From Brain Dumps to Breakthroughs
Tools That Keep Me Focused, Creative, and Sane
A few years ago, I shared some of my favorite tools for saving time. Recently, someone asked for an update: What tools am I currently using most often?
I love these posts, they are the organizational version of “What’s in your bag?” None of these are sponsored. They’re simply things I rely on each day.
Software
Canva
This is still one of my favorite paid tools. It keeps getting better—especially with the addition of AI-generated images (although sometimes those go hilariously sideways).
Horg? Dorse?
While I don’t use AI images in my keynotes or materials (I prefer to work with visual artists to custom-design my content), I do find them helpful when brainstorming or thinking through ideas. My favorite Canva feature is the ability to set up a brand kit and create custom templates. It’s a huge time-saver. (There are paid and free versions.)
Google Keep
This remains my external brain. I use it daily to track to-do lists, weekly priorities, article ideas, and running checklists—like what to pack for international trips.
Every week, I outline my priorities and tasks. I love how easily I can access and update it from any device, and that satisfying dopamine hit I get when checking things off.
Most importantly, it’s where I capture story ideas in the moment. My best ideas come when I’m walking, and with Google Keep, I can jot them down before they disappear. Every few weeks, I move those notes into an Excel spreadsheet that serves as my master idea bank. If I want to capture more than a sentence, I’ll use the Notes app and create a voice memo. (This is a free app.)
Loom
Loom earns a repeat appearance because it’s perfect for asynchronous video communication. It allows me to quickly explain ideas, especially when tone or facial expression matters.
I use Loom to add context to proposals, share coaching feedback, and explain instructions. I’ve even used it with my brand team during website redesigns.
If we work together, chances are you’ll receive a Loom from me. The video sits as a clickable link in your email—no downloads or new tabs required. You can film yourself, your screen, or both. It’s ideal for asynchronous work and can be played back at different speeds.
Want to see what it is like? Check out this sample Loom. (There are paid and free versions.)
ChatGPT
I rotate between ChatGPT and Claude for admin support. ChatGPT has helped me plan trips, draft tricky emails, and research ideas. I do all my own writing and have no intention of handing it off. But it’s great for getting past the blinking cursor on a blank page. It’s also fun to experiment with. Ask it to draft an email in the voice of rapper Eminem, and it delivers entertaining results. (There are paid and free versions.)
Garmin Connect
I’ve worn a Garmin watch for 15 years, starting back when I ran half marathons. While I’m no longer running, I still use it daily to track my walks. I average 16,500 steps (about 8+ miles) per day. The app helps me stay motivated and nudge myself to hit that next round number. (This is a free app, but you need to sync a wearable device to it.)
Otter.ai
When I’m helping someone shape a presentation, story, or big idea, I’ll use Otter to transcribe the conversation. It lets us focus on the flow of ideas without needing to stop and take notes. We can revisit the transcript later and build from there without losing momentum. (There are paid and free versions.)
Calm
I love falling asleep to Calm’s bedtime stories. I upgraded to the paid version just to unlock Matthew McConaughey’s sleep story—and I’ve never heard the end of it because I’m always asleep. It also has great meditation resources. (There are paid and free versions.)
Notebook and pen
I dedicate time every week to writing things out by hand. I start every keynote and article with a brainstorm and outline on paper, intentionally away from my laptop. It's the best tool for tapping into what I think about a topic. Whenever I'm stuck behind the blinking cursor on my computer, I pull out my notebook and pen. It always helps me get unblocked.
Podcasts
I listen to two or three episodes each day while walking. Some are just for fun; others help me think differently in my own work. Here’s a sample from my library:
Interviewers I Love
Fresh Air with Terri Gross Her interviewing style is unmatched
Armchair Expert Great if I’m interested in the guest
Broken Record I’m a sucker for career progression storytelling, especially in music.
Family Trips with the Myers Brothers Hilarious and thoughtful, focused on family upbringing, and every guest gets a custom song.
Reclaiming with Monica Lewinsky Powerful conversations about reclaiming your story and sharing new perspectives.
Wiser than Me with Julia Louis-Dreyfus She starts every episode with a personal story connected to the interview and ends with a debrief with her mom.
In My Opinion with Michelle Obama and Craig Robinson Thoughtful, deep interviews with a side of good-natured sibling ribbing.
Helpful for Business and Life
The PR Breakdown with Molly McPherson Molly focuses on crisis PR, but I share her perspective on what is most important in communication and messaging.
Fixable with Frances Frei and Anne Morris Frances and Anne solve problems in real-time. It’s so fun to listen to them dissect and get to the heart of a problem.
Work Life with Adam Grant Thoughtful takes on how we live and work to help you be a better human.
The Brainy Business with Melina Palmer: Want to understand the science of decision making? This is a masterclass with practical insights and tools.
Because I Want to Laugh
Good Hang with Amy Poehler Amy talks to friends of the guest before the interview to learn what she should ask them. I laugh out loud in every episode.
Smartless The charm, humor, and chaos between Sean Hayes, Jason Bateman, and Will Arnett create fun conversations.
Mike Birbiglia’s Working It Out Mike is a wonderful standup comic and storyteller. This provides A behind-the-scenes look at storytelling and comedy creation with guests working on stories and bits in real time. It’s a masterclass in the creative process.
Las Cultaristas with Matt Rogers and Bowen Yang. Matt and Bowen’s relaxed style gets guests to share never-revealed anecdotes. Each interview ends with a hilarious 60-second “I don’t think so” rant.
Music
The “Coffee Shop Ambiance” playlist on Spotify remains my focus hack. As soon as I pop in my earbuds and press play, my brain shifts into work mode.
Instrumental Rock on Amazon Music: I use music during workshops to guide energy and focus. When lyrics become distracting, instrumental rock to the rescue!
