The Tools I Actually Use to Run My Business (And Why They Work for Me)

There are so many tools and recommendations out there for running your business day-to-day that it can start to feel like trying to pick a movie on Netflix when you're already hungry and cranky. How do you know what’s worth paying for, what you can use for free, and what’s just digital clutter in disguise?

When I first started out, I had no clue what I needed—or even what was out there. If you've ever felt that same wave of tool-related overwhelm, you're in the right place.

In this post, I’m walking you through the exact tools I use every single day to run my business, why I picked them, and how I actually use them (not how I think I should use them). Take what’s helpful, skip what’s not, and remember: there’s no one-size-fits-all tech stack.

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1. CRM: 17hats

This is the command center of my business brain.

I use 17hats to send contracts and invoices, book appointments, track client details, and automate emails so I don’t forget to follow up when someone ghosts an invoice (we’ve all been there). It even creates Zoom links for meetings automatically—so no more frantic searching for the right link 30 seconds before a call.

Why did I choose 17hats? Honestly, I kind of fell into it. It was the platform my first few clients were using, so I learned how it worked by necessity. By the time I was ready to pick my own CRM, I already knew my way around and appreciated how much it could do without feeling like I needed a tech degree.

I’ve also worked with Dubsado and HoneyBook, and they each have their own strengths—but 17hats hits the sweet spot for me between functionality and ease of use.

2. Email Marketing: MailerLite

MailerLite is my go-to email marketing platform, and I have a bit of a soft spot for it.

It’s user-friendly, the free version is surprisingly powerful (up to 1,000 subscribers and I haven't managed to hit an automation limit yet!), and it lets me set up automations like nurture sequences and welcome emails without wanting to throw my computer out the window (I'm looking at you, Mailchimp).

I’ve tested out Mailchimp, ConvertKit, Flodesk—you name it. And while Flodesk wins in the “pretty emails” department, MailerLite is the practical best friend who helps you get stuff done. If you’re just starting out or aren’t ready to invest in a premium tool yet, it’s a solid option that won’t make you cry. (And for the love of god, if you are a beginner or not ready for a paid platform, please don't get Mailchimp. It tries to lure you in, but these days they are making it harder and harder to get anything useful done on a free account).

3. Content Creation: Canva + ChatGPT

For anything visual—social graphics, lead magnet designs, YouTube thumbnails—I’m team Canva all the way. It’s easy, it’s versatile, and it makes me feel like a designer without having to, you know, be a designer.

I love my Canva Pro account, but if you're not using it multiple times per week, the free version is probably enough for you.

For the words side of content creation, I use ChatGPT. Not to write everything for me, but to help me brainstorm, structure ideas, or get unstuck.

Sometimes I ask it for Instagram post ideas. Other times I’ll use it to outline a YouTube video from a topic I already have in mind. It’s like having a really enthusiastic writing buddy who’s always down to help—and sometimes it even looks at things in ways I never would have thought of.

4. Website: Wix

Before I started my current business, I had worked with some clunkier platforms, like Weebly. So I knew I wanted something different for my Kayla Droog Consulting website.

A friend recommended Wix at the time, and I appreciated how intuitive it felt. I’ve built other sites on Squarespace (also solid, and honestly if I was starting over today, I don't know which one I would pick!) and WordPress (not my fave). Wix strikes a good balance of being beginner-friendly while still offering enough customization.

Plus, I host my domain and business email through Wix too, which keeps things tidy. And I love a tidy system.

If you are just getting started, Wix and Squarespace are both great options. I don't recommend Wordpress for beginners. It has a steeper learning curve, and in my opinion you need some custom coding to really make it look pretty.

5. Project & Task Management: Embracing Organized Chaos

Let’s talk about my slightly messy, totally functional system for task management.

Here’s the thing: my brain likes variety. If I use one platform too consistently for too long, I get bored and check out. So my approach is more like a rotating menu.

• 17hats handles recurring client tasks, so I never forget the important stuff.

• ClickUp is where I plan internal projects and delegate tasks to my team.

• Trello is my happy place for content planning. I love dragging things around between columns.

• Google Docs + Sheets come in handy for big-picture planning or messy brainstorming.

• Asana is what I use when a client’s already set up there.
  

Could I consolidate? Maybe. But this mixed-bag method works for my brain right now. And that’s what matters.

Sometimes I also scribble tasks in a notebook or on a sticky note that gets stuck to my water bottle. Sometimes I forget to check my 17hats to do list for a week. That’s real life. And that’s okay.

No Business Tool Is Magic (Even If Their Ads Say Otherwise)

I once got a Motion subscription thinking it would “fix my life.” Spoiler: it didn’t. I forgot to cancel it and now it sits unused in my digital drawer of regret. That’s just how it goes sometimes.

Here’s what I want you to remember: the best tools are the ones that work for you—your business, your brain, and your bandwidth.

You don’t need a perfect system. You just need one that helps you take action.

If you’re tired of playing trial-and-error with tools and want a stress-free way to figure out what actually fits your business, I’ve got something exciting in the works. I’m building a comfy, DIY-friendly way to set up the right systems for you. No pressure. No overwhelm. Just solid support.

Got a question about any of the tools I mentioned? Drop it in the comments or send me a message. I’d love to chat about it.