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The TAP OBM Tech Stack

The tools that run our operations.

This is the stack I use to run TAP OBM and my clients' operations, from the first discovery call to the AI team that reports to me every day. If it's on this page, we use it every week.

22 tools8 I use daily6 categories

By Annikka Aborro, 18 years in operations · Updated

Heads up: some links on this page are affiliate links. If you sign up through one, TAP OBM may earn a commission at no extra cost to you. We only list tools we use in our own business or with clients.

Annikka working at her laptop

Projects and team

Where the work lives, who owns it, and how the team stays on the same page.

ClickUp

Daily driver

Every client project, launch and SOP lives here. If it isn't in ClickUp, it isn't happening.

Visit ClickUp

Slack

Daily driver

Where client teams talk to us, so decisions don't get buried in email threads.

Visit Slack

Apploye

Daily driver

Time tracking for my team, so payroll and client hours come from real numbers.

Visit Apploye

Meetings and notes

Every call ends with clear next steps, and nobody has to rely on memory.

Zoom

Daily driver

Discovery calls, client meetings and every live class I teach.

Visit Zoom

Fathom

Daily driver

Records and summarizes every call, so action items go out the same day.

Visit Fathom

Fireflies.ai

A second notetaker on the same calls, with searchable transcripts when I need an exact quote.

Visit Fireflies.ai

AI

The AI that runs inside my business, with a human approving what goes out.

Claude

Daily driver

Runs my AI team: reports, drafts, follow-ups, checks, and now our reel edits. I approve what goes out.

Visit Claude

Telegram

How my AI team reports to me. Updates come in as short cards and I approve with one tap.

Visit Telegram

ChatGPT

For brainstorming prompts and quick image ideas.

Visit ChatGPT

Wispr Flow

I talk, it types. Faster than typing long briefs and messages.

Visit Wispr Flow

Content and video

SOP walkthroughs, reels and client updates. Claude now does a lot of the editing.

Snagit

Daily driver

Screenshots and quick screen recordings for SOPs and client walkthroughs.

Visit Snagit

Descript

Daily driver

Edit video by editing the transcript. Fast cuts for reels and long videos.

Visit Descript

HyperFrames

Claude uses it to build animated title cards, captions and overlays for our reels. Free and open source.

Visit HyperFrames

HeyGen

AI avatar and voice videos, for when a client needs a video and nobody can film.

Visit HeyGen

Canva

Graphics, carousels and documents with our brand kit already loaded.

Visit Canva

Transcript.lol

Turns any video into a transcript I can reuse for content and notes.

Visit Transcript.lol

CRM, docs and knowledge

The front door of the business and the backbone everything else plugs into.

GoHighLevel

Our website, funnels, email, calendars and CRM in one place.

Visit GoHighLevel

Google Workspace

Email, calendar, Docs and Drive. The backbone everything else plugs into.

Visit Google Workspace

Obsidian

My second brain. Notes, daily plans and open loops in one searchable vault.

Visit Obsidian
Questions founders ask

Tools, answered

What tools does an online business manager use?

An online business manager runs the business on a small, connected stack: a project manager (we use ClickUp), team chat (Slack), a notetaker on every call (Fathom), one platform for the website, funnels, email and CRM (GoHighLevel), and AI for drafts and reporting (Claude). The tool matters less than who owns the system and keeps it current.

What is the best project management tool for a coaching or consulting business?

For most teams of 3 to 10 people, ClickUp. It holds client projects, launches and SOPs in one place, with an owner and a due date on every task. Asana and Monday work too. The bigger win is one person owning the system and keeping it clean.

Do I need every tool on this page?

No. Start with one project tool, one place for team chat and a notetaker on your calls. Add the rest when a real bottleneck shows up, not before.

How does TAP OBM use AI in operations?

Claude runs our AI team. It drafts reports, follow-ups and SOPs and checks the work, and a person approves anything that goes to a client. Updates reach me on Telegram as short cards I approve with one tap.

Are these affiliate links?

Some are. If you sign up through one, TAP OBM may earn a commission at no extra cost to you. Every tool here is one we use in our own business or with clients.

Your tools are set up. Does everything still run through you?

Most founders I talk to already pay for half of this page. What's missing is someone who owns the system and keeps it running. That's the job of an OBM.

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