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My Tool Stack

Hardware

  • Apple iPhone 11
  • Apple Macbook Pro
  • Apple Watch SE
  • Apple Airpods

Software

Browser

I use Google Chrome, set up with different profiles for each role of my life (generally mapped back to an organisational email). Chrome is then used to access most other sites and apps below.

Files

Google Drive holds all my files. I use Docs, Sheets and Slides.

Meetings/Calls

Google Meets is my video calling platform of choice. Zoom when someone sends me a Zoom invite. I resent Microsoft Teams.

Personal Communication

  • Signal
  • iMessage

Professional Communication

For my emails, I use Gmail and use the Inbox Zero framework with a combo of labelling, filtering and multiple inboxes - see this video for more.

At Ammo Marketing, we use Outlook for external comms and Slack for team comms.

Time Management

  • Google Calendar (kai@kailovel.com, kai@ideasperth.org)
  • Outlook Calendar (kai@ammo.marketing)

I see them in one place using Motion, which lets me also schedule meetings and block distracting sites/manage Chrome tabs easily (which all come under time management IMO.)

Tasks

I use Google Tasks. It's simple and works so nicely with Google Calendar / Gmail.

By the way, this section of the page is responsible for most of my stack changes. Here's a list of task software I've tried using in the past:

  • Things 3
  • Todoist
  • Trello
  • Asana
  • Basecamp
  • Apple Reminders
  • ClickUp
  • Notion
  • Motion (another one)

Notes

I use a combination of Google Docs and Notion. Generally Notion holds stuff longer term, whereas Google Docs is my preferred tool for quick entry and thought (mainly because I can just type in docs.new in a browser to get a new doc. Easy.)

Contacts

I use Google Contacts syncing on my iPhone to manage all my personal contacts. Great for things like birthdays.


How I'd set up a business

If I had to choose a stack of tools for a business, this is what it would look like. Naturally each business has different needs, but this is my generic, go-to stack.

Google Workspace

  • for email (mainly external comms) with Gmail
  • for calendar with Google Calendar,
  • for files with Google Drive (plus Docs, Sheets and Slides for creation)
  • for meetings with Google Meet

Integrated with

Clockwork - for optimising team time/focus
Slack - for internal comms
Hugo - for meeting notes
Notion - for internal knowledge/wiki
Process Street - for internal procedures/process
Asana/ClickUp - for task management
Loom - for video sharing
HubSpot - for contacts/CRM
1Password - for access management
Xero - for accounting/payroll

Payments