My Essential Tools for Running a Business in Four Hours a Day
The apps and tools that I use on a daily basis to keep my business running - even when I’m not working
Have you ever wondered how some people seem to get everything done whilst barely touching their laptop?
Today, I'm pulling back the curtain on my productivity setup - the exact tools that help me run my business in just four hours a day. No fluff, no unnecessary apps, just the essential stack that keeps everything ticking along smoothly.
Reading and Research
Readwise Reader (£8.99/month)
URL: https://readwise.io/reader
If you're drowning in browser tabs and newsletters, Reader is your lifeline. It's transformed how I consume content online, letting me save articles, newsletters, and PDFs into a clean, distraction-free reading environment.
The real magic happens with its highlighting and note-taking features - every insight gets automatically synced to my knowledge management system. Worth every penny for the time it saves me from context-switching. It’s my first recommendation for anyone working in the content creation space.
If you haven’t tried it, you can get a unique 60 day trial (as opposed to the standard 30 day trial) by signing up here.
DEVONthink (£199 one-time purchase)
URL: https://devontechnologies.com/apps/devonthink
Think of DEVONthink as your digital filing cabinet on steroids. It's where I store everything from client documents to research papers.
Its powerful AI helps connect related information, and the search functionality is unmatched. Yes, the price tag might make you wince, but its ability to handle massive amounts of data whilst keeping everything instantly searchable is invaluable for research-heavy work.
Writing and Thinking Tools
Obsidian (Free - £20/month for Sync)
URL: https://obsidian.md
Obsidian is my second brain. Its markdown-based system helps me connect ideas and spot patterns I'd otherwise miss. The real power comes from building a network of linked notes - imagine having your own personal Wikipedia.
I find that storing my vaults on iCloud is enough to keep all of my notes updated across devices, though I’d consider paying for end-to-end encryption if I kept sensitive client data within my notes.
iA Writer (£49.99 one-time purchase)
When it's time to write, iA Writer provides the distraction-free environment I need. Its clean interface and focus mode help me craft articles without getting lost in formatting options.
The preview mode lets me see how things will look before publishing, saving time on post-production tweaks.
Task and Calendar Management
Motion (£34/month)
Motion is like having a personal assistant who's brilliant at tetris. It automatically schedules my tasks around meetings and protected time blocks, ensuring I make the most of those four precious hours.
The AI scheduling has saved me countless hours of calendar juggling and task management across multiple clients.
Fantastical (£39.99/year)
URL: https://flexibits.com/fantastical)
Fantastical makes calendar management a breeze with its natural language input. Type "lunch with Sarah next Tuesday at Pret" and it sorts everything out. Brilliant for managing multiple calendars and time zones without the headache.
It’s not cheap though, so if I can find something that offers calendar sets at a lower price point, I’d definitely consider switching
Business Operations
Notion (Free-£15/user/month)
URL: https://notion.so
Notion handles my content calendar and business metrics tracking. Its flexible databases let me create custom dashboards for monitoring KPIs and managing our editorial calendar. I use the free plan, which I consider fantastic value, but considering a paid plan for its graphing capabilities
Slack (Free - £10.50/user/month)
URL: https://slack.com
Slack keeps team communication organised and searchable. The free plan works well for small teams, but I use the Pro plan (£10.50/user/month) for its advanced features like unlimited message history and direct communication with clients.
Google Workspace (£4.60-£13.80/user/month)
URL: https://workspace.google.com
The backbone of my document collaboration. Google Docs, Sheets, and Drive provide the reliable cloud-based office suite I need for smooth operations.
QuickBooks (£20-£70/month)
URL: https://quickbooks.intuit.com
QuickBooks handles my bookkeeping, invoicing, and tax preparation. Its automation features save hours of financial admin work each month.
Focus and Productivity
Claude (Free-£20/month)
URL: https://anthropic.com/claude
Claude acts as my AI writing assistant and research partner. It helps with content creation, data analysis, and problem-solving, significantly reducing the time I spend on various tasks.
Endel (£16.99-£49.99/year)
URL: https://endel.io
Endel creates personalised soundscapes that help me maintain focus during writing sessions. Its science-based approach to audio environments has notably improved my productivity during deep work.
Making It Work for You
Now, I know what you're thinking - this looks like a lot of money spent on software. You're right. The total investment runs about £200-300 monthly depending on team size. But here's the thing: these tools aren't expenses, they're investments that:
Enable me to run a profitable business in just four hours daily
Maintain high-quality output without sacrificing personal time
Scale operations without proportionally increasing work hours
Automate routine tasks so I can focus on high-value activities
The key isn't to copy this stack exactly - it's to understand what problems you're trying to solve and choose tools that serve your specific workflow. This combination has evolved through years of testing and optimisation, and each tool earns its keep by contributing to the four-hour workday goal.
Your Turn
What tools help you maintain productivity whilst preserving work-life balance? Have you found any hidden gems that others should know about? Drop a comment below - I'd love to hear about your essential applications and how you use them.
Remember, the goal isn't to use tools for tools' sake, but to leverage technology to create more freedom in your life. These applications help me maintain a profitable business whilst preserving the flexibility and autonomy that drew me to entrepreneurship in the first place.
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*Quick note: All prices are approximate and were correct at the time of writing. Many of these tools offer different pricing tiers or discounts for annual subscriptions.*
Thanks of the list and the super quick and helpful explanations!
I tried Endel, which is cool but didn't quite click for me. I wound up using two background noise apps daily: Brainwave (for its catalog of binaural beats, not its interface) and Dark Noise (Desk Fan is on as I write this).