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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 December 2, 2019

        How to Develop Mental Toughness And Stay Strong

        How to Develop Mental Toughness And Stay Strong

        Are you the kind of person who wants to achieve massive success in your life? Do you have the mental toughness to make that happen?

        I think we can all agree that no matter your ambitions, achieving success can be difficult; and over time, the daily grind can take a toll on your physical, mental, and emotional energy.

        Achievers and high performers from all walks of life face ups and downs along the path to success—they face failure, burnout, discouragement, fatigue, self-limiting beliefs, stress, and so much more.

        How do some people continually strive towards their personal goals year after year while others give up on them? How do those people stay strong and persevere when there is so much stacked against them?

        Studies now show that mental strength is a critical key to success. If you haven’t read Angela Duckworth’s book Grit, you should. In it, she shows that “the secret to outstanding achievement is not talent but a special blend of passion and persistence she calls ‘grit.’” In other words, mental toughness plays a significant role when it comes to achieving goals.

        Sometimes, our goals wear us down and leave us feeling exhausted. Other times, our goals get difficult, and success seems impossible, so we lose hope, become discouraged, and want to quit.

        At its core, mental toughness is simply the ability to stick to something when the going gets tough. People with high levels of mental toughness can push beyond these obstacles and forge a path towards success while those with lower levels of mental toughness may abandon their dreams.

        Want to know the good news?

        No matter who you are, what you’ve been told, or what you currently believe, you can develop the mental toughness you need to be successful.

        All you need to do is learn to develop a positive mindset, focus on your why, and utilize the people around you for support.

        1. Develop a Positive Mindset

        If you’re going to increase your mental toughness, the first thing you have to do is focus on building a strong, positive mindset.

        According to the Cleveland Clinic, the average person has 60,000 thoughts per day. Of those, 95% of those thoughts repeat each day and, on average, 80% of repeated ideas are negative.[1]

        That’s roughly 45,600 negative thoughts per day!

        Carrying around these negative thoughts is like going on a hike in the mountains with a backpack full of rocks. The hike is hard enough on its own, but having extra junk weighing you down is a recipe for failure.

        Sometimes, building mental toughness isn’t as much about building new strength as it is about saving your strength for the right tasks. Wouldn’t it be easier to dump the rocks out of the backpack instead of trying to get strong enough to carry the extra weight?

        Absolutely!

        But how can we learn to spot those 45,600 negative thoughts and get rid of them? How can we empty our metaphorical backpack?

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        Well, it gets a whole lot easier if you know what you’re looking for. Some of the most prominent types of negative thoughts are self-limiting beliefs, all-or-nothing thinking, and dwelling.

        Let Go of Self-Limiting Beliefs

        It’s pretty hard to be mentally tough when you’re constantly beating yourself up. Self-limiting beliefs are any beliefs that hold you back in some way. Here are some examples:

        “I’m not smart enough to…”

        “I don’t have enough experience to…”

        “I’ve tried that before, and it didn’t go well, so I must just be bad at…”

        When we allow these self-limiting beliefs to flood our minds, negative self-talk runs rampant, and we crowd out our ability to think positively. We’re effectively working against ourselves.

        If you want to keep your mind strong on your path to success, you have to overcome the self-limiting beliefs that are holding you back by realizing one key truth: self-limiting beliefs are thoughts, not facts.

        When you recognize a self-limiting belief cropping up in your mind, quickly silence it by telling yourself that it’s not true and then back that up with some positive affirmations:

        • “I am smart enough; I may just need to do some more research first.”
        • “I may not have as much experience as someone else, but that’s not going to stop me from trying. I have enough experience to get started. I’ll figure the rest out on the way.”
        • “Just because I failed at this last time doesn’t mean I’m going to fail this time. My past does not dictate my future.”

        Get Rid of the All-or-Nothing Thinking

        Another form of negative thinking that could be preventing you from building mental toughness is all-or-nothing thinking.

        All-or-nothing thinking is the concept of thinking in extremes. You are either a success or a failure. Your performance was totally good or totally awful. If you’re not perfect, then you’re a failure.

        But this isn’t true!

        If you’re trying to lose 30 pounds and only lost 28, isn’t that still better than not losing any weight at all? I’d say so!

        If you allow all-or-nothing thinking to rule your mind, you’ll be on cloud nine when you succeed, but you’ll beat yourself up when you “fail.” Acknowledging the shades of gray in between will allow you to see success more often and it will help you celebrate your smaller wins.

        When you recognize an all-or-nothing thought, remember to look for the positive in the situation. What did you gain by trying? What would you have missed out on had you not tried? Could you do better if you were to try again?

        Ditch the Dwelling

        Self-Limiting Beliefs and All-or-Nothing Thinking can lead to a bad case of dwelling on the negative. If you want to build some mental toughness and keep your mind strong, you have to ditch the dwelling.

        Every day, bad things happen to each of us, and while there’s nothing we can do to prevent that, we can control how we react to these situations.

        When we dwell on our misfortunes, we waste massive amounts of energy that we could be using to achieve our goals. When this happens, we’re more likely to quit altogether.

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        But that doesn’t mean you’re not mentally tough; it just means you’re misusing your energy.

        The next time something bad happens, it’s important to allow yourself to feel the disappointment and frustration, but work on reducing the amount of time you dwell on the situation.

        Easier said than done, right? Try these:

        1. Call a friend or mentor and talk it through with them. Get some outside perspective on your situation.
        2. Time block your dwelling by allowing yourself to dwell for no more than one hour.
        3. Then, tell yourself to move on, that you’re human, and you’re allowed to make mistakes or experience setbacks.
        4. If all else fails, find a good way to distract yourself until you can calm down and reexamine things with a clear mind.

        The faster you can focus on the positives and move past the problem, the quicker you can get back to achieving success in your life.

        Be Patient about the Process

        No matter which negative thoughts tend to run around your mind, working to replace them with positive thoughts can take time.

        Learning to spot self-limiting beliefs, all-or-nothing thinking, or dwelling is one thing, but learning to quiet those thoughts is another thing entirely.

        If at first you don’t succeed, don’t fret. Instead, take a deep breath and try again. As you work towards improving your mindfulness and your mental toughness, remember that you’re going to get better with time.

        To make things a little easier, it helps to connect with your purpose.

        2. Connect with Your Purpose

        One of the most critical elements to building mental toughness and keeping a strong and focused mind is having a strong ‘why’ for everything you want to do.

        If you set out to achieve a huge goal that you don’t have a ‘why’ for, you’re going to find yourself distracted, discouraged, or disengaged as soon as you experience your first setback.

        Think about the last time you were working on a goal or resolution and things weren’t going well, maybe you even wanted to quit. Perhaps you thought you didn’t have enough willpower. Maybe you told yourself that you didn’t have enough discipline.

        Here’s the truth: you just didn’t have a strong enough why.

        Simon Sinek has been spreading his message “Start with Why” across the globe.[2] In short, he says that:

        “Your ‘why’ is the purpose, cause or belief that inspires you.”

        One of the biggest drains on your mental energy is pursuing a goal or a task that you don’t have a ‘why’ for. This is when we tend to look for external motivation or question our willpower, but those aren’t the issues.

        Often, we set goals because we like the idea of the goal, not the reality of the goal. Without connecting to our why, we can’t intrinsically motivate ourselves to achieve our most challenging goals.

        Find Intrinsic Motivation

        Intrinsic motivation is our innate desire to do something and it comes when we work towards something that satisfies ourselves above all else—not our parents or our bosses or our teachers.

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        Let’s say you think you want to quit smoking because you know it’s bad for you, but you really enjoy smoking. If you don’t truly want to quit smoking, it’s going to be nearly impossible, regardless of your willpower or mental toughness.

        But if you want to quit smoking because you just had a baby, and you don’t want your baby growing up around smoke, then that ‘why’ is going to give you intrinsic motivation. Intrinsic motivation is far more powerful than sheer stubborn willpower, and it’s far easier to maintain over the long haul.

        If you’re trying to develop mental toughness, connecting a why to everything you want to achieve will reduce the effort and energy it will take to achieve those things. Once you’ve found a strong why for all of your goals, you’ll find that you’ll have significantly more energy to pursue your more difficult challenges.

        3. Find Strength in Unity

        The final aspect of developing mental toughness is embracing the idea that you’re not in this alone. It’s a fact, anyone who’s ever achieved success in anything didn’t do so alone.

        Bill Gates didn’t build Microsoft alone. Oprah didn’t build her network by herself. Steve Jobs didn’t invent the iPhone without a team. Michelle Obama didn’t implement the “Let’s Move” campaign on her own.

        Behind all of these successful people were countless other people who were there offering support, mentorship, guidance, and encouragement.

        If you want to develop unmatched mental toughness, you need to understand that you don’t have to go it alone. Even the toughest Navy Seals have a team backing them up.

        If you want to stay strong in your endeavors, you need to build a team of supporters who will step in and back you up when it counts.

        Find a Mentor or Committee of Mentors

        The benefits of having a great mentor are far too many to list, but to boil it down to the basics, a mentor is someone who will help show you the path to success.

        A good mentor will help you discover your greatest strengths, spot and overcome your blind spots, and work through your weaknesses.

        If you’re struggling to deal with your internal negativity or with finding your purpose, talk it through with a mentor. Sometimes we lose the forest for the trees, and a mentor can help us take a step back and see the bigger picture.

        Here’s how to find the right mentor for yourself: How to Find a Mentor That Will Help You Succeed

        Recruit Some Cheerleaders

        If you want to stay strong, it never hurts to have a group of personal cheerleaders. Unlike mentors who are going to jump in and help you address your problems, a group of cheerleaders will help keep your spirits up.

        Even if you have a strong ‘why’ and a positive mindset, it’s nearly impossible to maintain a positive attitude 100% of the time. It doesn’t make you weak to need some help from time to time. Having a group of people cheering you on will make all the difference in the world.

        As you work towards your goals, tell a few close friends about what you’re doing, and when things get tough, tell them about it. And when they give you the pep talk you need, don’t resist their positivity or counter it with your self-limiting beliefs or your all-or-nothing attitude.

        Allow their optimism to refill your energy and use that energy to press on.

        Form an Accountability Group

        Cheerleaders are great, but sometimes we need someone to give us the kick we need to keep going. You might have a strong ‘why’ for running a marathon or losing 30 pounds, but that doesn’t mean it’s going to be easy; and trying to force yourself to follow through is a sure way to tax your mental energy.

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        Why not save some of your mental energy by forming an accountability group?

        Find a person or a few people who have similar goals, or at the very least, the need for an accountability partner. Then, form an agreement within the group to push each other every day.

        Even if your goals aren’t the same, accountability partners are great for giving us the push we need when we need it most.

        Regardless of which relationships you choose, sometimes we have to be able to work through things on our own. Mentors, cheerleaders, and accountability partners are a great way for us to combat our naturally negative mindsets, but occasionally we have to be able to pick ourselves back up.

        4. Learn to Pick Yourself Back Up After Setbacks

        Building a strong mindset and developing mental toughness isn’t easy! Anyone who’s ever achieved massive success knows that obstacles, setbacks, and failure are inevitable, and you’re no different.

        As you work on your goals, you’re going to face many ups and downs, but this doesn’t mean that you don’t have mental toughness, willpower, or discipline.

        We all struggle. We all fail. It’s what we decide to do after we fail that truly counts.

        When you find yourself in a low spot, ask yourself these questions:

        • “Am I being too hard on myself?”
        • “Are negative thoughts such as Self-Limiting Beliefs or All-or-Nothing Thinking distorting my view?”
        • “What’s the positive side of this setback/obstacle/failure?”
        • “Why was this goal important to me? What was my purpose?”
        • “Is this goal still important to me? Do I still have a ‘why’?”
        • “Who can I ask for help? Who can mentor me or cheer me on? Who can help hold me accountable?”

        Asking yourself these questions is a great way to check in on your mindset. When we get lost in negative thinking or lose connection to our purpose, it’s far too easy to become discouraged. When we feel discouraged, we start feeling weak, maybe even a little hopeless.

        Also, this article provides some useful tips to help you get back on track: How to Deal with Failure and Pick Yourself Back Up

        Tying it All Together

        Are you still with me? I know I’ve thrown a lot at you, from developing a positive mindset and combatting your internal voice to connecting with purpose and building a committee of mentors. It’s a lot to take it!

        But here’s the bottom line:

        A crucial part of developing mental toughness is learning to recognize these tendencies and taking action to correct them early on. Developing mental toughness is not about eliminating weakness, but learning how to deal with it and overcome it.

        No one is perfect, but when we focus on the right things, we can develop a mental toughness worthy of life’s biggest challenges.

        More About Mental Strength

        Featured photo credit: Zulmaury Saavedra via unsplash.com

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