Life often feels like a juggling act, doesn’t it? We’re constantly trying to balance work, personal life, health, and everything in between. For years, I chased every new productivity hack and shiny tool, hoping to find that one magic bullet that would make everything click. I’d download apps, buy gadgets, and try every system under the sun. Sound familiar?
What I eventually realized is that true productivity isn’t about having the most tools, but about having the right tools that genuinely support your unique workflow and well-being. It’s about building a personal arsenal that helps you manage your time, energy, and attention effectively, without sacrificing the things that truly matter. Today, I want to pull back the curtain and share the exact apps, hardware, and services that have become indispensable in my own life. These aren’t just random picks; they’re the ones that have stood the test of time and consistently help me get important things done.
Apps That Streamline My Day
Let’s start with the digital side of things. Our phones and computers are powerful extensions of ourselves, and with the right apps, they can become incredible productivity partners.
Connecting with a Personal Touch: Vidyard
Imagine you’ve just met someone fascinating at an event, or you’re onboarding a new client. Instead of a generic email, what if you could send a quick, personal video message? That’s where Vidyard comes in. I use it constantly to record short screen or camera videos, then quickly share them via email or text. It’s incredibly personal and takes just a couple of minutes. For example, when I send a text, I’ll often wave my hand at the beginning of the video. That wave becomes the thumbnail, instantly grabbing attention before they even hit play. It’s a small touch, but it makes a big difference in connecting with people.
Understanding My Inner World: Daily O and RhyScience
Productivity isn’t just about external tasks; it’s deeply tied to our internal state. I use Daily O to track my mood every evening. It’s a simple five-point scale with emojis, and I tap on various activities I did that day—like how well I slept, if I journaled, or if I exercised. My sports psychologist actually recommended this to help me understand what contributes to my best days. It’s fascinating to see the patterns emerge.
Complementing Daily O is RhyScience, an app that works with my Oura Ring to track sleep debt and circadian rhythm. The Oura Ring is great, but RhyScience takes that data and shows me when I’ll feel most alert and when I’ll naturally slump. This insight has been a game-changer for my schedule. If I know I’m most energized between 9 AM and 11 AM, that’s when I tackle my most important work. If there’s a natural dip from 1 PM to [3:30] PM, I’ll schedule a workout, a nap, or some light reading. It’s about flowing with my natural energy, not fighting against it.
My Personal CRM: Tana
As someone who loves connecting people, I meet a lot of interesting individuals. Tana, a note-taking app that feels like a blend of Obsidian, Airtable, and Notion, has become my personal CRM. Every time I meet someone new, I create a “node” for them, noting their name, city, industry, and interests. When I have a lunch or meeting, I’ll add notes and tag the person. Later, I can pull up all interactions with that person, which is incredibly helpful for building and maintaining relationships.
One of my favorite features is tagging “opportunities.” If someone casually mentions they’re looking for a soccer coach for their son, I’ll tag it. Twice a week, I review these opportunities. If I can help, I’ll make an introduction or send a text. It’s incredibly fulfilling to connect people and solve problems, even if it’s outside my direct work. It reinforces my belief that happy people are productive people, and strong relationships are a huge part of that happiness.
Essential Digital Tools: Chrome, TextExpander, and the Trifecta
Chrome is my go-to browser, powered by essential plugins like Pocket for reading articles later, AdBlock for a cleaner browsing experience, and OnePassword for secure password management. I also use “Send to Kindle” to push articles directly to my e-reader.
TextExpander is another non-negotiable. If you’re not using a text expansion tool, you’re missing out on massive time savings. A few keystrokes can expand into a full email, a common phrase, or even a code snippet. I honestly can’t imagine working without it.
And of course, the Asian Efficiency Trifecta: Evernote for note-taking (though I’m slowly migrating to Apple Notes), OmniFocus for task management (it’s been my reliable partner for almost a decade), and Fantastical for my calendar, powered by Google Calendar on the backend. These three form the backbone of my digital organization.
Staying Informed and Relaxed: Artifact, Overcast, and Calm
Artifact is my news aggregator, and I love its AI-powered summary feature. I can quickly get the gist of an article before deciding to dive deeper, saving me from clickbait rabbit holes. For podcasts, Overcast has been my loyal companion for years. And for mental well-being, Calm is my daily go-to. I use their “Daily Calm” feature for a 10-minute meditation each day, which helps me declutter my mind and stay centered.
Travel, Health, and Fun: TripIt, MyFitnessPal, Shortcuts, Skyview, NordVPN, InShot, and ChatGPT
TripIt is my travel manager, invaluable for keeping track of itineraries and even suggesting alternative connections during delays. MyFitnessPal helps me track my diet and calories, though I go through phases of strictness. On my iPhone, I leverage Shortcuts for automation, like recording a voice note that automatically emails my executive assistant. Skyview is a fun app that shows me stars and planets when I point my phone at the sky—great for a casual conversation or a unique date idea. NordVPN is my chosen VPN for secure browsing on the go. InShot is my preferred video editing app for quick, fun clips on my iPhone. And finally, ChatGPT—if you’re not using it, you’re missing out on a powerful AI assistant that can transform your work.
Hardware and Tools: My Physical Arsenal
Beyond the digital, there are physical tools that significantly impact my productivity, often by boosting my energy and well-being. I’m a big believer that the healthier you are, the more productive you become.
Daily Rituals: The Five Minute Journal and Oura Ring
The Five Minute Journal is a daily practice for me. Every morning, I jot down what I’m grateful for and what I want to accomplish. In the evening, I debrief my day. It’s a simple yet powerful way to cultivate gratitude and focus. My Oura Ring, a small and unobtrusive fitness tracker, monitors my sleep, heart rate variability, steps, and calories. It’s a constant source of data that helps me optimize my health and energy. Even if you’re not actively trying to optimize, just observing the data can lead to profound insights about your body and habits.
Ergonomics and Presentations: Logitech MX Master 2S and R800 Clicker
My Logitech MX Master 2S mouse, though a gaming mouse, is perfect for productivity with its programmable buttons and satisfying scroll wheel. For presentations, the Logitech R800 clicker is a must-have. It’s incredibly reliable, and I’ve used the same one for years without needing to replace the battery. It’s a small detail, but it makes a big difference when you’re on stage or teaching a masterclass.
Always Connected: AirPods and AirTags
I have three pairs of AirPods—one permanently at my desk for calls, and two for on-the-go use. This ensures I always have a charged pair ready, whether I’m running errands or listening to an audiobook. AirTags are another Apple product I rely on. I have them in my bags, suitcase, and even on my e-bike. They provide immense peace of mind, knowing I can always track my valuables.
Recovery and Mobility: Therabody Products and Normatec
My home often feels like a mini-gym and wellness club, thanks to my focus on recovery. Therabody products are a staple: the Theragun for self-massage, the TheraBody Cup for cupping therapy (great for those hard-to-reach spots), and the PowerDots for electrical stimulation to aid recovery and increase blood flow. I also use the Thermo Cube, a portable ice and heat pack, especially for my elbow after playing pickleball.
Another recovery essential is the Hyper Ice Normatec. These compression sleeves for my legs help with lymphatic drainage and make my legs feel incredibly fresh. I use them almost every night as part of my wind-down routine, which also helps lower my heart rate and prepare for sleep.
Strength and Balance: Kettlebells, Mace Bars, Club Bells, and Slack Block
For physical strength and mobility, I incorporate kettlebells, mace bars, and club bells into my workouts. These tools are fantastic for rotational strength and overall body balance, which is often overlooked in traditional gym routines. The slack block, a wooden plank with a cushion, helps me practice balance and strengthen my feet. It’s a simple tool, but incredibly effective for longevity and preventing falls.
Smart Living: Ray-Ban Stories, Philips Hue, and Power Banks
My Ray-Ban Stories sunglasses allow me to listen to music while cycling, without blocking out ambient sounds like traffic—a crucial safety feature. They also let me capture photos and videos on the go. At home, Philips Hue lights automatically dim at [9:15] PM, signaling the start of my shutdown ritual and helping me wind down for the night. And I always have multiple power banks on hand, like the Anker 622 magnetic battery, to ensure my devices are charged, especially my phone, which is essential for accessing my building.
Immersive Sound: Sonos Speakers
For music and audio, Sonos speakers are my top choice. The sound quality is exceptional, and adding a Sonos subwoofer has transformed my music listening experience. It’s a worthwhile investment for anyone who appreciates rich, immersive sound.
Services That Give Me Back Time and Energy
Finally, let’s talk about the services that free up my time and energy, allowing me to focus on high-leverage activities.
Delegating the Mundane: Meal Delivery, Housecleaning, and Personal Assistants
I haven’t cooked in almost a decade, thanks to meal delivery services. Food is fuel for me, and having healthy, pre-prepared meals saves immense time and mental energy. Similarly, a house cleaner comes twice a month, handling the cleaning so I don’t have to. And my personal assistant comes weekly to help with errands, laundry, organizing, and anything else that frees up my time. She even swapped out my summer and winter wardrobes recently, which was a huge time-saver.
Strategic Support: Executive Assistant and Thumbtack
My executive assistant works remotely, managing my calendar, making calls, and conducting research. If you earn over $150,000 a year, I highly recommend hiring a part-time executive assistant. It’s a game-changer for leveraging your time. I found mine through GreatAssistants.com, a service I highly recommend.
For finding local talent, Thumbtack is my go-to marketplace. Whether I need a handyman or a DJ, it connects me with professionals quickly, even if it’s a bit pricier for the convenience.
Community and Wellness: Member Clubs and Health Clubs
Joining member clubs like Soho House in Austin has been invaluable for networking and hosting events. It’s a curated environment that speeds up meeting interesting people and expanding my social circle. Similarly, my health and wellness club, with its sauna, cold plunge, and recovery tools, has significantly increased my baseline wellness. It’s an investment that pays dividends in resilience, energy, and overall health.
Car-Free Living: Uber and Lyft
For almost a decade, I’ve been car-free, relying on Uber and Lyft. While not for everyone, especially those with families, it’s been one of the best decisions for me living in downtown Austin. It frees me from the hassles of gas, parking, and car maintenance, giving me back valuable time and mental space.
Your Next Step
That’s my personal toolbox! It’s a collection of apps, hardware, and services that have genuinely transformed how I approach productivity and well-being. Now, I know that’s a lot of information. Don’t try to implement everything at once. Instead, pick just one thing from this list that resonated with you. Maybe it’s an app you want to try, a tool you’ve been curious about, or a service you realize could free up your time. Start there, implement it, and see how it impacts your life. Small tweaks, consistently applied, lead to massive results over time.
