Digital tools I use every day
I use technology every single day. From typing on my computer to capturing an image with my camera. Technology tools make life easier. Isn't that the point? Most of the tools I use help solve a problem, bridge a gap, or organize information. Some are easy to navigate, while others require extra brain power. I understand it can be hard to know what app (or tool) will solve a specific problem. When people talk about a problem (sometimes, you may not even realize you have a problem), I can’t help but share the different ways I may have solved the problem. Here is a list of some apps/tools I use (and why) to help simplify my life every day. Perhaps you might see something that inspires you to try something new.
Google Calendar - My Google calendar integrates with many daily apps (Zoom, Calendly, etc.), and allows me to manage my time better. One of the best features is notifications. I can choose when or how many reminders I need a for a specific appointment or task.
Toggl - Toggl is my time tracking system. If you have never tracked your time before, you might think this silly; however, tracking your time helps improve productivity and save time. You can see where all the time goes and identify time wasters. It also helps to see billable time and non-billable time.
Email - Email is a primary communication tool. Regardless of personal or business, I download messages when I have time (no pop-up notifications for me) and process them based on priority or action. I have written about email management before, but remember, personal preference should dictate your setup.
Asana - Asana is a comprehensive tool that manages work tasks, ideas, notes, and collaborative projects. It allows me the flexibility to track progress, keep information organized, and have a historical record for reference. I have used Asana for years with clients and within my business. There are so many cool features that help me stay organized.
Todoist - Another task management tool I use is (yes, I use two different task management tools) ToDoist. ToDoist is a fabulous solution for managing my personal tasks. It is a simple set of lists to track my personal tasks, grocery lists, or random tasks around the house. I share various lists with my husband, making the 'honey-do' requests easier.
Scansnap - Going paperless is a process, and my scanner is a critical tool to help me to maintain a paperless environment. It uses a wireless connection that activates upon opening and allows me to scan (simplex and duplex) documents, photos, and receipts directly to my computer. I’ve been paperless since 2012 and I will never go back.
LastPass - Using a password manager can be life-changing. It helps me create complex encrypted passwords and securely stores my passwords in one place, accessible across all devices. Security is their core business; so it is reasonable to trust they keep your information safe and secure.
Calendly - Scheduling tools came into play years ago, and in 2019, I started using it to help manage phone calls. I send a custom link and that person can find a time that works with their schedule (and mine). Clients get reminders, and I show up. The free version is fabulous and I’m certain you will love it. No more back and forth trying to find a good time to talk.
1SE - One Second Every Day is a personal photo journal app that I use to capture a second of each day. I started using this during COVID. Early on, that time felt stagnant and unchanged, and 1SE allowed me to acknowledge things do change. I love looking back and being reminded of things we’ve done and places we’ve gone.
Zoom - Connecting with clients should be seamless and easy. Zoom is my preferred video platform to for video meetings, screen shares, and connecting with minimal interruptions. Accessible both on my phone or desktop, Zoom keeps me connected.
Measure - A new app I started using this year is a digital tape measure. Not as precise as a traditional handheld tape measure. I no longer have to fear leaving my tape measure behind (it happens). I can take quick measurements easily and copy them into a note for future reference.
Everlance - Mileage tracking is one of those tasks that is easily forgotten. I love Everlance because it links to my address book. I type in a name and the address appears, making it easier to document my miles for each trip rather than guessing at the end of the year. I include notes and other details that will be important to reference when tax time comes around.
Notes - Replacing pen and paper, my Notes app allows me to document details during a work session, meeting, or phone call. When I get back to my desk, I review my notes, make updates to a document or move actions into a specific task. A note can be archived and referenced (if needed) or deleted.
Dropbox - I love Dropbox. Having a Cloud file system makes accessing my files from anywhere seamless. Everything is backed up to Dropbox, making it easy to access documents, files, or photos from any mobile device. It’s also easy to share files with clients or colleagues with a simple and secure link.
Adding new tools to your toolbox
When it comes to overcoming problems, bridging systems or information organization… Stop struggling. I’m certain there is an easier way. It’s helpful to experiment with different tools. When you’re not quite sure what the problem is or what you should do, I would suggest starting with these questions:
What is the problem that I need to solve?
What am I not doing that I need to be doing?
What’s getting in my way from getting ____ done?
Is there an app or program that will help me solve my problem?
Are there resources you have already to help solve a problem?
Do the research
I don’t recommend jumping into something new without knowing a little bit about it first. A quick google search can yield some quick answers. The research will help you formulate whether something is worth trying.
Evaluate the pros and cons, read the reviews, and ask friends or colleagues (or email me) what tools they use to help solve a type of problem.
Take advantage of trial offers or a free version of an application.
Make the time to test and use it. Hands-on experience can tell if it’s worth upgrading to a premium or paid service.
