In my role as a virtual assistant, I’m constantly looking for ways to boost productivity – both for myself and for my clients. And while productivity is hugely influenced by psychological factors, such as mindset, mood and motivation to name but a few, there is also a plethora of tools available to help us be the most productive versions of ourselves.
But using tools to boost productivity isn’t new and it’s certainly not revolutionary. After all, we’ve been using tools to make our lives easier and increase our efficiency since the Stone Age. Therefore, it stands to reason that the ubiquity of the internet would lead to the development of countless productivity tools.
On a day-to-day basis I use loads of different tools and applications to help me with my work. Everything from Skype for communicating with clients to Evernote for capturing all of my thoughts and sharing ideas. However, whilst these two applications are extremely useful, they didn’t make my top 5 productivity-boosting tools list.
Let’s see what did…
Without Asana, my days would be an absolute nightmare. Sure there are numerous other applications out there that help manage workloads, but I’ve found Asana to be the best. Their slogan says it all, “Teamwork without email” and that’s exactly my experience with it.
I use Asana for keeping track of every piece of work that I do for my clients. Every outstanding task is created and a due date entered. The way everything is managed is just perfect as the tasks are all grouped by client and you can see a general overview of your schedule with the calendar feature.
I’m able to create separate workspaces for everyone I collaborate with, like my writers, virtual assistants, eBook formatters and graphic designers. Asana even gives me the ability to chat with them and see real-time task updates.
I honestly can’t imagine what my working life would be like nowadays without Dropbox. I use it for absolutely everything in terms of file management and sharing. And the fact that it synchronises silently in the background means I am never stuck without my files wherever I am.
The beauty of Dropbox is that it not only provides a cloud storage solution for everyday people like you and I but it also allows files to be shared effortlessly. For example, if I have a new brief for one of my writers I simply drop it into the relevant Dropbox folder on my computer and it takes care of the rest. The files are sync’d in the background and ultimately end up on my writer’s computer.
Hootsuite is my one stop shop for everything social media related and my life would be a whole lot more complicated without it.
Basically, Hootsuite allows you to manage all your Facebook, Twitter, Google Plus, LinkedIn (and many more) activity in one centralised interface. Perhaps its most useful feature is the ability to schedule messages and updates. You can rack up a significant amount of updates and let Hootsuite do the rest.
Moreover, there are analytical tools to let you see which of your campaigns are working and there’s even a clock that tells you how much time you’re saving by using Hootsuite – priceless!
Find yourself regularly checking the major social networks for updates that are relevant to you and your clients? Most of us do but a lot of time can be wasted trawling through page after page of irrelevant content.
Feedly, however, allows me to check all of my regular sources of news in one centralised application. I can configure all of the sources I want to glean information from in one place and peruse a simplified version of all of them.
If any of you are still waking up each morning and checking a variety of online sources for updates then you are wasting both time and energy. Simply add your favourite news sources to Feedly and let it do the rest – you’ll be glad you did!
Okay, so the name sounds bizarre and the URL even stranger but If This Then That is one of my biggest time savers.
It’s difficult to explain but anyone who’s familiar using it will understand the benefits and the name really does say it all: If This Then That.
The basic premise is that you can configure IFTTT to handle numerous scenarios for you automatically and trigger certain actions. For example, your social media channels, like Facebook and LinkedIn, can have triggers associated to them. When something happens on one of these channels that satisfies your configured trigger criteria something else happens.
It all sounds very confusing, but once you get used to it you will realise its true value. For example, you can configure IFTTT to automatically create a status message on Facebook every time you are tagged in someone else’s status.
That’s a very simple example but the possibilities are almost endless. Check it out for yourself to see its full potential.
So that’s my top 5 tools for boosting productivity. I’d love to hear if you’ve got any others that you use and the reasons why you use them.