Let’s be honest – there are a lot of tools out there that promise to save you time, streamline your business, and make life easier.
But if you’re anything like me, you’ve probably signed up for a tool or platform thinking, this will change everything!… only to realise that without a system behind it, it’s just another thing to manage.
That’s why today I want to give you a real, behind-the-scenes look at the tools I actually use each week, and more importantly – the habits and systems that make them work.
Because it’s not just about having good tech.
It’s about using it well. And consistently. And in a way that means you’re not carrying your entire business in your brain.
ChatGPT + Custom GPTs (My Smartest Business Shortcut)
I use ChatGPT constantly – but not the generic version.
I’ve created custom GPTs that are trained in my exact brand voice, offers, content strategy, and client language.
That means when I sit down to write?
I’m not starting from scratch.
I can talk out my thoughts, drop in a rough idea, and get back content that sounds like me.
It’s how I:
- Draft blogs
- Plan Reels
- Build course outlines
- Create onboarding sequences
- Map out launch content
And honestly? It’s why my clients love working with me too – because I build these custom GPTs for them, so they can get the brilliance out of their heads and into the world faster.
Google Workspace (Simple, Clean, and Reliable)
Not fancy. But absolutely essential.
Google Workspace is where my team and I:
- Communicate
- Share docs
- Collaborate on launches
- Store shared SOPs
- Sync calendars
It’s the quiet MVP in the background that makes sure nothing falls through the cracks.
Ivorey
Ivorey is my CRM system (built on GoHighLevel) that keeps the whole backend of my business ticking along.
I use it to:
- Run automations
- Capture leads
- Send email sequences
- Schedule social media
- Track conversions
- Manage DMs + SMS flows
It’s not just a CRM – it’s the engine that makes sure the marketing and sales side of my business is happening even when I’m not in the room.
Notion (My Business Operating System + Actual Brain)
Now, let’s talk about the real MVP: Notion
This is more than a task manager – it’s the system that holds my business, my life, and all the moving parts in one place.
Here’s what’s inside:
- My full business operating system
- Weekly and daily task dashboards
- SOPs for recurring tasks
- Content calendars
- Client pipelines
- Financial reminders
- Even our family’s weekly meal plan and big holiday dreams
But the real game-changer? My Reoccurring Task Board.
This is where I keep everything I do on a consistent basis:
- “Write blog posts” → set to repeat on the last Tuesday of the month
- “Record Reels” → every second Thursday
- “Pay subscription” → every 28 days
- “Follow up client payment plans” → automatically scheduled
These tasks don’t live in my head. They live in Notion
And because they pop up in my dashboard each day, I don’t have to carry the mental load of remembering anything.
Why Systems Matter More Than Tools
Here’s the truth:
You can have the best tech stack in the world – but if you don’t have a system to run it, it won’t save you.
The thing that keeps my business running smoothly isn’t just the tools – it’s that:
- I know what needs to happen
- I’ve built repeatable workflows
- My tools talk to each other
- I have a single source of truth (Notion)
- And I don’t rely on memory – I rely on systems
This is what I build for my clients, too.
Because no one has time to rebuild their business every Monday morning from scratch.
You Don’t Need to Work Harder. You Need a System That Works for You
If you’ve been feeling like you’re constantly spinning plates – jumping between platforms, reacting instead of planning, and always behind on something – this is your sign to stop.
You don’t need to do more.
You need a business operating system that supports you.
One that remembers the billing cycle.
One that tells you what to post and when.
One that gives you the space to just show up and do your work.
That’s what I’ve built for myself.
That’s what I build with my clients.
And it’s why my business now gives me more profit, more calm, and way more freedom – without the mental exhaustion.
Let your systems carry some of the load.
You don’t need to be the engine.
You just need to lead.
