The secret productivity hacks IT contractors are missing

In the fast-paced world of IT contracting, staying ahead isn’t just about keeping up with the latest coding languages or understanding cloud architecture.

It’s about mastering the tools that help you work smarter, writes veteran chartered accountant and adviser to IT contractors Anthony Mellor, founder of Mellor & Co.

The Sunk Cost Fallacy 2.0

Yet, as I look around, I see a baffling contradiction: younger contractors (let’s call them the under-50s) lean heavily on apps, despite many still wasting vast amounts of time because they lose sight of technology’s raison d' être: productivity.

Too often, these pre-50-somethings seem to think they can do everything with just a few apps, in just a few clicks, and will succeed, no matter the time suckage!

It’s the Sunk Cost Fallacy 2.0.

Only the shrewd…

I’m not intending to beat up on our country’s valuable IT contractors – indeed, I’ve been advising shrewd freelance technologists for four decades.

But there is a problem, and it’s not helped by providers’ insistence that the world will end if you don’t supplement the desktop version for their latest shiny mobile app.

Here are seven smart productivity hacks that I feel too many IT contractors risk missing out on.

1. The smarter way to use ChatGPT

AI tools like ChatGPT have become indispensable for everything from generating quick code snippets to drafting client communications.

But the secret isn’t just in using the tool -- it’s in how you use Open AI’s technology darling.

Instead of treating ChatGPT like a glorified search engine, use it to:

• brainstorm project strategies;

• refine complex documentation, and

• craft client pitches.

Treat Chat GPT like having a second brain! But only if you know how to ask the right questions and input decent prompts.

Top tip: “How do I phrase this better?” often gets you better results than you’d expect.

2. Open Banking: A time-saver, not just a buzzword

Managing finances is one of those IT contractor headaches that never really goes away – trust me, I know, I run an ICAEW-member firm of chartered accountants serving IT contractors!

Open Banking apps can really put the headache on the back foot, however.

Tools like Monzo, or even Revolut (despite the bad press of late) make tracking expenses, invoicing clients, and even automating tax calculations, seamless.

The tool you do want to download the mobile version of should ideally save you HOURS every month versus what you do now. That’s precious hours better spent debugging, writing your next killer line of code or developing your project team!

3. Ditch email for real-time tools

Let’s face it, email is a time sink.

Sure, in corporate settings, the inbox is unavoidable. Your client might even insist you have one, despite your outside IR35 status!

But for everything else? Instant messaging tools like Signal are really worth a look, especially if you want conversations that are both secure and fast.

Please note I’m not advocating WhatsApp or Facebook Messenger; those are fine only for social matters.

Basecamp is another winner for managing project deadlines, tracking versions, and storing essential “permanent files” like onboarding guides, insurance certificates, and tax records.

I’d liken Basecamp to a digital Swiss Army knife for contractors. And if it’s not comparable to such extreme versatility in your experience, you’re using it wrongly!

4. Pivot Tables: Learn them, love them

For all their complexity, Pivot Tables remain one of the most underrated tools in a contractor’s arsenal.

Whether you’re tracking billable hours, analysing project budgets, or compiling performance metrics for clients, mastering Pivot Tables can transform how you handle data.

If you’re not comfortable with pivot tables yet, invest an hour or two to learn.

Trust me, it’s not just us accountants for whom Pivot Tables pay dividends! And it’s way simpler than you think. It just needs the penny to drop.

5. Don’t neglect hardware security

With remote work now the norm, home networks have become soft targets for cyberattacks.

Contractors often underestimate just how constant these attacks are --thousands happen every second.

A hardware firewall, like my preferred Firewalla, can provide an additional layer of security for your home network, stopping threats before they reach your devices.

It’s a small investment for peace of mind, but it’s a critical step many overlook, even though it can be controlled by an app on your phone, from anywhere. You see; I’m not against apps per se!

6. Cloud storage done right

Dropbox, Google Drive, and Sync -- these are staples for any contractor.

But here’s the trick: structure your files intelligently. Create a system for managing project versions, archiving completed work, and ensuring your critical documents are always accessible.

A few minutes of setup can save hours of frustration down the line, not to mention the file-sharing features to save bouncing file versions by email.

Google Sheets can fit in nicely here too.

7. Validate, refine, repeat

Now, before you dismiss these six tools as ‘obvious,’ ask yourself this: “Are you really using them to their full potential?" Indeed, this seventh hack is arguably as important as the six above, so please read on!

Newcomers to contracting often believe they’ve optimised their workflows, but there’s almost always room for improvement. Whether it’s leveraging AI more effectively, setting up a more secure home network, or rethinking how you manage your digital workspace, the key is to step back, validate your processes, and refine them -- not least by talking to others with an open mind.

Productivity 2.0 -- not 101: bottom line matters most

Ultimately, independent, flexible IT contracting isn’t just about technical expertise. It’s about working smarter, not harder.

Indeed, working temporarily in tech, and often as a lone agent building an empire, is like any other form of self-employment. But by using tools like ChatGPT, open banking apps, and instant messaging platforms intelligently-- and securing your digital life with solutions like hardware firewalls -- you can cut out wasted time, reduce stress, and focus on what really matters: delivering value to your clients.

Finally, productivity ninjas know the value in p-a-u-s-e

So, next time you’re tempted to say, “I already know how to do that,” pause. There’s a good chance you’re leaving time and efficiency on the table. The smartest IT contractors aren’t just technical wizards --they’re productivity ninjas. Which one do you want to be?