13 Tools and Technologies that Coos Rely On
In today's fast-paced business world, Chief Operating Officers (COOs) rely on cutting-edge tools and technologies to streamline operations and boost productivity. This article delves into the specific solutions that are making a significant impact across various industries. Drawing insights from industry experts, we explore how these innovative technologies are revolutionizing the way businesses operate and succeed.
- GoHighLevel Streamlines Operations
- Jira and Slack Enhance Project Visibility
- ChatGPT Boosts Productivity Across Businesses
- Make.com Automates Startup Workflows
- Centralized Dashboard Improves Moving Services
- No-Code Interface Revolutionizes Voice AI Management
- ClickUp Unifies Project and Performance Management
- ReliablyME Boosts Team Accountability
- Ninety.io Aligns Projects and Priorities
- Booking Software Simplifies Tour Guide Operations
- BI Platform Empowers E-commerce Decision-Making
- Asana Enhances Cross-Departmental Project Coordination
- AI-Driven BPA Platform Optimizes Business Operations
GoHighLevel Streamlines Operations
One tool I rely on heavily in my role as COO is GoHighLevel, and it has completely transformed the way we operate. As a growing company, one of our biggest challenges was juggling multiple platforms for CRM, email marketing, client communications, and sales automation. Each tool solved part of the problem but created silos, inefficiencies, and added costs.
GoHighLevel gave us the ability to consolidate all of these functions into a single platform. Now, I can oversee the entire customer journey from lead generation and nurturing to onboarding and retention without the fragmentation we once struggled with. The automation capabilities alone have reduced manual tasks by nearly 80%, freeing up our team to focus on higher-value activities such as building relationships and innovating new services.
The platform also provides real-time analytics and pipeline visibility, which is crucial for making data-driven decisions quickly. As COO, having a clear view of what's working and what needs attention allows me to anticipate challenges before they become problems and reallocate resources more effectively.
Beyond operational efficiency, what excites me most is the customer impact. Clients now experience consistent, timely, and personalized communication, which has been a major factor in maintaining a 92% retention rate. In today's market, where customer expectations are higher than ever, tools like GoHighLevel don't just make my job easier—they directly contribute to business growth and client satisfaction.
For any leader looking to scale without losing control of the customer experience, I'd argue that adopting an all-in-one system like GoHighLevel is not optional anymore; it's essential.
Jira and Slack Enhance Project Visibility
To be truly honest, when I was balancing both CEO responsibilities and numerous COO-type duties at Amenity Technologies, the one tool I relied on heavily was our project management and collaboration platform, specifically Jira integrated with Slack.
The reason is straightforward: in a small but rapidly scaling tech company, the biggest risk isn't a lack of talent, it's a lack of visibility. Before we adopted a structured system, updates lived in email threads or one-off calls, making it nearly impossible to spot bottlenecks early. With Jira driving sprint planning and Slack pushing real-time updates, I could see exactly where tasks were stalling, which dependencies were at risk, and where resource allocation needed adjustment.
What made it powerful wasn't just efficiency; it was accountability without micromanagement. Teams had ownership of their work, and I could step in only when a flag was raised. For example, in one AI product rollout, we spotted integration delays in week two instead of week six, which saved us from a potential client escalation.
So for me, the right COO tool isn't about control; it's about creating a transparent operating rhythm where problems surface early and execution remains disciplined.
ChatGPT Boosts Productivity Across Businesses
The tool I rely on most as a COO is ChatGPT. I use it constantly to get things started, whether I'm drafting an email, outlining a strategy, or researching an idea. It helps me clear the mental clutter and gain momentum, then I refine and run with it from there.
With three businesses, there's always too much on my plate. ChatGPT doesn't replace my decision-making or thought process, but it helps me move faster, stay focused, and maintain consistency across everything I'm managing.
Make.com Automates Startup Workflows
There's one tool I rely on every single day — and honestly, I couldn't run Maneo Technology without it.
That tool is Make.com.
Why? Because running a startup means spinning a hundred plates at once — operations, product, growth, client delivery — and without the right systems, all those plates come crashing down.
Make has become our silent team member.
It connects every moving part of the business into one seamless workflow.
When a candidate uploads their CV, it's instantly parsed, stored securely in Firebase, pushed into HubSpot, and even triggers an AI-generated update for the hiring manager.
What used to take hours of administrative work now happens in seconds.
The impact?
Time back for strategy - I can focus on scaling, partnerships, and innovation.
Scalability without overhead - We run like a bigger company without hiring an army of operations staff.
Accuracy & consistency - No more manual errors, everything flows correctly every time.
Automation has turned us into a company that punches far above its weight.
We don't wait for enterprise resources — we build enterprise efficiency right now.
For me, Make isn't "just a tool."
It's the backbone of Maneo Technology.
It's what allows me to step out of the weeds, focus on growth, and ensure our business runs smoothly today and is ready to scale tomorrow.
— Abigail Pike
Founder & CEO, Maneo Technology
Centralized Dashboard Improves Moving Services
Hi,
We aggregate live customer reviews, service metrics, and GPS-tracked delivery data into a single dashboard. This allows us to instantly spot red flags like delayed arrivals or damage claims before they escalate.
According to the U.S. Census Bureau, over 27 million Americans moved in 2022, and with that volume, even a small percentage of bad experiences can snowball into major brand damage. Having a centralized, data-driven system lets us vet movers continuously instead of relying on outdated annual reviews, which means only the best-performing companies stay on our platform.
Our team spent hours cross-checking reviews, verifying licenses, and manually updating records. Now, it's automated, allowing us to onboard quality movers faster and drop underperformers in real time. This has cut our vetting process from weeks to days while increasing customer satisfaction scores by double digits. In an industry often criticized for hidden fees and unreliable service, this tool gives us the transparency to keep both our business and our customers ahead of the curve.
No-Code Interface Revolutionizes Voice AI Management
As the Co-Founder of VoiceAIWrapper, a platform dedicated to empowering businesses with comprehensive voice AI solutions, I can certainly point to the central role that our own no-code interface serves not just for our clients, but in our everyday operations as well. While many professionals might highlight external tools, I find it fascinating how a foundational technology we developed has transformed our workflows and management processes.
Our platform enables us to integrate seamlessly with multiple leading voice AI providers like Vapi.ai, Retell.ai, ElevenLabs, and Deepgram, all through a single dashboard. This level of integration has greatly streamlined our campaign management and client onboarding processes. For example, we can effortlessly segment contact lists, customize call windows for compliance, and monitor performance metrics—all without the need for extensive coding or technical expertise. This has allowed my team and me to fully focus on strategic initiatives rather than getting bogged down in the complexities of the technology itself.
Moreover, our 24/7 support and dedicated success team empower us to immediately address client needs, enhancing both client satisfaction and retention. With robust features like automated callbacks and advanced A/B testing, we're not only optimizing our operations but also fostering an environment that brings our clients rapid go-to-market advantages. This efficient use of technology has tripled our campaign deployment speed, drastically reducing setup time from over 30 days to about 30 minutes, which I believe is a game-changer in our industry.
In essence, the technology that we've built at VoiceAIWrapper has proven invaluable, allowing us to elevate our services while preserving agility and responsiveness in our operations. It's truly gratifying to witness how this tool not only empowers our clients but also sharpens our own efficiency and focus as a company. As we continue to innovate, I'm confident that we'll further enhance our approach to voice AI, making it accessible and beneficial for even more businesses.
ClickUp Unifies Project and Performance Management
One tool I rely on heavily in my role as COO is ClickUp. It has become the operational backbone of how we manage projects, people, and performance at ChromeQA Lab.
Initially, we tried juggling Trello for sprints, Google Sheets for OKRs, and Slack for coordination, but nothing felt unified. ClickUp changed that. It gave us one central place where we could connect task-level execution with strategic goals. Every QA sprint, onboarding workflow, and cross-team collaboration is mapped there, complete with timelines, ownership, and automation.
What makes it powerful for my role specifically is its dashboarding and reporting layer. I can instantly see which clients are at risk, which teams are over capacity, and how we're tracking against quarterly deliverables without chasing updates or sitting through status meetings.
It has also helped us standardize chaos. We built templates for onboarding, test case reviews, and client retros so new projects don't start from scratch, and velocity doesn't depend on a few high-performers.
The biggest benefit? Clarity at scale. As COO, I don't just want to see what's happening; I want to see what's slowing us down. ClickUp gives me that visibility, and it's been a game-changer.
ReliablyME Boosts Team Accountability
For me, it's our behavioral accountability platform, ReliablyME.
It prompts quick commitment check-ins (via Slack, WhatsApp, etc.) and makes follow-through visible without adding more meetings.
The result? Fewer dropped balls, more trust, and a team that's aligned without needing constant chasing.
Ninety.io Aligns Projects and Priorities
I rely heavily on Ninety.io to keep projects, teams, and priorities aligned. It acts as a single source of truth—meeting notes, quarterly goals, scorecards, and to-dos all live in one place. It's cut down on scattered updates and helped everyone stay focused on what matters most. The structure of the tool makes it easy to maintain alignment as we scale.
Booking Software Simplifies Tour Guide Operations
Trip booking software for my tour guiding business simply means I don't have to hassle about taking payments or making sure guests have paid up. I can spend my time focusing on what really matters in my business, which is providing my guests with great days out on the mountain.
BI Platform Empowers E-commerce Decision-Making
One technology I consistently rely on in my executive and consulting roles is an integrated business intelligence (BI) platform, specifically tailored for e-commerce and omnichannel retail. Over the years, I have worked with several solutions, including custom dashboards that aggregate data from ERP, CRM, digital marketing, and logistics channels into a unified, real-time view. This single source of truth is not a luxury, but a necessity.
In practice, running global e-commerce operations or advising clients on digital transformation requires rapid, accurate decision-making. Too often, leaders are delayed by fragmented reports or inconsistent KPIs between departments. BI platforms resolve this by centralizing performance data, customer behavior analytics, and supply chain metrics. This clarity lets me assess campaign ROI, inventory risks, and market shifts at a glance, making meetings and cross-functional coordination far more productive.
For example, during a recent consulting project with a large omnichannel retailer, implementing an advanced BI solution allowed the COO and their leadership team to pivot inventory allocation within hours in response to a sudden change in regional demand. Previously, such a move would have taken days due to manual data compilation and siloed information. The speed and transparency enabled by BI not only increased revenue capture but also improved team accountability and morale, as every department could see the direct impact of their actions.
At the E-Commerce & Digital Marketing Association, we see similar patterns: companies that invest in actionable BI infrastructure outperform those relying on spreadsheets or outdated reporting tools. It is not about technology for its own sake, but about freeing leadership from administrative drag and enabling a culture where every decision is grounded in facts, not assumptions or guesswork.
In summary, a robust business intelligence platform is indispensable in my work as both an operator and a consultant. It turns complexity into clarity, accelerates decision cycles, and empowers teams to act in alignment with real business priorities. This is the foundation of effective digital leadership in any competitive sector.
Asana Enhances Cross-Departmental Project Coordination
I rely heavily on project management software, specifically Asana, to keep our operations running smoothly. It allows me to track cross-departmental tasks, set deadlines, and monitor progress in real time. During a recent product rollout, I used Asana to coordinate marketing, engineering, and support teams simultaneously. Having a single platform for updates and accountability cut down on endless email threads and daily status meetings, which saved the team several hours each week. It also gave me clear visibility into bottlenecks, so I could reallocate resources quickly without disrupting timelines. Over time, this tool has transformed how I prioritize tasks and ensure that projects stay on track, making complex operational oversight far more manageable.
AI-Driven BPA Platform Optimizes Business Operations
As the COO of Invensis Technologies, one tool that consistently proves invaluable is a robust business process automation (BPA) platform integrated with AI-driven analytics. By streamlining repetitive workflows across finance, customer service, and project management, this technology not only accelerates task completion but also minimizes errors and frees up time for high-value strategic decision-making. The real game-changer lies in its analytics capability—delivering real-time insights into operational bottlenecks, resource utilization, and performance trends. This data-driven visibility has transformed decision-making from reactive to proactive, allowing operations to scale seamlessly while maintaining precision and agility in a competitive market.
