5 tools that improved my workflow

Jihan Park
I used to jump between 10 apps, waste hours organizing, and overcomplicate everything.
Now I keep things simple. Clean systems, clear focus. These 5 tools changed how I work.
1. Notion – My Operating System
This is the first tab I open in the morning. Everything lives here: my weekly plan, calendar, client notes, personal reflections, brand ideas — all of it.
I literally use Notion to think.
Example: I have a “Vault” that tracks big ideas — for clothing, secret AI app ideas, and long-term goals. I revisit it monthly to stay grounded.
2. ChatGPT + Gemini + Grok – The Smartest Assistant For Free
When I’m stuck, overwhelmed, or need a fast draft that sounds good, this saves me. It's a free assistant, and whoever isn't using it now will stay stuck forever.
The key is knowing how to prompt it. Ex: "you are a technical analyst. explain and study how ___'s ___ works so well"
Use cases:
Content outlines
Cold calling revisions
Naming ideas for brands or projects
Even workouts and reflection prompts
3. Figma – No Words For It
This is where I see ideas before I build them. Whether it's a clothing drop mockup, a landing page layout, or a moodboard — Figma helps me create without limits. (it's also nice for app designs.)
Pro Tip: I keep one Figma file as a "creative mood map" — filled with references, textures, typography, color combos, and aesthetic themes I might use later. (hint: clothing brand)
4. Loom – Underrated Communication Software
I use Loom to record quick videos when I want to explain something — to a client, a team member, or even to myself.
Why I love it:
Saves time writing long messages
Makes my outreach or onboarding more personal
Great for explaining strategy or creative vision with tone + visuals
5. Fathom – The Smartest Way to Remember Conversations
Fathom automatically records, transcribes, and summarizes my Zoom calls — and gives me key moments, action items, and quotes instantly.
I never take notes on calls anymore. Fathom captures everything.
Why it’s so good:
Great for sales calls (so I can focus on listening)
Helps me review ideas and promises I made in convos
It’s like having a silent assistant that never forgets anything