Working independently means wearing many hats: planning, communicating, delivering, and troubleshooting… often all in the same day. Without the structure of an office or a team, staying focused and organized can quickly become a challenge! That’s where productivity tools come in.
Productivity tools help simplify that chaos. They support time management, reduce context switching, and make it easier to stay on track when you’re working alone or across time zones. Whether you’re managing three clients, planning your next trip, or organizing a product launch, productivity tools help structure your day and clear your mind of superfluous or unnecessary troubles that you could easily automate.
We asked our community to share the productivity tools they swear by. Here are six favorites that have become part of our coworking culture.
Pc open with notion productivity tool on its screen
Image by Pauline Bernard, Unsplash
1. Notion: The all-in-one digital workspace
What it does:
Notion is a flexible workspace that blends notes, databases, tasks, calendars, and more into one platform. It’s often the first name that comes up when our members talk about their favorite productivity tools.
Why our coworkers love it:
Notion offers a level of customization that’s hard to beat. You can create personal dashboards, content calendars, habit trackers, or even entire business systems. For remote workers especially, it becomes a home base for everything. It’s in a way a back up of your brain. Why? You can drop all you need to remember, do or know into your Notion, and then just check it as you go.
Recommended for:
Freelancers, creatives, project managers, and anyone who needs versatile productivity tools.
ICV tip: Use templates to save time and build routines around your work sessions. A «Coworking Command Center» board is a great way to start.
2. Calendly: Simplify scheduling across time zones
What it does:
Calendly is an intuitive scheduling tool that allows clients, collaborators, or teammates to book time with you automatically, based on your availability. It connects with your calendar and eliminates the back-and-forth of finding a meeting time.
You can integrate it within your website, or add a link to your automated emails, so your clients can choose easily when they would like to talk to you about your services.
Why our coworkers love it:
For remote workers, especially those coordinating across continents, Calendly is one of the most time-saving productivity tools around. You define your availability, set buffer times, and let the app do the rest, all while avoiding overbooking and miscommunication.
Recommended for:
Consultants, freelancers offering 1:1 services, and anyone with international calls.
ICV tip:
Customize your availability by time zone and build different booking pages for different types of sessions: intro calls, deep-dive sessions, or quick check-ins.
3. Pomofocus: Focus, Rest and Repeat
What it does:
Pomofocus applies the Pomodoro Technique (25-minute focus blocks with 5 minute breaks) in a clean, simple interface. It’s one of those productivity tools that looks basic but delivers big results.
Why our coworkers love it:
It helps avoid burnout and boosts focus. With coworkers often distracted by Slack or social media, this tool helps build mindful work habits, without making you exhausted at the end of the day.
Recommended for:
Writers, students, developers, or anyone who needs structured time and minimal distraction.
ICV tip: Combine Pomofocus with noise-cancelling headphones and playlists for maximum focus. The main idea is that you have to be constant with it so this method really works.
4. Trello: Great for Visual Project Management
What it does:
Trello lets you organize tasks on digital boards using cards, lists, and checklists. It’s especially great for visual thinkers.
Why our coworkers love it:
From editorial calendars to startup launch plans, Trello should be considered as the go-to organization app for anyone. It’s one of the most intuitive productivity apps available today, as its drag-and-drop simple interface makes it perfect for managing complex projects with ease.
The best thing is that anyone can use it, it doesn’t need to be for task organization: use it as a CRM, as a study aid, as a travel tool,… possibilities are endless!
Recommended for:
Teams, solopreneurs, creative planners and people who really need to get stuff organized.
ICV tip: Use labels and automation features to save time on repetitive workflows.
5. Slack: Ditch your email and stay connected still
What it does:
Slack organizes team communication into channels. You can connect it with other productivity tools to centralize everything from project updates to file sharing.
Why our coworkers love it:
It creates fluid communication. Even when teams work from the same coworking space, Slack keeps messages organized and searchable.
Recommended for:
Remote teams, startups, and collaborative freelancers.
ICV tip: Create separate channels for social chat, announcements, and tasks to keep your digital space tidy.
6. Spotify: Your Personal Fortress of Solitude
We mentioned Spotify because that’s what most people here use, but honestly there are many options: YouTube Music, Apple Music, Amazon Music,… search for big mega corporation name + music and you’ve got it.
What it does:
Spotify offers curated playlists that help set your mood and keep distractions at bay. It’s not your typical productivity tool, but it plays a huge role in focus.
Why our coworkers love it:
Whether it’s lo-fi beats or instrumental flamenco, music can define a work rhythm. Several coworkers create and share productivity playlists.
Recommended for:
Everyone. Especially in open coworking spaces, audio helps create personal zones of focus.
ICV tip: Try «Deep Focus» or «Workday Lounge» playlists to start.
Why productivity tools are essential
Productivity tools do more than help you tick boxes. They help build structure, reduce friction, and free up time for deep work. For self-employed workers and digital nomads, this is non-negotiable. Without external structure, the right productivity tools step in to guide your day.
They also support well-being: managing tasks efficiently means less stress, more balance, and better long-term focus. When you’re working remotely, clarity is everything, and these tools help you build it.
What challenges do self-employed remote workers face?
Working remotely and independently sounds ideal, but it comes with unique struggles. From blurred boundaries to inconsistent routines, it’s easy to lose one self to that chaos or become unable to disconnect from work.
Many freelancers face:
- Isolation and lack of feedback
- Time zone confusion
- Difficulty switching off
- Task overload without support systems
This is where work from home tools and reliable productivity apps come in. They offer digital structure, automation, and connection, all key for sustainable solo work. Choosing the right productivity tools can be the difference between chaos and clarity in your day-to-day life.
Build your own digital setup that works for you, and let the tools do the heavy lifting while you focus on what’s really important to your day to day activities.
So, should you use productivity tools if you work from home?
Using the right productivity tools can transform your workflow. They help you prioritize, stay motivated, and connect with your team or clients. For our coworking community, these aren’t optional extras: they’re essentials that keep ideas moving.
Whether you’re working solo or building something big, integrating smart productivity tools into your day will make remote work more rewarding.
Want to become even more productive? Come visit us at International Coworking Valencia and start working in an organized and cozy environment. It’s cheaper than going to a coffee shop every day, we promise.