My Tech Stack: The COO Edition
If you want COO energy in your business, your tools can’t be random apps you half-use. They need to be sharp, streamlined, and built to actually run things, so you stop firefighting and start sleeping like a baby. (bc, everything is handled).
Here’s the stack I use to run STWRT (and the same thinking I bring into my clients’ businesses). For each tool:
Why I use it → the operational role it plays.
Why I love it → why it earns its keep.
Don’t use it if… → because COO energy = no wasted time on tools that aren’t fit for purpose.
Calendly
Category: Client Tools
Primarily used for: Scheduling meetings → calendly.com
Why I use it: Time is currency. Calendly kills the back-and-forth and keeps my diary clean.
Why I love it: It integrates with everything, so meetings slot in without chaos.
Don’t use it if… you can’t handle people booking directly into your time. (But honestly? If you want COO energy, you need boundaries and efficiency)
Trello
Category: Client Tools
Primarily used for: Task + project management → trello.com
Why I use it: It’s the control tower. Every moving part in my business and my client’s buseinesses land here.
Why I love it: Trello is where I built the CEO Launchpad™ — my system for founders to finally step into the CEO seat. It’s simple, visual, and powerful enough to run strategy, priorities, meetings, and execution all in one place.
Don’t use it if… you want over-complication. COO energy thrives on clarity, not clutter.
Google Meet
Category: Client Tools
Primarily used for: Virtual calls → meet.google.com
Why I use it: No faff, no friction. Just reliable calls.
Why I love it: Integrated with Google Workspace — because in COO land, integration is king.
Don’t use it if… you want bells and whistles. I want done.
Category: Client Tools
Primarily used for: Fast client comms → whatsapp.com
Why I use it: Because real-time communication solves problems before they grow. Top tip! Create a group between you and your client or team to “talk shop”, so you keep personal comms separate from business comms.
Why I love it: It’s immediate, which means decisions happen faster.
Don’t use it if… you can’t hold boundaries. COO energy is responsive, not available 24/7.
Monzo
Category: Finances
Primarily used for: Business banking → monzo.com
Why I use it: To keep cash clean and crystal clear.
Why I love it: Instant notifications and budgeting pots — zero ambiguity, zero delays.
Don’t use it if… you still like waiting three days to see your balance.
Coconut
Category: Finances
Primarily used for: Bookkeeping → getcoconut.com
Why I use it: Because good COO energy means no tax-time panic.
Why I love it: Designed for sole traders like me, it makes financial hygiene effortless.
Don’t use it if… you need heavyweight accounting. Then, go Xero.
Harvest
Category: Finances
Primarily used for: Time tracking + invoicing → harvest
Why I use it: COO energy = knowing exactly where your hours go and getting paid for them.
Why I love it: Clear, easy, client-friendly. And yes, it chases invoices for me.
Don’t use it if… you want free. This is a tool that pays for itself.
Todoist
Category: Task Management
Primarily used for: Personal task management → todoist
Why I use it: To keep my head clear, so I can focus on client strategy.
Why I love it: Dead simple. My personal command list, no noise.
Don’t use it if… you prefer visual project boards.
Fyxer.ai
Category: Business Admin
Primarily used for: Executive assistant support → fyxer.ai
Why I use it: Because even COOs shouldn’t drown in inbox admin.
Why I love it: It’s delegation on autopilot: humans + AI keeping me efficient.
Don’t use it if… you’re not ready to let go. COO energy requires trust and release.
Miro
Category: Business Admin
Primarily used for: Strategy + visual planning → miro
Why I use it: Strategy lives here. Ideas get mapped, decisions get made.
Why I love it: No scraps of paper. Just structured creativity, stored forever.
Don’t use it if… visuals overwhelm you.
Google Workspace
Category: Business Admin
Primarily used for: Core comms + storage → Google Workspace
Why I use it: It’s the backbone of everything.
Why I love it: Email, drive, docs, calendar — all in sync.
Don’t use it if… you’re still clinging to Outlook.
Planable
Category: Marketing
Primarily used for: Social media planning → planable.io
Why I use it: To keep content production moving like an engine, not an afterthought.
Why I love it: Everyone sees the same plan. No last-minute “which draft is live?” chaos.
Don’t use it if… you only post once in a blue moon. COO energy thrives on consistency.
Squarespace
Category: Other
Primarily used for: Website building → squarespace.com
Why I use it: Because my website needs to look sharp and work hard without sucking my time.
Why I love it: Beautiful, functional, and doesn’t need a developer on retainer.
Don’t use it if… you want total freedom to tinker like it’s 2008 WordPress.
Pulling It All Together: The CEO Launchpad™
Here’s the truth: tools alone don’t build COO energy. It’s how they fit together. That’s why I created the CEO Launchpad™ — a system I run inside Trello that brings strategy, structure, and systems into one command centre. Check it out here!
It’s where you set the vision, track priorities, run meetings, and hold your team accountable — without 27 disconnected apps or endless spreadsheets.
Because when you’ve got COO energy in your corner, you don’t just “have tools.”
You have a business that runs — and finally, you get to run it like the CEO.