Streamlining Your Workflow with the Latest Productivity Software and Tools

Although it may not be the most glamorous of tasks, streamlining your workflow could significantly improve your working life. The tendency is to examine your fee structure or concentrate on attracting more work when your bank balance does not appear to be as healthy as it should be. In addition, it’s worthwhile to examine your workflow internally as well, even though both of these issues absolutely require your attention. It’s easy to forget that time is money in business.

In the long run, it will help you increase your margins to find the most effective workflow. For this article, we asked web professionals for advice on how to streamline your workflow and make sure you’re spending your time in the right places. Their advice ranges from rethinking your tools (see also our list of web design tools, web hosting providers, and guide to choosing the best website builder) to altering your meeting and paperwork schedule.

A workflow can be quickly derailed by push notifications. Make a list of the things you absolutely need to know right away and disable all other notifications. Taylor Dunham, a web designer, has limited hers to phone calls and reminders for meetings, though she is not afraid to turn those off if she needs to get serious work done. 

Make sure you’ve found a way to communicate effectively in a group setting. Even though sending an email or Slack message to someone may appear to be the most convenient method, there are times when it is in one’s best interest to actually speak with them, whether by phone or in person. Additionally, this may assist in avoiding costly misunderstandings in the future.

Ida Aalen, Confrere’s CPO and co-founder who specializes in user research, UX, and content strategy, states, “Sometimes things are hard to communicate over text.” When a coworker needs to talk about something, we encourage everyone to just jump on video calls. From Slack, we can see that these calls typically only last three to four minutes, but there are fewer misunderstandings.

 When it comes to incorporating new tools into your workflow, front end developer Louis Lazaris cites some wise advice from Google engineer Addy Osmani: “First do it, then do “all the cool kids are using them.”

Utilize design systems Using design systems prevents you from wasting time focusing on irrelevant details and forces you to consider the bigger picture.

Spending too much time on one aspect without considering how it will affect other aspects or the product as a whole is always a risk. It’s important to keep an eye on the bigger picture and stick to the product’s vision.

Also, if you want your team to work together seamlessly, make sure those system files are easily accessible in secure cloud storage.

Web developer Matt Crouch says, “Any tool that helps spot mistakes before they hit the codebase is going to save time and money later on.” Additionally, VS Code extensions like 

 Determine the client’s priorities before beginning a new project. Determine what the client considers to be important and what they don’t. This can help you make sure that you are putting your time and the money of your clients where they should be.

 Mike Hince, a UI/UX designer, states, “At the start of each project I talk about design options with my clients and ways we can streamline processes and budgets.” For instance, if they don’t care about unique icons, a set that has already been designed will free up your time for other tasks. If they are attempting to negotiate a lower price, this tactic may also be helpful.

 Standardize your paperwork The majority of projects necessitate some form of paperwork, and certain types of documents—such as statements of work, contractual agreements, pitching documents, and so on—will be used repeatedly. According to strategist Christopher Murphy, although you will frequently need to modify these for each new project, there is absolutely no need to start from scratch each time. Set up template documents, get organized, and watch your workflow move quickly.

You’ll slow down if you mentally switch between tasks. Dunham advises devoting specific chunks of time to each job and staying focused during those times. It’s especially crucial for administrative tasks like email, which can affect everything. Dunham completes administrative tasks first thing in the morning, freeing up the remainder of the day for creative endeavors.

Do you tend to put things off? Use a timer or an app that tracks your time. Dunham suggests Toggl. 

 Utilize tools that link design and development. Although it hasn’t always been the case, developers of web design software are becoming increasingly aware of the risk of design elements being mistransmitted to developers. There are now a variety of tools with features designed specifically to speed up the process.

According to Hince, “I use prototyping apps like InVision to bring design, feedback, and developer handoff under one roof.” Commenting on individual screens is a blessing because communication is so crucial.