project management app

With a full-time job in IT, a small business, opening a gallery and looking after a five-year-old as a single mum, I have struggled over the past year trying to keep organised and on top of everything. I tried so many different apps trying to get organised so that I could manage all my client’s information, freelancers, social media management and the general day to day project management of a small web design/social media management business. I also needed a space to share all this information with my business partner who is my twin sister, and a flight attendant so that she could keep on top of her work and have all the information at hand about our clients, logins etc.. on the road.

I was feeling really frustrated with the latest app I was trying, as again I found that after setting it all up, it was missing a feature I needed. Then, an app called Monday crept into my Facebook feed. After reviewing it and liking the user interface, as it looked a lot like some of the project management programs I have used throughout my career, I decided to give it a go.

I set the app up and started loading the information about one of my projects. I was able to add in everything that I needed including attaching all password information, making notes against each task, copying in emails and correspondence and uploading documents, screenshots and any information that I had in a variety of formats related to that project.

I felt that I finally had an app that I could work with. I quickly sent my sister an invitation telling her that this was the app that we should use.

After sending her so many logins to different apps over the last few months, I could feel the proverbial eye rolls from a thousand miles away. However, she loved it!

We now use Monday for everything. We have set up a system that works for us where we have each of our active client’s boards grouped in one folder and what are called “pulses” added and tailored specifically to the work we are undertaking. We then assign the work to each other and make all updates to tasks and add all materials and correspondence as we go.

This has become our complete project management system for all of our work. We also create shared boards for our freelancers so that we can keep on top of all of the tasks they are working on and have a complete record of everything.

At this stage, due to costs, we are only using the Basic Plan which gives us everything we need at AUD $34 per month, a small investment to have my business life organised. However, I could definitely see the benefit of the larger plan as it gives you the ability to plan everything in one visual timeline and integrates with other apps. As our business grows, we will most likely upgrade to this plan.

With an app like this, I finally feel like we are organised and have our workflows under control. This will help us keep on top of things during 2018 as our small business grows.

Liza is the content manager and founder of The Content Hub. As a technology specialist she loves passing on her knowledge about the latest technology and best practices to her readers.


Setting up systems

One of the most important things when setting up an online business is making sure that you have the right systems in place from the beginning. With an abundance of conflicting information out there it is hard to know where to start.

Below are some steps that you can go through to help you make the right decisions:

1. List important projects you do on a regular basis.

Write down all the things that you do from creating blog posts, training materials, writing proposals, preparing contracts etc. These are the things that you do most often when running your business.

2. List out all the tasks associated with each of the projects.

For example, one of my regular projects is any new website projects that I might be working on, so my steps would be:

  • Prepare and sign contract
  • Send out an invoice for deposit
  • Develop wire-frame of site
  • Seek approval of structure
  • Build out site etc..

3. Think about if any of these tasks can be outsourced.

If your business is ready for you to outsource tasks, look at websites such as Upwork and take out an advertisement. I have just employed several new staff members this way. The great thing is that you can give them a small project, to start with and if they deliver, keep working with them.

4. Can any of these tasks be automated?

For example, you might be pinning blog articles to Pinterest over and over again. Why not invest in a tool such as Boardbooster or Tailwind to do this for you.

5. What software do you need to automate your systems?

Have a look at some tasks that you perform regularly and whether or not they can be automated. For example with sites such as Zapier, you can create zaps that perform these tasks for you. I recently set up a zap so that whenever a particular client emails me, the email goes to the appropriate Evernote notebook where I store all client correspondence.

6. Can I perform any of these tasks together?

For example, you might post out a new blog post to your Facebook page after you publish your post on your WordPress site. You can set up WordPress so that any new posts get sent to your Facebook and Twitter page automatically so you don’t need to do this manually.

7. Are there any tasks that can be given to somebody else on an ongoing basis?

As business owners, we tend to do everything ourselves and then realise at some point that we can’t scale up because we are too busy. Are there any tasks such as accounting or responding to emails that you could give to a virtual assistant? I recently hired someone to keep track of all my invoicing and accounting. This has saved me several hours per week.

8. Create a process document for each project.

Now that you have answered all the questions, create a process document for each project. Include in this document every step within your workflow as well as each point where you can outsource and details such as what software you will use.

Not only will this help you manage your business but as your business grows you can add additional staff members and the processes and procedures will already be in place and readily available.

Liza is the content manager and founder of The Content Hub. As a technology specialist she loves passing on her knowledge about the latest technology and best practices to her readers.


How I organise my digital life

Since computers, phones and tablets have become such a big part of our digital lives, it is easy to become overwhelmed by all the different apps and tools and things can become easily cluttered.

By having everything organised on your laptop and other digital devices, you can work faster and more efficiently.

Below are five tips and ways that you can have a cleaner digital life.

1. Your laptop/desktop home screen

Since your home screen is the screen that you see most of the time, it is best to keep your folders and apps visible that you use most often.

It is easy for you to just dump things on your home screen but this can become extremely cluttered and messy over time.

Also, in the case of the organisation I work for, anything not in the cloud or on a shared drive will be lost if your computer is compromised in any way.

Spend some time at the end of each week looking at your home screen and either delete things or move them into other areas on your computer.

2. Note organisation

I use several different programs to organise my notes. I used to have notes all over the place but now have a system for filing a note depending on the content and what it is for.

I use Evernote to take capture all my ideas and to draft blog posts. Evernote works seamlessly across all my devices so therefore it is easy to capture things quickly.

OneNote is used for capturing information around the web and for managing client projects.

I use Scrivener to capture all content that is part of a larger document. If you have to produce technical documents, create training materials or write research papers, Scrivener is the application of choice for these documents.

3. My calendar

I use the default calendar on my iPad for personal appointments; my work outlook calendar is also synchronised as well as my business appointments calendar.

Each of these calendars has a different colour code so that I can easily see where each appointment is kept. They are then all viewed together so that I don’t put an appointment on one calendar without seeing appointments across all calendars.

4. Email organisation

I always aim for inbox zero. If an email is related to a task, I flag it and store it in an appropriate folder. If it is one that I have responded to, I either delete or save it.

Then my inbox only contains emails that I have to take action on that day.

I then check my task list every morning for those emails I have flagged and work through them when I can.

5. Social media management

I spend about half an hour in the morning responding and checking social media and then half an hour in the afternoon.

I keep these apps closed during the day so that I am not distracted.

I also only follow people that I am genuinely interested in. This removes a lot of noise.

A lot of the material out there says that you need to work on increasing your follower count. However, I disagree. You want quality followers that are engaged and interested in what you have to say. Otherwise, what is the point?

There you go. Five ways how I organise my digital life. I’d love to hear how you keep organised in the comments below. I am always on the lookout for new ways to streamline things and work in a more minimalistic way.

Liza is the content manager and founder of The Content Hub. As a technology specialist she loves passing on her knowledge about the latest technology and best practices to her readers.


My top 10 apps for working remotely

As a remote worker and technology professional, some apps are essential to keep me organised and to stay focused. Following are my top 10 apps for working remotely that can help you with your location independent lifestyle.


Slack is by far the best messenger app on the market. It is easy to use and has so many different integrations that you can streamline your workflow all within the one application.

I use Slack to integrate with Trello and Google Drive so that I can chat with clients about documents and project plans.

If you are a digital nomad, there is also a fantastic community on #Slack which you will find at

It costs to join, but this particular forum contains an abundance of information about the digital nomad lifestyle as well as everything you need to know about any city you might want to work from.

Slack is ideal for small businesses and is free for certain features. You will find that large organisations are also using Slack as their preferred tool especially within IT development areas.


Trello helps me keep on top of all my project work and content management. I create boards for each of my clients and manage all my tasks with lists.

I can also exchange notes and updates with my clients and integrate boards with Slack so that my customers and contractors are notified when tasks are completed.

I also use Trello for my editorial calendar. When I have a new blog post idea, I add this to the schedule so that it won’t be forgotten. This saves having lots of pieces of paper floating around in my bag and all over my desk.

Rescue Time

I’ve just begun using this Rescue Time, and it has been an eye-opener as to how I spend my time. This app tracks all of your tasks on your laptop or smartphone and shows you where you have spent your time that day.

I have found it quite disconcerting about where I spend my time (too much time on social media), but it has helped me to improve my productivity.

Trail Wallet

Trail Wallet is an expense tracker for those who travel and who like to set a budget for each destination. With Trail Wallet, I can easily keep track of all my daily expenses.

You can keep track of your expenses, even in different currencies and set daily budgets.

You can then analyse where you have spent your money and hopefully improve your spending habits.


I have a subscription to Fitstar Yoga, an app for yoga that adapts as your fitness level progresses. As someone who travels a lot, this is an essential for me as it keeps me active.

Since I am also sitting a lot of the time, yoga is the best exercise for me. I also have a travel yoga mat so that I can do a workout at any time. Paired with fitstar, there is no excuse not to spend some time on the mat every day.


The Tripit app allows you to keep all your travel information in the one app. I can send all my flight, hotel, car hire, etc.. details to the app so that everything is kept together.

So for each trip, I only have to open one app, and all my travel details are there. This saves me jumping between my e-mail, an airline app such as Qantas and Evernote where I keep my itinerary. Tripit keeps it all together and will even go through your inbox to pull out all travel details for you.


I use HoursTracker to track the number of hours I spend on any project. I have set up all my clients in this app, and when I spend any time working on content for them I select start and then finish, and it tracks the time.

I can select the hourly rate I charge for each client if that is applicable so that I can track this and provide a statement if needed.

Whether or not I am being paid by the hour or project, I still track my time. This is precious information as I am then able to provide a good estimate of how long it will take me per project and what I should be charging.


I use Coschedule to schedule all my own social media activity. I spend one hour every Sunday entering in all the posts I would like to tweet, pin and send to Facebook for the coming week.

This saves me so much time thinking about what to post each day. This, however, does not include other people’s content.

Part of a social media strategy is to also share other’s content, so I do this part of my social media activity manually each day.


Planoly is my go to app for planning out my Instagram feed. I take photos every day and the ones I think that will work for Instagram I upload to Planoly so that I can see how they will look in my feed.

I like to be spontaneous with Instagram, however, sometimes you get a great shot that you want to share at another time. Planoly helps you visualise your feed and schedule these posts.


I use Feedly to find relevant content to share with my audience. Feedly aggregates content from around the web based on topics that I choose and then brings them into the one feed.

I am then able to Tweet and share to Facebook anything I find that is relevant to my business or clients.

I also save all those articles I find that I don’t have time to read and then can come back to them later.

So there you have it, a quick rundown of my top 10 apps that I use to run my business efficiently. Do you have any other favourite apps you would like to share?

Liza is the content manager and founder of The Content Hub. As a technology specialist she loves passing on her knowledge about the latest technology and best practices to her readers.



productivity and multitasking

There was a time when I felt that being able to multitask was a skill that everyone must have to be successful. That was back in the day when I was an Executive Assistant and being able to multitask was a must as I was constantly interrupted and had to switch tasks depending on someone else’s priorities which changed often.

Nowadays I work in a role where I am required to produce content and manage multiple social media accounts and websites. I have found that if I am constantly interrupted, I am unable to produce quality work, it takes longer to produce a document or write a blog post, and this all brings on higher levels of stress.

So, I have kicked multitasking to the kerb, and I now set tasks that I focus on for certain periods of time which has increased my productivity.

So what should you do about it? These are just a few things that you can do to combat the stress of multitasking:

  1. Try to mix up your activities. If you feel that you must do two things at once, then go about it with the right combination of complexity and simplicity. The key is to match high cognitive activities with physical tasks. For example, go for a walk and get your blog post outline organised in your head. You can even use a voice recorder while you walk. Also, how about talking to a client while making a cup of coffee? Also, reading while listening to classical music can help.
  2. Choose some better tools so that you can focus on writing and nothing else until you are done.
  3. Learn how to say “no” so that you can weed out the projects that bore you that drive you to keep on looking at social media instead of working.
  4. Turn your phone off so that all those beeps and notifications don’t distract you. You can attend to those things later. Focus on what you need to do now.
  5. Finish one thing at a time. Don’t work to someone else’s schedule, work to yours.

You will find that if you put some of these practices into place, your stress levels will drop and you will make real progress on challenging projects. You will stop feeling rushed at the end of the day to achieve something and won’t leave projects unfinished.

Good luck with reducing your multitasking and I would love to hear about your work habits in regards to multitasking. Are you a good multitasker or do you feel it is a problem?

Liza is the content manager and founder of The Content Hub. As a technology specialist she loves passing on her knowledge about the latest technology and best practices to her readers.


5 Tips on how to succeed when working from home

With improved technology, the workforce has become more mobile and telecommuting has increased by more than 100%. Not only does telecommuting provide benefits to companies and workers with an improved work life balance, but telecommuters are more likely to be engaged at work. This lends itself to higher profitability, engagement and an increase in productivity.

However, sometimes disconnections can occur. I have been telecommuting since I had my child over four years ago. As a result, I can feel disconnected to what is happening in the office and have sometimes been overlooked when important announcements have been made.

If you are part of a mobile workforce there are some things you can do to increase your connectivity and make your experience as successful as possible:

Don’t miss a deadline

This goes without saying. It is very important to make sure that you are never perceived as not putting in a full day’s work. Not only will this affect your ability to work from home, but it will impact other co-workers requests as management will lose faith in this type of working arrangement.

Use all the technology available to you

Make sure you use tools such as Lync, Skype and Yammer to participate with your colleagues and be available when they need you. If you are never available you will be seen as not working. Since you are not in the office you should take advantage of being able to instant message your colleagues often so that you are seen as easily contactable.


Make sure you communicate the hours that you are working to your colleagues. You can do this by keeping your diary up to date and make sure that your instant messenger is linked to show when you are busy and available. Part of the beauty of working from home is being able to work your own hours so that you can do extra family duties such as picking up the kids, or taking two hours out of your day to run errands. Just make sure everyone knows what you are doing. I always put my instant messenger on “Working from Home” when I am at home and “In the office” when I am at my desk. This then ensures that anyone looking for me knows whether they can just drop by my desk or send me a message to get in contact.

Visit the office

You should visit the office regularly. I visit the office once or twice a week. This ensures that I get to catch up with my colleagues and keep that connection with the organisation. In the organisation I work for, there are new people starting every week. I have found that when co-workers have met you in person they are more likely to connect with you and seek your for any new projects or initiatives.

Put your hand up

If your boss is seeking someone to perform a task, make sure you put your hand up to show that you are part of the team. These tasks keep you in mind for any other opportunities that come up. If you don’t take advantage of these because you are working from home, you could get overlooked for promotions and the interesting and more exciting work might go to one of your colleagues.

Working from home can be a great way to achieve a great work/life balance. However, you need to be careful that you take time to switch off. I am certainly guilty of checking my emails at odd hours of the morning and on weekends. It can be really hard to disconnect, so make sure you do have regular time out, otherwise it ends up becoming a 24/7 job instead of being the ideal role that you once perceived.

Do you work from home? Do you have any other tips or stories you can share with our readers?

Liza is the content manager and founder of The Content Hub. As a technology specialist she loves passing on her knowledge about the latest technology and best practices to her readers.