What tools do you use to stay productive?
Interview with Kay, an independent software consultant who found freedom in remote work
Email is the main tool, I think. I do "zero inbox" for 10 years now and it works like a nice todo list. I get a mail, look what I can do with it and when I did it, I simply archive the mail. Sometimes this is simply "answer the mail" sometimes it's more.
Next is Slack/WhatsApp, for fast small messages. German companies seem to prefer WhatsApp groups, non-German companies prefer Slack.
Personally I really hate synchronous communication.
It has its place, but some people using it as a way of supervision. "He's not online in Slack, so he's not working!" etc. Really bad.
Then there is GitHub Issues or JIRA for the day to day development work.
Also Google Hangouts/Skype, for some explanatory or exploratory meetings. If someone doesn't understand whats happening or the team doesn't know what to do next, this really speeds things up. Also, some people are unbearable on text media, so you have to do phone calls to keep them in line, haha.
Learn how Kay made the jump from full-time employee to full-time remote consultant
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Interview with Michelle, an organizer of digital nomad experiences
I use Trello, Click up, and Google Calendar for daily tasks.
“Until we can manage time, we can manage nothing else.” - Peter Drucker, management consultant
A solo backpacking trip led to Michelle organizing co-travel experiences for digital nomads—hear how she manages working while traveling.
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Interview with Andrew, a freelance writer who works remotely
Usually I use whatever tools my clients request of me. Most often I find myself using Trello, which is a great project manager system that allows multiple people to coordinate on a group project together.
It’s easy to use and helps me organize which jobs are going to who. When I’m overwhelmed with a large amount of projects, I use my own Trello board to organize them all properly.
Other than that, I use little else other than Microsoft Word and my phone’s timer. Using the timer helps me stay focused on getting a certain number of words done in an hour if I’m on crunch time.
Andrew became a full-time freelance writer after experimenting with freelance marketplaces. After the first month, he was already earning more than his full-time job.
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Interview with Taylor, a marketing director and intentional digital nomad
I used to be an avid Pomodoro tracker, but at this point, I'm so used to being productive in a work environment that I don't really need productivity tricks.
I just use my intuition and listen to when my mind can get things done and when it needs a break.
In terms of software, I love Asana and 15five. These tools are also part of Tortuga's project and goal management stack. Both are vital for mapping out my weekly tasks.
Taylor shares how co-working spaces, digital nomadism, and work flexibility gave her the work environment she always wanted.
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Interview with Steven Wade, a software engineer working on a remote team
At Help Scout we are 100% remote. We have 2 offices, one in Boston and one in Boulder, that a few folks go in to from time to time, but we're 80 people spread across the world. So Slack is very important to stay in the know and on top of what you need to work on.
While Slack is a great communication tool, it can easily become a distraction. As someone who can't stand to leave notifications unchecked, I use a combination of muted channels and "do not disturb" time to make sure I spend time away from Slack.
We use Trello to track projects and tasks. It's an easy interface and flow to keep track of what you're working on.
Daily stand-ups to our platform standup channel also helps you see what your teammates are working on and if you can be of assistance (and vice versa).
I check email, it doesn't notify me. I turned off all email notifications on my computer and phone, so now it's something I have to think about opening to check.
I've recently started using the Mac app Tyme to track what I'm working on at work. Whether it be code reviews, programming, meetings, pair programming, anything, I track it. I have also set up categories to track lunch and "remote work travel" to ensure I don't get carried away in my "remote remote work".
Learn more about how Steven works remotely, including his work routine, habits and how he found his remote job
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Interview with Leon, a journalist teaching the world to play chess
Staying productive is, of course, the big challenge when working remotely. However, communicating effectively with people when you are not in the same room is also a challenge.
We use pivotaltracker.com as a tool to keep track of what everyone is doing and how much progress they are making.
Trello is also very useful, and like everyone, we use Slack for everything as well as to keep ourselves sane.
Chessable has grown a lot in the year since I joined. We now have workers in South Africa, the Netherlands, and the US. I'm in London and the boss is in Swindon. So, keeping in touch is essential.
Luckily for us, we all have a common interest in chess which is also the basis of our work so we talk about that a lot.
For me to stay productive, I can't work without copious amounts of coffee and a steady supply of biscuits. The temperature also plays a part. In the winter, a heater is essential in my little box room, and in the summer I plan to work outside in the garden.
I also like to do a bit of daily exercise to get the blood pumping. I may participate in a 30-minute run or a bit of yoga. I think there's a danger of getting a touch of cabin-fever if you work at home and don't see the outside world enough. So, a bit of fresh air in the middle of the day helps keep you human and productive.
Leon James Watson is a former journalist who has found the intrinsic value of remote work while teaching the masses to play chess.
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Interview with Paul, a remote product designer who has found his zen
The main tools I use are the Bullet Journal, supported by Google Calendar and the Time Timer. In my search to find a way to take better notes and to-do lists, I discovered the Bullet Journal (BuJo). This brought order and structure to how I captured notes and to-do lists that had previously been random and sometimes chaotic.
It looks like just a regular dotted notebook, but it's actually an analog system that helps track the things I need to do, the things I have done, and schedule them.
The act of physically writing things down is quite mindful and helps me be more intentional about what I need to do.
I also use the BuJo to write my daily gratitude log. When I am in the flow of using the BuJo, I feel in control of things. When I fall out of the flow, I don't feel as in control.
I use Google Calendar to support entries in my notebook and block out time for things that are important to me. At a high level, this breaks down to Personal / Family Time, Laser Focus Time, and Open / Collaborative Work time.
This helps to balance my week and understand when I have time to focus on things. These tools also allow me to know when I can schedule meetings or collaborative work, and when I can be with my family or have some time out.
The Time Timer is a little clock that sits next to my monitor and helps create a sense of urgency for each task.
After that, it's GSuite for communicating and collaborating with colleagues, Figma for design work and Miro for virtual whiteboarding.
I wrote more detail about this approach in "Building Blocks of Time Creating Balance and Structure for Work & Life Under the Same Roof" published on Medium
The COVID-19 pandemic drove Paul to embrace remote work. See how he has adapted his routine to this new normal, and the one tool that keeps him organized.
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Interview with Nico, marketer and advocate for remote worker mental health
Slack, Google Hangouts, and Trello.
"I've felt burnout HARD in the past. When it hits, it HITS, and it can be tough to recover." In this interview, Nico shares his strategies for balancing work and life and reveals the key to avoiding burnout.
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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.
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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.
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