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Top 11 productivity tools for entrepreneurs that work from home

(BUSINESS) We asked remote professionals what some of their favorite (and most necessary) productivity tools were for the home office, and have 11 ideas that you might not have tried yet.

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work from home productivity

Working from home comes with its perks – comfortable pants (sweat pants*), working at your own pace, and not having your boss breathing down your neck are only a few. But staying productive and on-task can be a challenge when the only one watching is you (and your cat [who requires frequent cuddle breaks]).

We asked remote workers how they collaborate, stay on top of their work, and get shit done. Here’s what they said are their most reliable and necessary work-from-home tools:

First, let’s check out collaboration and team productivity tools:

Time Doctor

timedoctor780x433
Manage a remote team? When you need them focused on that time-sensitive report you needed yesterday, we’ve got a solution.

We use our own time tracking tool which we find essential for remote work and remote teams. It has everything you would need to give you an analytics of your workday and managing remote teams,” says Carlo Borja, Online Marketing Head of Time Doctor. This includes real time updates, gentle nudges to get you and your employees back on track, and a free trial run.

Azendoo

azendoo
Stop miscommunication in its tracks.

One of the best tools that we use to keep in contact and make sure everyone stays on task is Azendoo,” says John Andrew Williams, PCC, Founder and Lead Trainer at Academic Life Coaching, “It is an amazing tool that allows you to assign tasks to members of your team, leave comments and messages, and organize everything based on projects. It has truly been the best thing for us to improve our productivity and stay connected when we all work remotely.

RealtimeBoard

realtimeboard
What about brainstorming and collaborating with your team in real time? “RealtimeBoard is an online whiteboard and super simple collaboration service for marketers, developers, designers and creatives worldwide with user list exceeding 675k. It’s frequently used for project management, user experience planning, creative concepts visualization, story mapping, brainstorming, etc,” says Anna Boiarkina, Head of Marketing at RealtimeBoard.

Popular Favorite: Slack

slack780x433
Without question, it is Slack! With our marketing team spread from San
Antonio to San Francisco, Seattle and Madison, we couldn’t do our job
efficiently without this messaging communication tool,
” says Marcia Noyes, Director of Communications with Catalyze, Inc.

Noyes adds, “Before I took the job with Catalyze, I wondered how I could possibly stay on top of the very technical subjects of HIPAA compliance, digital healthcare and cloud computing, but with Slack, it’s easier than email or being there in person at corporate headquarters. I don’t think I could ever go back to being in an office. With this tool and others, I get so much more accomplished without the commute times and interruptions from water cooler talk and discussions about where to go for lunch.”

Now, let’s move on to tools and tips for your health:

A treadmill desk

treadmill desk
Slump no more.

Gretchen Roberts, CEO of Smoky Labs, a B2B digital and inbound marketing agency says that her treadmill desk helps her fight through the afternoon slump. “The endorphins that are released from the walking get me right into a feel-good mood again, same as a conversation and piece of chocolate would.

Not only is it great for you, but it keeps you awake and alert so you can fight the urge to take a “quick nap” right around 3pm. Good weather not required.

Lumbar support

lumbar-support
Then there’s always the issue of your health. We asked Dr. Barbara Bergin, M.D., Board Certified orthopedic surgeon her thoughts on how to best furnish your home office, and she had a few simple ideas that go a long way.

Invest in a good chair, a McKenzie lumbar pillow (because no work chair has the perfect lumbar support), and a drop down tray for your keyboard and mouse. If you have short legs which don’t quite reach the floor, either adjust your chair (which means adjusting everything else) or get some kind of a platform on which to rest your feet. I recommend those old bench step aerobics steps.

These are all suggestions that are easy to implement and positively impact your health (and wallet, when you consider chiropractic visits, massages or even surgery).

And some of our favorites – tools to manage time, data, and communications:

ClockingIT

clockingIT
In a similar fashion to Time Doctor, ClockingIT is a time-tracking application that logs everything you do. This allows you to keep track of how much time you’re really spending on a project (or time spent off-task on a project).

I work from home exclusively as a freelance communications and marketing manager. One of my clients, Simon Slade, CEO of SaleHoo, introduced me to ClockingIT. ClockingIT, a free project management system, is now a tool I can’t work from home without. It provides an easy way for me to log my time on different tasks and communicate project updates to colleagues without sending cumbersome mass emails. I like ClockingIT so much that I’ve created an account separate from SaleHoo’s, just for myself, and I use it to manage my work for other clients as well.

This would be a great tool for freelance designers and writers who need to keep track of time so they can appropriately charge their clients.

Zoho Vault

zoho vault
Throw away the Rolodex. With all of the social media information, websites, passwords, and logins a company might need to remember, there is a better way. Molly Wells, an SEO Analyst with Web301 believes in the power of Zoho.

The one tool that I can’t work at home without is the one that stores our many clients personal information. Links to live websites, production websites, their social media usernames and passwords. All of our own websites logins, social media logins along with all the tools we use. Rather than storing all of these on our server or on pen and paper, we use Zoho Vault. It’s a lifesaver for accessing information while at home or on the go. All of our passwords are all in one place.

Cloze

cloze
Winner for most comprehensive all-in-one freelancing app goes to Cloze, which does… pretty much everything.

As a freelancer, the tool I absolutely can’t live without is Cloze,” explains JC Hammond, “Cloze is a contact management app and website that is perfect for freelancers because it is highly customizable, links email, social, phone and notes in one place, lets you track interactions and statuses of projects, companies, and people and even delivers an informative “Morning Briefing” to help get your day off to a great start.

She thinks one of the most useful tools is the email read receipts and the ability to link with your cell phone provided to track calls. It also schedules and posts social updates to Twitter, Linkedin, Facebook and other platforms. Because it’s designed for individual or very small team use, it’s easy to use and a user can efficiently run their entire day from the app.

Uberconference

uberconference
When it comes to phone conferences, meetings and client phone calls, Jessica Oman, Planner-in-Chief at Renegade Planner loves Uberconference.

She says, “As a business plan writer who in 2014 made the transition from leasing an office to working from home, I can say that Skype and Uberconference are the tools I can’t live without! Uberconference is especially wonderful because it easily allows me to record calls, use hold music, and connect with people who either call in from computer or phone. It allows me to have a 1-800 number too. It’s like having a virtual assistant to manage my calls and I love the professional feel of the service.

My Tomatoes

mytomatoes
And finally, a quick and simple idea – a timer. Jessica Velasco, Senior Editor at Chargebacks911 works exclusively from home. She uses the Pomodoro technique of time management: work for 25 minutes, take a 5 minute break, work for 25 more minutes.

She says, “I use My Tomatoes. I like this particular timer because the countdown is shown in my browser tab. I can be working on other things and quickly glance over to see how much time is left. I like to race the clock; see how much I can get accomplished before the timer goes off. I also use it to limit my unproductive moments. Fun things like checking social media must end with the timer dings.”

Got a favorite?

All of these tools are yours for the taking, so why not give them all a shot? Then, even if you’re wearing your most comfortable pants (sweat pants*) – with all of the right tools, you can run your business from home like a boss, and give people the impression that you probably showered today.

*no pants

The American Genius is news, insights, tools, and inspiration for business owners and professionals. AG condenses information on technology, business, social media, startups, economics and more, so you don’t have to.

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9 Comments

9 Comments

  1. JaDonnia Bishop

    December 19, 2015 at 9:08 pm

    Excellent tools with creative, time saving usefulness for educators, also!

  2. Jeremy Bandy

    June 27, 2016 at 7:27 pm

    I like that you’ve included a physical product – the treadmill desk. I was thinking about this the other day as I work from home and I really don’t use many apps for productivity. Dropbox, Google Docs and WordPress are about it. What I find works really well for productivity are some things people don’t ever think about. A dishwasher for one. How many people waste time washing dishes? I know I used to. What about something as simple as a slow cooker or a smart vacuum. Anyways enjoyed the list and got me thinking about trying out some more apps and software that you suggest.

  3. Sharon

    June 28, 2017 at 8:59 am

    Great list. I’d like to suggest ProofHub here for workplace productivity tool. ProofHub brings a blend of amazing productivity features that teams can use to run their day, their projects and their work-life. Tasks, Online discussions, Group chat, Reports, Gantt Charts, Proofing tool, Calendar, Timer, Timesheets, Quickies and what not; everything you need to bring teams together, collaborate and get projects delivered on time is available within this single tool.

  4. James

    November 14, 2017 at 8:26 am

    Informative post! I use remail.io and can’t recommend it more highly. The best software I’ve found for automating your outbound sales activities. There are more services that provide more or less the same but for me personally, this is the best.

  5. Caity

    December 5, 2018 at 8:02 am

    Please, *please* remove the apostrophe from the subheadline. It should read:”it also comes with its challenges”.

    • Lani Rosales

      December 5, 2018 at 1:29 pm

      WOW, that’s a bad one – good catch, and thanks for speaking up! 😀

  6. Mary

    December 5, 2018 at 9:00 pm

    Thanks for suggestions. The tool I use and like a lot is Kanban Tool ( https://kanbantool.com/ ). It’s effective, it’s easy to use, it can serve multiple purposes (for example, it’s a good task manager and a time tracker). If you’re searching for a good productivity app, try that one.

  7. Chris Shouse

    March 14, 2019 at 11:14 am

    Thanks, Lani I enjoyed this post very much and the Treadmill desk is on my wishlist or at very least a standup desk with a mini treadmill. I also have on my list Alexa Echo and a Roomba! I have always wanted to say “Alexa start Roomba” and actually have it start vacuuming! Have you heard of Flash Briefings on Alexa ( and I also assume Google Home) I know that Chris Brogan does one, I heard him speak on it somewhere. Would love to see you dig into them and see what is up with them. Since I do not have my Alexa yet I have not heard one.

  8. Nick Boyle

    April 19, 2019 at 12:43 pm

    Remote working can be a hurdle in your performance, only if you don’t have right tools to operate from out of office. Like communication and project management tools. I use this purevpn dedicated ip to access company restricted applications.

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Business Entrepreneur

How to know when it’s time to go freelance full time

(ENTREPRENEUR) There may come a point when traditional work becomes burdensome. Know how to spot when it is time to go full freelance.

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freelance productivity

Freelancing is often thought of as a mythical concept, something that is almost too good to be true. While it isn’t all about hanging out at home in your pajamas all day, being a freelance is something that is completely possible to be successful – assuming you do your homework.

Recently, a friend of mine who is a licensed esthetician was no longer happy with her position at the salon and spa she worked for. The set hours were becoming a burden, as was having to divvy up appointments between another esthetician within the salon.

She noticed an increasing number of people asking her if she could perform services (eyebrow and lip waxing) from her home, as they preferred not to go into the hectic salon. My friend also found an increase in requests for her to travel to bridal parties for their makeup, rather than the parties coming into the salon.

It was around this time that my friend began to seriously consider becoming a freelance esthetician, rather than a salon employee. After about six months of research and consideration, she decided that this was the best route for her.

Below are the reasons she felt ready to pursue this option, and if they resonate with you, you may be ready for a full time freelance career.

1. She had a number of built-in clients and a list of people she could contact to announce her at-home services. Doing this at the start of one’s career would be very difficult without a contact list and word-of-mouth references, so it’s important to have…

2. …experience! My friend had worked for a number of salons over the years, and had the experience of working with all different types of clients. She also learned what she liked and didn’t like about each salon, which were pieces that factored into her own work-from-home space.

3. Since she had years of experience and had done all of the necessary aforementioned research, she knew what was expected of her and knew that getting a freelance career off the ground wouldn’t be a walk in the park. Operating a freelance career is completely on you, so you have to be 100 percent dedicated to making it work – it won’t just happen for you.

4. Once she began thinking about this idea nonstop and became more excited, she knew it was time to move forward. At first, the “what ifs” were daunting, but became more positive as time went on. If the idea of being a freelancer elicits more smiles than frowns, definitely take the time to consider this option.

5. In addition to the clients she already had, she also had an amazing support system who helped her develop her freelance brand and get her at-home business up and running. Having a solid group of people in your life that will help you is crucial, and any offer for help should be appreciated.

Other things to consider are: do you have enough money saved in case the freelance venture takes longer than planned to take off? If not, maybe stick with the day job until you feel more financially secure.

Jumping into something too quickly can cause you to become overwhelmed and drown in the stress. Make sure you’ve covered every single base before making this leap. Good luck, freelancers!

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Business Entrepreneur

Entrepreneurs’ edge – working quality, not quantity hours

(ENTREPRENEURS) A huge advantage of the entrepreneur life is full control over your day – and using your hours wisely (and creatively) boosts productivity, even if it means sleeping in and staying up late. Think quality, not quantity.

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unhappy at work

So often, we hear the phrase “quality, not quantity,” which can be appropriately used to describe ideas we give to our boss or the amount of effort we put into volunteering. The long and short of it is – don’t half-ass something because you think it’s fulfilling the need of “quantity.”

Quality is always so much more important when it comes to output in your job. Like, okay, great, you worked 11 gillion hours this month, but what did you actually accomplish? Did you finish endless busy work and take pictures for social media of how busy you are? Or did you grow your bottom line?

Over the years, we’ve heard a lot about flex hours and more working from home options, but a hot new idea is (you guessed it) quality hours, not quantity hours. Sometimes fitting into that 9-to-5 framework is satisfying the quantity aspect, but are we really being as productive as we should?

Many people argue that we should be working less in order to produce more. Wait, don’t leave, let me explain.

Does it really seem like the best idea to be working when your energy level is in the negatives? Probably not. This opens the door for more mistakes, less engaged work, and less output. If you’re a night owl and your brain fires on all cylinders when the sun has gone down, is it really worth focusing your work energy during the hours that your brain isn’t fully on?

If we work only when we know we’re going to be productive, we can really make the most of our time. Now, don’t get that confused with “sit around and wait for lightning to strike and THEN work,” it means schedule your tasks based on when your mind is typically the most productive.

When are you most productive? In the morning after you’ve had a quick job and some coffee? Or post mid-afternoon when you’re full-on awake? Jonas Downey pondered this question, and said, “I’m usually at my creative peak in the mid-morning and lose steam after lunch, so I shuffle my work accordingly. I do exploratory freeform stuff in the morning, and I save routine tasks (like implementing something I already know how to do) for the afternoon. I also have a rather short attention span, so I take tiny breaks a lot.”

He notes that working just to hit a certain number of hours is counterproductive, because in that time, there are likely to be hours worked when you are not at your best. Click To Tweet

Be honest – do you do your best work when your head is in the clouds, or when you show up to a task, raring to go?

Glorification of the 80 hour work week is dead in most circle, so consider scheduling yourself for times and days that your brain will cooperate with you instead of work against you and force you into menial work that feels like you’re accomplishing tasks!

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Business Entrepreneur

Is this normal (you wonder about your business)?

(ENTREPRENEURIALISM) It can be lonely not being able to openly ask potentially embarrassing questions about your business – there’s a way to do it anonymously…

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Entrepreneurialism is wildly rewarding – you are fully in control of the direction of your company, and you’re solving the world’s problems. But it’s also isolating when you’re not sure if what you’re experiencing is normal.

Sure, there’s Google, news networks (like ours), and professional connections to help you navigate, but sometimes you just want to know if something simple you’re seeing is normal.

Is Instagram Stories really where it’s at? Probably not if you’re a consultant.

Is it normal for an employee to attempt to re-negotiate their salary on their first day? Nope, but how do you keep the desirable employee without being bullied into new terms?

Do all entrepreneurs spend their first year in business as exhausted as a new parent? Sometimes.

You have questions, and together, we can share our experiences.

We have a brand new Facebook Group that is already wildly engaging, active, and you’d be amazed at how selflessly helpful people are – and we invite you to be one of them.

Want to anonymously ask a question about something you’re unsure is normal or not?

Click here to submit your question, and we’ll select as many as possible to discuss in the Facebook Group!

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