My Favorite Resources - The Productivity Edition
-
Unlock your full potential with my curated list of productivity resources! From innovative apps and insightful books to transformative techniques, this blog is packed with tools and strategies designed to enhance your efficiency and focus. Dive in to discover how to streamline your workflow, increase your motivation, and ultimately achieve your goals with ease. Don't miss out on the secrets to working smarter, not harder!
As school is back in session and life becomes busier, I’m reminded of the essential tools I love that help enhance my productivity and keep me grounded. For those who may not know, I previously worked as a Virtual Executive Assistant for three-four small businesses simultaneously. It was a whirlwind—lots to manage, countless tasks to track, and a ton of fun. Balancing the demands of three small businesses, serving as a Team Lead for my employer, attending college classes, and navigating life as a military spouse certainly led to some hectic moments. There were days when I was so overwhelmed that I’d miss a meeting or, even worse, overlook an important detail. We’re all human, and these slip-ups are bound to happen. Fortunately, such instances were rare, thanks to the multitude of resources and tools at my disposal. And when a slip up occurred, there would also be a simple solution to help keep me on track, productive, and effectively assisting my clients. Additionally, establishing a few boundaries made it possible to manage my chaotic life effectively.
A little note on why I was able to survive my busy life... and Remain Productive
Indeed, you read that correctly. First and foremost, I am a military spouse, a role that those familiar with it will truly understand. Previously, I worked as a team lead and virtual executive assistant, juggling responsibilities for three to four clients simultaneously. Balancing this demanding workload with my commitments as a full-time college student kept me incredibly busy. Each day required meticulous planning to maintain productivity and stay grounded. So, how did I thrive amidst the chaos? The answer lies in boundaries. Establishing boundaries is crucial not only for succeeding in the business world but also for nurturing relationships outside of work.
Before becoming a military spouse, I struggled with intense anxiety and stress, so much so that I had to take a break from work to focus on my mental health. After eight months dedicated solely to my studies and learning the importance of mental well-being, I was ready to re-enter the workforce with a new perspective on managing work, my new addition of military life, and school. Establishing boundaries was my first step; I recognized the necessity of achieving a healthy work-life balance. I approached my job search with this principle in mind and found a company that prioritized creating that balance for military spouses.
During my time with this remarkable organization, I learned a vital lesson: productivity cannot thrive without boundaries, and it’s perfectly acceptable to embrace our humanity. This lesson was instilled in me from the moment I joined my previous employer, and it remains a guiding principle in my life. Boundaries empowered me to:
Take the breaks I needed 🕰️
Stress less 🙌
Focus on my well-being 💆♀️
Keep healthy relationships with my clients 🤍
If boundaries are difficult for you, I get it. Boundaries are activating for yourself and that can be hard when you aren't in control of your paycheck, can loose a client, or you hear that little judging voice in the back of your mind saying "They won't respect you." But when applying boundaries, that little voice will be shown to be a false. Your reputation will become respected and your time honored. Relationships will improve and worries will begin to slowly resolve. The strongest people I know hold boundaries, and I believe we all can too. It just takes lots of practice and patience with ourselves. But it can become your strongest suit.
Not sure how to start applying boundaries in your work life? No worries. I didn't either, but it is something that you can easily learn and apply in small steps. One of my favorite books that covers the importance of boundaries is by Dr. Henry Cloud and Dr. John Townsend. You can get it here. Also, when you are ready this article from Forbes is a great start on how you can apply boundaries at work.
Remember, boundaries aren't a bother for others. They are really a great start to blooming success in your career or within your small business. You got this!
Productivity Resources I Love
Now that you've unlocked my special secret to productivity—boundaries—let's explore my favorite productivity resources that can benefit your small business. Just a quick note: while I don't currently use all of these tools, I have found them valuable during my time as a virtual executive assistant and student, and I've integrated a few into my workflow as a business owner. One tip I highly recommend is to experiment with various productivity tools to discover what suits you best. Each tool can work differently for different businesses, and sometimes, the changing seasons may require varying levels of usage.
Calendly
Are you tired of juggling your schedule through endless emails or texts? Perhaps you're struggling to arrange multiple meetings simultaneously? That can be incredibly stressful and often leaves you feeling burnt out. That's why I turn to Calendly. This platform has been a lifesaver, helping me save time and avoid misunderstandings. It's a tool I can't see myself giving up. Plus, its seamless integration with your website enhances user experience, will connect to your multiple calendars, and gives you back precious time.
Otter.ai
AI is undeniably taking the world by storm, and I understand if you’re tired of hearing about one AI program being better than another. However, Otter AI stands out for its simplicity in transcription. I found it invaluable for client meetings (which it would auto join through zoom), as it allowed us to transcribe entire sessions seamlessly. This not only freed me up to focus on other tasks while they met, but it also served as a significant time saver for both me and my clients.
Loom
I could go on and on about Loom. Rather than striving to perfect an email and hoping my message is clear, Loom provides a superior solution. This tool has been invaluable for creating concise five-minute videos that guide clients on specific tasks or summarize projects effectively. Additionally, it helps reduce email fatigue and adds variety to communication for both myself and my clients.
Asana
Asana is not merely a note-taking or to-do list tool; it empowered me to create templates for client project tasks and timelines, ensuring everything is ready before our start date. Additionally, it keeps the entire team informed about ongoing developments and the expectations from one another, fostering better collaboration.
Honeybook
Hello, Creatives! Honeybook is tailor-made for you! This program is highly regarded by web designers, photographers, and other creative professionals. With its ready-to-use contract templates, onboarding and offboarding file templates, seamless payment processing, and exceptional project tracking features, Honeybook stands out as an invaluable all-in-one tool that I wholeheartedly recommend.
Google WorkSpace
If you aren't using Google WorkSpace yet, you gotta try it. Google workspace includes Email, Documents, Sheets, Presentation, Calendar, Forms, and so much more. I love it because...
Creates a digital hub for your business.
Collaboration is simple.
Easier than Microsoft Office.
Slack
If you worked at a business in 2020 and beyond you probably used slack when everyone went remote. If not, don't be scared - slack is great. This tool gives a perfect place for collaboration and you can create groups to easily communicate with your team and clients at any moment. Definitely worth checking out.
Harvest
Anyone else get stuck in focus mode for hours on end. You start working on a project at 1pm and suddenly its 6pm... Where did the afternoon go? Well, this one is meant for boundaries, but also helps you get paid. It is SO easy to get stuck and forget how much time you are spending on something. If you project has a budget, Harvest will be great to help you keep track of the time you are putting in and how much your time is worth.
Grammarly
We've all felt that sinking feeling in our stomachs when we realize the important email we just sent contains a typo. Avoid that discomfort with Grammarly, which not only helps catch errors but also enhances your writing in countless other situations.
SparkMail
I believe in setting clear boundaries between work and personal life. Why? Because once the clock strikes 5pm or the weekend arrives, it's my time to focus on self-care, catch up on house cleaning, or enjoy some well-deserved moments with my husband. To maintain these boundaries, I needed a solution to separate my work inbox from my personal one. Since I use Apple Mail for my personal emails, I sought an alternative that would still provide active notifications—this is where SparkMail came in. If you're looking to establish healthy boundaries, I highly recommend exploring SparkMail.
Apple MacBook Air M2 or M3
When I began my journey as a Virtual Executive Assistant, I was a dedicated Windows user. I owned a good laptop, but it fell short in providing a clean desktop environment that fostered productivity—and the battery life left much to be desired. Then I discovered the Apple MacBook Air M2. I’ve found this laptop to be one of the most valuable tools for both work and school. Apple emphasizes productivity, making this device a worthwhile investment for anyone looking to enhance their efficiency.
Flow - Focus and Pomodoro Timer
One of my favorite productivity techniques is time blocking. Particularly on those hectic days, this method enables you to achieve your goals without that end-of-day guilt of wondering what you’ve accomplished. For Mac users seeking to maintain focus, Flow is an excellent app that offers the flexibility to determine how often you take breaks between tasks.
Goodnotes
I love using Goodnotes for various purposes and have found it to be incredibly beneficial in many aspects of my life beyond just work. I utilize Goodnotes on my iPad with my Apple Pencil—yes, by now you’ve likely noticed that I’ve fully embraced the Apple ecosystem. Goodnotes is an excellent tool for keeping digital notes organized, allowing me to create a separate notebook for each client. I also enjoy using it as a digital planner to help structure my days effectively. Additionally, I maintain a notebook for journaling to support my well-being and keep track of scores during family card/board games.
In Your Face: Meeting Reminder
Sometimes time slips away, and with numerous meetings, it's easy to forget one. However, this Mac app has been a lifesaver! Unlike standard calendar notifications, it takes over your entire screen with a meeting reminder. Since I started using this app, I haven't missed a single meeting.
Productivity is a cornerstone of our society, but prioritizing work and productivity doesn’t have to come at the expense of your mental well-being. When paired with boundaries, productivity will be easier than ever. I hope these resources empower you to take meaningful steps toward simplifying your life.
