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
  • What is this?
  • Why is this?
  • How to use this?
  • Table of contents
  • Communication tools
    • Email
      • Use a professional email address
      • Use a professional profile picture
      • Use a professional background
      • Use a professional name
      • Use a professional signature
      • Use a professional email client
    • Use a professional chat tool
  • Time, Task, Project management
    • Use a calendar
    • Use a task management tool/ process
    • Use a project management tool/ process
    • Time tracking
  • Video conferencing
    • Use a professional video conferencing tool
    • Use a professional video conferencing background
    • Use a professional video conferencing name
    • Use a professional video conferencing profile picture
  • Document handling
    • Use a secure cloud storage tool (also document sharing tool)
    • Use a professional e-signing tool
    • Use a professional password manager

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:

• Gmail
• Outlook
• ProtonMail
• Superhuman

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:

• Google Chat
• Slack
• Microsoft Teams
• Discord

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:

• Google Tasks
• Google Keep
• TickTick
• Trello

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:

• Google Sheets
• Github Projects
• Trello
• Linear
• Notion

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:

• Toggl
• WakaTime
• RescueTime
• Hubstaff

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:

• Google Meet
• Zoom
• Microsoft Teams
• Whereby
• Jitsi
• Skype
• GoToMeeting
• BlueJeans

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:

• Dropbox
• Google Drive
• Microsoft OneDrive
• ProtonDrive

Use a professional e-signing tool

Use an e-signing tool that is professional. Below are examples I have used:

• DocuSign
• Dropbox sign, formerly HelloSign
• eSignature in Google Workspace

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:

• 1Password
• Bitwarden
• LastPass

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.