Stop Letting Your Tools Run the Show: How to Design a System That Fits You

Ever feel like you’ve lost track of all the technology you’re using?

You’ve got your email list in one place, your forms in another, invoices somewhere else, automation in at least 2 of those places, and more half-finished automations than you’d care to say.

Then there’s AI, where you’ve signed up for all the “best” ones out there and not sure what the difference is between them.

And the funny part?

You picked every one of those tools because they were supposed to make running your business easier.

So why does it all feel so complicated?

The problem isn’t your tools—it’s that they’re running the show.

Most of us don’t design our systems; we collect them. A new recommendation pops up on Instagram or YouTube, and before you know it, we’ve got subscriptions for tools we barely remember signing up for.

Then we spend our time trying to make all these tools work together instead of actually doing the work we’re meant to be doing.

But it doesn’t have to be that way.

The key is flipping the way we do things.

Instead of building your business around your tools, you build your tools around your business—and the way you work best.

Start with how you work, not what you use.

Think of your tools like employees.

Would you hire someone without knowing what job you need them to do?

Of course not.

It’s the same with your tech.

Before you add or change anything, you need to know:

1. What job do I need this tool to do?
2. How do I get my best work done?
3. What’s already working that I can build on?

When you answer those questions, every tech decision becomes easier—and cheaper.

Three Steps to Design a System That Fits You

Here’s a framework to help you get control of your tools and create a system that supports you.

Step 1: Define your workflow—your way.

Start by looking at how you move through your day.
Are you a checklist person? Do you think in visuals, timelines, or mind maps?
Do you like batching tasks or tackling them as they come?

Write down how you work—not how you think you “should” work.

If you’re a visual person, tools like Notion or ClickUp might feel heavy, while something like Trello might click with you.
If you live for checklists, Asana or Todoist might feel like home.

There’s no “right” answer here—it’s about alignment.

Step 2: Determine your non-negotiables.

Once you know your work style, figure out what matters most.
For example:

• Do you need simplicity above all else?
• Do you value automation and integration?
• Do you prefer clean design and fewer clicks?

Your non-negotiables are your guides.

Here’s the trap most of us fall into: we chase “all-in-one” tools thinking it’ll simplify things. But if the tool doesn’t match how you naturally operate, you’ll end up fighting it instead of using it.

When you know what’s non-negotiable for you, it becomes easy to filter out 90% of the noise.

Step 3: Build your core system before adding anything new.

Every business needs three foundation pieces:

1. A way to communicate. (Email, chat, etc.)
2. A way to organize. (Project management, file storage, notes)
3. A way to deliver. (Webinars, digital content, videos)

If those three areas are clear and connected, everything else becomes optional.

Don’t worry about fancy automations or shiny add-ons until you’ve got the basics working your way.

You don’t need more tools. You need the right foundation.

Once you’ve got your workflow mapped out and your core system defined, the right tools become obvious.

You’ll stop wondering, “Which app should I use?” and start saying, “This one makes sense for how I work.”

That’s when technology starts to fade into the background—and your business starts to flow.

Ready to see how this works in action?

If you’re not sure where to start, your email platform is the perfect place.

It’s the heart of your business—and often the first tool that causes overwhelm.

Take my quiz to find out which platform fits your work style and needs.

Take the “Which Email Platform Is Right for You?” Quiz

You’ll get a recommendation tailored to how you like to work—not what’s trending.