Key Takeaways
You only need five kinds of tools.
Pick one tool for each job. Do not use three task apps.
Safety comes first. Use a password manager.
The Five Tools You Need
1. Chat
Use one chat app for quick questions. Slack and Microsoft Teams are common. Keep chats short and clear.
2. Task Board
A task board shows what is planned, in progress, and done. Trello, Asana, and Notion all work. Pick the one you like and stick with it.
3. Video Messages
Loom or a similar app lets you show a task in minutes. It beats a long email.
4. File Sharing
Keep files in one shared folder in Google Drive or Dropbox. Name folders the same way every time.
5. Password Manager
Tools like 1Password or Bitwarden let you share logins without sending passwords in chat. You can also remove access in one click.
Time Tracking (Optional)
If you pay by the hour, a simple timer app helps both sides see the work.
How To Set It Up In One Afternoon
Create a shared folder and a task board.
Add your helper to chat.
Record two short videos of your top tasks.
Share only the logins they need.
What To Avoid
Too many apps
Sending passwords in email or chat
Giving full admin access on day one
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