Tools I Use in My Work

There is no single perfect tool stack. The right setup depends on the project, the client, the team, the budget, and sometimes also on what people are already used to.

I have my personal preferences, but I am not religious about tools. If the customer already works in a specific environment and it makes sense, I can adapt. This is a practical overview of the tools I use or have experience with in my work.

Project management tools

For project management, I have worked with several platforms, including Trello, Jira, ClickUp, Productive, and Notion. Each of them can make sense in a different context.

Trello or ClickUp are simple and easy to understand. I like it for smaller projects, lightweight coordination, or situations where the team does not need a heavy process.

Jira and Productive are strong for software development teams, especially when there are more formal workflows, backlogs, sprints, issue types, and reporting needs. It can be too much for simple projects, but for many technical teams these are still a standard.

Notion is great for documentation, internal knowledge, project notes, lightweight planning, and keeping scattered information in one place. I usualy don't use it as the main project management system, but it is very useful as a supporting workspace.

My approach is simple: I choose the tool based on project complexity and customer preference. The tool should support the process, not replace thinking.

Time tracking and reports

When I need to report time, I usually work with Toggl exports, if time not tracked via Project Management Tool directly. This is useful when a client needs transparency about what was done, how much time was spent, and where the effort went.

For me, time reporting is not only about billing. It also helps identify where the project is spending too much energy. Sometimes the report shows that the real problem is not development, but unclear requirements, too many meetings, or repeated rework.

Gantt charts and visual planning

For Gantt charts, I believe Tom's Planner is one of the best tools. I like tools that are easy to understand visually. A Gantt chart should help people quickly see what is happening, when it is happening, and what depends on what.

Design and prototyping

I am not a designer. Aesthetic decisions are definitely not my strongest area. But I can do quite a lot in Figma, especially when I need to explain structure, layout, user flows, or rough product ideas. For me, Figma is not only a design tool. It is also a communication tool.

For quick prototyping, I also use Stitch by Google. It helps me explore UI ideas for mobile and web applications before spending more time on detailed design.

This does not replace a good designer. But it helps me communicate the idea better before involving one.

Communication tools

My favourite setup is Google Workspace and Slack. I like Gmail, Google Drive, Google Docs, and Google Calendar because they are simple, reliable, and easy to use with clients. Slack is still my preferred tool for fast team communication.

That said, I also have experience with Microsoft 365. Many companies use it as their default environment, and that is perfectly fine. Teams, Outlook, SharePoint, and OneDrive can all work well when the organization is already built around Microsoft.

Again, I do not force my preferred tools on every project. If the client uses Microsoft 365 and the whole team is already there, it usually makes more sense to work inside that environment.

Scheduling across time zones

When I need to schedule meetings across different time zones, I like using Timezone meeting planner. It helps compare cities, convert time zones, and plan meetings for global teams.

This sounds like a small thing, but it prevents unnecessary confusion. Time zones are easy to get wrong, especially when daylight saving time is involved.

Meeting recording and notes

I started with Fireflies for meeting recordings and notes. Later, I replaced it with Fyxer AI Notetaker, because I was more satisfied with the output, especially summarized action items.

For me, this is the most important part of meeting notes: not a long transcript, but clear next steps. Who is doing what? What was decided? What needs to happen next? That is what matters after a meeting.

Automation tools

Wherever possible, I use automation platforms like Zapier or n8n. Automation is useful when the same manual task keeps repeating. It can connect apps, move data, trigger notifications, create records, or reduce small administrative work.

I have my preferences, but if a customer prefers Make or another automation platform, that is not a problem. These systems are conceptually similar. The details are different, but the main logic is usually the same.

AI tools

I use ChatGPT heavily. I know there is a strong tendency toward Claude, especially among developers and people working deeply with text. I understand why. But for me, the sweet spot between cost and value is ChatGPT.

With one monthly subscription, I can cover a lot of my daily needs: brainstorming, writing, research, technical analysis, and coding support. I also use Codex through the VS Code plugin when I need help directly inside the development workflow.

AI does not replace judgment. But it is extremely useful as a second brain, reviewer, assistant, and coding partner.

Code repositories

My personal preference is GitHub. It is my default place for code repositories and collaboration. That said, I also have experience with GitLab and Bitbucket projects.

Testing setup

I do not like being a tester. There are people who enjoy testing more than I do, and I can definitely recommend people who are better at it. But if you want to be sure something works, sometimes you need to get your hands dirty.

When I need to test, I use a pretty serious collection of browsers: Chrome, Firefox, Atlas, Safari, and Edge.

My standard setup is based on Apple devices: Mac and iPhone 16 Pro. But I also have a Windows machine with dual boot Linux and an Android phone, Samsung S21, available for testing when needed.

Tools matter, but they are not the main thing. A good tool can make work faster, clearer, and more organized. But no tool will fix unclear ownership, weak communication, bad priorities, or missing decisions.

My preferred approach is practical: use simple tools when the project is simple, use stronger systems when the project really needs them, and do not overcomplicate the setup just because a tool has many features.

The goal is not to have the most impressive tool stack. The goal is to deliver good work with as little unnecessary friction as possible.