My Remote Work Setup: 8 Essential Apps and 5 That Failed

Essential Apps for Surviving Remote Work

Remote work offers a range of benefits, including flexible hours, the ability to work from home, and the comfort of wearing pajamas all day. However, maintaining focus, managing tasks, and separating professional life from personal time can be more difficult when everything is on the same device. Over the years, I’ve experimented with numerous productivity and organization apps to keep my remote work life in order. My phone became cluttered with distractions, redundant apps, and tools that didn’t truly help me.

After realizing this, I decided to reset my setup. I kept only the Android apps that genuinely supported my workflow and removed those that weren’t useful. The result is a streamlined system that keeps me organized and focused. Here are the apps I rely on daily to manage remote work effectively.

TickTick: My Second Brain for Tasks and Habits

TickTick is the first app I open each morning and the last one I check at night. It’s where I capture all my work tasks, personal reminders, grocery lists, and long-term goals. The app is clean, customizable, and surprisingly powerful. I’ve set up tags for different clients, used checklists for writing assignments, and utilized the calendar view for weekly planning. The built-in Pomodoro timer helps me stay focused during deep work sessions.

What makes TickTick stand out is its seamless integration into my workflow without requiring constant adjustments. It’s an essential tool for managing both professional and personal responsibilities efficiently.

Slack: Staying Connected Without Chaos

Most of my work conversations take place on Slack. While the desktop version is my main workspace, I use the Android app to quickly check in during breaks, respond to urgent messages, or search for files on the go. To reduce noise, I’ve muted most channels and turned off non-essential notifications. I’ve also created custom notification schedules to avoid being pinged outside of working hours.

The Android app allows me to reply to messages without needing to boot up my desktop PC, making it a valuable tool for staying connected without getting overwhelmed.

Obsidian: A Powerful Note-Taking System

For note-taking, I moved all my drafts, outlines, and research into Obsidian. Although it may not be the most beginner-friendly tool, once I got used to its linking system and folder structure, it became my go-to note app. I use it to plan articles, keep a daily log, track writing ideas, and link related thoughts together in a way that mimics how my mind works.

I’ve set up a sync system using FolderSync and Google Drive to access my notes across devices. This setup ensures that my notes are always available, no matter where I am.

Forest: Staying Off My Phone

Working remotely often blurs the line between productivity and procrastination. When I find myself switching contexts too much, I turn to Forest. Every time I want to focus, I set a timer and grow a virtual tree. If I leave the app to check social media or messages, the tree dies. This small consequence helps me stay focused for longer stretches.

I use Forest alongside TickTick’s Pomodoro feature for maximum accountability. The visual feedback is a great motivator during deep work sessions.

Gmail: My Go-To Inbox

Despite trying third-party email apps like Proton Mail and Spark Mail, I always come back to Gmail. It’s fast, reliable, and integrates seamlessly with other Google apps. I’ve made it more bearable by enabling swipe actions, smart replies, and a strict filter system to auto-archive newsletters and low-priority messages.

I keep notifications off most of the day and batch-process my inbox a few times during breaks. This approach has helped me avoid compulsively checking emails every ten minutes.

Google Calendar: Staying on Top of My Schedule

Without meetings and time blocks, my day quickly falls apart. I use Google Calendar to schedule work calls, appointments, and time-sensitive tasks. I color-code events by type, whether they’re for work, calls, or deadlines, and review my week every Sunday to make sure I’m not overcommitting.

The Android app makes it easy to view my day at a glance, and I’ve added a widget to my home screen for quick access. I’ve set it to push alerts only for meetings, not every single reminder.

Google Drive: My Virtual Filing Cabinet

Drive remains the most seamless way to access and share documents across devices. I use it to store article drafts, client feedback, pitch decks, and tax paperwork. I’ve set up shortcuts to frequently accessed folders and turned on offline access for key documents.

The Android app isn’t perfect, but it’s solid enough for uploading files, sharing links, or reviewing documents on the go. Drive keeps my remote workflow lightweight, so there’s no need for heavy desktop file managers or email attachments.

MacroDroid: Automating the Boring Stuff

One underrated app that has genuinely improved my remote work experience is MacroDroid. I’ve set it up to mute notifications during my focus hours, lower screen brightness in the evening, and auto-launch Spotify when I connect my Bluetooth earbuds. I also use it to switch to Do Not Disturb when I open writing apps.

These tiny automations save me taps and cut down on distractions. They make my workflow more efficient and less stressful.

Apps I Ditched

Over time, I’ve found that some apps don’t add value to my workflow. Trello, for example, felt like overkill for solo freelance work. Microsoft Teams was slow and clunky, and Slack already handled my collaboration needs better. Google Keep became chaotic as my notes grew, and X turned into a productivity sinkhole. Feedly was too overwhelming, so I now bookmark articles directly in Obsidian or Gmail and batch-read them once a week.

What I’ve Learned from Streamlining My Phone

Remote work presents unique challenges: maintaining connections, avoiding burnout, setting boundaries, and staying motivated. What I’ve learned is that the best tools are the ones that let you focus on your work without adding unnecessary clutter. For me, that meant leaning on essentials like TickTick, Obsidian, and Google Drive, and saying goodbye to redundant apps.