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15 Must-Have Apps and Tools Every Freelancer Should Use To Maximize Work

15 Must-Have Apps and Tools Every Freelancer Should Use To Maximize Work

Seeking a full-time job or a single career may not be a great choice these days especially with the rising prices of commodities. Working from home and having multiple part-time jobs can help you land to a more profitable venture. However, you cannot figure out everything by yourself. With the right tools, everything you need is a few clicks away from living your life as a successful freelancer.

As Rich Moncure, President of On Hold Marketing, puts it,

“Freelancers bring an invaluable outside perspective to a project. In one instance, we needed body copy for a web page. We knew what to write, but wanted to make sure it was understandable by our target market of non-technical buyers. The freelancer took our original content and replaced the industry jargon with language that made the benefits of doing business with us clear to any reader.

We’re always looking for a freelancer who’s on top of things, beats deadlines, and communicates well the status of a project. If you have these skills, then we’ll surely have a great relationship. However, if you are unprofessional and not able to complete projects on time, it probably won’t work out. ”

Turning new clients to loyal clients is your goal. This means more work, more projects, more income.

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From increasing productivity to storing your files in a cloud, these apps and tools will surely help you grow your clientele.

Productivity Tools

1. ZenDay

This psychology-based app allows you to have a virtual planner where you can prioritize and plan tasks ahead of time, at the same time maintaining your work-life balance. The fluid 3D timeline display provides you easy navigation and clear view of your schedules and tasks. These are also automatically readjusted depending on every user’s needs and top priorities. With just a screen tap, you are ready to insert a new task, add a heading, and you’re done. Boost your productivity by keeping with ZenDay’s cycle of “Plan, Do, Debrief” and sync your commitments on all your devices.

2. Tmetric.com

To track your work real-time, have a shot at this work time tracker suitable to most freelancers because of its zero-cost benefit. Every minute of your paid time counts, so take advantage of its built-in activity timer. The simple interface gives a user-friendly impression. It also boasts of its multi-tasking ability to switch between differing tasks, creates detailed work time reports, integrates with multiple project management systems like Asana, Trello, RedMine and many others. You can also monitor your team members online. TMetric lets you export the most detailed time entries on each activity reflected in your TMetric dashboard or timeline.

3. Stayfocusd

This tool is a web extension applicable for Google Chrome browser users. As it name implies, its aim is to stay focused on the task at hand and prevent you from other unnecessary distractions that lead to procrastination. It works by restricting the amount of time you spend on time-wasting websites. It doesn’t necessarily limit the internet usage; instead, it is customizable as to what type of sites you want to restrict. When the timer finishes, all indicated sites will be blocked until the following day. This internet guardian is a bit strict. No cheating.

Communication Tools
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    Image Credit | Highrise

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    4. Campfire

    Designed to promote team collaboration, Campfire works like a group instant messaging app. With the easy-to-learn user interface, this web-based app is a powerful tool to organize your projects with several individuals. Share group notes, files, messages to other members online. Managers also have the privilege to assign tasks and update members of what’s going on and what needs to be done. Secure your messages by setting up password-protected chat rooms within a few seconds. Widen your network as you invite clients and partners to chat and team up.

    5. Highrise

    What better way can you manage all your contacts in one indispensable tool? Highrise is a CRM (Customer Relationship Management) tool which helps you track customers and potential clients. Dubbed as the most comprehensive CRM package that’s free of charge, this app can monitor your customer relations and dealings. It constantly reminds you to stay in touch with them and when to follow up. Inclusive is a built-in contact and task manager and a reminder service. Entries can be added to each client’s page whenever an interaction takes place.

    6. Glip

    Huddling with your colleagues is so much easier with Glip. This software tool is good for task management and puts all forms of communication in one place. Share files and calendars, chat online, and set up video conferences. You do not have to consume and waste all your time checking your inbox. Glip provides built-in versions of everything you need. All communication is searchable and easy to find. Never have the hassle of switching from one window to another ever again.

    Project Management Tools

    7. Redbooth

    Get started free with Redbooth as you keep your projects organized. Hit deadlines even before they come running after you. Redbooth assures to help you with your day-to-day activities and in managing your team’s projects more efficiently. Forgetfulness is not an excuse when it comes to Redbooth. Its persistence in sending notifications is unstoppable unless you mark your task as completed. There are Gantt charts, Kanban boards, file storage, checklists, workflow reports, and automatic archiving features that will assist the user in managing a remote team. Plus, you may use its HD video conference call for a quick meeting.

    8. Asana

    Despite the stress of working from home, keep your work tools easy on the eyes by opting for a simpler and cleaner layout like the Asana tool. The “Highlight” option allows you to apply color codes based on the projects created and their sub-tasks. Loop in your clients and partners when you upload attachments or apply any changes to tasks. Project templates are also readily available for easier completion of work. This project management tool is free for use for a maximum of 15 people.

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    9. Trello

    Whether you are a freelancer or have multiple business personalities, Trello is an ideal project management web-based tool for you. It boasts of its simple and easy-to-use dashboard that helps users to move easily between projects. Adding separate boards or cards for each project and member can help the team better understand what needs to be done, what is going on at the moment, and what was done already. It also encourages your team to have in-card discussions. The email notification feature decreases the time of having to open the tool every now and then.

    Accounting/Invoicing Tools
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      10. Xero TaxTouch

      When it comes to ease of use, Xero is your best accounting companion. Track your expenses with a mere swipe of your finger while you’re on the go. It has both options for business and personal expenses. Xero works by providing full accounting and payroll solution for small businesses. On the other hand, Xero TaxTouch is specifically created for freelancers to help them monitor their expenses against their income. With this mobile app, your tax filings become simplified. Send the required tax form data to Xero accounting professionals with just a click.

      11. BoxBilling

      A free billing and client management software, BoxBilling permits its users to create a pseudo online e-commerce website. It includes automated billing, accepts one-time and recurring payments, invoicing, and supports multiple currencies. This tool is personal as you can customize its features according to your liking. Tailor taxation rules for every invoice depending on your needs. You can also issue invoices, notify your client, and receive money from them. BoxBilling provides a wide range of time-saving automation functions for fast and reliable use.

      12. Invoicera

      Invoicera is an online finance tool that will assist you in simplifying accounting and invoicing processes. It is a combination of bookkeeping, client and inventory management, subscription billing, expense tracking, and reporting. It enables members the usage of multiple languages as well as currencies. And if you want to impress your clients with a professional-looking invoice, Invoicera is the one. Receive payments from more than 20 payment gateways. Also, every client has their own portal where they can login their account and check details.

      Data Cloud Tools

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        Image Credit | OneDrive

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        13. OneDrive

        If you are an avid Microsoft user, OneDrive is the perfect cloud storage for your business. Although it is designed for Microsoft’s operating system, iOS and Android users also have available versions. Its “Fetch” functionality is quite interesting as it lets you retrieve a non-uploaded file from a Windows computer (as long as it’s connected to the internet). There’s no worrying if you forgot to upload that important file and you need it ASAP. Ideal for on-the-go individuals, OneDrive works well with other Microsoft Office tools accessible anytime, anywhere, and on all devices. Lastly, it sends real-time notifications when someone edits a file in the drive.

        14. Evernote

        This cloud data tool, Evernote, stores every essential note in the system, including receipts, and other files connected to your projects. It is a versatile platform which can serve as your “file cabinet” for all the information you want to keep. Access your documents wherever you are without having to worry if your computer shuts down accidentally. Furthermore, it can act as a task manager with its option to add checklists and tags to its notebook system for a more efficient organization.

        15. IDrive

        One of the most convenient cloud storages there is, IDrive has the capability to backup all of your files and sync them on all your devices. It doesn’t only get business-related documents, but also memorable pictures from your social media accounts. Real-time updates are done across all devices’ file locations. Drag and drop with ease the files you want to restore. Uploading of files can be paused and resumed whenever you want to. It’s also safe to use as it supports a private encryption code.

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        Jane Dizon

        Nurse, Ninja Mom, Digital Marketing Specialist and Writer

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        Last Updated on May 22, 2019

        Ditch Work Life Balance and Embrace Work Life Harmony

        Ditch Work Life Balance and Embrace Work Life Harmony

        How do you usually go about your day?

        Do you wake up in the morning, get ready for work, and then spend the whole day looking forward to being at home and unwinding?

        We often hear about work life balance – having a good balance between work and personal time. Whilst this may sound like a smart idea, it can also imply that we should dedicate at least half of our time to work–and sacrifice time for our “personal life”.

        To me, that seems…off balance. Because, the truth is, it’s nearly impossible to split your time equally between the two. And, you may end up stressing out if you’re not able to meet that expectation of balance.

        Instead, why not think of having work life harmony instead?

        With this mindset, you can actually integrate work into your life in a way that feels more complete. This way, you don’t need to view work and having personal time as separate.

        So, how do you achieve work life harmony?

        Work Life Harmony Explained

        The difference between work life balance and work life harmony is pretty simple.With the former, there is an implication that you have to sacrifice your “life” for work. But, this is the worst way to go about things! How can you truly be at peace in life if you dread 8 hours of your day?

        Work life harmony on the other hand, allows your work to be a part of your life. This means that you can choose to be happy both at home, and at work! Work no longer needs to be seen as the ‘bad’ or un-fun activity.

        Having work life harmony also ensures you’re truly present in whatever place you find yourself.

        Just take a look at Jeff Bezos, CEO of Amazon for example.

        He uses a non traditional approach to work by making time for breakfast every morning with his family, doesn’t set his alarm before going to bed, schedules surprisingly few meetings, and still puts aside a few minutes every day to wash his own dishes.

        He believes that all his staff should stop trying to achieve a ‘balance’ in their work and personal lives as that implies a trade off. Instead, he envisions a more holistic relationship between the two.

        As the world’s richest man, he must be doing something right!

        Rethink Time Management

        Now, when we think of striking a balance, we usually associate it with time, don’t we? How much time are we spending at work versus how much time are we spending in our personal lives?Are we taking enough time to be with our loved ones, to do meaningful activities with others or even for ourselves, or are we just dedicating all our time to work?

        This is the so-called-balance that many struggle with.

        With work life harmony, we learn to rethink time management. By re-assessing how you manage your time, you’ll have a lot more of it. It’s incredible how much time can get wasted over the period of a day–especially when you’re not accurately tracking it.

        Unfortunately, unless you’re consciously making an effort, your brain is not always the best at making accurate judgement calls when it comes to prioritizing. It tends to have a bias towards short term benefits and short term costs.

        As there are often many more options our brains link to short term benefit; when you’re trying to focus on a task that gives you a long term benefit, that task usually becomes low priority. This is otherwise known as Priority Chaos.

        In order to overcome this and be in better control of your time, identify the tasks that need the most focus to get accomplished. If it’s a big task, then it’s good to break it down into smaller bite-sized actions that will provide you with a clearer short term benefit.

        When setting up tasks, give yourself a time limit. The brain has a bias towards short term benefits, and your attention span is limited, so if your tasks are going to take ages to complete, you’ll end up losing focus… and wasting time.

        Once you have all your tasks written down, it’s time to prioritize them. Since you have a time limit, your focus should be on the top priority tasks. By doing this, you will already be able to get more done in less time at work!

        Have Passion for What You Do

        Managing your time is important in achieving that work life harmony. But, perhaps of greater importance, is loving what you do in life.One of the most effective ways to achieve a work life harmony is to really enjoy, or find a purpose, in what you do for a living. Even though everyone isn’t always lucky enough to find a position that pays them for pursuing their passion, you can strive to find meaning in what you are already doing, or pursue something new entirely!

        For example, say you work at an office that sells paper. While many people wouldn’t consider this a world changing pursuit, I beg to differ. Think of all the individuals in the world that rely on paper. From creative types to quantum physics experts, your role at your workplace brings incredible value to many many people all over the world. You will have, without a doubt, helped bring a new idea into existence. Several new ideas to be precise.

        So have a think about what you’re doing now. Is it something that allows you to embrace your passion?

        Or perhaps you might not even know what it is that you love or enjoy doing. Why not explore and reflect on what gives you joy and contentment? Is there an area or industry that you could see yourself exploring to experience that fulfillment?

        Can you find a deeper purpose in what you’re already doing?

        When you’re able to find meaning in your work, you’re that much closer to achieving work life harmony.

        Don’t Be Intimidated By Obstacles and Limitations

        Creating work life harmony is also about understanding yourself–which includes your limitations and past obstacles–as this allows you to become more resilient.

        If you never had to experience struggles, challenges or setbacks, then you would never be forced to adapt and mature. So in theory, having to face obstacles in life is actually quite necessary.

        Most of us think of setbacks and obstacles as negative. Though, if you’re able to maintain an optimistic attitude, you’ll almost always have a higher chance of success of overcoming those obstacles to reach your eventual goal.

        Your attitude towards setbacks will define the outcome of whether you rise from the challenge or remain stuck in it. So, in order to achieve work life harmony, it’s important to have a resilient attitude as challenges will always come your way–especially when you strive to integrate work into your life, and not a separate or dominant part of life.

        Delegate When You Need To

        Of course, when you want to increase productivity and minimize the time or effort spent, a great way to do so is to delegate!

        If you spend a lot of time doing tasks on your own that could be delegated to others (whether at work or at home) you’re losing a lot of precious free time that could otherwise be spent elsewhere.

        At the end of the day, we all have a limited amount of time. So we should all be striving to create a harmonious work and living situation where we can find meaning in all that we do.

        While an overall goal may be meaningful, not all of the milestones or tasks needed to get there may be meaningful. That’s because we have our strengths and weaknesses, likes and dislikes. Not every task is going to be enjoyable or easy to complete. That’s where delegation comes in.

        Delegation simply allows you to leverage time from an external source, thus giving you opportunities to increase your own quality of time. Keep in mind that delegation should be done with deliberate attention, otherwise you may end up over relying on others.

        If you find that you’re running into the problem of over delegating, then it may be time to re-evaluate your motivation for doing whatever it is that you’re doing.

        Embrace the Circle and Become Happier and More Productive

        Living in harmony is about feeling good about the ways in which you spend your time, despite how busy you may be.Your switch from work mode to a more personal mode should be effortless. It’s about integrating your personal life and the things you love into your busy work life!

        It all begins with the shift in perspective. Understanding what your passions are, and learning to be resilient, before taking a different approach to the way you manage your time and everyday tasks.

        These are steps that you can start taking to move away from balance to harmony. 

        Featured photo credit: Photo by Marten Bjork on Unsplash via unsplash.com

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