Scaling Yourself: A Personal Tech Stack for Growth Leaders
When “just work harder” stops scaling, these tools help you gain leverage and focus.
Being a revenue leader means living with constant pressure: your targets keeps climbing, you’re perpetually overbooked, but the business is counting on you to bring purpose and energy to every meeting. At some point, sheer hustle stops working. You need tools that amplify your impact without burning you out.
Over the years, I’ve developed a personal tech operating system that helps me manage time, energy, and priorities. This isn’t about trendy apps—it’s about ruthlessly optimizing your day to gain leverage and maximize your impact.
📌 The contrarian rule of tools: Use fewer, use smarter
In a world obsessed with productivity, there’s a dangerous tendency to believe that more tools equal better results. But the truth is that every app you add to your stack incurs hidden costs. Time to learn it. Time to integrate it with your workflows and those of your team. And remember: every moment spent migrating between tools you’re actually driving backwards paying down debt instead of moving your business forward.
Instead of chasing the latest shiny app, focus on building a lean, tightly integrated system.
Here’s what I’ve found:
1. Integration is king. The best tools aren’t just great at their core function—they play well with others. Your calendar should talk to your task manager. Your emails should integrate with your CRM. Every piece of your system should fit together.
2. Eliminate overhead. The fewer tools you use, the fewer notifications, updates, and logins you have to deal with. Simplicity reduces cognitive overload, freeing your brain for the work that matters.
Here’s how I scale myself:
◾️ (1) Motion: Automate scheduling of tasks, protect your priorities
If you’ve read the best productivity books like 7 Habits or Getting Things Done, you’ll know that one key tenet is that it’s not enough to have task lists, you need to schedule tasks.
Motion doesn’t just schedule—it adapts, protects, and optimizes your time.
Tasks get auto-scheduled and re-scheduled: When I decide I need to get a task done, I’ll add it to Motion. Motion automatically blocks-off time for that task on my calendar. And if a meeting gets booked over it, the tasks automatically floats down to the next available spot.
Multi-calendar automation: Similar to Calendly, I can share a single booking link via Motion that pulls availability from all my calendars (one per client, plus personal).
Floating gym sessions: My 75-minute workout block floats to the next available slot if a meeting overlaps. If there’s no free time left, Motion locks the calendar to prevent overbooking. This means self-care gets the same respect as any board meeting.
Most people think productivity is about packing more into the day. Wrong. It’s about ruthlessly protecting the things that matter most—and automating the rest.
One big negative of Motion: It doesn’t integrate with Asana, which is where the Airframe Labs team stores our tasks. This is definitely a big drawback: I have to manually move “Today’s” tasks from Asana into Motion every day.
◾️ (2) Notion AI: The fast-track to better first drafts
Notion AI is a content force multiplier. Unlike ChatGPT, which isn’t familiar with my voice and my content, Notion has all our LinkedIn content from the past 6 months, and all my Substack content from the past 7 years.
Search: I’m always recycling concepts. Notion makes it easy for me to search “Prussian General” (I can never remember his name) to find that concept I love about the benefits of lazy generals.
Generating new content: Unlike ChatGPT, Notion AI leverages my existing writing database, drafting LinkedIn posts, Substack articles, and outlines that I refine into my authentic voice.
Editorial calendar: With my team, we’ve built a shared system in Notion to organize ideas, track drafts, and surface stories worth retelling.
I heavily rewrite everything, but Notion gives things a good jumpstart.
◾️ (3) Superhuman: For Pre-Written Snippets, AI-Scheduling, Keyboard Shortcuts, and so much more
Superhuman isn’t just faster email—it’s a mindset. I originally migrated because tabbing between 4 Gmail accounts was super-slow. I just wanted a way to quickly toggle.
Snippets save time: Pre-built templates for everything from candidate responses to introduction emails eliminate repetitive typing. I’ve created these “snippets” (templated content blocks) that I can drop into emails like a standard response for candidates to schedule interviews, or a standard response for making intros.
AI-powered scheduling: The “Create an Event with AI” feature slashes the back-and-forth of finding meeting times.
Keyboard Shortcuts: these were probably always a thing in Gmail and Outlook, but Superhuman really pushed me toward a mouse-less email experience.
One big shortcoming: 10 years ago, email was our primary work “inbox.” But today SMS and Slack are just as big if not bigger. If Superhuman doesn’t figure out a way to add value on top of SMS and/or Slack, I don’t know that it will remain a big part of my tech stack.
◾️ (4) Asana: Asynchronous Coordination and Better Alignment
Asana isn’t just a task manager; it’s a delegation tool that ensures alignment and clarity.
I’ve got separate Asana projects for each person on my team and each Customer we work with. Before, I’d often delegate something, and get something back that went way above and beyond the quick-and-dirty solution I was looking for.
Billable hours field: This custom field helps me right-size effort to impact, preventing over-engineered solutions for small tasks.
Quick task capture: Context switching between businesses is taxing. So rather than relying on my memory, I store all deliverables in Asana so I know what I owe, and when. From there, it’s also really easy to add it to someone else’s Project, so that I remember I want to discuss it in our next 1-on-1, and they know this delegated task is coming.
Async updates: Because you can see a log of changes on an Asana card, as well as comments, it’s easy to see where a project is in the process. It’s way better to have all that meta-data living on the project card vs. all over email + Slack.
Jump into work without thinking: Context-switching between meetings and between the different businesses we work with is incredibly taxing. Rather than having to sit down and think about what i should work on next, if I have 10 minutes free between meetings I can just grab what’s on-top in Asana.
I triage once a day. And I try to break big tasks into smaller things, so that when I have 10 minutes between meetings, I don’t have to think about what to do next, I just pick something up.
◾️ (5) Fathom: Never Take Notes Again
If you’re like me, meetings can be a double-edged sword. They’re critical for driving decisions and alignment, but they also demand a lot of focus—and trying to take notes while staying engaged is nearly impossible. That’s why Fathom can be an indispensable part of one’s tech stack.
Stay present and let AI handle the notes: Fathom records, transcribes, and summarizes meetings in real time. Within 30 seconds of the call ending, I can have a detailed summary in my inbox. No scrambling to remember key points or action items—it’s all there, ready to go.
Sharing made simple: If you dread summarizing meeting highlights for your team, with Fathom you can share specific video clips of key moments instead of writing lengthy recaps. It’s especially useful for dropping context into Slack or follow-ups.
On-demand insights: Fathom’s AI assistant is a game-changer. If you need to reference a decision or action item from a previous call, you can just ask, and it delivers the answer instantly. It’s like ChatGPT, but for meetings.
I’ve realized that the value of a meeting isn’t in the time spent—it’s in the follow-through. Fathom ensures you can capture every critical detail without sacrificing your focus during the call. By freeing up mental space, you can focus on the bigger picture while ensuring no detail gets overlooked.
Why this matters: Scaling yourself is the growth leader’s edge
Tools don’t scale you—systems do. The right tech stack, used with intention, can transform how you work, allowing you to focus on high-impact activities while staying sane in a demanding role.
If you’re a growth leader, it’s time to stop thinking of productivity as a hustle game. Instead, think of it as leverage.
The goal isn’t to have the most powerful tools. It’s to have the right tools used with the least friction. A lean tech stack forces you to be intentional, prioritize clarity, and focus on what really drives outcomes.
Start by auditing your current stack. Ask yourself:
Does this tool solve a critical problem?
Do I use it daily or weekly, or is it just taking up space?
Can I consolidate its functionality into another tool?
Cut ruthlessly. Simplify unapologetically. You’ll discover that fewer tools don’t just make your life easier—they make you more effective.
What’s your go-to tool for scaling yourself? Drop your thoughts in the comments or hit reply—I’m always looking for smarter ways to work.