRabbit their credit card before hiring an assistant for a job
• The amount that a Rabbit has to spend to complete a task should not be included in the task price

What we liked:

• Rabbits are paid online automatically after a job is complete
• Posters don’t have to go through the awkward process of paying Rabbits in cash
• Rabbits are all put through multiple screenings and background checks
• TaskRabbit will help resolve disputes between Posters and Rabbits when they cannot work problems out on their own

What we didn’t like:

• TaskRabbit is only available in select cities, and people who don’t live in those areas can’t take advantage of the service

Alternatives:

• My TaskAngel – http://www.mytaskangel.co.uk
• Swifto – http://www.swifto.com
• WhoCanHelp – http://www.whocanhelp.com

Company Info:

• Launched: 2009
• Privately Held
• Headquarters: San Francisco, California
• Founded by: Leah Busque
• Web site: http://www.taskrabbit.com

Costs:

• Service fees are calculated “dynamically” based on the amount of the bid

Asana is a task management tool that groups of coworkers and teammates can use to stay on top of the latest developments within the projects they’re working on. At the heart of the application is a shared task list where group members can plan and discuss the various aspects of their projects in a single space while still staying organized and in sync at all times.

Up to 30 members can work together in an Asana workspace without paying a dime, so there is no reason not to sign up and give the web-app a try. Once you click the verification link, you’re ready to start putting together your first list. Create a project, then start adding individual tasks that need to be complete. You can give certain tasks priority over others and assign those tasks to specific members of your team. Update tasks and send notifications to others through email, or sign on to the Asana site to see what’s going on in your customized activity feed at any time. Individual tasks can be tagged, and those tags can be used to browse tasks across multiple projects. This allows you to see all tasks with the “marketing” tag, for example, across the spectrum of projects that your company is working on. Asana automatically updates in real time without requiring you to click “Refresh,” which means you can leave the application open in your browser and check back in periodically to see what’s going on.

Unlike other project management applications, Asana isn’t something that you can only use when you’re in the office. Friends, families, and teams can get just as much use out of the application as businesses, and a single user can access all the projects that he’s apart of from a single dashboard screen. Asana improves communication, collaboration, and efficiency for groups of all sizes.

Practical Uses:

• Track the progress your employees are making on developing a new campaign
• Let an colleague know when you’re assigning him one of your tasks
• Manage multiple projects from a single page
• Organize a book group and discuss any questions you have about the reading selections online

Insider Tips:

• Users can attach files to certain tasks
• Multiple keyboard shortcuts improve efficiency when using the app
• Tags can be searched globally
• Individual projects can be made public or private

What we liked:

• Daily emails remind users which tasks are due that day
• Global search helps people find content across all the projects they’re working on
• Users can sign up to get emailed whenever changes are made to projects they’re a part of
• Lists can quickly be re-ordered by dragging and dropping tasks into place

What we didn’t like:

• Asana is similar to some competing task management apps that businesses are already using

Alternatives:

• Doit.im – https://i.doit.im
• Toodledo – http://www.toodledo.com
• Wunderlist – http://www.wunderlist.com

Company Info:

• Launched: February 2011
• Privately Held
• Headquarters: San Francisco, California
• Founded by: Dustin Moskovitz and Justin Rosenstein
• Web site: http://asana.com

Costs:

• Free for up to 30 people

Rating:

• 5 out of 5 (wow)

College admission requirements are getting tougher every year, as more and more qualified students look for acceptance at top universities around the country. Acceptly is a web-application that guides its users through the process of applying for college in ways that a guidance counselor couldn’t dream of. The application provides customized recommendations that can increase anyone’s chances of getting accepted at the school of their choice.

If you’re a high school student who’s anxious about the college admissions process, then you’re a person who could benefit from checking out Acceptly. Log in with a Facebook account, then enter your high school and graduation year to begin. Acceptly will ask you questions about the colleges you’re considering, and based on your responses the system will come up with specific challenges that you must accomplish if you want to get in. Challenges are broken down into categories, like Academics, Testing, Application, and Financial Aid, and include things like “Participate in community service” or “Sign up for the ACT.” When you’re ready to get to work, click on the challenge title and follow Acceptly’s step-by-step instructions. Acceptly is also the place where you’ll want to store all your testing scores, grades, and community service information to refer back to when it comes time to actually start applying at your favorite schools.

Another component to the Acceptly application has to do with points and badges, which users can earn by completing certain challenges. Acceptly also has a helpful “Question” section, where students can input questions and receive responses from qualified college prep experts within just 24 hours. For a free application, Acceptly is both useful and fun.

Practical Uses:

• Find out what it takes to get into your dream school
• Learn about important dates and milestones in the application process
• Get step-by-step instructions on how to secure admissions into any university
• Ask burning questions to a college prep expert and get responses within 24 hours

Insider Tips:

• Acceptly can be used by students, as well as parents, teachers, and counselors
• Badges and points can be shared via Facebook
• Users can input as many dream schools as they wish
• Acceptly will store a user’s testing scores and other information

What we liked:

• Acceptly is full of good college admissions advice
• Users can motivate their friends to get started planning their own futures by posting Acceptly badges and points on their Facebook pages
• Acceptly is a fun way to get teenagers excited about applying to college
• Students can ask their own questions and receive responses fairly quickly

What we didn’t like:

• Acceptly doesn’t seem to offer many “tricks” or “hacks” for getting into college that we hadn’t heard before

Alternatives:

• ApplyMate – http://applymate.com
• College Resource Network – http://www.collegeresourcenetwork.com
• Parchment – http://www.parchment.com

Company Info:

• Launched: 2011
• Privately Held
• Founded by: Matt Munson, Todd Emaus, and Steve Bull
• Web site: http://www.acceptly.com

Costs:

• Free

Providing excellent customer service is one of the keys to developing a positive reputation for your business, and Help Scout is a web-app that can make that happen. The difference between Help Scout and the dozens of other online help desk solutions is that Help Scout is both seamless and invisible. Companies that use Help Scout can automatically answer their customers’ questions through messages that look like personal email threads.

Setup a catchall email address—like contact@yourcompany.com or support@ yourcompany.com, for example—or just forward all of your company’s incoming queries to a unique Help Scout address. When a customer request is sent your way, Help Scout will automatically reply to confirm you received the message. You can then log on to see the messages that have come in at any time. Based on the contents of a message, you can select a canned response with instructions to answer whatever the customer’s question may have been or type out a long-form response of your own. One of the unique things about Help Scout is its email integration, which lets users update tickets, add to conversations, and communicate with customers without having to log into the site. For people who are logged in, Help Scout offers real-time updates that let support staffers see when two people are viewing a message at the same time, to decrease the chances of a double-reply. It also lets users assign conversations to specific staffers, which is useful in cases where a question is complex or technical in nature.

To help expedite the process of replying to queries, Help Scout creates customer profiles. These profiles include a customer’s contact information, previous emails or conversations with support staffers, and links to any of his or her social networking accounts. All this information is automatically imported, which means customer profiles will populate with zero effort on your employees’ behalves.

Practical Uses:

• Quickly respond to a customer who has a question about how to complete an order
• Send automated emails to customers who ask common questions
• Find out what a user is saying about your company on Twitter before responding to his or her email query
• Automatically reply to let people know their emails have been received

Insider Tips:

• Email commands let people update the status of a ticket without logging on to Help Scout
• Staffers can collaborate on drafts before an official message is sent out
• Help Scout automatically pulls publically available social networking information into each customer’s internal profile page
• Customer queries can be assigned to a specific staffer with knowledge of the issue

What we liked:

• The emails sent with Help Scout don’t look automated, even when they are
• Setting up an account takes less than five minutes
• Customers can get basic questions answered quickly thanks to canned replies
• Real-time information prevents people from doubling up on work

What we didn’t like:

• Users have to sign up for a Business account to remove Help Scout branding from the bottom of each email

Alternatives:

• NetSuite – http://www.netsuite.com
• Salesforce – http://www.salesforce.com
• Zendesk – http://www.zendesk.com

Company Info:

• Launched: May 2011
• Privately Held
• Headquarters: Cambridge, Massachusetts
• Founded by: Brightwurks
• Web site: http://www.helpscout.net

Costs:

• Basic plan is $20 for 2 users (up to 5 users), per month
• Standard plan is $75 for 5 users (up to 10 users), per month — includes reports & white label
• Business plan is $180 for for 10 users (add unlimited users), per month — includes reports & white label
• Free plan – 2 users & 150 incoming emails, per month

Thumbtack is an online tool that people can use to schedule appointments with trustworthy professionals in their local areas. In three simple steps, a person can list his needs, get bids from nearby service professionals, and hire the person or the company that seems best suited for the job.

Whether you want to find a piano teacher for you son, a landscaper for your backyard, or a photographer for your wedding, Thumbtack is the place to look. Creating a free request for bids takes just a few minutes. Describe your needs, enter your zip code, enter your name and email address, and then click “Post my request.” Once you’ve confirmed your email account, Thumbtack will get to work soliciting bids for your project. You can manage your requests from the dashboard page, and then read customer reviews on the site before making any hiring decisions. When you look over the price quotes and decide which service professional to go with, click over to the booking section to schedule your appointment instantly and pay securely with a credit card online.

Professionals can use Thumbtack to list their services for free and find a broad base of interested clients. They can also use Thumbtack to help display their professional reputation by posting any licenses and certifications, as well as background checks and testimonials from satisfied customers. From the busy homeowner who needs a clogged drain repaired but doesn’t have time to call multiple businesses for bids, to the plumber who’s looking for work in a sluggish economy, Thumbtack is a useful tool that everyone can get behind.

Practical Uses:

• Purchase a series of guitar lessons for your daughter
• Get a new deck installed by the contractor with the lowest bid
• Compare the prices of multiple plumbers before hiring someone for the job
• Post your professional services for local people to find online

Insider Tips:

• Professionals can create their own profiles and get indexed in search engines
• Users can decide if they’d rather be contacted by phone or online message
• People can book appointment through the online scheduling system
• Each service professional is checked against the Department of Justice’s Sex Offender Registry

What we liked:

• Thumbtack can save people both time and money
• Service professionals can use Thumbtack for free, or pay for additional referrals
• People can read reviews and check service professionals’ license numbers through the site
• Thumbtack only notifies professionals about a possible job after a user has indicated that he or she is interested in actually hiring someone

What we didn’t like:

• Nothing

Alternatives:

• Find A Pro – http://www.findapro.com
• Redbeacon – http://www.redbeacon.com
• ServiceMagic – http://www.servicemagic.com

Company Info:

• Launched: 2009
• Privately Held
• Headquarters: San Francisco, California
• Founded by: Jeremy Tunnell, Marco Zappacosta, and Jonathan Swanson
• Web site: http://www.thumbtack.com

Costs:

• Free for users

MotherKnows is a tool that parents can use to save and store their children’s healthcare records online. With the click of a button, parents can access records that detail their children’s immunizations, prescribed medications, and known allergies – all of which can be useful when enrolling a child in school, sending a child off to summer camp, or preparing a babysitter for what to do in the event of an emergency.

Most parents with young children don’t have time to spend hours setting up complicated online accounts, which is why MotherKnows has made its setup and registration process as streamlined as possible. Enter your child’s name, birthdate, the name of his or her doctor, and your email address. By approving MotherKnows’ medical release, you’re giving the pediatrician permission to share your child’s health records with the site. Once those records have been released, you can sign on to MotherKnows at any time and see all of your child’s vaccination information in a color-coded chart. Within the “Records” tab, you’ll also find a list of vital medical information, past and present prescriptions, and growth charts that show how your child’s height and weight progress compares to the national average. MotherKnows also keeps track of any allergies or conditions your child suffers from, lets you download your child’s complete medical chart, and notifies you when it’s time to schedule follow up appointments with the pediatrician.

In the event of an emergency, parents who use MotherKnows can view their children’s medical records on their mobile phones. In a few simple clicks, a parent can pull up his or her child’s records to share with doctors or on-site personnel. The site also makes it easy for parents to print out custom health cards for babysitters and teachers that list all of their children’s allergies, medications, and ongoing health concerns.

Practical Uses:

• Prepare a babysitter for what to do in the event of a medical emergency
• Access a child’s immunization records when filling out school enrollment forms
• See the exact dosages of the medications your child has been prescribed
• Get reminders before upcoming appointments with the pediatrician

Insider Tips:

• Parents must approve MotherKnows’ medical release in order to use the site
• All medical data is encrypted with 256 bit encryption
• MotherKnows will collect records from up to four providers, for users with the annual service plan
• Medical data can still be accessed and downloaded even if a user closes his account

What we liked:

• MotherKnows is a useful tool for parents who like staying organized
• Parents can use MotherKnows to help prepare their caregivers for what to do in emergency situations
• Users always maintain ownership of their medical data
• Growth charts show how a child’s height and weight compare to national averages

What we didn’t like:

• Users who opt for the paid monthly plan can only select one provider when they set up their accounts

Alternatives:

• AboutOne – http://www.aboutone.com
• MedeFile – http://www.medefile.com
• Microsoft HealthVault – http://www.microsoft.com/en-us/healthvault

Company Info:

• Launched: August 2011
• Privately Held
• Headquarters: Menlo Park, California
• Founded by: Hesky Kutscher and Greg Goff
• Web site: https://secure.motherknows.com

Costs:

• Monthly plan is $4.95/month, plus $49 setup fee
• Yearly plan is $49/year, plus $49 setup fee

Rather than creating robust user accounts with dozens of different tabs and pages to click through, Trello has taken a pared down approach to collaboration and organization. Create an account, and you’ll head directly to your main Trello page. This single page is where all the action for your account will occur. Each project you create will have its own board, and each board is comprised of a series of lists. Each list contains multiple cards, which are the individual tasks that need to be completed in order for the project to move forward. In addition to a basic description of the task, you can use cards as a place to save attachments, embed videos, or post checklists. Specific users can be assigned to specific cards, and you can set due dates for when the tasks described on each card need to be complete.

As the creator of a board, you have total control over all the permissions and settings. Boards can be made public—which is great when working with a client or an outside entity—or private. The people you’ve allowed to view your private board can elect to receive immediate notifications whenever someone leaves comments or edits a task they’ve been assigned to complete. Trello is a flexible application, so it can be used in dozens of different ways depending on each person’s individual needs.

Practical Uses:

• Organize your wedding or family reunion
• Work with colleagues on an upcoming marketing campaign
• Assign tasks to the writers and editors at your newspaper or magazine
• Create a personal to-do list with errands, cleaning schedules, and grocery lists

Insider Tips:

• Users can upload attachments, add images, and embed videos on cards
• Anyone who’s mentioned with an @ symbol before their name will receive an instant notification from the site
• All data that’s stored on Trello is saved and backed up hourly
• Trello works on all types of mobile devices

What we liked:

• People can get started with Trello without learning any special skills or keyboard shortcuts
• Trello works just as well for businesses as individuals and families
• Specific boards can be made public or private
• Trello lets people know when they’ve been mentioned on any boards they follow

What we didn’t like:

• Trello doesn’t have all the functionality of more robust collaboration applications

Alternatives:

• Basecamp – http://basecamphq.com
• flow.io – http://flow.io
• Pivotal Tracker – http://www.pivotaltracker.com

Company Info:

• Launched: September 2011
• Privately Held
• Headquarters: New York, New York
• Founded by: Joel Spolsky
• Web site: https://trello.com

Costs:

• Free

Rating:

• 5 out of 5 (wow)

Healthcare costs are rising, and personal incomes are remaining flat. When budgets are tight, every dollar counts. Cake Health is a free online tool that people can use to keep tabs on their insurance premiums and prevent overpaying for unnecessary medical expenses. By using Cake Health, people can catch billing errors and avoid paying for procedures that should have been covered by their health insurance providers.

If you’ve ever struggled to understand all the legal jargon in your health insurance paperwork or paid a bill from the doctor’s office without checking to see if the procedures you were paying for had already been covered by your insurance provider, then you will probably be able to save money by using Cake Health. Register for a free account by inputting your contact information and zip code, and then select your insurance provider from Cake Health’s handy list. Aetna, Anthem, Blue Shield of California, UnitedHealthcare, and Cigna are all listed up front, but you can still use the service even if you’re covered by a different provider. Just type the name of your insurance company into the search box and enter the login information you use on the insurance company’s website. Once you’re all linked up, you’ll be able to see an overview of your coverage, including deductable limits, how much your insurance has paid out on your behalf so far, and how much you’ve paid out-of-pocket for medical expenses this year.

In addition to giving its users basic data about their healthcare plans and spending limits, Cake Health actually uses special analysis tools to catch potential billing errors right away. It can also be set up to remind people to take advantage of certain annual benefits before they expire. Cake Health takes the complicated world of medical billing and health insurance policies and boils it down in a way that almost anyone can digest.

Practical Uses:

• Get reminders to take advantage of unused health insurance benefits
• Find out when you’ve been over-billed for a service
• Learn more about which procedures your insurance company will and won’t cover
• Make smarter decisions when choosing which insurance company to work with

Insider Tips:

• Cake Health can import data from most of the major health insurance companies
• The data that Cake Health gets from insurance companies is in a read-only format
• Users can sign up to receive alerts when Cake Health thinks they’ve been overcharged
• The service can use people’s data to help them find the best insurance plans for their needs

What we liked:

• Anyone who can use Mint.com can easily understand how to use Cake Health
• Cake Health is a web-app that can help average people save real money
• Reminder notices let people know when they should book dentist and optometrist appointments to get the most out of their plans
• People can see which procedures will and won’t require a co-pay before visiting their doctors’ offices

What we didn’t like:

• People whose insurance companies aren’t connected with Cake Health can’t get much use out of the service

Alternatives:

• Simplee – http://simplee.com

Company Info:

• Launched: September 2011
• Privately Held
• Headquarters: San Francisco, California
• Founded by: Andy Brett and Rebecca Woodcock
• Web site: https://cakehealth.com

Costs:

• Free