The (Not Usually Listed) Toolbox of a Product Manager

As a Product Manager with over 8 years of professional work experience, I've learned that the tools you use can make or break your productivity. But here's the kicker: sometimes the best tools aren't the ones you'd expect. Today, I'm pulling back the curtain on my unconventional toolbox - the apps and software that keep my projects running smoothly and my sanity intact.

The KISS Principle: Keeping It Simple in Software

Before we talk about my top five tools, let's talk about a principle that's become my north star: KISS, or "Keep It Simple, Stupid." It's easy to get caught up in the allure of complex, feature-rich software. But here's what I've learned: tools are only useful if everyone can understand and use them effectively. This realization has shaped my approach to selecting and using tools. While I still use industry standards like Jira and various learning and content management systems, I've found that sometimes the simplest tool is the best tool.

Now, let's dive into my top five "unconventional" tools.

1. YouTube: More Than Just Cat Videos (But Definitely Those, Too)

Yes, you read that right. YouTube, the platform you probably associate more with music videos and cute animal compilations, is actually a powerhouse tool in my daily routine.

How I Use It:

• Learning: There's a tutorial for almost everything on YouTube. Whether I'm trying to understand a new project management concept or figure out how to use a new software, YouTube is my go-to resource.
• Problem-Solving: Stuck on a technical issue? Chances are, someone has faced it before and created a video solution.
• Mood Boost: Let's face it, any job can be stressful. Mine is no exception. A quick music break on YouTube can reset my mind and boost productivity.

Pro Tip:

I create playlists for different categories - one for professional development, another for technical tutorials, another for commonly used things I like to refer back to, and I have a "hype" playlist for those challenging days.

2. QuickTime Player: My Go-To

QuickTime Player might seem like just another pre-installed app on your Mac, but it's only honestly one of my most used tools.

How I Use It:

• Rapid Screenshares: Need to show the development team a quick issue or idea? QuickTime Player is my go-to.
• Instant Tutorials: I can create and send bite-sized video explanations in minutes.

Personal Anecdote:

While we have Loom at our disposal, I find myself constantly reaching for QuickTime. It's right there on my dock, ready to go at a moment's notice. The ability to record, stop, and send a video in under a minute has been a game-changer for our dev team communication.

3. Descript: Where Content Creation Meets Simplicity

As a Product Manager, creating content and training materials is a big part of my job. Descript has really changed this process for me.

How I Use It:

• Script Editing: Descript's text-based editing of audio and video is a lifesaver when creating training content. I say "um" a lot. Descript makes it as easy as clicking a button to remove it!
• Studio Sound: The ability to enhance audio quality with a single click is incredibly useful for professional-sounding materials, especially when my kids have decided to do an arts and crafts project right outside my office.

Pro Tip:

Use Descript's collaboration features to get feedback from team members or stakeholders directly within the project.

4. Google Calendar: The Type A Tool

I'll admit it - despite my best efforts to be more laid-back, I'm a Type A personality through and through. Google Calendar is my digital life organizer.

How I Use It:

• Time Blocking: I schedule everything, from meetings to focused work sessions.
• Reminders: Never miss a deadline or important task with strategically set reminders.
• Sharing: Easy calendar sharing keeps my team in the loop without endless email chains.

Personal Reflection:

Google Calendar keeps me sane. It's like having a personal assistant that never sleeps, always reminding me where I need to be and what I need to do. For someone juggling multiple projects and teams, it's an absolute lifesaver. I pair it with 23849238420 alarms throughout the day.

5. ChatGPT: 

ChatGPT is probably the least surprising tool on this list, but I use it in ways you might not expect.

How I Use It:

• Tone Checking: I'm a a pretty blunt person. Face-to-face, most people generally understand my context. But, text is often harder to read. Before sending important emails or documents, I use ChatGPT to check the tone and suggest improvements so that I don't come off super rude.
• Writing Level Assessment: It helps me ensure my writing is at the appropriate level for its intended audience. When explaining something, unless I know otherwise, I try to assume that the person on the other end doesn't have the same background or experiences that I do. But, sometimes as an instructor or mentor I forget that people don't know what I do. I use ChatGPT to make sure I'm writing at a level that makes sense and answering any questions that I'm maybe not thinking of. 
• Simulations: I use it to run through potential scenarios or conversations, helping me prepare for various situations.

Pro Tip:

Worried about AI? AI is here to stay. Become more familar with prompt engineering and learn the basics of artificial intelligence.

The Evolution of a Toolset

Over the last 8 years of my career, my toolset has certainly evolved. While industry-standard tools like Jira still have their place, I've found myself gravitating towards simpler, more versatile tools that can be easily adopted by everyone on the team.

This evolution reflects a broader realization for me: the best tool isn't always the most complex or feature-rich. It's the one that gets the job done efficiently and can be used effectively by the entire team.

The Importance of Adaptability

One thing I've learned in my journey is the importance of being adaptable when it comes to tools. Different organizations and teams have different preferences and needs.

A Funny Learning Experience

Here's a little story that illustrates this point: When I first joined my current organization, I was introduced to WhatsApp as an internal communication tool. Having never used it before, I spent the first three months calling it "What's Up?" Much to my confusion, this always elicited chuckles from my bosses. It took me an embarrassingly long time to realize my mistake!

This experience taught me two valuable lessons:

1. I was hesitant to adopt WhatsApp, and my hestitation to learn it as a new tool really hindered my ability to quickly learn it.
2. A little humor goes a long way in smoothing over embarrassing moments.

Conclusion: Embracing Simplicity and Versatility

The key takeaway is this: don't be afraid to think outside the box when it comes to your work tools. The most effective tools are often the ones that are simple to use, versatile in their application, and easily adopted by your entire team.

Remember, the goal isn't to have the most sophisticated toolset - it's to have the most effective one. So take a look at your own workflow. Are there simple, everyday tools you're overlooking? Could a YouTube tutorial or a quick QuickTime recording solve a persistent communication issue?

In our ever changing world (especially in tech), adaptability is key. Stay open to new tools and new ways of using familiar ones. And most importantly, don't forget to keep it simple!

What's your "unusual" daily work tool? I'd love to hear about the unconventional ways you're boosting your productivity!

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