Tools That Keep Me Grounded (and Sane): Doing More with Less
If you’ve ever felt stretched too thin in prevention work — too many emails, too many Zooms, not enough time to think — you’re not alone. I’ve been there too.
That’s why I started getting serious about something I now call Tactical Capacity — the idea that knowing what to do isn’t enough. You need systems and tools to help you actually do it, consistently and sustainably, even when the pressure’s on.
Today, I want to share a few of the tools that help me do more with less — without losing my mind in the process.
1. Notion – My Digital Brain
I use Notion for pretty much everything — from long-term strategy to daily tasks. Think of it like a flexible digital workspace where I can:
Build dashboards for specific coalitions I’m supporting
Track project timelines and deliverables
Keep all my notes, ideas, and action plans in one place
I’ve even created a “Reset” dashboard in Notion. It helps me zoom out when I’m in the weeds, ground myself in my core priorities, and reconnect to my why. When things feel chaotic, this is where I go to recalibrate.
If you’re ready to really dive in, check out our post: Lessons from Notion: Getting Your Systems Right for 2025.
2. Calendly – Protecting My Time
If you’ve ever played the “What time works for you?” email game… just stop. Calendly saves so much time and decision fatigue by letting people schedule with me based on the availability I set.
I also use it to create space between calls so I’m not jumping from Zoom to Zoom without time to breathe, stretch, or just think.
Pro tip: I set up different event types (30-min coaching, podcast interviews, virtual coffee chats) and embed them directly into my site or emails. It’s simple, respectful of everyone’s time, and keeps my calendar organized without constant back-and-forth.
3. Canva – Design Without the Drama
Let’s be real — great messaging is only half the battle. If it doesn’t look good, people might not even stop to read it. That’s where Canva comes in.
Whether I’m building slides for a keynote, creating a one-pager for a coalition, or designing Instagram graphics to boost engagement — Canva helps me do it quickly and professionally. You don’t need to be a designer — you just need the right template and a clear message.
I’ve even created branded templates for our DJC work so I’m not starting from scratch every time. It’s a small shift that saves a ton of time.
4. ChatGPT – Creative Co-Pilot
This one’s newer for me, but I’m telling you — ChatGPT has changed the game. It’s like having a brainstorming partner who never sleeps.
I use it to:
Draft content ideas or outline blog posts (yes, like this one)
Spark fresh messaging for coalitions who want to re-engage their community
Refine language when I’m too in my head and need a clearer way to say something
It’s not about replacing your voice — it’s about helping you find it faster. And in this work, speed + clarity = impact.
Why These Tools Matter
Here’s the truth: Prevention work is heart work — but without systems, it becomes hard work. These tools help me reduce friction, protect my energy, and spend more time doing the work that matters most — building relationships, facilitating conversations, and showing up with purpose.
This is what Tactical Capacity looks like in action:
→ Simple tools.
→ Clear systems.
→ Sustainable momentum.
Want to Build Your Own Tactical Toolkit?
I’ll be sharing more in the coming months about how I use these tools to support coalitions, simplify processes, and avoid burnout. But for now, maybe pick just one tool from this list and try it out this week.
Not because you need to “do more” — but because you deserve to do your work with less stress and more intention.
Keep rockin’,
Dave
P.S. If you’re curious about how Tactical Capacity can support your team or coalition, reach out! I’d love to hear what systems you're already using — or help you build a few that fit.
