The Tools that will Save Your Sanity and Supercharge Your Productivity

Without the right tools, your working twice as hard, for half the result.

The secret to working smarter, not harder, lies in using tools that amplify your efforts and keep your day running like a well-oiled machine.

In this post, we’ll cover:

• How to pick tools that actually help (not just gather digital dust, and not just another subscription).
• The must-have tools every business owner needs.
• Why less is always more when it comes to tech.

Why the right tools are a game-changer

Stop wasting time and start making progress.

Here’s the truth: the right tools won’t just save you time, they’ll save your sanity.

• Automate the boring stuff: Free up hours every week.
• Keep you organised: No more where did I save that file panic.
• Help you focus: Spend less time on admin and more time on what matters.

The right tools don’t just make your life easier, they make your business stronger.

How to choose the right tools

Because shiny and new doesn’t mean useful.

With so many apps and tools out there, it’s easy to get distracted by shiny object syndrome. Hands up if this is you, because I have both hands in the air 😉. But here’s what I’ve learnt to avoid that trap and choose tools that work for YOU:

1. Start with your biggest headaches and ask yourself:
   • What’s eating up my time?
   • Where am I losing momentum?
   • What do I dread doing every day, week, month or year?
     The best tools solve the problems that slow you down!
2. Look for simplicity:
   • Intuitive design: No need to spend hours learning it.
   • Quick setup: The less fiddling, the better.
   • Good support: Tutorials or help desks can make all the difference.
     A tool is only helpful if it’s easy to use!
3. Prioritise integration:
   • Your tools should talk to each other (so you don’t have to).
   • An example is using Zapier to connect your CRM to your email marketing software saving you hours of manual data entry or the cost of outsourcing.
4. Test before you commit:
   • Most tools offer free trials, take advantage of them before you invest.
   • Not quite ready to commit after the free trial? Subscribe on a monthly basis until you’re committed.

The must-have tools for business owners

Let’s build your digital dream team.

In my opinion, these are the must-have tools for business owners.

1. Project Management Tools
   • Keep track of deadlines, tasks and projects without losing your mind. A good project management system will also be invaluable when you’re ready to outsource or collaborate with a team.
   • Examples: Asana, Trello, Monday.com, Click-Up
2. Automation Tools
   • Wave goodbye to repetitive tasks and hello more free time to focus on what truly matters.
   • Examples: Automating emails and workflows, scheduling social media posts using Zapier or IFTTT or your CRM.
3. Time Tracking Tools
   • Find out where your time is going, and take control. It sounds insane, but by actually tracking your time, you can see exactly where you’re bottlenecking in your business, and fix it.
   • I personally use the free version of clockify but others include Toggl Track, Harvest, RescueTime, or even paid versions like Memtime.
4. Cloud Storage and Collaboration
   • Access your files anywhere, anytime and never lose anything again. Trust me, cloud storage is a lifesaver. Who wants to log on to the computer or laptop to share that one file 😉
   • Examples include Google Drive, OneDrive and Dropbox.
   • Pro Tip: Always have an external backup of your data. Cloud storage is amazing, but having a second safeguard ensures you (and your clients) are truly covered.
5. Communication Tools
   • Simplify your client calls, team chats, and collaboration communication.
   • For team communication, consider: Slack, Zoom, Microsoft Teams, Google Meet, WhatsApp, Loom, Vimeo.
   • For appointment setting: Streamline the process with tools like Calendly, TidyCal or the scheduling feature inside your CRM.
6. CRM (Customer Relationship Management)
   • Keep track of leads, follow-ups and client information without breaking a sweat and having it readily available on all your devices is a life-changer.
   • There are so many example softwares, but here’s a few to get you started. TAVE, Honeybook, Dubsado, Pipedrive, HubSpot, GoHighLevel.
   • Remember, you need to find a system that works for YOU, otherwise you won’t use it and it’s not going to save you time.
   • Pro Tip: your project management system might be all that you need to get started – test it out before diving into dedicated CRM software 😉
7. Note-Taking and Knowledge Management
   • Capture all your brilliant ideas before they vanish.
   • Having ONE spot for ideas is key to avoiding overwhelm and that dreaded “where did I put that”. More on my method here.
   • Here’s my personal system:
     • Google Docs: Idea templates (hello organised tabs)
     • Asana: For task-related ideas, reminders and to-dos.
     • Remarkable: Note-taking with transcription to text – magic!
     • Microsoft OneNote and ScreenCapture (Chrome Plugin): For fast captures and references.
   • Pro Tip: Use a consistent naming convention and action words for your to-dos to keep everything clear.
   • Other examples of note-taking and knowledge management include Notion, Evernote and good ol pen and paper 😉
     • Remember to find one that works for YOU and commit to it!
8. Canva
   • Your design sidekick! Seriously. I couldn’t live without this software in my business. From creating social media graphics to presentations, Canva is the tool that let’s anyone look like a pro.
9. Password Manager
   • Avoid the “forgot password” scramble and keep your credentials secure and do not save your passwords to Google Password Manager as an example.
   • I personally use Dashlane for me and my family on all my devices, it’s so easy and I can group passwords and secure notes and payments (life-changer), but others include LastPass, 1Password and Bitwarden.
10. Electronic Signatures
    • Save time and headaches for you and your clients by going paperless. Tools like DocuSign and HelloSign or even features in Google Docs and Adobe make signing and sending documents a breeze. Your clients will love you too.
    • Remember to check your CRM or invoicing software, it may already have this feature built-in.
      

Final Tip: Find what works for YOU! The key to using tools effectively, is commitment. Test a few, find what clicks and stick with it. The best tool in the world won’t help if it just gathers (virtual) dust.

Avoiding Tool Overload

Because more tools = more chaos.

Here’s the thing, having too many tools can actually slow you down. To keep things simple:

• Solve Real Problems: Focus on tools that address your biggest challenges.
• Streamline Your Stack: Pick tools that can handle multiple tasks
• Regularly Review: If you’re not using a tool regularly, it’s time to let it go.

Getting the Most Out of Your Tools

Even the best tools need a little TLC.

Bought the tool? Great, now make sure it’s actually doing its job.

• Learn the features: Watch tutorials or use the help guides to unlock its full potential.
• Stick with it: New systems take time. Don’t give up after one week.
• Evaluate regularly: Is this tool saving you time, or creating more work? Adjust as needed
• Don’t have time to implement a new tool that will save you time? Check out my VIP day below 😉

The right tools won’t just make your work easier, they’ll make it smarter.

Start small, test what works, and let your tech stack work for you!

Next up Delegate When Necessary.

This series is your ticket to working smarter, living better, and making progress without the burnout. Let’s do this!