5 Productivity Tools For Every Librarian
If there’s one universal truth in librarianship, it’s this: there’s always more to do than there is time to do it. Between reference questions, programs, displays, outreach, and about twenty-five emails that all start with “quick question…,” staying organized can feel like a full-time job in itself.
The good news? The right tools can make a huge difference in helping you manage your time, communicate effectively, and streamline the small stuff so you can focus on what really matters — serving your community.
Here are my top five productivity tools that every librarian should be using (and loving).
1. Canva – For Effortless, On-Brand Design
Canva is hands-down one of the most powerful and accessible tools for librarians. I’ve been using Canva for years and it’s one of the few things I am willing to pay a subscription fee for even though the free version offers SO MUCH! Whether you’re creating flyers, social media graphics, program calendars, or signage, Canva makes it easy to design professional-quality materials without needing a graphic design degree.
Why it’s a must-have:
Templates for everything in a variety of themes— flyers, bookmarks, newsletters, and more.
Drag-and-drop design that’s intuitive and quick.
Brand Kit options so you can keep fonts and colors consistent across the library.
Pro tip: Create templates for recurring events or programs so you can just swap out text and photos instead of starting from scratch each time.
Canva isn’t just a design tool — it’s a time saver, and it helps your library maintain a polished, consistent look (even if you’re the whole marketing department by yourself).
2. Trello (or Notion) – For Project & Task Management
Library work is full of moving parts. You’re planning programs, updating displays, scheduling social media, and tracking circulation projects — often all at once. Trello (and its more flexible cousin, Notion) is perfect for visual thinkers who want to organize projects and track progress at a glance. I love that I can “dump” all of my to-do’s and thoughts into a list and then organize it into different groups for completion.
Why it works:
Drag-and-drop boards make it easy to manage “To Do,” “In Progress,” and “Done” tasks.
Assign tasks to staff or volunteers and set due dates.
Keep notes, links, and checklists all in one place.
Pro tip: Create a “Programming Board” with lists for each month. You can include cards for each event, complete with planning notes, supply lists, and follow-up tasks.
Trello keeps you (and your brain) organized — no more sticky notes multiplying on your monitor.
3. Google Workspace – For Seamless Collaboration
So many of you likely already use Google Workspace or something similar, but I am still so surprised at how many librarians I talk to that have never tried it. Google Workspace (Docs, Sheets, Drive, Forms) is the backbone of teamwork in many libraries, and for good reason. It allows multiple people to collaborate on the same document in real time — which means fewer email attachments, less confusion, and a lot more clarity.
Why it’s powerful:
Everyone can view or edit the same file simultaneously.
Version history means you can always roll back mistakes.
There are so many options for different file types-not everything HAS to be just a word document
Pro tip: Create a shared “Programming Hub” folder in Google Drive. Inside, make subfolders by month or department so staff can quickly find flyers, scripts, or planning templates without hunting through emails.
When everyone can find what they need, you spend less time tracking down files and more time focusing on patrons.
4. Clockify (or Toggl) – For Time Tracking & Workflow Awareness
If you’ve ever wondered, “Where did my day go?” — you’re not alone. Time-tracking tools like Clockify or Toggl can help librarians visualize how they actually spend their time. It’s not about micromanaging yourself — it’s about gathering data that helps you work smarter and advocate for your needs.
Why it’s worth it:
Track how much time goes into programming, desk shifts, admin, and outreach.
Identify tasks that take longer than expected to better plan for the future.
Use your data to support staffing or scheduling conversations with leadership.
Pro tip: Run a time audit occasionally. You might be surprised how much of your day gets eaten by email or “quick” tasks — and where small tweaks can free up hours.
Awareness is the first step toward efficiency. Once you see your patterns, you can make better decisions about where to focus your energy and hopefully avoid some overwhelm by knowing exactly how to be the most productive and free up some of your time.
5. Evernote – For Capturing Ideas, Notes, and Inspiration
Librarians are constantly collecting information — from program ideas and book lists to meeting notes and professional development resources. Evernote keeps it all in one organized, searchable place so you never lose a great idea again.
Why it’s essential:
Syncs across all your devices so you can capture notes anytime, anywhere.
Tags make it easy to organize by topic (e.g., “Storytime Ideas,” “Displays,” “Collection Development”).
You can clip web articles, save PDFs, or upload photos directly into your notes.
Pro tip: Create a “Programming Ideas” notebook where you store anything inspiring — craft ideas, articles, or event flyers from other libraries. When it’s time to plan, you’ve got an instant library of inspiration at your fingertips.
Evernote is like your digital librarian’s brain — organized, searchable, and always there when you need it.
Bonus Tip: Paper Still Works
If digital tools aren’t your thing, or if you like to complement them with something tactile, a good paper planner can still be your best productivity ally. That’s exactly why I created My Library Planner — a planner designed specifically for librarians, with layouts that reflect the unpredictable, multi-tasking nature of library life.
Because sometimes the most powerful tool isn’t an app — it’s a system that actually fits you.
Final Thoughts
Productivity in libraries isn’t about doing more — it’s about doing what matters better. The tools above can help you streamline your workflow, manage your time, and create space for creativity and connection.
After all, when you spend less time organizing your to-dos, you have more time to focus on what makes libraries extraordinary: people, programs, and community impact.
