There are a few tools I rely on every day to run multiple businesses, mentor clinic owners, and still keep some form of sanity.
They’re simple.
They’re free.
And they actually work.
1. WhatsApp
This one’s a no-brainer, but most people don’t know how to actually use it for productivity.
Here’s how I do it:
I leave messages as “unread” if there are pending tasks.
Not every message is urgent. You don’t need to reply immediately. Just respond at your own pace and let them know when they’ll hear back. Works on both phone and laptop.
I pin my loved ones’ chats so their messages are always at the top.
Priorities.
2. Fireflies.ai
AI note-taking for all your online meetings. And yes, it’s free!
Here’s what it does (even on the free plan):
Joins your Zoom/Google Meet/Teams call
Transcribes your meeting with timestamps
Summarises the key points
Highlights the actionables for each party
Allows playback and search by keyword
I even use the mobile version for in-person meetings. It’s been a game changer. I no longer worry about missing anything during discussions. It’s like having a virtual assistant with me at all times.
3. Notion
I’ll admit, I avoided Notion at first. Looked too fancy. Felt too complex.
Someone once told me “It’s Microsoft Word on steroids” ... and they were right.
I came back to it when I needed a free platform to manage task lists and create shared access for staff. Once I got the hang of it, it changed everything.
Here’s what I use it for:
Assigning time-based task lists to my team (e.g. marketing actionables)
Creating structured modules and content for mentees
Centralising meeting notes and internal SOPs
I’m still learning new ways to use it but even with the basics, it’s been one of the best $0 tools I’ve added to the business.
The right tools don’t just save you time, they give you mental space to actually think.
And that’s where the real decisions happen.
Let me know if you try any of these.
To more clarity and control,
Bala
Founder, 7-Figure Physio™
P.S I'm getting ready to present on "How to Sell: For Private Practice Physios". Would love to hear you views below 🙏
