If you run a small business or manage a growing team, you already know that smooth operations do not just happen.
You can be the most organized person in the world, but if your tools are a mess, your projects will be too, and your sanity goes out the window with them.
I get asked all the time, “What tools do you actually use to keep everything running?” So today I am spilling the beans. Here are my favourite business tools and operations software that help me (and my clients) stay on top of the chaos.
If you do not have a good project management tool yet, please get one. Asana is my personal favourite.
It keeps tasks, deadlines and updates in one place, so nothing slips through the cracks. I love that it is simple enough for small teams but powerful enough to handle bigger projects too.
What I use Asana for:
Mapping out client projects
Tracking tasks for myself and my team
Setting up repeatable workflows
Keeping everyone accountable without endless emails
Alternatives: ClickUp, Trello, Monday.com — all great too. Just pick one and stick with it.
Goodbye, mystery folders on your laptop. Google Drive keeps files organized, shareable and easy to find.
I love Google Drive because:
It works on any device
You can control who sees what
It is simple for clients to upload or review files
Pro tip: Create a clear folder structure upfront so you do not end up with fifty versions of “Final_Final2_Updated.doc.”
If I had a dollar for every “What time works for you?” email I used to send, I would be on a beach somewhere (oh wait… I am!). Calendly fixes that.
You set your availability, share your link, and people pick a time that works for them. Done.
I use Calendly for:
Client calls
Intro chats with potential partners
Quick check-ins with my team
It connects with Google Calendar, Zoom and other tools so everything runs automatically.
When you have a remote or hybrid team, Slack is a lifesaver. No more endless email chains, just quick messages, organized channels and easy file sharing.
A few ways I use Slack:
Daily check-ins
Quick questions that do not need a call
Sharing wins and updates
Keeping my inbox way less scary
Tip: Set some basic rules. Otherwise, Slack can turn into another distraction. Discord can also be another alternative.
Ever typed out a long explanation for someone and thought, “This would be so much easier if I could just show them”? Loom is for you.
Loom lets you record quick screen shares and videos. It is perfect for:
SOPs and training
Explaining feedback
Showing a client how to do something
Send the link, save the back-and-forth. Plus, your team can watch on their own time.
Notion is where I keep all my “brain stuff.” It is like a digital notebook, wiki and database rolled into one.
How I use Notion:
Storing SOPs and templates
Planning content ideas
Tracking goals and metrics
Keeping personal notes separate but easy to find
It can be as simple or fancy as you want. Just do not fall down the Notion rabbit hole of endless “perfect” templates!
Operations are not just tasks and files. Good ops means knowing where your money is.
QuickBooks is my go-to for bookkeeping, invoicing and keeping track of cash flow. If you are just starting out or want something free, Wave is another great option — or HoneyBook.
Zoom: Because we all need to see faces sometimes.
LastPass: For keeping logins secure but shareable.
Zapier: For connecting apps so little tasks run themselves.
Dropbox Sign (or DocuSign): For getting contracts signed fast.
Your tools should make your life easier, not more complicated. The best setup is the one you actually use consistently.
Start simple. Pick one tool for each area: project management, scheduling, communication, file storage and money. Build from there.
I love helping founders and small teams find the right tools and workflows so they spend less time chasing tasks and more time doing what they love. If you want to untangle your ops, I am here.
