{"id":3499,"date":"2019-07-04T06:08:28","date_gmt":"2019-07-04T06:08:28","guid":{"rendered":"https:\/\/cjwray.com\/?p=3499"},"modified":"2022-12-18T08:01:52","modified_gmt":"2022-12-18T08:01:52","slug":"my-15-favourite-free-and-paid-productivity-tools","status":"publish","type":"post","link":"https:\/\/cjwray.com\/my-15-favourite-free-and-paid-productivity-tools\/","title":{"rendered":"My 15 favourite productivity tools [free and paid]"},"content":{"rendered":"

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70%!important;” global_colors_info=”{}” custom_css_main_element_last_edited=”on|phone” custom_css_main_element_tablet=”width: 100%!Important;” custom_css_main_element_phone=”width: 100%!important;”][et_pb_divider _builder_version=”4.16″ _module_preset=”default” global_colors_info=”{}”][\/et_pb_divider][et_pb_image src=”https:\/\/cjwray.com\/wp-content\/uploads\/2019\/07\/barn-images-12223-unsplash.jpg” alt=”my 15 favourite free and paid productivity tools” align_tablet=”center” align_phone=”” align_last_edited=”on|desktop” _builder_version=”4.16″ locked=”off” global_colors_info=”{}”][\/et_pb_image][et_pb_text admin_label=”Google G-Suite” _builder_version=”4.19.0″ text_font=”Montserrat||||||||” text_font_size=”18px” locked=”off” global_colors_info=”{}”]<\/p>\n

Google G-Suite<\/h2>\n

Somehow we resisted spending $5 a month. We don’t know why either as as soon as we moved our e-mail both our productivity and the ability to automate things improved no end. We used to suffer from our e-mails going into spam. That issue is gone. We have shared calendars, sheets, documents, forms and a massive Google drive. Plus we can integrate lots of our automation tools into G-Suite<\/a>. So creating a new Asana task from an e-mail is as easy as clicking the star icon.<\/p>\n

[\/et_pb_text][et_pb_text admin_label=”Asana” _builder_version=”4.19.0″ text_font=”Montserrat||||||||” text_font_size=”18px” locked=”off” global_colors_info=”{}”]<\/p>\n

Asana<\/h2>\n

Of course Asana<\/a> – we’ve tried all the task management and productivity tools at least once, but this one is our absolute favourite. Asana is the<\/em> <\/strong>productivity tool as far as we’re concerned. With 15 free users there’s no excuse for giving it a try. Plus for paid users they keep coming out with new tools. Portfolios and Gannt Charts being some of the most recent. Automation and integration, yes we automatically create tasks from our website, and clients can add tasks via customer specific forms. Asana does it all.<\/p>\n

[\/et_pb_text][et_pb_text admin_label=”Instagannt” _builder_version=”4.19.0″ text_font=”Montserrat||||||||” text_font_size=”18px” locked=”off” global_colors_info=”{}”]<\/p>\n

Instagantt<\/h2>\n

As we mentioned above, paid plan users of Asana get Gannt charts included in their subscription. For those on the free plan there’s Instagantt.<\/a> This adds Gant Chart functionality for a reasonable annual fee. Tasks edited in Instagantt are updated in Asana and vice versa. You can also add dependencies and track workload management.<\/p>\n

[\/et_pb_text][et_pb_text admin_label=”Slack” _builder_version=”4.19.0″ text_font=”Montserrat||||||||” text_font_size=”18px” locked=”off” global_colors_info=”{}”]<\/p>\n

Slack<\/h2>\n

We confess, we don’t like e-mail much as a communication tool. We receive too much of it, lots of it is unnecessary and what’s more every time we reply to an e-mail, it spawns yet more incoming mail. So we moved essential e-mails to G-Suite, but for everything else we use Slack<\/a>. Slack is awesome, another free to start tool that links people, and in our case lots of automated notifications. So updating Asana tasks, we get a short Slack message (not an e-mail). Forms get completed on websites, we get a Slack message. Our SRM gets updated, we get a Slack message. Even as a single user, Slack works great. Yes we know its for teams, a complete alternative for e-mail, add attachments and so on and so on.<\/p>\n

[\/et_pb_text][et_pb_text admin_label=”Evernote” _builder_version=”4.19.0″ text_font=”Montserrat||||||||” text_font_size=”18px” locked=”off” global_colors_info=”{}”]<\/p>\n

Evernote<\/h2>\n

My first Evernote<\/a> note was created on the 20th July 2008, thats more than 10 years ago, and there have been almost 4000 more notes added since then. I started with the free plan, and then moved to the paid one when they made e-mail addition of notes a premium service. So those mail lists I sign up for just get sent straight into Evernote (did we say we didn’t like e-mail). We keep all sorts of things in there, from checklists, to draft blog entries, to screen clippings, code snippets, just about everything. Even Post-It notes. Of course it syncs with multiple Mac’s, iPad, iPhone so you can take your notes everywhere.<\/p>\n

[\/et_pb_text][et_pb_text admin_label=”Alfred” _builder_version=”4.19.0″ text_font=”Montserrat||||||||” text_font_size=”18px” locked=”off” global_colors_info=”{}”]<\/p>\n

Alfred<\/h2>\n

I’ve tried Alfred<\/a> a couple of times in the past and not quite got to grips with it. Its essentially a way to create shortcuts to do a wide range of tasks. So, instead of using Spotlight (which is getting worse in terms of what it can do) I now use Alfred to search for files, search for notes within Evernote without opening it. I’ve even created a shortcut to create an Asana task (using zapier). There’s a whole host of functions and shortcuts that have been created by the Alfred community, so if you’re looking for a specific task, someone’s probably already created an Alfred shortcut for it.<\/p>\n

[\/et_pb_text][et_pb_text admin_label=”Zapier” _builder_version=”4.19.0″ text_font=”Montserrat||||||||” text_font_size=”18px” locked=”off” global_colors_info=”{}”]<\/p>\n

Zapier<\/h2>\n

This one started as a business need rather than a productivity tool. But as with everything we seem to find a way to use these tools to increase productivity and\/or automate tasks. Zapier<\/a> essentially links applications together. There are literally 100’s of applications that can work with Zapier. Our first use was to create a Salesforce entry from a form completed on a clients site. Now we track restaurant bookings, add rows to spreadsheets, create tasks in CRM systems, and of course integrate it to Asana to create tasks. There’s a free and a paid service. We took the paid service as much of our Zapier use helps our business clients.<\/p>\n

[\/et_pb_text][et_pb_text admin_label=”Dropbox and Google Drive” _builder_version=”4.19.0″ text_font=”Montserrat||||||||” text_font_size=”18px” locked=”off” global_colors_info=”{}”]<\/p>\n

Dropbox and Google Drive<\/h2>\n

I’ve put these two together as in fairness Dropbox<\/a> and Google Drive<\/a> do the same thing. But, right now we don’t have a preference and tend to use both. Our clients use either one or the other and so we can’t seem to get rid of one of them in favour of the other. Both services allow you to store and share files. Great for us sharing media files with our website development clients. Big files, no problem. Sharing in groups, privately, publicly, both services take care of it. There are free and paid services, paid gets you more storage.<\/p>\n

[\/et_pb_text][et_pb_text admin_label=”Klipfolio” _builder_version=”4.19.0″ text_font=”Montserrat||||||||” text_font_size=”18px” locked=”off” global_colors_info=”{}”]<\/p>\n

Klipfolio<\/h2>\n

This one is more of a niche tool. Klipfolio<\/a> allows your to display data from a range of services on a custom dashboard. For us, this generally links to client data in Google Analytics, Google Ads, Facebook Ads etc. We find that clients can easily become overwhelmed with so much data. Its difficult to see what the data is telling you. We use Klipfolio to create summary dashboards, RAG status (Red, Amber, Green) and produce Key Performance Indicator reports. It can pretty much take data from any service that has an open API. Its an incredibly powerful tool, but this one is a paid service only.<\/p>\n

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[\/et_pb_text][et_pb_text admin_label=”Gravity Forms” _builder_version=”4.19.0″ text_font=”Montserrat||||||||” text_font_size=”18px” locked=”off” global_colors_info=”{}”]<\/p>\n

Gravity Forms<\/h2>\n

We love Gravity Forms<\/a> for building online forms on our website, and those of clients. Again we’ve tried them all, Caldera, Formcraft, Contact Form 7 even the forms built into themes, but nothing beats Gravity Forms. Again there are free and paid options, we took an Elite membership guess why, yes, integrations to Slack, Stripe, Agile CRM, Zapier and from these tools we can get connected to almost every online service. So when a new client fills in our Gravity Form, we don’t only get the details, but we get a Slack notification, create a new client in Agile CRM, and yes of course, a new task in Asana. All done automatically.<\/p>\n

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[\/et_pb_text][et_pb_text admin_label=”Agile CRM” _builder_version=”4.19.0″ text_font=”Montserrat||||||||” text_font_size=”18px” locked=”off” global_colors_info=”{}”]<\/p>\n

Agile CRM<\/h2>\n

Having a great CRM system is essential for any small business. Again AgileCRM<\/a> comes in free and paid plans, the free plan being quite generous in terms of features. It covers Sales, Marketing and Customer Support functions. Everything from automated e-mails, to online chat for support. Yes, of course you can track Sales, prospects and store prospect and customer data. One of the bonus features is the ability to link Agile CRM to Google calendar and create a special link for clients to set up appointments in your diary. We use this one a lot. In honesty we still haven’t used anywhere near the range of features available.<\/p>\n

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[\/et_pb_text][et_pb_text admin_label=”Daily” _builder_version=”4.19.0″ text_font=”Montserrat||||||||” text_font_size=”18px” locked=”off” global_colors_info=”{}”]<\/p>\n

Daily<\/h2>\n

We tried a mass of time tracking tools, most of them too complex and unwieldy for our needs. In general we hate timesheets and the whole process of filling them in. With Daily<\/a>, you occasionally get a pop-up window that simply asks ‘What are you doing?” or “what have you been doing for the last 30minutes?” – you just type in your answer. Answers are stored so subsequent entries typing the first few letters bring up options for you to select. You can edit task categories and export the data for any period. We just liked the fact that there was no real setup, and that it just pops up when it doesn’t know what you’re working on. Daily is now subscription only.<\/p>\n

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[\/et_pb_text][et_pb_text admin_label=”Text Expander” _builder_version=”4.19.0″ text_font=”Montserrat||||||||” text_font_size=”18px” locked=”off” global_colors_info=”{}”]<\/p>\n

Text Expander<\/h2>\n

This is another new tool for us too. Basically TextExpander<\/a> allows you to type a short character string and that string is expanded into a longer string. Our most often used snippet is “zzsig”\u00a0which when typed automatically retypes “kind regards, Chris”. For phrases and sentences you use often text expander is a saviour. I can never remember my Apple password for example, so I just saved it as a snippet. No more forgetting. Snippets are just the tip of the iceberg, you can expand entire paragraphs, add variables within snippets and more. We’re still learning how to get the most out of this new tool. There are free and paid options.<\/p>\n

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[\/et_pb_text][et_pb_text admin_label=”Google Calendar” _builder_version=”4.19.0″ text_font=”Montserrat||||||||” text_font_size=”18px” hover_enabled=”0″ locked=”off” global_colors_info=”{}” sticky_enabled=”0″]<\/p>\n

Google Calendar<\/h2>\n

I know we mentioned G-Suite at the beginning of this summary, but Google Calendar<\/a> really is worthy of a mention on its own. We moved away from iCal and wholly onto Google calendar. Again it just integrates to everything else, including Asana of course, so now our Asana tasks appear on the days calendar.<\/p>\n

There’s colour coding, subscription to other Google calendars, the mobile app is awesome. It just works, reliably, every time. Now there’s even a few cool features, so if you book flights and get a confirmation by e-mail in G-Mail, then the flight details are added into Google Calendar automatically. ( we used an Expedia booking for this ) Isn’t that cool. When I say I’m going swimming on Wednesday lunchtime, there’s even a neat picture of a swimming pool in the appointment. The more I think about AI progress, the more I think how Google Calendar could improve in the future.<\/p>\n

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[\/et_pb_text][et_pb_text admin_label=”Copy ’em Paste” _builder_version=”4.19.0″ text_font=”Montserrat||||||||” text_font_size=”18px” locked=”off” global_colors_info=”{}”]<\/p>\n

Copy ’em Paste<\/h2>\n

I spent an age getting round to choosing the best clipboard manager and Copy ’em Paste<\/a> just works. It just saves everything you save to the clipboard so you can go back and paste items again. There’s a favourites section, you can sync via iCloud to multiple machines and a \u00a0whole host of other functions. Now I know that Alfred and text expander in some way could take over the functions of Copy ’em Paste, but for now our shortcuts have become second nature.<\/p>\n

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[\/et_pb_text][et_pb_text admin_label=”LastPass” _builder_version=”4.19.0″ text_font=”Montserrat||||||||” text_font_size=”18px” locked=”off” global_colors_info=”{}”]<\/p>\n

LastPass<\/h2>\n

I know, I know – I said 15 but we can’t forget LastPass<\/a>. The password manager. That’s it really, LastPass allows you to simply forget about remembering passwords ever again. Just remember the ‘Master’ password and the others are all at your fingertips. It can also generate strong passwords and update your passwords if you change them. With LastPass running in your browser (extensions for all browsers) your username and password are automatically completed for you. Best of all, LastPass is free.<\/p>\n

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[\/et_pb_text][et_pb_text admin_label=”Link to workflow page” _builder_version=”4.19.0″ text_font=”Montserrat||||||||” text_font_size=”18px” locked=”off” global_colors_info=”{}”]<\/p>\n

More Links<\/h2>\n

There’s more details and links on the workflow page<\/a><\/p>\n

 <\/p>\n

[\/et_pb_text][et_pb_text disabled_on=”on|on|on” admin_label=”old Text” _builder_version=”4.18.0″ _module_preset=”default” text_font=”Montserrat||||||||” text_text_color=”#666666″ text_font_size=”18px” disabled=”on” global_colors_info=”{}”]<\/p>\n

INTRO<\/h2>\n

\u201cThis code is a bit crap\u201d, I said, as an off the cuff comment to a developer. The developer just got up and walked out of the meeting. It was the first and last time I did that.<\/p>\n

BACKSTORY<\/h2>\n

Here’s a few other things I learnt about having too much of a tech bias in startups.<\/p>\n

    \n
  • There\u2019s no one as the customer advocate.<\/li>\n<\/ul>\n

    Generally, techies don\u2019t really see things from a customer\/user perspective. When it comes down to their business idea and tech stack, techies are often focussed on the code and the functionality, and not what their solution can do FOR the customer.<\/p>\n

    Techies rarely talk to customers and this abstracts them from the end user. I know there are stereotypes regarding developers but, in general, customer interaction is left to marketing and sales. Sometimes telling a techie that customers don\u2019t like what they\u2019ve produced is tantamount to telling a mother their child is ugly. I made this mistake myself once, \u201cthis code is a bit crap\u201d I said as an off the cuff comment. The developer just got up and walked out of the meeting. That was the first and last time I did that.<\/p>\n

      \n
    • They spend too much time developing Features, and not enough time solving Problems.<\/li>\n<\/ul>\n

      I spent some time with a tech led startup recently. Their roadmap was just awesome, finely tuned, detailed, and they were getting through the development of the roadmap with lightning pace.
      When I asked how many customers they had\u2026a pause\u2026lots of fidgeting\u2026.. \u201cOne\u201d they said.<\/p>\n

      Admittedly I beat them up in that meeting, but what\u2019s the point of developing all of this stuff if no one\u2019s using it ? Sadly, this is a familiar story. I\u2019ve spent the last 4 weeks going through conversion funnels in detail with another startup, they think we\u2019re looking at functionality, I\u2019m constantly asking about the customer and if the customer\u2019s actually going to convert.<\/p>\n

        \n
      • Release Early, catch up later<\/li>\n<\/ul>\n

        Reid Hoffman\u2019s famous quote: \u201cIf you are not embarrassed by the first version of your product, you’ve launched too late.\u201d says it all.<\/p>\n

        The first iPhone was missing a whole bunch of features when it launched. More recently, Notion users were so in need of functionality that only arrived in the last few months. (You know, having more than one column!)
        I\u2019ve seen so many startups delay launch, to do just a bit more testing, add just a bit more functionality, just another sprint and then it\u2019s done. My advice\u2026 Launch it, before your competitors do.<\/p>\n

          \n
        • Customers want their<\/strong> problem solved, they don\u2019t want to wait to fix everyone\u2019s<\/strong> problem.<\/li>\n<\/ul>\n

          Know exactly who your customer is. Talk to your customers as often as possible, ask them what they need most, how many of them need it. Release the stuff that the majority need first. Adding obscure fixes in a sprint just delays everything for everyone. It’s the 80\/20 rule. A happy 80% when you deliver the top 20% of features or bug fixes.<\/p>\n

            \n
          • Get the techies to talk to customers<\/li>\n<\/ul>\n

            The thought of it. Getting out from behind those screens and actually speaking to real people\u2026shudder ! I know, I know, I\u2019m stereotyping, of course there are exceptions. There\u2019s no smoke without fire though.
            Do some Webinars, closed user groups, and special events that bring the techies and the marketing and sales people together. You\u2019ll learn so much, you won\u2019t regret it. Trust me, when the 20th person shows you that bug, you really want to stop squirming and get back to the office to fix it.<\/p>\n

            Some of you will cringe at this and tell me I\u2019m wrong, but others will agree. I\u2019ve seen it happen. Startups solve problems that don\u2019t exist. Pain points that aren\u2019t painful or scratching an itch that only you have.<\/p>\n

            Am I wrong ?<\/p>\n

            \n

            Why Tech Startups Struggle<\/p>\n

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