What's in my writing toolkit (2022)

Creating a Better Writing Workflow

7 online tools to get you started

No matter what type of writing you do, if you create a flawless workflow that takes you from typing your first word all the way to proofreading, the entire process becomes more enjoyable. More importantly, your writing will have fewer errors and your skills will improve quickly.

There are thousands (probably millions) of tools to help you increase productivity and writing skills. But exploring every one isn’t possible. 

I’ve listed the 7 tools I use every day when I write. It doesn’t matter if it’s a Facebook post, a website or an annual report, I open these tools first thing and use them to make my work process easier and my writing better.

I like tools that are easy and free, so most of these tools don’t even require you to set up an account (no passwords to remember, yes!). While I do upgrade when I find a tool I constantly use and feel there is value, most of the tools I use daily are free.

So you can see the tools in action, I included a video below walking you through my workflow. 

Tool 1: Don’t get sucked into a time warp: Use a time management tool

Toggl is a time management tool I started using recently and love. Have you ever had your kids or partner ask what you did all day, and you’re stuck for an answer? Yet, you slogged away all the day doing – something.

This is the first tool I open. Toggl is the perfect name, because you start and stop the timer depending on what project you’re working on. I set up client projects, personal projects like reconciling Xero and taxes(yuck), checking emails/facebook and breaks. At the end of the week, you’ll see how many hours you spent at your desk and what you spent your days doing. 

Tool 2: Stay on task: Set a timer

Setting a timer for 30 minutes helps me stay focused and not get lost in a project. I just search “timer” in Google. You can also search for tomato timer, use a physical kitchen timer or your phone. Using your phone, however, can get a bit weird when you take a phone call and your timer goes off. Note: There is a Google extension for Toggl that will do the same thing.

Tool 3: Get ready to write: Word and Google Docs 

It may seem like overkill, but I use both programs. I typically start in Google Docs because it’s easy to pick up a job in the cloud from any device. Yes, I know I could use Microsoft One Note, but I didn’t love it when I used it with a past client. I do, however, copy and paste my text into Word to do a grammar and spelling check. I find Google Docs and Word are not equal in the errors they find. It’s always worth double-checking for errors especially if you don’t have access to an outside proofreader.

Tool 4: Enhance your vocabulary: Use a thesaurus

Thesaurus.com is my go-to thesaurus and dictionary. I find the layout to be easier to read than other online dictionaries. If you use the same words over and over (which we naturally do), add variety to your writing with synonyms.

Tool 5: Great writing needs variety: Check for overused words

After you’ve used an online thesaurus, it’s worth a minute to copy and paste your text into Text Fixer. The counter adds up how often you use each word, so you know if you need to edit for variety. 

Tool 6: Flawless writing: Proofreading made easier

You’ve probably seen the Grammarly ads pop up on YouTube videos. This tool is a no-brainer for writers. The free version tells you when there are critical grammar and spelling errors. The premium version at $140 USD/year checks grammar, punctuation, sentence structure and style. 

Tool 7: Listen to your own words: Text to speech tools

When you read your own writing aloud, you’re not actually reading the words on the page. You know what you want to say and you’re reading what’s in your head and not on paper. Natural Reader is a website has a tool that reads your copy back to you. This amazing text to speech tool is free and lets you change read back speeds and accents. Microsoft Word also has an extension you can add to your toolbar, but the voice is a bit robotic.

That’s it. 

Pretty simple. These tools make my day more efficient and writing more enjoyable.

Don’t get overwhelmed sifting through all the tools available. Keep it simple to start. When you outgrow them, you can move on. There’s no need to chase the next bright shiny toy until you find your workflow needs help.