Hey Reader,
Today let’s talk about some simple tools that will help you or your team stay on track. Some of them you know, some of them you don’t. You know that as the business grows, so do the number of projects and priorities. Without a simple, visual system to manage them, things inevitably slip through the cracks.
Here are six simple tools I recommend so you can stay on track, delegate more effectively, and scale with ease and clarity:
1. ClickUp - For Clarity, Project Management & Documentation
I have used ClickUp for years and it has always been very easy tool to navigate. It is my personal favourite project management tool and now with its upgrate where you can document your processes, it's even better. You can use it to:
- Track tasks, deadlines, and ownership
- Document SOPs and workflows
- Keep recurring processes visible
- Run operations and planning in one space
Why it works: ClickUp is now powerful enough to serve as your operational hub. One tool, one dashboard, so your team always knows what’s happening, who owns it, and where to find what they need. It allows you to scale without the bloat of multiple tools, while creating a centralized space where your operations can breathe. It also helps new team members onboard faster by giving them visibility into workflows from day one.
Pro tip: Create a workspace with lists like "Backlog," "In Progress," "Blocked," and "Done." Use it during your Monday meeting to align and unblock.
If you have a development team, I would probably replace ClickUp with Jira (for Project Management) and Confluence (for Documentation). Jira supports sprint planning, backlog grooming, and issue tracking so it would be better suited for development teams.
2. Clockify - For Tracking Time
If you are working with a team of freelancers and you need to document their hours somewhere, Clockify is affordable and simple tool to do that. You can also use it for tracking and documenting hours for your own projects. It is a great tool to:
- Track time on different projects
- Analyze where your team (or you) spend most time
- Improve focus and reduce overload
Why it works: Clockify helps you see how your time is truly spent allowing better planning, smarter delegation, and more intentional days. It’s also a great accountability partner. You’ll start spotting patterns like context-switching or time leaks in meetings, insights that let you redesign your calendar for higher-impact work.
3. Loom - For Delegation, SOPs & Clear Communication
Loom is one wonderful tool. I am using it for over 5 years and I absolutely love it. It has helped me with creating SOPs and delegating tasks and most importantly - reduce meetings time. It is a great tool for you if you want to:
- Record quick walkthroughs when you don’t have time for a meeting
- Explain a process once and share it with the team
- Clarify expectations or provide visual context
Why it works: Loom helps you transfer knowledge quickly, without needing to schedule a call. Great for async team updates and handoffs. It’s especially useful for documenting repetitive tasks, training new hires, or walking someone through a complex process with clarity and speed.
4. Miro - For Visual Collaboration & Strategic Planning
If you want a tool that is used only for visual collaboration and strategic planning, you can use Miro. With this tool you can:
- Map out systems, workflows, and user journeys
- Co-create with your team in real-time or async
- Visualize brainstorming sessions or quarterly planning
Why it works: When things get complex, visual thinking unlocks clarity. Miro’s canvases make strategy, operations, and collaboration more intuitive and engaging. It’s ideal for teams that need to stay aligned on vision and execution across time zones or fast-moving priorities.
5. Google Calendar + Calendly - For Smart Scheduling
The simplest, simplest way to schedule your meetings is integrating Google with Calendly. I use it all the time to:
- Set clear availability and boundaries
- Let people book time without email back-and-forth
- Block focused work time proactively
Why it works: Time management is leadership (and money). When your calendar reflects your priorities, your team follows your lead. This combo gives you control over your time while making it easy for others to connect. Bonus: no more "Are you free this week?" back-and-forth. Just send the availability link and people can book a time whenever works for them.
6. Kit - For Easy Automation & Workflow Triggers
If you are wondering what I am using to send you these emails - this is it. I am using Kit for years and I am super satisfied with the tool. It is easy to use, easy to navigate and it has all the options a small business would need. You can use it to:
- Send automated email sequences or reminders
- Trigger onboarding flows or internal checklists
- Reduce manual follow-ups
Why it works: Kit simplifies automation for non-technical users. It’s a great way to create consistency in your operations without heavy tools. You can build lightweight, reliable workflows that make sure nothing slips through the cracks, especially when you're juggling many priorities.
Bonus: GoHighLevel - For End-to-End Client Management and Sales Automation
I’ve used GoHighLevel before and was very satisfied with how comprehensive it is. It’s an all-in-one platform that streamlines client acquisition and retention. It is not an amazing tool for easy navigation, but it's good once you get a grip on it.
While it’s a bit on the pricier side, the value it brings, especially for sales agencies and service providers, is significant. Its strength lies in combining automation with personalization, helping you close gaps in the client journey while staying present in your communication. You can use it to:
- Build funnels, track leads, and run marketing campaigns
- Automate client onboarding and follow-ups
- Replace multiple tools like CRM, email marketing, and scheduling
Don't thank me yet, but let me know if you've tried some of these tools and which one is your favorite.
Need support creating more breathing room and structure in how you work?
I offer a Monthly Consulting Package for founders and executives who want to run their businesses more effectively—without taking on full-time ops help.
You’ll get a tailored operational audit, weekly coaching calls, and guidance on simplifying how your team works—so you can scale without burning out or slowing down.
If that sounds helpful, feel free to Book a Discovery Call today.
Until next time,
Best,
