Being professional, the lean way
What is this?
This is a collection of tips and tricks to help you be professional, in a lean way.
Why is this?
I've been working remotely and independently for a while now and I've noticed that there are a few things that I do that help me be professional, in a lean way.
How to use this?
This is a living document. I'll be adding to it as I learn more. If you have any tips and tricks that you'd like to share, please reach out to me.
Table of contents
- Being professional, the lean way
Communication tools
Email
Use a professional email address
Use an email address that is professional. For example, firstnamelastname
or firstname.lastname
@
domain.com
.
Even before you have a domain, you can use a professional email address. For example, firstnamelastname
@
gmail.com
or firstname.lastname
@
gmail.com
.
Use a professional profile picture
Use a profile picture that is professional. For example, a headshot.
Use a professional background
Use a background that is professional. For example, a solid colour.
Use a professional name
Use a name that is professional. For example, Firstname Lastname
or FirstName MiddleNameInitial LastName
Use a professional signature
Use a signature that is professional. For example, Firstname Lastname
|
Job Title
|
Company Name
|
Phone Number
|
Email Address
|
Website
.
You can use Hubspot's email signature generator to generate your email signature.
Use a professional email client
Use an email client that is professional. Below are examples I have used:
I like to use ProtonMail because it's built for privacy and hence it has features that are useful for privacy. For example, it has end-to-end encryption, and it's open source.
I like to use Gmail for professional emails because it's built for productivity and hence it has features that are useful for productivity.
$ PAID - I like to use Superhuman for professional emails because it combines several email accounts, and it's built for productivity, hence it has features that are useful for productivity. For example, it has keyboard shortcuts, and it's fast.
Use a professional chat tool
Use a chat tool that is professional. Below are examples I have used:
I like to use Google Chat for professional chats. Unfortunately, it only works with Google Workspace accounts or Gmail accounts.
I like to use Slack for professional chats. It has a free tier that is useful for small teams and it has many integrations including Google Calendar, Google Drive, and Google Meet.
Time, Task, Project management
Use a calendar
Use a calendar to keep track of professional engagements. I like two quotes on this:
- "It's not happening if it's not on the calendar"
- "If it doesn't have a date, it's a dream"
That said, somethings need to be done immediately. For those, I like two quotes on this:
- "If it can be done in two minutes, do it now"
- "If it can be deferred, or delegated, do that now"
Use a task management tool/ process
Have a task management tool/ process to keep track of professional tasks. Below are examples I have used:
Below are things I like to do:
- time blocking and the Pomodoro technique to help me focus
- Kanban, so that I can:
- see what's in progress, what's done, and what's next and hence I can limit work in progress
- focus on finishing what I start
- have the visual satisfaction of moving a task from "To Do" to "Done" and hence I can celebrate small wins
- Eisenhower matrix to help me prioritise
I like to use TickTick for personal tasks and Linear for professional tasks under projects.
TickTick is built for personal task management and hence it has features that are useful for personal task management. It has a Kanban view, and many integrations including Google Calendar.
Use a project management tool/ process
Have a project management tool/ process to keep track of professional projects. Below are examples I have used:
Below are things I like to do:
- link GitHub commits and pull requests to project tasks
- use a project template to help me get started
I like to use Linear for professional projects because it's built for software development teams and hence it has features that are useful for software development teams. For example, it has a Kanban view, and many integrations including GitHub, Slack, and Figma.
Plus it's free for teams of up to 10 people and unlimited projects.
Time tracking
Use a time tracking tool/ process to keep track of professional time. Below are examples I have used:
I like to use WakaTime because it's built for software developers and hence it has features that are useful for software developers. For example, it has a dashboard that shows me my coding activity, languages, projects, and editors.
It has integrations with many tools including GitHub, and VSCode.
Plus it's free for individuals.I like to use Toggl for professional time tracking. It has a dashboard that shows me my activity, projects, and clients. Reports generated from this dashboard are useful for invoicing.
Video conferencing
Use a professional video conferencing tool
Use a video conferencing tool that is professional. Below are examples I have used:
I like to use Google Meet for professional video conferencing. It integrates well with Google Calendar and Google Slides (except for the presenter view) especially on Google Chrome browser.
You can use Google Meet with co-hosts to add co-hosts to your meeting. This is useful when you want to have someone else manage the meeting while you focus on the content and can record the meeting if you want to share it later or review it. Meetings can be recorded and transcribed but this is a paid feature.
Use a professional video conferencing background
Use a video conferencing background that is professional. For example, a solid colour.
Use a professional video conferencing name
Use a video conferencing name that is professional. For example, Firstname Lastname
or Firstname Lastname
from
Company Name
or Firstname Lastname
|
Job Title
|
Company Name
.
Use a professional video conferencing profile picture
Use a video conferencing profile picture that is professional. For example, a head-shot.
Document handling
Use a secure cloud storage tool (also document sharing tool)
Use a cloud storage/ document sharing tool that is professional. Below are examples I have used:
Use a professional e-signing tool
Use an e-signing tool that is professional. Below are examples I have used:
Dropbox sign is built for Dropbox users and hence it has features that are useful for Dropbox users. The free tier is useful for individuals but it's limited to 3 signature requests per month but unlimited signatures inbound.
eSignature in Google Workspace is built for Google Workspace users and hence it has features that are useful for Google Workspace users. It's only available for Google Workspace Business Standard, Business Plus, Enterprise Standard, and Enterprise Plus editions and individual users cannot use it unless they are on the Individual Workspace plan.
Use a professional password manager
Use a password manager that is professional. Below are examples I have used:
I like to use Bitwarden because it has a free tier that is useful for individuals, a free tier for a single two-member team (like partners) and it's open source.