Tools and Apps I Use as a Remote Worker to Stay Productive and Connected
Elisabeth K.
Remote Work Advocate & Global Traveler | Passionate about Enhancing Productivity and Connections in Flexible Work Environments
Remote work offers unparalleled flexibility, but maintaining productivity and connectivity requires the right set of tools. If you’re looking for strategies to manage distractions and structure your day effectively, check out my previous article: 'The Remote Worker’s Guide to Productivity: Staying Focused Across Different Environments.' Now, let's focus on the tools and hardware that can help enhance your remote work experience.
The tools mentioned are based on what I have personally used and found helpful in my remote work journey; I am not affiliated with any of these companies.
Task Management and Organization: Start Simple, Scale as Needed
When it comes to managing tasks, I’ve learned that simplicity is key—at least in the beginning. I started with OneNote, which worked well for basic task lists and keeping track of ideas. As my responsibilities grew and I began juggling multiple projects, I transitioned to Notion for its versatility. Notion allows you to create databases, calendars, and kanban boards all within a single platform. Its flexibility is invaluable when managing various workflows, and with the right setup and tags you can display information in any form you need. However, I highly recommend doing some research and checking out templates prior to getting started as it’s important to design your Notion workspace thoughtfully to prevent disorganization.
For team collaborations, Trello stands out to me due to its intuitive interface. Its card and board system provides a clear visual representation of project progress, making it easy for team members to stay aligned. In environments that utilize the Microsoft Office suite, I also like Microsoft Planner as a seamless alternative. It integrates effortlessly with Outlook, allowing tasks to appear directly in your calendar and sending reminders to keep you on track. This integration ensures all your tools work harmoniously, reducing the need to switch between applications.
Communication and Collaboration: Unified Platforms Enhance Efficiency
Effective communication is the backbone of successful remote work. Platforms like Microsoft Teams, Zoom, and Google Meet are industry standards, and each offers unique features.
If you're working with external clients and contact, you'll likely need an account for all of these platforms at one point or another but for myself, I still think it's beneficial to choose a main platform that I work with which aligns with my existing tools in order to streamline workflows. For instance, if you already have Microsoft Office, Teams would be a natural fit due to its deep integration with other Microsoft products such as your calendar and email.
Focus Tools for Deep Work: Minimize Interruptions
Maintaining focus during deep work sessions is essential. I rely on noise-canceling headphones to block out ambient noise, creating a conducive environment for concentration. Pairing this with curated focus playlists (low-fi study beats is my personal favorite) helps maintain a steady rhythm during work.
Utilizing the “Do Not Disturb” mode on both phone and laptop ensures notifications are silenced during focus periods. This feature can be customized to allow critical alerts, ensuring that you remain reachable for urgent matters without constant interruptions. The timed functionality is a great way to automatically resume notifications after my focus session ends.
Essential Hardware: Equip Yourself for Any Environment
I find certain hardware indispensable for remote work:
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Additional hardware includes portable monitors as well as a wireless mouse and keyboard. However, personally I never felt the need for a second screen with the work that I do so I prefer to travel light and save on luggage fees.
Staying Connected: Internet Stability and Networking
A reliable internet connection is the lifeline of remote work. Before settling into a new location, I run a Speedtest to assess the internet speed. For backup, I ensure I have sufficient mobile data, utilizing eSIM providers like Airalo or Flexiroam to stay connected globally. These providers allow you to purchase data in any country on an eSim that can be installed on your phone right away (for usually quite affordable prices, too).
To maintain professional connections, LinkedIn serves as a robust platform for networking. Additionally, I always check Meetup for local events when I arrive at a new destination. It’s a great way to discover professional meetups, workshops, or interest-based gatherings that can help build relationships and gain fresh perspectives. Similarly, local coworking spaces often host after-work events, speaker sessions, or casual networking drinks. These events not only provide opportunities to network professionally but also help you connect with others in the area who might become friends to explore the local scene with.
The Power of Handwriting
While digital tools dominate, the act of handwriting remains irreplaceable for me. I remember things easier when I take handwritten notes and I feel that I can better organize my thoughts when I can draw myself a mind map or decision tree. To combine the benefits of digital organization with the tactile experience of writing, I use a Remarkable notepad to jot down ideas on the go all in one place. The tagging and folder structure makes it super easy to keep endless notes organized while only taking up very little space in my carry-on.
Choosing the Right Tools: Avoid Overengineering
When selecting new tools, it's essential to assess their integration capabilities with existing systems. Overcomplicating your toolkit can lead to inefficiencies. For example, I once used a separate time-tracking app but found it redundant, as my task list already provided the necessary insights. Simplifying my tools helped streamline my workflow and reduce unnecessary overhead.
My advice? Before adding a new app to your toolkit, make sure that it provides important value to you. Plus, if you can achieve the same results with a tool you already use, skip the extra app. Simplicity often leads to greater productivity.
The right combination of tools can significantly enhance your remote work experience. By starting with simple solutions and scaling as needed, you can maintain productivity and connectivity without overwhelming yourself. Remember, the goal is to make your work life easier, not more complicated.