Running a business is not just about working hard—it’s about working smart. In my first year building Milo & Ellie Cleaning Services and growing Densky.co, I realized something fast: time is the most expensive currency I have.
I don’t have a personal assistant (yet), and I’m not interested in burning out. So I turned to digital tools—not the flashy ones everyone brags about on social media, but the ones that actually delivered results. These five tools didn’t just help—I’m talking about saving 20+ hours every week. That’s almost an entire day back in my hands.
Here’s the breakdown.
1. Notion – My All-in-One Brain
Before Notion, I was juggling Google Docs, sticky notes, and voice memos. Now, everything lives in one place—client onboarding workflows, social media content calendars, meeting notes, SOPs, even my personal goals.
Why it saved time:
No more switching between apps or losing track of tasks. I use templates to plan weekly operations, and AI inside Notion helps summarize long notes instantly.
Pro Tip:
Set up dashboards for different areas of your business—Marketing, Operations, Finance. You’ll feel like you just hired an extra pair of hands.
2. Zapier – The Automation Beast
I used to manually send follow-up emails, update spreadsheets, and move info between platforms. Now? Zapier automates all that. When a client fills out a form, Zapier adds them to my CRM, sends a welcome email, and updates my to-do list.
Why it saved time:
It eliminated repetitive admin tasks—stuff that stole my focus and energy. You set it up once, and it just runs.
What I automated:
- New client intake
- Lead tracking
- Weekly reminders
- Invoicing and payment follow-ups
3. Canva Pro – Instant Design Without the Designer
Hiring a full-time designer wasn’t in the cards. Canva Pro became my secret weapon for creating sleek, on-brand visuals for social, email, and web.
Why it saved time:
I batch-design a week’s worth of content in 1 hour. It’s drag-and-drop, synced to my brand kit, and already optimized for platforms like Instagram, LinkedIn, and Facebook.
Real impact:
The quality of our brand visuals jumped way up, and engagement followed.
4. Calendly – No More Back-and-Forth Scheduling
You know those 10-message email chains just to book one meeting? That used to be me. Calendly changed that. Clients, partners, and prospects now book time with me instantly, based on my real-time availability.
Why it saved time:
It cut out unnecessary communication and made us look more professional. Plus, it syncs to Zoom and Google Calendar automatically.
5. ClickUp – Project Management on Steroids
ClickUp is where all my team tasks live. Every client request, marketing campaign, or business goal has a clear plan, deadline, and owner.
Why it saved time:
It keeps everyone aligned. No guessing. No Slack messages asking, “Did you finish that?” It also integrates with email, Docs, and calendars, keeping everything in one ecosystem.
Bonus:
The mobile app is fire for on-the-go updates.
What Those 20+ Hours Bought Me
Time isn’t just about productivity—it’s about freedom. With these tools, I gained back the time to:
- Strategize the next growth move
- Spend real moments with my son, Corbin
- Build Milo & Ellie’s online presence
- Actually breathe
If you’re feeling overwhelmed, you don’t need more hustle. You need better systems. These tools aren’t fancy—they’re foundational. The real flex? Running your business with clarity, not chaos.
