4 Tools for Productivity That We Use Everyday

As a small biz owner we have to wear many hats and it sometimes feels like there is never enough time to do all the things that we need to do for our business.

I’m always looking for ways to make things flow easier and help with productivity — not only for myself but also to create a smooth experience for my clients.

There are so many amazing tools and resources out there and sometimes thinking of trying out a new tool to help with productivity sounds a bit overwhelming. The costs can also start to pile on if you aren’t sure what tools and features you really need.

So today I wanted to share some of the tools that we use and how it’s helped Nick and myself have a more productive workday.

These are 4 tools for productivity that we use everyday — and each tool has a free version that really works.

Google Drive

Organize and share all your files.

I use this every single day — it makes creating and sharing files so easy! Nick and I love to have all our notes, spreadsheets, and docs saved on Google Drive. This way we both have access to files that either of us are working on and can easily update files from anywhere.

I also use it to share files with clients. That way it’s all in one place. With a shared folder on Google Drive both our clients and myself can upload logo files, branding boards, and everything else in one place. Much easier than having to browse through 50 emails to find that attachment that you need. 


Scheduling your social media content.

It’s no secret that when it comes to updating things on social media — I’m not the most consistent person. But I do know the importance of having a social media presence. Simple things such as sharing recent projects and client testimonials always have a positive impact so I try to make it a priority.

My main issue is that I was always try to create content on the fly — and when you are wearing many hats doing things on the fly doesn’t really work out. That’s where Planoly comes in.

With Planoly you can easily schedule out your Instagram content, add your captions, create your hashtag groups, and so much more. Planoly offers a free version, which is honestly pretty good. The free version allows up to 30 uploads per month and provides you with some basic analytics. Not too bad.

The paid plans aren’t too pricey though so if you need extra features — such as uploading videos and other advanced options. Paid plans currently start at $7.

I love how it can be used on your desktop and phone. Usually I upload graphics directly from my computer then Nick proof-reads captions and adds hashtags that we have planned on Google Drive. Team work makes the dream work!


Quick videos of your screen and cam for sharing with clients and colleagues.

Loom has been a GAME CHANGER and I will forever love it. It’s definitely another tool that I use just about every day and it helps me save so much time. In case you haven’t heard of it, Loom offers an easy way to record your screen and audio — and then automatically uploads it all to your account with a link to share. 

Before whenever I was turning in a branding board or a website design — I would have to write these super long emails going into details about the designs that I sent over. And to be honest, most of the time I realized that clients weren’t reading the entire email. I really don’t blame anyone, because who wants to read a super long email? No one does.

With Loom I now send quick video walkthroughs of the designs that I’m submitting and clients love it. I’ve even gotten some of them hooked on Loom that they now send me their feedback using Loom as well.

Currently their free plan only allows for you to record 5 minute videos and you can only store up to 100 videos. Sounds like a lot but honestly they add up quickly. You do have the option of deleting videos when you no longer need them to free up some space. 


Make scheduling meetings and appointments a breeze.

One thing that I’ve been really focusing on is making everything as simple as possible. For my sanity and for my clients as well. That’s where Calendly came in.

Originally when a lead would reach out and wanted to schedule a meeting we would go back and forth (usually about 3-4 extra emails) just to find a time and date that worked well for us both. I would then have to add it manually to my calendar. Other times I would mention that we could schedule an introductory call and would never hear back.

With Calendly I have a link that I send to clients that allows them to see my available time slots for each day. With just a click they can select the time they want to chat, provide me with their contact information, and automatically get added to my schedule. I now include my Calendly link on any quote request and have seen an increase in leads scheduling introductory calls with me, which is always a plus.

You can easily create different types of meetings and with their paid plan you can also add the option to process payments before a meeting. Perfect tool for life/biz coaches or anyone that offers paid consultations.

Let us know what tools you like to use to help with your productivity? We are always looking for new tools to try out.

Want more productivity tips? Check out the JDS Blog archives for more tips on how to improve your productivity for your life and business.

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Hello! I'm Melissa!

Website Designer & Developer
Melissa has a decade of experience in web design and development for small businesses, creative companies and boutiques. During any design project, she focuses on creating a collaborative experience so that her clients feel heard throughout the entire creative process. She specializes in WordPress, Shopify and Squarespace and focuses on creating an online presence and website her clients will love.