We often consider only the top marquee names when we select tools. Open-source tools and Web services provide valuable alternatives to many of the tools we use today. At the WritersUA conference in March 2009, I will be presenting with Mike McCallister about various tools you may not have considered.

Mike will review several open source tools, such as OpenOffice, LyX document processor, Scribus desktop publisher, lnkscape vector graphics, and The GIMP raster graphics. Then, I will discuss various tools and Web services that provide consultants and small writing teams with the capabilities of many larger corporations.

In this article, I thought I would summarize some of my favorite tools and how I use them. I’ve avoided the standard tools that most of us use, such as FrameMaker, Word, our favorite graphics tool, and our help authoring tool (HAT) of choice. Instead, I’ve focused on several cost-effective solutions that provide other services, such as version control, data backup, remote access, Webinar services, online collaboration, email aliases, email forwarding, and conference calling.

I encourage you to add your favorite tools to this list and share your experiences. Maybe I’ve overlooked your tools of choice, or maybe you’ve had a different experience with one of the tools I’ve listed. At WritersUA, I plan to incorporate your comments into my presentation to give a broad view of various tools and solutions. So, here is my list in no particular order:

FilesAnywhere.com

We use this Web service for version control and off-site storage. There are competitive solutions available, such as FileSharePro, but we have had a good experience with FilesAnywhere.com. For about $140/year, we have a 5GB off-site repository for files with many features, such as version control, check-in/check-out, and file locking. This service also allows us to create drop boxes and guest IDs for clients so they can get copies of their files without being able to access files of other clients. Other low-cost version control solutions, such as Subversion and Mercurial, do not allow you to lock files. If you have a group of writers who work with binary files, such as Word or Frame files, you cannot merge changes to the binary files. In this case, file locking is a critical aspect to the overall workflow.

Wiki

For collaboration between several writers and our clients, we use Wikis. This solution gives us a place to track project details and decisions, such as project plans and style decisions for specific clients. You can get Wiki support through your ISP, which makes installation and setup a snap. We use Netfirms.com as our ISP. For about $150/year, we have our domain registration and Web site area, as well as several additional services that include MediaWiki, WordPress, php and asp on the same site, database support, shopping cart support, photo gallery, email addresses, and email forwarding.

LogMeIn

This tool provides many of the capabilities of remote desktop in an easy-to-use package, with several additional features. For $60/year, you can install LogMeIn on one computer, and then you can access and use that computer from any other computer where you have a browser. You can also share your desktop with another user, and give them specific permissions, from using whiteboard features to circle areas on your desktop to dragging and dropping files between your computer and his or her computer. This capability allows you to host one-on-one training sessions. You can also create a share to a file on your computer for a period of time and send a link to that file to another user. That user can then download the shared file during the time period you defined.

Adobe Acrobat Connect

This Web service provides several service-level packages for hosting Webinars and sharing your desktop with multiple users. You can decide whether you need an 800 phone number and which services you want to purchase.

BrandXCalling.com

We use this conference calling service and have enjoyed its reliability and call quality. For $20/month, we have a dedicated conference calling number with the ability to host unlimited calls with no per minute charges and record each call for playback after the call. This service does not provide an 800 number, but we have not found that to be an issue. Several other low-cost services have recently become available, so we will be exploring these services in the future, such as FreeConferenceCall.com.

pobox.com

I have personally used this Web service for more than 10 years to provide a constant email alias with email forwarding. For $20/year, I get 3 email aliases that I can forward to my current address. This service allows me to change my actual email provider or address without having to tell others that I’ve changed. Everyone can always reach me at my pobox.com address. Another key benefit is that pobox.com provides excellent spam filtering. I can choose from which countries to accept email, as well as many other filtering options. With this strong filtering in place, I can use one of my pobox.com aliases for online registrations and forms without worrying about the added spam I may receive.

iStockPhoto

When we create deliverables, such as Web sites and documentation, that require high-quality graphics, it can be expensive to find and purchase the right photo or artwork. We need to ensure our client owns the rights to use and reuse the photo as needed. The iStockPhoto Web site provides a wide range of photos and artwork you can purchase and reuse as needed. You can search by category, subject matter, artist, and many other properties to find exactly what you need.

Acrobat Pro

This tool is probably the most expensive on my list, but it gives us the flexibility we need to best serve our clients. With Acrobat Pro, we can create PDF files that clients can add their review comments to using just Adobe Reader. Then, we can combine the comments into one PDF for easy review and incorporation. By delivering PDF files for review, we avoid potential font issues that can occur on various computers, and the reviewers have an easy way to identify their comments. We also have a summary of all the comments at the end of the review cycle in case we need to go back and determine why a change was made. This tool is definitely worth the value it delivers to our clients.

What are your favorite tools?