We all have those moments, right? You’re deep in a project, feeling the flow, and then… you hit a snag. Maybe it’s a clunky app, a slow computer, or just a general feeling of disorganization. It’s in these moments that having the right tools can make all the difference. For years, I’ve been on a quest to find the perfect setup—a collection of apps, hardware, and services that don’t just get the job done, but make the process enjoyable and efficient. It’s a journey of constant refinement, and today, I want to pull back the curtain and share what’s currently in my productivity toolbox.
Think of it like this: you wouldn’t try to build a house with just a hammer, right? You need a variety of tools, each suited for a specific task. The same goes for your digital life. Having a well-curated set of resources can transform your daily workflow, turning frustration into fluid progress. This isn’t about buying every shiny new gadget, but about strategically choosing what genuinely enhances your ability to focus, create, and manage your time.
The Apps That Keep Me Moving
My phone and computer are extensions of my brain, and the apps I choose are the gears that keep everything turning smoothly. Here are some of my go-to applications that help me stay on top of things, from quick notes to long-form writing.
Quick Capture and Organization
- Drafts: My digital scratchpad. When an idea strikes or a task pops up, Drafts is where it all lands. It’s perfect for jotting down quick notes, then easily sending them off as an email or into my task manager.
- Apple Notes: Over the last year, Apple Notes has grown on me. The sync is seamless, the multimedia features are a bonus, and it works across devices—even on Windows via the web interface.
- Reminders: For shared lists like our family’s grocery list or upcoming events, Reminders makes life easy. Simple and effective, especially if you’re deep in the Apple ecosystem.
Security and Communication
- 1Password: In today’s digital age, a strong password manager is a must. It keeps all my logins secure and accessible, and its sharing features help me keep my team connected.
- Slack & Microsoft Teams: At Asian Efficiency, Slack is our default for internal chats—those quick huddles are game-changers. Lately, I’ve also leveraged Microsoft Teams for deeper integrations within the Microsoft 365 ecosystem.
- Discord: Beyond work, I find Discord invaluable for community connections. It might feel a bit hectic at first, but it really brings like-minded people together.
Content Consumption and Creation
- PocketCasts: I’ve been a loyal fan for over a decade. It’s my go-to podcast app, reliable and packed with features.
- Calm: I start my day with a bit of mindfulness. Calm’s daily meditations and sleep stories help me stay centered and ready to tackle the day.
- Audible: I’m all about audiobooks. Whether it’s productivity, biography, or strategy, my car is essentially a mobile library.
- Apple Music / Spotify: I use both—Apple Music for my personal listening and Spotify for family fun. Both serve up the tunes I need to fuel my workflow.
- TextExpander: This one is a true time-saver. Creating custom snippets makes drafting emails and documents feel like second nature.
- Fantastical: My go-to calendar app keeps all my appointments from different sources in one neat view.
- OmniFocus: Task management done right. It’s been my trusted system for years, perfect for detailed task tracking on Mac and iOS (and its web version comes in handy on Windows).
- Grammarly: A friendly sidekick for writing. I usually adopt most of its suggestions to sharpen up my communications.
- Ulysses, Day One, & Mindnode: For longer writing projects, journaling, and brainstorming, these three apps pack a serious punch. They keep my thoughts organized and my creativity flowing.
Utilities and Browsing
From Chrome to Edge and handy browser extensions like Send to OmniFocus and Copy as Markdown, my digital workspace is all about efficiency. I also use tools like Happy Scale, Stock Events, YNAB, and robust storage solutions like Dropbox and Backblaze to capture every part of my life—both personal and professional.
The Hardware That Powers My Workflow
While great software is essential, the physical tools in my arsenal are just as important:
- Elgato Stream Deck: A mini control center on my desk. It automates countless tasks and streamlines my workflow, from toggling apps to managing smart home devices.
- Elgato Key Lights & Wave XLR: Whether I’m on a video call or recording a podcast, proper lighting and quality audio count—a must for any modern setup.
- Logitech MX Master 3S: This mouse lets me switch between computers on the fly, a true productivity booster when juggling my Mac and Windows systems.
- Surface Pro 7, Anker Power Bank, Samsung T7 SSD: These tools ensure I have the power, speed, and backups I need to never skip a beat.
The Services That Support My Life
Sometimes, productivity lives outside your screen. For me, OrangeTheory is that off-screen service that fuels my energy and keeps my body in sync with my fast-paced schedule.
Your Productivity Journey: One Tweak at a Time
It’s easy to look at a list like this and feel overwhelmed, or even tempted to go out and buy everything. But the real secret to productivity isn’t about accumulating tools; it’s about strategic implementation. Just like I’m still exploring new apps and refining my own setup, your journey is unique.
So, here’s my challenge to you: don’t try to overhaul your entire system overnight. Instead, pick just one thing from this list that resonates with you. Maybe it’s a new app, a different approach to managing your calendar, or even just trying out a mind mapping tool. Give it a try, integrate it into your routine, and see how it impacts your productivity. Most of these apps offer free trials, so there’s no risk in experimenting.
Remember, massive productivity gains often come from small, consistent tweaks. Find what works for you, make it a habit, and then, and only then, consider adding another piece to your ultimate toolkit.
