Tools tools tools - TD#125
The 5 pieces of software I cannot work (and live) without.
People often ask me about my favorite work tools. Instead of focusing on software, I encourage them to consider mental models, processes, and discipline. Regardless of the software used, these factors ensure results. However, I use certain software tools for my business, creating content and daily work.
When choosing a tool, I adhere to three principles. All the tools on my kit have successfully passed this selection process. The first principle is “Go Pro or Go Home.”
Go Pro or Go Home
I've worked in the freemium tech market for long enough that I prefer not to use free tools. Though software like WordPress and Linux are free, their upkeep involves commercial services, so they aren't truly free (when it comes down to money).
When selecting a new tool, I aim for the pro version. I test it during the free trial and then decide whether to purchase it. I generally avoid the free version. I recommend the Pro version, even for the software on my list that offers free accounts.
The second principle is to accept some commitment when picking a new tool.
All in or nothing
Many tools on my list require an upfront investment of time to learn and input data. You can't determine a tool's suitability with just one simple test. Sometimes, you must commit entirely to see the returns.
The final principle is mobility.
Mobile first (with one exception)
In today's world, everything needs to be mobile-first. I'm unlikely to use software that only exists in desktop format. I need it on my phone because my handheld device is most of my digital and work life. However, the last tool on my list is an exception, you’ll see why.
Now, let's move on to the list.
My 5 favorite tools
Notion
I often wonder how I managed to work before Notion existed. I started using it roughly a year ago when I started my own consulting business, and now I use it as my primary knowledge management, ERP, and project management tool.
Notion took the place of several tools I was using before:
Asana for project management.
Google Docs for shared documentation.
Google Sheets for small databases.
I manage all in my Notion, and it works well.
A couple of months ago, Notion acquired Cron, a calendar service that has now been rebranded as Notion Calendar. It quickly took over my calendar apps, and now my documentation and my calendars are seamlessly integrated. I love it.
Give it a try; it's free for small workspaces.
Calendly
All of my work is organized on my calendar, and Calendly helps me schedule meetings effectively. Once I determine the type of event, my availability, and so on, it offers a handy date picker to everyone who needs to book time on my schedule.
It automatically connects Zoom (or meet) to the events, and it saves me hundreds of back-and-forth conversations with people to determine when it's the most appropriate time to meet.
Absolutely a must-have if you are heavy on scheduling as I am.
BTW, wanna have a chat? Grab a slot on my calendar!
Dex
Dex is a PRM (Personal Relationship Manager) that integrates LinkedIn, email, and other daily tools. It helps you stay in touch, remember where you left off, and keep an eye on everyone you know.
Every time I meet a new person, I use Dex to save their contact details and enrich their business card with their LinkedIn information.
Every time I look into a name on Dex, I get the enriched profile I have built over time, as well as all the previous calendar events I've shared with them, all the emails we exchanged in the past, and all the notes I wrote about them.
It's really powerful, and I can't live without it.
One thing I don't like is that it's not seamless on my phone's contact integration, and I end up with duplicates. But maybe there is a fix somewhere, and I should just look into it. Let's say it does not bother me enough to fix it.
Readwise
Readwise is my connector for everything that's collecting and storing information.
If I highlight a sentence in a Kindle book, it's collected by Readwise. If I like something on Instapaper, it feeds into Readwise.
Even paper books! If I like something in a paper book, I take a picture of the page with the Readwise app, and it's stored safely with my notes.
How do I organize, distill, and reuse all the information I collect on Readwise?
Check out the very last item on this list, Roam Research.
However, you can send the information you collect to Evernote, Notion, Obsidian, or any other note-taking tool of your choice.
Readwise is amazing; you should check it out!
Roam Research
Roam Research is so much more than a note-taking tool. It's a knowledge management platform. It sucks so bad at mobile that it forces me to use a Telegram bot to feed it on the go, but it makes it up with the impressive pros of using it on a desktop computer.
Roam Research allows you to store, organize, and distill pretty much any information that can be expressed in text form. It allows images and such, but it truly shines on text.
Every newsletter I've sent in the last three years was created by reworking my notes on Roam Research.
RR is so much more than this that I can only recommend that you give it a try, build your own graph, and see for yourself.
Wrapping Up
I hope this list will help you find useful tools for your work.
Did I miss anything? Please comment if you have any other tool to recommend; I'm always happy to try new stuff!