My Top 10 Tips for Tools
When you’re running a business on your own, your tools are effectively your teammates. But if you pick the wrong ones, or use them the wrong way, they just become another thing on your to-do list that makes you want to scream.
After years of "businessing," both in big corporates and for myself at OpsWiz, these are the 10 tools that actually make a difference to the day-to-day muddle.
1. Todoist: Your Second Brain
Stop trying to remember everything. Your brain is for having ideas, not storing them. I use Todoist to dump every single task the moment it pops into my head. If it’s in the app, it’s out of my brain, which means I can just focus on the client in front of me instead of worrying I have forgotten something. It also puts a stop to the re-remembering phenomenon (aka the Zeigarnik Effect), when your brain cannot let go of unfinished business and keeps bringing it up. But, of course, and most importantly, it means things actually get done!
2. Google Gemini and NotebookLM: Kill the Blank Page
Blank page paralysis is a massive time-thief. I use Gemini and NotebookLM together to get my thoughts moving. I’ll dump my messy notes in and ask it to find the themes or give me a starting point. It’s not about letting AI do the work; it’s about having a digital intern to get the first (often terrible) draft out of the way.
3. Google Workspace: Get Professional
If you’re still using a personal Gmail address for your business, it’s time to level up. For the cost of a coffee and cake per month, Workspace gives you a professional email with your website address (domain name), huge amounts of storage and a calendar that works – it even has bookings and online meetings included. It tells your clients you’re a real business, not someone with a side hustle.
4. FreeAgent: Manage the Money
I’m a huge fan of FreeAgent for managing business finances. With the mobile app it’s the closest thing to having a bookkeeper in your pocket. It’s free with certain bank accounts (like NatWest or Mettle), and it automates the stuff we all hate: chasing invoices, categorising expenses, and keeping an eye on income for the tax man, which will help with Making Tax Digital. Whilst I t’s by far the simplest of the accounting apps, I would still recommend talking to an accountant before you set it up.
5. Dashlane: Stop the Password Reset Cycle
How much time do you lose clicking "Forgot Password"? How many times have you used the dogs name or your old address as your password? Have you even forgotten your username or which email you used to sign up? Dashlane keeps everything secure and fills in your details automatically across all your devices. It’s a tiny bit of friction removed from your day, but those minutes (and micro stresses) add up.
6. OneNote: The Note Book You Can’t Lose.
Stop scribbling vital notes on scraps of paper or in the back of old notebooks you can’t find. OneNote keeps everything organised and, crucially, it syncs across your phone, tablet and laptop. Whether you're at your desk or out and about, your notes are always there.
7. Toggl Track: Where Does the Time Go?
If you feel like you’re working all day but achieving nothing, you need Toggl. Use it for a week to track where your time actually goes. It’s a wake-up call that helps you realise if you’re undercharging or spending way too much time "faffing around" with admin that doesn't pay the bills.
8. HubSpot (Free CRM): Don’t Lose the Lead
Stop managing your new enquiries in your inbox or your head. HubSpot’s free CRM lets you track leads, book appointments, and keep all your contact history in one place. It integrates with your email so you can see exactly when you last spoke to someone without digging through your sent folder. Create email templates, products or services or even a free website. (HubSpot does have marketing too, but its high prices put it out of reach for most small businesses.)
9. Systeme.io: The All-in-One Marketer
If you want to send newsletters, build landing pages, or set up a drip campaign without paying for five different subscriptions, look at Systeme.io. It’s surprisingly powerful for the price (there’s a great free tier too) and keeps your marketing under one roof.
10. Stripe: The Hidden Cost of Manual
Business owners moan about Stripe fees, but have you calculated the cost of your time? Creating invoices, checking your bank, manually sending details, and chasing payments is a time and energy drain. Not to mention the awkward overdue payment or last-minute cancellation conversation. Stripe makes it easy for clients to pay you instantly. The commission is a small price to pay for the time and awkwardness it saves you.
Bonus Tips: Don’t Get "Tool-Happy"
Do Your Own Homework: Just because a friend recommends a tool, doesn't mean it’s right for your brain or your business model (and that includes my tips above!). Check YouTube for tutorials to see if the interface makes sense to you before you commit. There are so many great tools available, but undoubtedly there are some that can make things unnecessarily complicated too.
The Trial Rule: Only start a free trial when you have the time to sit down and use it. If the trial is about to run out and you haven't touched it, don't buy it – no matter what they offer you! Open a new trial with a different email when you’re actually ready to test it properly.
Audit Before You Buy: Before you add another monthly subscription, check the tools you already have. You’d be surprised how many features are sitting unused in Google Workspace or your accounting software.
The Subscription Log: Keep a simple list of what you’re paying for and when it renews. If you haven't used a tool in three months, bin it.
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