I have tried just about every productivity app on the market. Most sparkle for a week, then fade from my dock. A handful, though, have earned permanent residency. These are the three tools I've personally paid for and relied on daily for years:

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1. Todoist - The List That Never Lets Me Down

It’s been so long since I started using Todoist that I don’t even remember not having it (remember when they were included in my WFH Gift Guide four years ago?). I upgraded to a paid plan in 2021, not because I needed the extra features, but because I wanted to support the people-first team behind a product I’d depended on for years.

Why it sticks

• Friction-free capture - The simple, clean UI makes it easy to capture everything quickly. Plus, it connects seamlessly to tools like Google Calendar, Slack, and Notion. If a thought lingers for more than five seconds, I dump it into Todoist and move on.
• Natural-language scheduling - Typing “Quarterly report Friday 10am” drops the task exactly where it belongs. No scrolling through date pickers.
• Shared clarity - When we were expecting our first child, my husband and I set up a shared board. It became pur center for juggling appointments, shopping lists, nursery prep, and all the small tasks that come with welcoming a baby. They have team features too.
• Delightfully boring reliability - I’ve never lost a task. Ever.

Todoist holds everything from client deliverables to weekend family plans. It keeps my head clear so I can think instead of remember.

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2. Tella - Async Video That Just Works

You’re probably familiar with Loom. It was my staple for years, but I finally got fed up with the constant bugs after losing a recording that took me hours.

In early 2023 I went hunting for an alternative and landed on Tella. I haven’t had a single issue since.

Why it sticks

• Flawless recording - Clear audio, crisp video, no mysterious glitches. Hit record, speak, share.
• Polished by default - Clean design, quick trimming, and share links to videos that look professional without extra editing.
• Instant reuse - I save onboarding walkthroughs, product demos, and quick feedback clips, then drop links wherever needed.

Tella lets me focus on what I’m saying, not whether the tech will work

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3. Brain.fm - Flow State on Demand

Before my baby arrived, I planned deep-work blocks around my natural peak hours. Parenthood laughed at that plan. Now I work when windows appear, not when the clock is ideal.

Enter Brain.fm’s rhythmic focus tracks. One click, noise-canceling headphones, and my mind snaps into work mode.

Why it sticks

• Science-backed audio - The music is engineered to reduce distraction and boost sustained attention.
• Zero setup - Open the app, choose “Focus,” and go. No need to find music or pick playlists.
• Built-in focus timer - Brain.fm also includes a Pomodoro-style clock that pairs the music with structured focus intervals. I can set a 30-minute block and let the audio and timer work together to keep me on track and let me know when it’s time for a break.

Brain.fm is the difference between spinning my wheels for thirty minutes and shipping something meaningful in the first five.

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The best tools aren’t necessarily the shiniest. They remove friction, respect your time, and quietly support the way you want to work. Todoist keeps my world organized. Tella helps me communicate clearly. Brain.fm hands me focus on demand.

If you’re looking for tools you can trust, start with one of these. They’ve earned a permanent spot in my workflow, and I bet at least one will earn a place in yours too.

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In Case You Missed It

​The Availability Trap​
Last week, I shared the most common reason remote workers are burned out, including the real costs and specific steps you can take to avoid it.

​AI Recipe: From Stuck to Decided​
Tinkered with ChatGPT recently and built a little “Gut Check” bot that helps sort out tough choices. You just share your options, what matters most, and any deal-breakers. It gives back a quick trade-offs table plus a nudge toward a next step. Super handy when your brain is stuck in a loop. I wrote up the steps here if you want to try it yourself.

​Cooking with AI (Live!)​
Thank you to everyone who joined me last week for the live demo of the AI recipes I published in May! If you missed it, paid Idea Kitchen subscribers will receive the recording this Thursday. Since Gemini wasn’t working during the demo, I also recorded a quick Tella screenshare showing exactly how to create and use the Gems feature. Join now to get access when it drops tomorrow!

Work Forward Society Want to meet others who do work differently? Join us in making 2025 your year of less meetings and more real work! Join The Work Forward Society →

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What did you think of this issue? What do you hope to see in the next one? Hit reply and let me know. I read every response. I truly appreciate you taking the time to read this. Hope you have a lovely day! Marissa ​Founder, Remote Work Prep​ P.S. Did you enjoy this issue? Share the article with a friend. Struggling with a remote work problem? Book a coaching call. If you liked this, consider supporting this free newsletter by leaving a testimonial. ​

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