Master Your Workday: 8 Tools and Apps to Amplify Your Results
Who hasn’t experienced this? You’re really focused on your work, easily moving from one task to the next. Nothing can disrupt this flow…or so you think. A colleague approaches, clearly struggling with his projects. Of course, you’re happy to help and discuss the problems he’s facing. It appears he’s overwhelmed with tasks and looming deadlines, causing him to panic.
Having already accomplished a lot on my end, I offered to help by taking over tasks from one of his projects. Given that he’s pressed for time, it seems the best solution. With the deadline looming at the end of the week and today being Wednesday, I promptly dove into the project’s open tasks. Soon, I was back in the groove and I found my working rhythm again. By the next day, I returned to him with the completed tasks. He was amazed, questioning how I managed it so efficiently. He confessed that gathering the necessary information for the project took a long time, and he couldn’t even find the project’s updated requirements. Curious, I asked to see his project dashboard. He looked confused and responded, “Which dashboard?” So, I inquired about his notes. He showed me a sheet with nearly illegible handwriting. I asked how he kept track of his tasks, to which he replied, “I try to remember everything, but it doesn’t seem to work that well…”
That’s when it clicked why I could complete tasks much faster than him. It wasn’t that he was less competent or that I was exceptionally gifted. He didn’t have a clear way to keep track of his tasks. Depending on memory and writing things down here and there creates confusion, and confusion can lead to mistakes. That’s why, in this blog post, I’ll reveal the apps and tools I use as a Software QA manager to foster a productive and streamlined workflow. I hope this will help you in enhancing your procedures for superior outcomes in software development and testing.
Notion
Leveraging Note-Taking Apps for Efficient Project Management: One of the most fundamental tools is a note-taking app. While I prefer Notion, any note-taking platform will do. It doesn’t necessarily have to be digital, but for me, digital tools make tracking project details much easier. Here’s how I organize my work:
Project Spaces: Organize your Notion workspace into separate project spaces. Every project gets its dedicated space with standardized pages.
Wiki Page: This is where I jot down essential project details — team members, technologies being used, deadlines, and more.
Meetings Page: I record details of all meetings here, be it daily standups, refinement sessions, or other irregular meetings. Documenting decisions made and follow-up tasks is crucial. Many times, teams forget, and then wonder why things haven’t moved forward by the next meeting.
QA & Testing Page: Here, I outline the testing strategy, scenarios, schedules, and specifics of what will be tested and when.
Known Bug List: While not everyone wants constant reminders of a product’s flaws, as a QA engineer, I maintain a private list to stay informed about a product’s quality.
The main idea is to keep everything structured and easily accessible. It’s surprising how many issues arise simply because people forget or overlook tasks. Having a well-organized workspace can make a significant difference.
Todoist
Todoist for To-Do Lists: While there’s a plethora of to-do list apps available, Todoist stands out for me after exploring multiple options. Here’s why and how I use it:
Simplicity with Flexibility: What sets Todoist apart is its uncomplicated interface paired with ample customization features. It’s neither overly intricate nor too basic — it’s just right.
Task Categorization: Much like how I categorize in Notion, the key is to sort tasks by projects. Every project has its designated space brimming with tasks to tackle
Prioritization within Projects: Further refine tasks by their urgency. This way, top-priority items are always visible at a glance.
Color-Coding: For ease and consistency, I assign colors to each project. A bonus tip: try to match these colors with the ones you use in Notion. This ensures uniformity and prevents confusion.
Setting Deadlines: Even if a task doesn’t have a strict deadline, I like to set one. It provides a sense of direction and keeps procrastination at bay.
Exclusion of Testing Tasks: Rather than overloading Todoist, I refrain from including specific testing-related tasks like “test x and y today.” Why? Because I have Jira for that. Instead, Todoist is reserved for other duties such as arranging meetings or noting process-related tasks.
Todoist serves as a streamlined platform to keep one’s professional life on track, ensuring tasks are organized, visible, and attainable.
Jira
Optimizing Jira for Software Testing: Even if you use a different platform, like Microsoft Azure, the approach may remain largely consistent. Here’s how I manage my testing-related tasks using Jira:
Direct Management within Jira: I refrain from incorporating testing tasks in my Todoist because Jira efficiently handles this. If your Jira doesn’t categorize tickets by the person responsible, reconsider your workflow (or perhaps your job!).
Dashboards: Creating dashboards is my go-to method. They offer a quick glance into testing-related tasks: tickets pending testing, those up next, which software parts (or epics) are tested, and which are not, and areas with the most bugs. Setting this up early in the project is invaluable both for personal organization and team appreciation.
Ticket Testing Status: Engage with the product owner or the person in charge of Jira tickets. Introduce a distinct field indicating the testing status of a ticket. Many overlook this, leading to assumptions about whether a ticket was tested.
Documenting with Confluence:
Test Reports: Presently, I use Confluence for test reports (not my favorite approach). Lucky ones might have plugins like Zephyr or X-ray for integrated reporting. If you’re manually creating reports in Confluence, ensure they link back to the Jira tickets.
Dashboard Filters: Particularly, establish a filter on your dashboard that highlights tickets missing test reports.
Jira vs. Confluence: You might be tempted to design a Confluence page dedicated to Jira tasks. Personally, I favor managing everything directly in Jira. It’s less hassle, as it reduces toggling between tools.
Leveraging Jira efficiently, especially in testing roles, can streamline workflows, reduce errors, and enhance project clarity.
Slack
Managing Communication Efficiently: With the proliferation of messaging tools, it’s essential to keep your communications organized and prevent them from disrupting your productivity. Here’s how I manage my channels:
Channel Categorization:
Project-Based Organization: Begin by sorting your channels by projects. This ensures you quickly locate relevant discussions and maintain a logical order.
Setting Messaging Routines:
Morning Check-In: I make it a habit to send out and respond to messages first thing in the morning.
Pre-Lunch Review: Before lunch, I again review and answer messages. The frequency, of course, varies depending on the day and my availability.
Release Days: On days designated for releases, I’m more alert, responding swiftly to ensure everything goes smoothly.
Notification Management: On regular days, I might mute my messaging app’s notifications, in my case, Slack, to focus on my tasks without interruptions.
Preserve Productivity:
Avoiding Disruptions: It’s easy to get thrown off when you’re engrossed in work and a random message pops up. By dedicating specific times for communications, you protect your productive ‘flow’ state.
Managing your communication tools, such as Slack, can boost your productivity and ensure you’re responsive when necessary without constant disruptions.
Spotify
Creating the Right Ambience for Productivity: It’s intriguing how the right kind of noise can enhance focus. Here’s a glimpse into my audio preferences during work and the gear that supports it:
Sound Preferences:
For Testing Tasks: I often lean into Lofi beats or similar calming music. They offer a gentle rhythm without being too distracting.
For Writing & Presentations: Instead of music, atmospheric sounds, particularly rain sounds, set the tone. They offer a serene backdrop that fosters concentration.
Essential Gear:
Noise-Cancelling Headphones: A modern essential, these headphones do wonders. They not only block out disruptive noises but also create an auditory sanctuary, enabling you to dive deep into your tasks.
Non-Verbal Cues: Using over-ear headphones, especially in office settings, doubles as a signal. It visually communicates to colleagues that you’re in the ‘zone’, reducing the chances of interruptions.
Balancing ambient sounds with the right equipment can greatly enhance work focus and productivity, creating an optimum work environment, whether at home or in the office.
Be Focused
Using Apps for Effective Time Management: One app that has particularly caught my attention is designed to enhance focus and streamline task management and it is called Be Focused. Here’s a brief overview:
Purpose:
Focused Time Slots: The app is geared towards helping you allocate specific durations solely for concentration, ensuring tasks are tackled without distractions.
Features:
Muting Distractions: A valuable feature (especially in the pro version) is the ability to silence specific apps on your device. Whether it’s Slack, email, or any other potential disruptor, you get to choose what gets muted.
Customizable Pomodoro Technique: Tailor your work-break intervals to suit your rhythm. This customization aligns with the Pomodoro Technique, enabling you to break your day into productive chunks and scheduled breaks.
Benefits:
Task & Time Management: By allocating focused time slots and eliminating distractions, you can better strategize your daily tasks and manage your time efficiently.
Investing in a dedicated app can make a significant difference in managing time effectively and bolstering productivity.
Arc
A Revolutionary Browser: If you’re keen on optimizing your online workspace, the ‘Arc’ browser is worth considering. Here’s a deep dive into why it’s become my go-to:
Background:
Company: Arc is developed by “The Browser Company.” Their dedication shines through in the product’s quality and the manner they value customer feedback.
Updates & Improvements: The company is committed to enhancing user experience. Regular updates and refinements are a testament to this.
Features:
Customizability: One of the standout qualities is its adaptability. You can tailor it according to your preferences, making browsing an efficient task.
Project Spaces: It allows you to segregate your work based on projects. Each space holds relevant links, streamlining the navigation process. For instance, my Jira board for a specific project is always readily accessible.
Integrated Tools: Arc is more than just a browser. From taking screenshots and jotting down notes to facilitating video calls without needing to switch tabs — it’s feature-packed.
Benefits:
Boosted Productivity: By compartmentalizing information and having essential tools in-built, the browser aids in staying organized and efficient.
Personalized Experience: The emphasis on customization ensures your browser looks and functions just how you want it.
In the world of browsers, Arc stands out. Its fusion of functionality and personalization makes it an excellent choice for those looking to elevate their browsing experience.
Calendar
Mastering Your Calendar Entries: Your choice of calendar might differ, but how you use it plays a pivotal role in boosting focus and productivity. Here’s a roadmap to transform your calendar into a powerful productivity tool:
Color-Coding:
Project-based Colors: Assign unique colors to various projects. This visually communicates which projects are dominating your schedule on any given day.
Instant Recognition: By glancing at your calendar, you can immediately identify and prepare for upcoming project-specific commitments.
Strategic Time Blocking:
Consistent Focus: Dedicate specific blocks of time to individual projects. This minimizes context-switching, helping you maintain deeper focus.
Establishing Boundaries: By marking these blocks on your calendar, you signal to colleagues when you’re available and when you’re not.
Setting Reminders:
Recurring Tasks: Use reminders for recurring tasks until they become habitual. For instance, I once set daily reminders for time bookings in our tracking system. Over time, this became second nature, eliminating the need for reminders.
With a well-organized calendar, you not only keep track of your appointments but also craft a strategy that fuels consistent productivity. By setting boundaries and reminders, you stay in control of your time and tasks.