As a freelancer who works for myself and is engaged in several projects simultaneously, I know how important to have the right tools. They can make or break your efficiency and success. In this article, I’m sharing some of my go-to tools that I use daily. Whether you’re a smart manager or a developing entrepreneur, these tools are essential for managing your workload effectively and staying ahead of the curve.
1. ChatGPT
First on the list is ChatGPT, a game-changer for anyone who deals with a high volume of emails and needs quick, thoughtful responses. I use ChatGPT to draft and refine my email replies, ensuring I communicate clearly and professionally without spending hours at my computer. Here you can find some of my favorite ChatGPT prompts for writing emails that save my life.
Beyond emails, ChatGPT assists with basic calculations. For example, in a mobility project, I use it to calculate how much a client should pay for services based on their monthly revenue and the number of vehicles. However, it’s essential to review these calculations, as ChatGPT can sometimes make errors. Additionally, I often ask ChatGPT to translate or review texts in different languages. Since I communicate in Polish, English, and Russian, I frequently check if my messages sound natural or if the grammar is correct in these languages.
I have also experimented with using ChatGPT for creating presentations and performing financial analyses, such as the preparation of an annual financial report. I must admit that it falls short in these areas, even with the paid version. Despite these limitations, ChatGPT excels in many tasks, and I recommend experimenting with it to identify where it can best support your workflow.
2. DeepL
If you also use different languages daily for your work I strongly recommend using DeepL Translator. It translates super accurately! Not to mention it can save you a ton of money on the translators. In the paid version you can submit the whole document and you’ll get the translation while all the images and structure will remain in place as they are in the original file. Also, you can use it for writing (DeepL Write) instead of ChatGPT.
By the way, I was surprised when found out it was made in Poland. Great job!
3. Grammarly
Writing without errors and polishing the writing to perfection is where Grammarly comes in. It’s like having an editor on call, providing not just corrections but also insights to improve my writing style. This tool has been a lifesaver for me, catching errors and offering suggestions that make my writing smooth. Whether I’m drafting contracts with freelancers, crafting client agreements, or simply writing a blog post, Grammarly ensures my text is error-free and professional.
It was a huge help when I worked as a Customer Success Manager, especially when writing in the live chat. As you know, in live chat, you need to reply quickly, be polite, and sound professional. Having Grammarly to guide me and follow its advice was always handy.
4. Financial Tracker
Managing finances can be daunting, but with a reliable financial tracker, it becomes a breeze. I use a Finmap for this purpose to track the funds, but there are many services out there that can do the job.
Even if you’re a solo entrepreneur or have a small team, having a clear view of the finances is essential for making informed decisions and planning for growth. When choosing from a variety of tools, check if the software has automatic connections to various banks. This way, you can connect all your bank accounts and won’t have to add all the expenses and earnings manually. Also, it’s useful to have options for cryptocurrencies and cash. While you’ll need to add these transactions manually, it won’t take ages since bank accounts are automated.
5. Canva
If you’re anything like me and not a professional designer, Canva will quickly become your go-to tool. This versatile platform empowers you to create attractive graphics for any social media platform, as well as professional presentations and handouts. One of the things I love most about Canva is how user-friendly it is, allowing anyone to generate unique images using the Magic Media tool. A big plus is that their free version is packed with all the basic features you need, and their YouTube channel offers fantastic tutorials to help you maximize your Canva experience.
If you’ve just started a business and are working with a tight budget, Canva is a great way to save on designer costs. With it, you can create a logo, choose your brand colors, and produce social media creatives that reflect your brand. Plus, Canva makes it possible to create a professional presentation in just an hour. As your business grows, you can share your designs and collaborate with other team members, making it a breeze to work with freelancers on specific tasks.
6. Perplexity AI
I’ve recently switched from traditional search engines to using Perplexity AI, and the difference is astounding! Perplexity AI provides concise, accurate answers to queries. It scans through lots of information from different sources to make sure you get the best response possible.
For example, when I need quick insights on market trends, Perplexity AI delivers a comprehensive summary in seconds. It’s a powerful tool for research, and I highly recommend giving it a try for professional and personal development.
7. Notion
I use Notion for managing my finances and keeping track of all monthly payments and their deadlines. Additionally, we use Notion for two of the projects I’m involved in. The beauty of Notion lies in its versatility. You can use it for individual purposes, organizing everything from studying and personal goals to work tasks. It also scales seamlessly to accommodate teams of any size. For example, in one of my projects, there are just three of us using Notion, while in another project, over 60 people rely on it.
Notion is incredibly user-friendly and easy to get started with, but it also has the depth to handle more complex tasks. If you want to unlock its full potential, you might need to go through some tutorials or seek help from a professional. Nevertheless, Notion can significantly optimize your spending. In many cases, it’s more cost-effective to use Notion for organizing CRM, task management, and social media planning all in one place, rather than paying for multiple different software tools (for ex., Hubspot and Trello). This consolidation can save you a considerable amount of money and streamline your workflow. Especially if you just started your entrepreneurship journey or you are a freelancer.
8. Google Analytics and Google Search Console: Understanding Your Website Traffic
Having your website is a must, but understanding how it performs is even more critical. Google Analytics and Google Search Console are indispensable tools that provide insights into where your clients come from, how they navigate your site, and which pages drive the most traffic and leads. I can’t stress enough the importance of installing these tools. A few months ago, I consulted for a business relying solely on paid ads without any analytics in place – it was a disaster. With these tools, you can make data-driven decisions to optimize your website and improve your business strategy.
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