box of donuts with text tools i use productivity social media

Working for myself & remotely for the past few years has had me experimenting with a slew of apps & productivity hacks. More significantly, I’ve transitioned from the approach of “FREE IS BEST” to “paying for a tool can be worth it.” My needs are not going to exactly match yours, but this is what I’ve found to be most helpful for my work.

All apps listed are actively used by me. Those with * are referral links.

Social Media

Sprout Social*: Twitter, Facebook, Instagram management & analytics. I use it to schedule tweets, compile beautiful analytic reports for any time frame, monitor brand keywords, read through my private Twitter lists & to instantly respond to any inquiries for my clients. This is a paid program, but SO worth it, especially if you’re finding yourself scattered across multiple networks. I use both the web app and the mobile app. This is best if you have an active Twitter presence. As of November 2016, I’m now a contributing writer for their blog.

Tweetbot: I’ve been a loyal Tweetbot user for about 2 years now. I have the desktop Mac & iOS app. I use this for my personal Twitter account. I *love* the light touches & customization of the app: nighttime “dark” theme is a personal favorite. I’ve customized the fonts, font sizes, accounts, Pocket saving & in times when I don’t feel like going into Sprout, I can favorite from another account within my own personal timeline. Switching between multiple accounts is seamless. This is a paid app.

latergramme-appLater: When you’re busy or if you want to plan a number of posts out, this free desktop & mobile app allows you to schedule Instagram posts. Do not let the reviews deter you: Instagram’s current API does not allow for 3rd-party apps to upload a post. You HAVE to open the Instagram app to create a post. What Later does is save your photo & then remind you to post at a certain time. When you post, it prompts you to open Instagram, paste in your caption & then you hit the post now button like usual. Other perks of Later is the ability to load multiple accounts, “search & repost” function, and bulk upload of images. Note- as of mid-February 2016, I am now a Later ambassador.

Hyperlapse: Sometimes used, I find it useful for creating videos that I can speed up in one easy view.

A Color Story: My newest editing obsession. It’ll take photos and make them pop colorfully on your feed. It’s free & is packed with a lot of features that match with Adobe Lightroom, without the Adobe price tag.

VSCO: My second option for editing any photo I take with my phone. So many presets & adjustments that you can make!

Snapseed: My third option for editing. I use this after I’ve edited in VSCO and mainly only for selective editing: choosing a spot on a photo & brightening it.

Facebook Pages, Twitter, Facebook: I keep native apps on here as a backup to all the 3rd party apps I use – because *usually*, the companies try very hard not to break these apps upon updates. Always have a backup to 3rd party apps!

Canva: Canva is a lifesaver if you’re ever in need of a quick design to accompany your social post. The paid brand account keeps tabs on your colors & fonts, but the free account is just as good. If you’re feeling not-so-confident in your design skills, take some of their e-courses!



ToDoist*: I paid for this app, but the free version is also good. For different clients and projects, I create to-do lists that help me keep on track. The recurring to-do feature is very helpful, even for personal items like watering my plants every Monday.

1Password: I paid a lot for this… but it’s also saved me a lot of headache on trying to remember all of my passwords. I’ve generated 33-character passwords, saved them & never have to remember them. I’ve also saved my passport & other identifying items into it as a backup.

Dropbox*: I save all my receipt copies into Dropbox, categorized by year & then month. I also pay for the monthly 1TB storage.


Feedly: I have my RSS feeds divided into 27 categories, so I can easily scan headlines throughout the day and save them to Pocket to read later. This is basically where I read the internet. I very rarely visit individual websites. And if yours doesn’t have an RSS feed? Then I almost never read it. Follow my feeds.

Pocket: For the last three years, I’ve received an email from Pocket: “You’re in the top 5% of users!” Wow. So I read a lot of articles, apparently! I integrate Pocket into my browser, on Tweetbot & on Feedly. Everywhere I’m able to read an article, or be linked to one, I will save it to Pocket.

Trello: I used to work with developers and report bugs as part of my job. Since I manage my own website and tweak the custom settings often, I find myself reporting bugs… to myself. How do I keep it all straight? I use Trello. Here’s an example of how to use it for web development. Here’s a guide on how to create an editorial process for your blog.

Airmail: I use this on both my Mac and iPhone. It easily syncs between multiple accounts, aliases, and combines everything into lists like To-Do and Memo. It has a huge variety of customizations; I’ve been very happy with it!

Airtable*: I’m slowing using this instead of Trello. It’s got some great boards and linking between records.



Dubsado*: This is my new CMS system. I use it for onboarding, forms, new client inquiries, contracts, and client portals.

Bench*: I outsource my bookkeeping because I don’t have the time to handle it. Bench makes it easy for me to check in and my bookkeeper is available if I need them.

Freshbooks:  In an effort to be a good freelancer, I use Freshbooks to keep track of my business expenses and invoices. It allows for client logins & an easy export of data for my accountant.

HelloSign: Easily send contracts to be e-signed, no postage necessary. I’ve since replaced this with the e-signature option in Dubsado, but I would still recommend it if you need e-signatures.



Bear: I use Bear on the Mac to take notes. In an effort to streamline all the places I take notes, I’ve decided to store them all in one place. I have notes that are tagged with #clientcall and by whichever client. It’s pretty, it’s seamless, and it’s easy to search.

Byword: What a timesaver in writing. If I use Bear to outline my posts, then I use Byword to write them out. It’s distraction-free writing with easy preview modes. It has multiple export functions and probably the best purchase I’ve made this year for writing. I’m able to directly export my blog posts, upload it into my WordPress (you connect the accounts), and it loads it in as a draft post for you – uploads included!

Grammarly: The web extension is immensely helpful for correcting your writing on the go.

Write or Die: When you really need to write and nuance is an afterthought. In the worst mode, the words will start deleting themselves if you stop typing.



Hotel Tonight: Last-minute reservations in large cities for up to 7 days in advance. This has proved helpful for those last-minute trips I make! Code “JCHEN567” will get you $25 off your first booking.

Key Ring: Because I’m never going to carry around 45 different store loyalty cards. Scan them in. Forget about them.

AnyList: I use this with my partner. We share a grocery list so there can never be any more complaints on “what do we need from the farmer’s market?”

SafeTrek: Designed for college campuses, but has off-campus usefulness, too. Whenever you’re walking to a place where you might feel unsafe, hold the center button down. Release and enter your keycode when you arrive. If you let go at any point and do not enter the code, emergency services will be called.

Dreamhost*: For my hosting and domain registrations, I use Dreamhost. They’ve been quick to respond to any issues and they have a relatively easy-to-use control panel.



I’m sure I missed something on here… so I will continue to update this post as I find more useful tools.

Last updated on September 30, 2018.


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