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Asana, Dubsado, and Calendars — Oh My! What You Actually Need (and What’s Optional)

Running a business sometimes feels like stepping into Oz. Everywhere you look, there’s a new “must-have” tool promising to save you time, automate your life, and make everything run smoother. But which yellow brick road do you actually follow?

Here’s the truth: you don’t need all the things. You just need the right things.

In this blog, I’m sharing my favorite systems (the ones I literally couldn’t run EBS without), what’s truly essential for running your business like a CEO, and which tools are nice to have but not required.

Why Systems Matter

Systems are what separate hustling entrepreneurs from confident CEOs.

Without them? Chaos. Missed deadlines. Burnout.
With them? Clarity, consistency, and a client experience that feels smooth and professional.

Good systems give you back time, peace of mind, and a business that doesn’t fall apart when you take a day off.

My Favorite Systems

Let’s get personal for a second. These three tools are the backbone of how I run Empress Business Solutions — and they’re the ones I recommend most often to clients.

  • Asana: My ride-or-die for project management. Tasks, deadlines, team communication — all in one place. No more sticky notes everywhere or wondering what’s due when.
  • Dubsado: My go-to CRM. Proposals, contracts, invoices, workflows — all branded and automated to create a client experience that feels seamless and professional.
  • Calendars: Scheduling is self-care. These tools eliminate back-and-forth emails and help set boundaries around your time.

What You Actually Need (Essentials)

If you’re building a business and trying to decide what’s worth your money and brainpower, here are the three categories that really matter:

  1. Project Management
    • Tools like Asana, ClickUp, or Trello help you organize tasks, track deadlines, and collaborate.
    • Pick the one you’ll actually use — my personal fave is Asana.
  2. CRM/Client Management
    • Tools like Dubsado, HoneyBook, or SuiteDash help you manage client communication, contracts, proposals, invoices, and automations.
    • Think of them as your “back office in a box.”
  3. Calendar/Scheduling
    • Tools like Google, Outlook, or Calendly keep your appointments in check.
    • Bonus: they protect your time by eliminating endless scheduling emails.

These three systems — project management, CRM, and scheduling — are your foundation. Everything else is extra.

What’s Optional (Nice-to-Have)

There are plenty of shiny add-ons you can layer in as you grow:

  • Fancy automations (chatbots, Zapier chains).
  • Social media schedulers (SocialBee, Pallyy, Metricool)..
  • Design apps (Canva Pro, Figma).
  • Time trackers or dashboards.

Are they helpful? Absolutely. Do you need them all on day one? Nope.

Remember: your tools should fit your business, not the other way around.

How to Decide What’s Right for You

Before signing up for another platform, ask yourself:

  • Will this save me time?
  • Will this improve my client experience?
  • Will this make it easier to track and manage the business?

If it doesn’t check at least two of those boxes, it’s probably just noise.

Pro tip: Start with the essentials. Add the bells and whistles later, when you actually need them.

You don’t need every shiny new platform to run your business like a boss. You just need the right mix of essentials — systems that keep you organized, professional, and sane.

And if you’re not sure which tools fit your business best? That’s exactly what I help CEOs figure out.

👉🏽 Explore how EBS supports CEOs with tech setup and fractional CXO leadership.
Book a strategy session and let’s review your systems together.

Because at the end of the day, the right systems aren’t about having more tech — they’re about giving you more time, clarity, and confidence as a CEO.

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