12 tools that keep my design studio running
Every business owner has to go through the process of figuring out the right tech stack keeps everything running, while finding that perfect balance between convenience and budget. And while it's still evolving I thought I'd share what mine is!
I always appreciate seeing what fellow design studio owners are using so I can keep options in mind when I feel the need to make a change, and from putting this list together I'm already seeing where I can make a few changes. Hopefully this list also helps spark some ideas for you!
With each tool, I listed how much I pay for the plan that I personally use, but most of these have a free plan or trial as well!
The Studio Tech Stack
Full transparency: although I am not affiliated or sponsored by any of these businesses, I included a couple of referral links in case any of you are interested in trying them out with a discount!
Zapier
Automation platform and the glue that holds everything together
$240/yr
My Zapier is connected to pretty much every platform/program on this post. I use it to notify me of any project updates, connect forms to my email list, put inquiries into a lead tracker, and so much more.
Recent favorite use: Sending automatic project management updates as a cute virtual project management character I made.
Notion Calendar
Calendar + task manager, and the thing managing my time blindness
On the free plan!
After abandoning Notion for a couple years, this is what brought me back. I link all my Google Calendars to this so I can see my personal + work stuff in one place, PLUS any dated Notion database items as calendar events — this means planned content, to-do lists, journal entries, and more.
It shows multiple time zones without being clunky which is super helpful when I I have my annual trip to Asia.
They also give you a scheduling tool which is a nice alternative to Calendly or Cal!
Notion Grid Preview by SheCreates Co
Visual social planner: The grid-planning tool that answered all my needs
$44 one-time purchase, use forever and as much as you want!
This widget by SheCreates is SO game changing!
It takes information from your content planning calendar and puts your images on a grid mockup so that you can get a preview of what your feed will look like when you post on Instagram.
I recommend it to any creator/creative/brand owner!
Tally
Not just a form builder, but so much more powerful
$290/yr
Form builders can be used not just to host surveys or collect RSVPs, but also build product quizzes and anything that requires dynamic redirects. Hidden fields are goated! You can also use custom CSS with Tally to make it look seamless with your website’s design.
Recent favorite use:
Creating a item number lookup system for a client’s shop so buyers can see special info about their unique personalized product.
Get 50% off your first full year or first 3 months, depending on which payment plan you choose!
Trello
Project management on a clean slate
On the free plan!
I need a high-level view of my active projects separate from everything I have going on in Notion so it feels like a clean slate, but thanks to Zapier I can link my Trello cards to Notion so they’re always linked and so project updates can create blocks of time on my Notion Calendar to work on to-dos!
Google Sheets
A classic goodie (I love spreadsheets!!!)
Free
Not only does Google Sheets give me a free way to edit any CSVs I need for client e-commerce shops, it's also where I manage of my budget and finances (this came in SO handy when I got business insurance).
I know people love to use Notion for this but Sheets feels more in depth so I can really focus on every little detail and make more complex calculations. I also continue learning SO much about what spreadsheets can do, and it’s easier to hand off to my accountant for taxes!
All Google Drive apps are free, but you can unlock more storage with a Google Workspace; get 10% off your first year.
Figma
Design + wireframing; an everyday go-to
On the free plan!
For wireframing websites and apps, inspo braindumps, and team collaborations; but it’s also become a go-to for my social media assets and decks (thank you Figma Slides!).
I’m just on the free plan for now but can definitely see myself switching to paid in the future.
Canva
Quick design — obvi!!!
$119/yr
I mean what else is there to say? It has its pros and cons like every other platform, but it is one of the easiest ways to crank out assets, especially for social and decks; plus it’s the usual tool of choice for most clients who don’t have an Adobe sub.
Thank goodness they let you upload your own brand fonts, and their background remover is so good! You can also find some gems in their stock library.
Toggl
Time tracking for invoicing and personal reference
On the free plan!
Toggl is incredibly useful for tracking time on projects I charge hourly, and easily creating time reports for client invoices.
I also use it to track all my non-hourly and internal/admin work so I can see how I’m spending my time as a whole.
Kommodo
Screen recording, for when it shouldn’t be an email (or a meeting!)
$108/yr
Loom is great too but sometimes it crashes on me! Komodo hasn't done that for me (yet) so it's a good alternative. (RIP to Dropbox Capture, I miss you the most)
Get started with our referral link!
Linkly
Link shortener/tracker
On the free plan! (Which is all most of us need)
IDK about you, but I don’t love seeing a bunch of random characters and extra long links when I’m sending over links to files, Canva decks, onboarding info, etc!
I use Linkly to shorten links and use my custom domain. It adds a nice little customized touch especially when integrating it with the client experience.
You can also track clicks, which is really insightful when sending over pitch decks/grant applications, sending out event announcements, and more.
Butter
Meeting platform (team/client meetings but better)
$24/mo
Definitely not an essential, but a nice to have! It's a great meeting software and I love the note-taking and brainstorming features, similar to having a FigJam or Canva Whiteboard in your meeting room, which can be accessed in the meeting recaps. The recaps also allow you to share recordings, summaries, and shared notes, which can also be separate from private notes to keep to yourself!
Recent favorite use: Creating a customized virtual meeting room for each client decked out with their brand visuals.
If you add all that up, we have a yearly total of…
Total: $1053
*This does NOT include the amount I pay for Adobe Creative Cloud, Google Workspace, and web/domains.
There you have it: my essential tools that help make things a bit easier for me as I run my business. As you can see, I don’t use an all-in-one CRM, and this combo of everything is good enough to get me through considering my workload right now.
*Some of the obvious ones aren't included in this list — I definitely use Adobe for most design work, Squarespace and Shopify to build websites, and Slack for team communication!
Let me know if you found any of these helpful or if you found good alternatives to any of these! You can also bookmark this post on Instagram.