🦾 | How I Stay Organized While Scaling a Relationship-Driven Business

Written By Jeff Mard

Source: Author & Chat GPT 5.2

Earlier this week, a friend from #DadChat asked me a simple question:

“How do you stay so organized?”

Short answer: it’s not easy.
Longer answer: I’ve leaned hard into technology as I scale.

With 13 retainers, multiple partners, and a steady stream of referral deals, my business only works if my systems work. Over time, I’ve built a lightweight but powerful stack that keeps me moving fast, staying responsive, and (mostly) sane.

Below is a peek inside the tools I rely on. And why.

🚀 Superhuman — My #1 Systems & Operations Tool

If I had to pick one tool that anchors everything, it’s Superhuman.

It’s the nerve center of my day.

Why I love it:

  • Multiple inboxes, unified beautifully

  • Automatic reminders and follow-ups

  • Snippets (shortcuts for frequently used responses)

  • Tight calendar integration

  • AI-powered email starters

It fits the way I work—fast, relationship-driven, and high volume. A true game changer.

📧 Mailchimp — Organization + Communication Hub

I’m relentless about organization and communication. And it shows, my average email blows past industry averages (50%+ most of the time).

Mailchimp currently acts as a lightweight CRM. Building towards a more formal system in HubSpot (hireing an assistant; upgrade coming soon).

Great for:
Segmentation, campaigns, and ongoing nurture.

🧠 Fathom & Plaud — AI Note-Takers

  • Fathom = virtual meetings

  • Plaud = in-real-life meetings

Both are excellent. I spend less time typing and more time listening. And I actually revisit my notes.

📆 SavvyCal — Multi-Calendar Control

SavvyCal has been great for managing multiple calendars and availability.

That said, with recent advances inside Superhuman, I may sunset this soon. Still a strong tool.

🔎 LinkedIn Sales Navigator + Seamless.AI — Relationship Building Engine

This combo helps me:

  • Identify the right people

  • Research accounts

  • Access accurate contact info

It’s central to how I build new relationships at scale.

☁️ Dropbox — File Storage + E-Signatures

A bit of a legacy system for me, but still reliable.

  • Personal + professional file storage

  • Built-in signature feature (no need for DocuSign)

🧠 Bonus: My Conference LLM Stack

For every conference I attend, I build a custom LLM inside Google NotebookLM.

I’m increasingly moving toward my own custom LLM agents to help with:

  • Follow-ups

  • Content creation

  • Recap summaries

  • Idea generation

This has become a quiet superpower for Channel M.

💰 Gusto — Payroll & Compliance

I’m an LLC running as an S-Corp (a must in certain states like NY, MA, and CA).

Gusto handles:

  • Payroll

  • Taxes

  • Unemployment filings

  • Annual reports

Set it and forget it.

📊 QuickBooks — Financial Source of Truth

My bookkeeper and I live in QuickBooks.

Built-in reports, integrations, and reliability make it my ride-or-die accounting system.

🤝 Venmo & Zelle — Fast Partner Payments

Simple, fast ways to pay partners when needed.

Final Thought

Tools don’t replace discipline. They do multiply it.

This stack helps me stay focused on what matters most:
connecting people, building relationships, and helping brands scale.

Now I’m curious…

👉 What tools am I missing?
👉 What should I eliminate?

#ChannelM #Entrepreneurship #AlwaysLearning

Jeff Mard https://channelm.co
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