What tools do you use to stay productive?

Interview with Vernon, a freelance technical writer

As a technical writer, most of my time is spent either testing, researching or writing. As such, the tools that I use support those functions.

Specifically, I am a software technical writer; that's my specialty. So "testing" involves using the software that I'm working with. I use a Windows 10 laptop, but if I'm writing documentation for a Mac app such as Focus, then I'll use a Mac Airbook that I have access to.

I am, however, looking into running a virtual Mac on my Windows laptop, for convenience, using VirtualBox or some other suitable virtualization software. This program will also come in handy should I require testing apps within a Linux environment.

Some applications are online, be it an applet on a website or a full-blown SaaS platform. For these, a good web browser that supports the underlying architecture is necessary. As such, while I usually use Google Chrome, I might have to use another browser such as Windows Explorer or Windows Edge should there be any issues.

Most of my research happens online, so a good web browser is key. As I said before, I like to use Chrome. It's fast, reliable, highly customizable and extendable given the applets and extensions in the Google Web Store. It rarely crashes and most websites support it.

The actual act of writing can be complex. Most of my writing used to be done in Microsoft Word, but I've recently had to look for frugal alternatives. I've been using the OpenOffice suite of programs, specifically OpenOffice Writer.

It's not as polished or feature-rich as Microsoft Word, but it definitely gets the job done. I may return to using Microsoft Word, but so far I'm good with what OpenOffice has to offer.

Now, Writer and Word are great for starting, making notes and preparing drafts, but the final product may require something more specialized. For those clients who require PDF documents, depending on what they're asking for, I could simply render the .pdf file using Word or open the file in Adobe Acrobat.

If the client requires Help Files to be written for their program then I would use RoboHelp. RoboHelp allows me to write software documentation and export it to a number of file formats such as Adobe AIR and Microsoft WinHelp.

For clients who require, or already have structured documentation or require their documentation to be done in an XML or SGML formats then I would use Adobe FrameMaker.

So far in my short career, these last two options have not been requested. They are standards within the industry though, so I know that it's only a matter of time before I acquire clients who will make such requests. Having said that, I'm learning how best to use them.

Apart from these tools, I've had to use other online tools used by the client such as Freshdesk and Confluence for documentation, DropBox and Google Drive for file sharing, JIRA and Trello for task scheduling and teleconferencing apps such as Zoom, Skype and GoToMeeting.

The last set of tools I use are for time tracking. For those clients who pay me on an hourly basis, and so far they are all on Upwork, I use Upwork's Time Tracker app. It records my work session when activated so that my clients can review the work I've done, ensuring them that I am doing what they pay me to and that their money is well spent.

Vernon is a freelance software technical writer that uses lists to organize his hectic freelance schedule—see how he maximizes his time throughout the workday.

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Interview with Kati, a co-founder shares her tips for juggling multiple side hustles

​I use any free tool available! Slack, text, Skype, FaceTime, email, G Suite, MS Office, coffee, Zoom, HubSpot....

We use Google Docs quite a bit to internally create, edit, and share documents such as client information, needs assessments, and to collaborate on social media posts and marketing.

Also, within G Suite, we are creating forms for clients to fill out.

Skype and FaceTime are valuable if we need to communicate “face to face” or if a text isn’t getting a creative idea across.

Sometimes tone and facial expressions are better when they can actually be heard and seen.

We use Slack if a client uses it to collaborate and share files and ideas. So far, not many clients use Slack, but we like to be set up for whatever they are used to using for communication.

Kati has made a career at using the internet and gig economy to her advantage—see how she successfully manages multiple side hustles and a business.

Read full interview from Interview with Kati, a co-founder shares her tips for juggling multiple side hustles.

Interview with Sarah Archer, a content marketing manager & remote work techie

To me, routine is everything. Exercising and eating balanced meals is essential to staying productive.

Understanding what I need to accomplish in small chunks helps me stay productive.

I also use various online tools to keep me productive including: Slack, Zoom, Gmail, Basecamp and BuzzStream.

From noise-canceling headphones to Basecamp—content marketer Sarah shares her must-have remote work tools & essential productivity tips.

Read full interview from Interview with Sarah Archer, a content marketing manager & remote work techie.

Interview with Celine, a VP of People Ops and remote team member

I am a strong no-paper activist.

As a result, we have implemented a wide variety of tools (direct communication, video communication, asynchronous communication, documentation, absence management, recruitment management ...).

Being available, staying in touch, and sharing ideas and experiences is key when you work remotely.

Celine has experienced the highs and lows of working with remote and hybrid teams—see her tips for thriving as a member of a remote team.

Read full interview from Interview with Celine, a VP of People Ops and remote team member.

Interview with Danielle, an author who found the benefits of coworking

I love Trello, Slack, and Calendly. They help me tremendously with productivity.

Calendly is such a great hands-off scheduler. It stays in my email signature, so if someone wants to meet or schedule a call, I can direct them to the link so they can schedule it according to a time that works best for them. It’s one less back-and-forth thing that needs to be done.

Trello is used for my overall and book publishing to-do list and also for my social media editorial calendar. The use of labels and add-on calendar functionality enable me to see a high-level view of what I have running and scheduled for each social platform. It’s great to have it all in one place with my to-dos.

Slack keeps me connected. I am plugged into a few different workspaces (5), and they keep me well-informed about people, culture, jobs, and professional skills (+ more). It’s like a virtual networking session 24/7, which is huge when you’re remote or independent of traditional co-workers.

Danielle's remote work journey led her to become an author—see how coworking with other remote workers and digital tools have helped her to fulfill her passion.

Read full interview from Interview with Danielle, an author who found the benefits of coworking.

Interview with Phil Strazzulla, an entrepreneur enjoying the health benefits of remote work

Zoom, FocusMate, Ahrefs, iMessage, and plain old Gmail are my weapons of choice.

A curiosity for remote work led Phil to make it a primary work arrangement. Hear how it has helped to improve his health and impacted his approach to rest.

Read full interview from Interview with Phil Strazzulla, an entrepreneur enjoying the health benefits of remote work.

Interview with Mike, a business developer with a one task a day remote work routine

As a team, we rely on G Suite for email, calendar, and video calls. We also use Trello and Slack. I don’t use any special productivity tools.

Mike had a lackluster experience with remote work 12 years ago. Today, he has embraced location-independence. Hear about his "one task a day" routine & vital tip for job seekers.

Read full interview from Interview with Mike, a business developer with a one task a day remote work routine.

Interview with Mindi, a content manager and social media strategist

I'm a nerd when it comes to productivity tools. Some of my favorites include:

• Asana, for managing projects with my team
• Slack, for instant communication with my team and clients
• Mailplane, best email application I've found that integrates with OmniFocus (and allows me to create hyperlinks to emails, so I can reference them later!)
• OmniFocus, my personal project management system
• Toggl, time tracker for myself and my team
• Calendly, for making it easy to share calendars and schedule calls
• Zoom, my go-to application for all my video or audio calls with clients

A ten-dollar per hour social media gig got Mindi hooked onto remote work—see how she meets her client and business goals and manages time zone differences.

Read full interview from Interview with Mindi, a content manager and social media strategist .

Interview with Emma, a founder helping companies shape their remote work policies

Trello, Acuity scheduling, Dubsado workflows and making sure everything is synced between my desktop, laptop, and phone so if I am out and about I can find my schedule or documents at the touch of a fingertip.

Trello is like having a screen of electronic post-it notes, and it has weaned me off my addiction to the paper variety. In fact, I don't keep a paper to-do list anymore, which is surprising as I never thought I would break that habit.

My Trello board has six columns:

• Column 1 is my "To Do" list of tasks for me where I put them in descending order from most urgent to least urgent and can drag them about if necessary to re-order them;

• Column 2 is my "Done" list, I move my tasks as they are completed to this list during the day and delete them at the end of the day. It helps show me my progress as the day progresses.

• Column 3 is my "Meetings" list for the week. Again they get moved to the "Done list" after they are completed.

• Column 4 is a "To Do" list for my VA.

• Column 5 is my VA's done list so I can see where she is up to; and

• Column 6 is a column with random article ideas for content that I can add to when an idea strikes me. Because Trello is on my phone, I can add to the list anytime or anyplace.

I am relatively new to Dubsado, but at present, I am working on setting up workflow processes around leads and template emails, so I don't have to keep tabs on a matter as it progresses. I have also integrated Dubsado to my website, email, and my accounting system, which makes things easier also.

Emma carved out her own remote work niche—see how she manages her own virtual law firm while maintaining work/life balance.

Read full interview from Interview with Emma, a founder helping companies shape their remote work policies.

Interview with Josephine, an integrated content producer traveling the world

Slack, Zoom, Trello, Airtable, G Suite, WhatsApp and Hubspot are my go-tos. Use each every day.

I also use the Adobe Creative Cloud for my production and post-production needs. And Sketch. Holy crap, I use quite a fair bit of tools!

Josephine got a dream gig of traveling while engaging in her passion for digital storytelling. Hear about the work she is doing to bring awareness to remote work.

Read full interview from Interview with Josephine, an integrated content producer traveling the world.