Tools Tools Tools

Seven of my favorite softwares and resources that make small teams more effective.

January 17, 2020

It's rare that I would ever post something along these lines, but I've gotten asked about the tools I'm using as a one-man show to make my life easier. Without further adieu, here are my favorite seven.

G Suite by Google

A client of mine recently indicated that he had purchased G Suite but was not using it to its fullest potential. Since it's the base layer for all of my administrative and business responsibilities, it seemed like a great place to start. The core features that every startup should take advantage of are Gmail, Google Calendar, and Google Drive. By getting your whole team on these, the organizational integrity of your startup will get better. No more housing files on individual hard drives or trying to keep up with each other's schedules. It's all put right into a shared system. Apart from admin uses, services like Google Docs, Google Sheets, and Google Slides are suitable replacements for Microsoft Office. Think about all the burritos you could buy with an additional $7 per employee a month. That's a lot of frijoles.


As for tracking projects, posting work for clients, and documenting approval, Notion has been a gem. For starters, it's free software that combines the best elements of Trello, Evernote, and Google Docs into one, malleable software. Granted, the drawback is that there is a learning curve to really making this software work its magic for your team. Anyone working on product design, or long-term internal projects would get a kick out of Notion's visual layout for tracking progress.


Sometimes typing out a message just ain't enough and your collaborators need to hear your voice. What Loom allows me to do is send videos to clients to explain my thinking and giving in-depth walkthroughs of a particular project element. It's especially helpful when going over designs, website projects, and giving feedback on other items. The kicker is that it's free and since all of the videos are distributed via URL, it makes for an easy send on any communication or project management platform.


You've got a lot of important shit to do and not a lot of time to do it. Any chance you get to automate a routine process is a chance to get back something invaluable: time. Because of Zapier's no-code principles, it allows users to connect independent web-apps based on a series of "if this, then that" operations. Whether you are looking to do simple things like automatically respond to a website form submission, or doing more complex stuff like webhooks, Zapier is the jam.


Good stock images are hard to come by, and it's even harder to find free images. Unspalsh has been a gem for finding high-resolution images to use on websites, within marketing collateral, or any other task where a good quality image is needed. There is a fault, in that since the images are free, it's easy for others to use the same ones. However, I've found that the workaround with this is to get creative and not be so literal with the images you're using. For example, if you're talking about a business crisis, don't use an image of a business person cringing at their desk. Find a picture of something on fire, or an earthquake to connote the idea of frantic chaos.


Going back and forth trying to figure out a time to meet up with someone is a pain in the ass. Use Calendly instead.


The no-code era is upon us. It's no longer necessary to bring in developers to build out custom websites or online applications. I have little to no code writing expertise, but I can build websites that include upvote features, sell tickets to events, and make it possible for marketing teams to work efficiently within a well-designed website. All without writing code. From a business perspective, this cuts out major bottlenecks like passing designs back and forth between a designer and a developer. Give developers the freedom they need to do heavy lifting on your startup team, let designers make the damn thing beautiful, and allow your marketing team to fire off content without worrying about how it will affect the site.

Links to each of the tools below:








More you say?

Slay the Dragon

Why it is better to launch before you are ready.


Startups frequently align with the idea that you need to be absolutely perfect before you launch your product/service. That's a surefire way to never make progress.

Part of me thinks it's because they want to be seen as the best and idealized, rather than being something good.

I'll be honest, I know my website could improve. I know I launch articles and newsletters with spelling errors. I know that I sometimes forget pieces of information that would have made a difference in a sales call. But we cannot go on expecting that everything has to be, or will be for that matter, perfect.

It's as if startups conflate being vulnerable and human with being undesirable. That fear of being undesirable is a dragon, snarling and biting, waiting to inevitably breakdown your door and consume you rotisserie style.

Screw that, take the offensive. Launch with imperfections, bumps, and blemishes to say, "we are not perfect, but we will continue to get better."

Slay the dragon.

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Creche le Créneau

Ideas and frameworks for standing out in a crowded marketplace.


Rebellion in its purest form is the willingness to go right when everyone else goes left. Meaning, it is an intentional effort to be different from everyone else. Developing a recognizable, bold brand is contingent upon this. What's not always clear though are the tactics used to intentionally differentiate your brand from your competitors.

First, research

Ugggghhhhh, research? C'mon man, I thought branding was supposed to be fun? Branding is fun and the best way to ensure it's fun is to do it right. You must know what is already out there within your market to see how you measure up. If you all look and sound exactly the same, this makes it insanely difficult for consumers to make a buying decision. The research doesn't have to be extensive either, especially if you can't afford the time. But you could at the very least do this:

Research your top 7 competitors via their website and social accounts. Ask yourself these three questions:

What do I feel when going through their marketing? List out all the adjectives you can (encouraged, empowered, bold, safe, clean, edgy, rustic, modern, etc.) or if you don't feel anything, write that down too.

Who do I think would buy this product/service? Be specific, write down the person's sex, age, economic status, occupation, etc. if a competitor seems like they are trying to appeal to everyone, write that down.

What is missing? These could be emotional qualities, different tiers in quality or price, or a missing offering that would be useful to the consumer.


With all of this information, you can now assess where the weak points are in the market. For example, if all of your competitors gravitate toward a male audience, perhaps there is a chance to be female-centric. If they all charge a low price, there is an opportunity for a high price, high-quality offering. At the very least, if all of them act the same, there is an opportunity to be different at an emotional level.

Creche le créneau

French for "fill the void." Somewhere in your research is a gaping hole that no one has filled yet. Be it emotionally, quality of goods, accessibility, or catering to a specific user, if something is missing, there is an opportunity. If you can find a hole that fits the purpose and vision of your business, you've got the foundations of a rebellious brand.

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