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As a web designer, I’m always looking for ways to be more productive — get more done in less time so I can work more intentionally. These are the five tools I reach for every day.
Tool #1: Bonsai
I use Bonsai to manage most aspects of my web design business — contracts, proposals, invoices, time tracking, accounting, and estimated tax calculation. The convenience of having everything in one place is genuinely helpful. You can structure services by milestone, flat rate, hourly, or subscription. No more juggling separate tools for each part of the business.
Tool #2: SearchAtlas
SearchAtlas is an SEO platform I use for keyword research, site audits, and tracking rankings. It’s particularly useful for researching content opportunities and auditing client sites before and after launches. The keyword research tool surfaces long-tail opportunities that other tools miss, and the site audit gives clear, actionable recommendations rather than a wall of technical warnings.
Tool #3: Noise-cancelling Headphones
This one is more of a personal preference, but I find I’m significantly more productive when working in silence or with light background music. My go-to is the Sony WH-1000XM4. Great sound, first-class noise cancellation, and a reasonable price. I’ve worn them through more client calls and deep work sessions than I can count.
Tool #4: Loom
Loom is a screen recording tool I use for client communication on topics that don’t need a meeting but are too complex for email. I use it almost every day — walkthrough videos for feedback rounds, handoff recordings after project delivery, quick explainers for revisions. It removes the scheduling overhead from a lot of conversations that would otherwise eat up time.
Tool #5: Notion
Notion is where I manage everything from project tracking to blog planning to client notes. It’s the one tool that’s stuck after years of trying alternatives. I have a workspace set up for MJD with databases for projects, tasks, and clients — the same structure I use across all active engagements.
Final thoughts
Picking just five was hard — these are the ones I use every single day. They won’t all be the right fit for everyone, but if you’re running a solo design studio, these cover the main areas: business admin, SEO research, focus, client communication, and project management.
Running a Webflow design business?
Matthew John Design builds Webflow sites and has built up the systems to deliver them efficiently. If you need a site built, get in touch. And if you’re managing client work yourself, the client project management guide covers the process I use from first call to handoff.