My Favorite Tools for Staying Productive as an Entrepreneur

You’ve got client work, admin work, marketing, meetings, content creation, and that ever-growing to-do list that somehow regenerates itself overnight. Productivity isn't just about “doing more”—it's about working smarter so you can run your business without it running you.

As a virtual assistant and business owner, I’ve tested a lot of tools over the course of my work. Below are my tried-and-true favorites—the ones that help me stay organized, focused, and in control of my day (most days, anyway!).

🧠 1. ClickUp – For Task + Project Management

I live in ClickUp. It’s where I track:

  • My client work

  • Internal BGVA projects

  • Content calendars

  • Recurring admin tasks

I love that I can customize views (list, calendar, board), set due dates, and collaborate with clients all in one place. Whether you’re a solopreneur or managing a team, ClickUp gives your brain a break from trying to remember everything.

📝 Tip: Use recurring tasks for anything you do weekly or monthly—it’s like setting it and forgetting it.

📁 2. Google Workspace – For Drive, Docs, and Organization

Google Workspace keeps my digital life organized. I use:

  • Google Drive for all my files, folders, and client assets

  • Google Docs for drafting content and SOPs

  • Google Sheets for tracking metrics and planning launches

It’s cloud-based, easy to share, and super search-friendly when you name things right.

📝 Tip: Color-code your folders and create shortcut folders on your Drive homepage for your most-used docs.

📬 3. Canva – For Quick, Branded Graphics

While I have a background in design, Canva is my go-to for quick content creation. I use it to make:

  • Social media graphics

  • Client onboarding materials

  • Lead magnets

  • Branded PDFs and pitch decks

It keeps my visuals consistent without needing to open up more complex tools (unless I want to).

📝 Tip: Save your brand kit (colors, fonts, logos) so everything you create stays on brand.

📨 4. Slack – For Clearer Client Communication

Email is great, but sometimes you just need quicker back-and-forth. I love using Slack with my retainer clients to keep communication streamlined without letting it take over my day.

It’s more personal than email, less chaotic than texting, and keeps convos in one place.

📝 Tip: Set communication boundaries to avoid 24/7 ping-ponging.

⏱ 5. Toggl – For Time Tracking

Want to find out where your time really goes? Track it.
Toggl is a simple time-tracking tool that helps me stay focused and track hours for client work. It’s also amazing for spotting time leaks and helping you price your services more accurately.

📝 Tip: Use it for a week and you might be surprised where your time is really going.

☁️ 6. Loom – For Screen Recording & Training

When I need to show a client how something works—or hand off a task to a team member—Loom is my go-to. It lets me record quick tutorials or walkthroughs without needing to hop on a call.

Bonus: it saves time for both of us, and it’s so much easier than writing out long instructions.

📝 Tip: Create a “how-to” library in your Google Drive with your most-used Looms. Future-you will thank you.

✨ Final Thoughts

At the end of the day, no tool can replace boundaries, strategy, or knowing when to take a break. But the right tools? They can reduce decision fatigue, simplify your systems, and help you focus on the work that matters most.

And if setting up systems isn’t your thing—that’s where I come in.
As a virtual assistant, I help entrepreneurs like you get organized, stay on top of their to-do list, and finally breathe a little easier.

💻 Want Support Getting Your Systems in Place?

I’d love to help. Whether it’s organizing your ClickUp board, cleaning up your Google Drive, or setting up a client onboarding workflow—I’m here to be your right-hand (virtual) assistant.

👉 Schedule a call today to chat about how we can streamline your business together.

Brenda Gorton