Be More Productive as a Remote Project Manager

This post was originally published in The Startup - the biggest publisher on medium.com.

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Use your tools efficiently - all in one browser

Using multiple tools can create workflow challenges including increased RAM consumption, excessive switching, and potential distractions. Station is a free tool that consolidates all your apps into one place.

Station (free)

Station features a sidebar dock for your frequently used applications - think Opera browser but for your work apps. Two key features stand out:

• Quick Switch: A centralized search across all your apps and documents, accessible via Command + T
• Focus Mode: Customizable notification settings to minimize distractions when you need deep work

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Use GIT: for both design and development

Version control improves project management through standardized workflows. The recommended development workflow:

• Commit changes after each logical set of updates
• Pull from master before starting work
• Write meaningful, consistently-formatted commit messages
• Pull from master again before pushing changes
• Execute GIT PUSH

GitHub (freemium)

GitHub is the default GIT client for development teams, particularly when using Visual Studio Code, WebStorm, or Atom. If your team isn't using it, start now.

Abstract (premium)

Abstract provides version control specifically for design projects, offering design collaboration and designer-to-developer handoff capabilities. Think GitHub, but for Figma files and design assets.

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Document everything - and do it properly

Remote work requires comprehensive documentation to track tasks, details, and revisions. Without it, things fall through the cracks constantly. Three tools worth knowing:

Coda (freemium)

Coda serves as a comprehensive document editor - it enables beautifully structured documents, complex tables with visual filters, and Kanban boards. I use Coda to document entire project journeys including client interactions, revisions, and iterations.

Tip: Good documentation helps you track exactly what was promised to clients and how many iteration rounds have happened - useful for billing and for setting scope expectations.

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Organize your files properly

Effective file management saves significant time. A structure that works: separate your documents folder (agreements, contracts, NDAs) from your project files folder. This lets you share project files selectively while keeping sensitive documents private.

Backup everything: Use desktop cloud storage - OneDrive, Google Drive, Dropbox. I learned this the hard way after a server loss before a project delivery. Don't rely on a single point of storage.

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Build continuous collaboration into the workflow

Tandem

Tandem enables always-available connectivity with your team - messaging, audio/video calls, screen sharing, and remote access. It removes the scheduling friction that slows remote teams down. Instead of booking a 30-minute call to ask a 2-minute question, you can just jump in.

Loom

For asynchronous communication, Loom simplifies video recording and sharing with built-in feedback capabilities. Complex information that would take paragraphs to explain in text takes 90 seconds on video. Your team will actually watch it.

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Final Thoughts

These tools and practices improve productivity when combined with routines that support mindfulness and healthy living. The best project management system in the world does not help if you are running on poor sleep and no exercise. The tools are the infrastructure. How you look after yourself is the fuel.