I run a small operation just a few people and I feel like we spend a weirdly high amount of time managing the work instead of doing the work.

Tasks in one place. Notes somewhere else. Client stuff in another tool. Updates happening across two different chats.

Everything gets done eventually. But there's a lot of friction in between things fall through gaps, people aren't sure what's current, and onboarding someone new means teaching them 4 different tools before they can even start.

I keep thinking there has to be a simpler way to run a small team but every time I try to consolidate something breaks.

Genuinely curious what's working for other small businesses not the ideal setup, the actual one you use every day.