My Top Tools in 2025

Over the past six years, my business (and my perspective on how to generate business) has evolved. With change, it becomes important to reevaluate the tools that drive our processes. In this blog post, I aim to share an updated list of my top tools and conduct a self-audit to ensure I’m using these resources efficiently.

Here are my previous posts about tools:

• The (Current) Tools Behind My Business
• Ep 67 // My Top Tools that Get Me Exponential Results
• Ep 32 // #AskAkua The 5 Top Productivity Tools You Need To Know

Calendaring and Scheduling: Shifting Away from MixMax

The biggest change in 2025 has been my decision to move away from MixMax, a tool that once seamlessly integrated email tracking, template management, scheduling, and meeting reminders and follow-ups. The enforced inclusion of a MixMax signature (I stopped paying for it last year) in emails, paired with rising costs, prompted me to explore alternatives. Despite not finding a single replacement that fully matches MixMax’s versatility, I've adopted several complementary tools:

• In-email Availability: I now utilize Gmail’s ‘Offer Times You Are Free’ feature. While it currently lacks time zone flexibility like MixMax, it adequately serves my scheduling needs.
• Email Templates: I use Gmail’s built-in templates, which cannot be organized in folders like MixMax. I also have copies of my templates organized in Notion.
• Email Tracking and Email Links: I’ve minimized my dependence on email tracking but occasionally use Streak for its tracking capabilities. Streak generates links for each email that can be embedded into Notion, which has been super helpful for staying on top of my clients.
• Calendar Scheduling: I now use Simplero’s scheduling links, which, though they require some setup, integrate smoothly with other processes I pay for, including payment solutions.

Fully Embracing Notion

Once a skeptic, I am now a Notion enthusiast, integrating it into every facet of my business operations:

• Content, Client, Sales, and Task Management
• All Planning and Note-taking
• Workout Calendar (As a certified Yoga Instructor, I consider working out part of my job even if I don’t teach much) and Journal

This transition has been transformative. Partnering with Notion consultants has been an invaluable investment, optimizing time management and boosting productivity. I drafted this post in Notion and used it to track additional content requirements, such as putting together a banner. In 2025, I plan to deepen my reliance on Notion for personal management, too.

Platforms and Their Costs

Here’s a snapshot of other tools I use, ranked by importance:

1. Notion: Second brain for business operations, including content, client, sales, task management, planning, notes, workout calendar, and journal ($192.00/year)
2. Simplero: Website, blog, scheduling, email lists, courses, and digital shop ($1,690.00/year)
3. Apple iCloud: Cloud storage for work data ($119.88/year)
4. Squarespace + Google Workspace: Domain purchasing and workspace collaboration ($92.00/year)
5. Otter.ai:  Transcription services for roundtables, workshops, and content drafting ($119.99/year)
6. OpenAI: Assistance with content repurposing and brainstorming ($120.00/year - varies on how much I use it monthly)
7. Chat GPT: Internet-based research and brainstorming ($240.00/year)
8. Kindle Unlimited: Access to books for both personal and professional development ($152.52/year)
9. Grammarly:  Editing and proofreading support ($139.95/year)
10. Zoom: Hosting workshops and speaking engagements ($149.90/year)

Specialized Tools

1. Marketing Magic: AI-powered business growth tool (Lifetime subscription)
2. SocialVista: Scheduling LinkedIn content (Lifetime subscription)
3. Loom: Screen recording and video ($150.00/year)
4. Magic Mouse Utilities: Enhancing Apple mouse functionality on PC ($29.22/year)
5. Simplecast: Hosting existing podcast episodes ($162.00/year)
6. Slido: Audience engagement tool for workshops and speaking ($150.00/year)

Additionally, I use free tools that enhance my workflow, such as Canva, Tally, and the already mentioned Streak.

Reflecting on the tools I use and invest in is a key part of my business strategy. By thoughtfully replacing MixMax and embracing Notion alongside other specialized tools, I’ve markedly reduced software spending while enhancing efficiency, all for about  $3,500 a year.

Could I run a consultancy without some of these tools? Definitely! However, I have found that they are worth it because they save my time and energy and allow me to show up and delight my clients.

Have a question about the tools I use or need help building your coaching or consulting practice? Reach out via my contact form or check out my advising products here.