I’m always curious about what software and tools people use to manage their lives and businesses. Equally, I enjoy sharing the ever-evolving state of my toolkit.
Documenting the tools I use not only gives me an outlet to share but also helps me quantify and refine what’s working (and what’s not).
It’s been a while since I last shared my favorites, so here’s an updated list of what I’m currently using.
Obsidian
Obsidian is a free, flexible note-taking tool that I use across all my devices, syncing with a centralized vault in iCloud. It’s based on Markdown, so my notes, writing, and task lists are always accessible and fully under my control. If I ever want to switch tools or back up my data, it’s as simple as saving text files elsewhere. I use Obsidian daily to jot down ideas, track projects, and I’m currently using it to write this article.
Since Obsidian stores everything in flat files, I ran an experiment at the end of the year—feeding my notes into ChatGPT to analyze and visualize how I spent my time across work, projects, and other commitments. It broke everything down by project and even generated bar charts.
Leuchtturm1917 Notebook
I was brought up in the generation that saw the rise of the personal computer, well before mobile devices. As a result, I remember a world without cell phones, tablets, or AirPods—though my Sony “Sport” Walkman was always by my side.
As convenient as cloud syncing and digital scratchpads can be, I still prefer paper, and the Leuchtturm1917 remains my go-to notebook. I carry it to most meetings, and if it’s not in hand, it’s usually nearby.
GoodNotes
Despite my previous recommendation, over the past few months, I’ve been shifting my note-taking to GoodNotes. Paired with an iPad Pro and Apple Pencil, it has become central to my weekly planning and note-taking. I love that I can use grid paper, similar to my preferred physical notebook, and handwrite my notes. This feels closer to a real notebook than anything I’ve tried before, but time will tell if it sticks.
NordVPN & NextDNS
I’ve been a long-term VPN user, especially when sailing the seven seas, but mainly because I hate ads, fingerprinting, tracking, and restrictions on certain apps when traveling abroad. A few years ago, I signed up for a multi-year agreement with NordVPN.
I installed it on my home router and all my devices, including our smart TV—the most insidious way ads get forced onto my family’s screens. I also paired it with NextDNS, which I originally set up for business but quickly realized was great for blocking games and content I don’t want my kids accessing, managing screen time, and keeping an eye on apps and devices that were phoning home a little too often (looking at you, Roku).
It’s not a perfect solution. If I wanted to take it a step further, I’d install a Firewalla in front of my network, but for now, it keeps me one step ahead in the cat-and-mouse game of device management.
ChatGPT
I’ve recently and not so recently documented some of my experiments with LLMs. I know there are other tools, and despite their benchmark tests, I find everything else kneecapped compared to my ability to get real productivity out of ChatGPT.
I use it for coding, financial modeling, copy editing, softening my emails, legal advice, and idea generation and refinement.
Just last week, I had it build an entire piece of software for me, a bespoke Personal Finance Statement generator to scratch an itch. I exported the file, sent it to the bank, and they accepted it without question.
I’m increasingly seeing LLMs and AI not as human replacements but as tools that help us work faster, better, and smarter.
They Could Have Been a Contender
The tools mentioned above are just a small subset of my daily drivers, but given their impact on how I work, I wanted to highlight them. Here are a few more that deserve an honorable mention.
VSCode
I’ve tried Cursor and other AI-powered forks of VSCode but haven’t found them enjoyable enough to stick with. I’m sure something will eventually come along that convinces me to switch, but until then, I’ll stick with VSCode.
Asana
I still use Asana but rely on it far less than I have in previous years. I’ve set up some monthly automations and use it to ensure nothing gets lost, but my current workflow moves so fast from task to completion that it naturally fills much of its role. That said, it’s still a great tool, and whenever I feel overwhelmed, I find myself turning to Asana to organize the chaos.
Spark
For nearly a decade, Spark has been my go-to email client on both desktop and mobile. Its standout feature for me has always been the ability to “send later.” While I find most of its AI tools useless in practice, it’s still a tool I’m happy to pay for.
Canva
My graphic designer friends love to hate on Canva, but honestly, it solves so many real-world needs for non-designers like me. I think their frustration is less about the tool itself and more about how it has largely replaced the need for a graphic designer in most small businesses.
ElevenReader
Eleven Labs’ new AI tool lets you turn long-form articles and documents into audiobooks. I’ve only started using it recently, but I can already see it becoming part of my daily routine while driving or biking.
The best part? You can have Burt Reynolds or Richard Feynman narrate your legal documents. It’s still early days, but it has a lot of potential.