Marketing is a fast-moving world, and if you’re not careful, your day gets swallowed up by admin, endless emails, and chasing approvals. The right tools won’t do the work for you, but they will automate the repetitive stuff, keep you organised, and give you back time to focus on the bigger picture.
At Gecko, we’ve tested a fair few over the years. Here’s what we actually use to stay on top of projects, social media, reporting, and more—plus some alternatives if you’re looking for the right fit for your team.
1. ClickUp – The Ultimate Organiser for Marketing Teams
If your marketing tasks are scattered across email, Slack, and random Post-it notes, you’ll spend more time finding work than doing it. That’s why we use ClickUp to keep everything in one place—tasks, deadlines, approvals, and team discussions.
We’ve tried a few different project management tools, but ClickUp wins because it’s customisable without being overwhelming. We can create different workspaces for projects, automate repetitive tasks, and build dashboards that show exactly where everything stands.
A good project management tool doesn’t just help you organise your work—it helps you deliver it faster.
Other options: Asana, Monday.com, Trello—each has its strengths, depending on how structured (or flexible) you need your workflow to be.
2. Sprout Social – Smarter Social Media Management
Managing social media manually is exhausting—jumping between platforms, writing posts on the fly, and scrambling to track performance. We use Sprout Social to take the stress out of social media marketing.
It lets us schedule posts in advance, track engagement across multiple accounts, and pull reports in seconds instead of hours. The best part? It helps us spot trends early so we can adjust our strategy rather than just reacting to the numbers after the fact.
If social media is part of your marketing mix (and let’s be honest, it probably is), a scheduling tool isn’t just nice to have—it’s essential.
Other options: Hootsuite, Buffer, Later—ideal if you need a simpler or more cost-effective solution.
3. AI Meeting Transcription – Because No One Has Time for Manual Notes
We’ve all been there: a great meeting full of ideas, only for half of them to disappear because no one took proper notes. Instead of relying on memory (or writing everything down manually), we use Fathom to transcribe and summarise our meetings automatically.
It records calls, pulls out the key points, and even tags action items so nothing gets lost in the shuffle. Whether it’s a client call, an internal stand-up, or a brainstorming session, we can go back and review exactly what was discussed.
If your day is packed with meetings, this kind of tool saves time and stops things from slipping through the cracks.
Other options: Fireflies.ai, Otter.ai—great alternatives if you’re looking for different features or pricing plans.
4. Analytics & Reporting – Making Data-Driven Decisions
Marketing without data is just guessing. We rely on Google Analytics 4 and Looker Studio to track performance, measure success, and adjust our approach based on real numbers—not gut feelings.
We set up custom dashboards that pull together website traffic, conversion data, and engagement metrics, so we can see at a glance what’s working and what needs improvement. This saves us from digging through endless spreadsheets and helps us make faster, smarter decisions.
If you’re not tracking your marketing performance properly, you’re missing out on insights that could help you do more of what works and less of what doesn’t.
Other options: HubSpot Analytics, Matomo—ideal if you need advanced reporting or a more privacy-focused approach.
5. ChatGPT – AI That Enhances, Not Replaces, Your Work
AI tools like ChatGPT are game-changers when used correctly. We use it to speed up content creation, brainstorm ideas, and summarise reports—but always with a human touch. It’s not about replacing creativity; it’s about removing the blank-page problem and helping us move faster.
For example, instead of staring at an empty document, we’ll can use ChatGPT to generate a rough first draft of an article, which we can then refine. Or we’ll use it to quickly summarise a long report so we can pull out the key insights.
Some people are still wary of AI, but when used responsibly, it’s a huge time-saver that makes marketing teams more efficient.
Other options: Jasper AI (more marketing-specific), Claude AI (for more nuanced, human-like responses).
6. Automation & Integration – Less Admin, More Productivity
Repetitive tasks slow everyone down—copying data from one tool to another, manually sending follow-up emails, updating spreadsheets. That’s why we use automation tools like Zapier to connect different apps and trigger actions automatically.
For example, if someone fills out a contact form on our website, Zapier can instantly:
- Add their details to our CRM
- Send a personalised follow-up email
- Notify the right team member
That’s minutes (or even hours) saved on manual admin, every single day. If your team is still spending time on tasks that could be automated, you’re wasting valuable energy on the wrong things.
Other options: Make (formerly Integromat), n8n—great for teams that need more advanced automation.
7. Email Automation – Stay Connected Without the Busywork
Email marketing is one of the most effective ways to engage your audience—but managing it manually is a time drain. We use Mailchimp to automate campaigns, personalise messaging, and optimise email performance, so we can focus on strategy instead of admin.
With Mailchimp, we can:
- Automate follow-up emails after someone downloads a resource or signs up for a newsletter
- Segment audiences based on behaviour, so every message feels relevant
- A/B test subject lines and content to improve open rates and engagement
- Track performance in real time to refine campaigns and boost results
Email automation doesn’t just save time—it ensures consistent, targeted communication that drives conversions.
Other options: ActiveCampaign, Brevo (formerly Sendinblue), Campaign Monitor—great for different levels of automation and audience segmentation.
Final Thoughts: Work Smarter, Not Harder
The best marketing teams don’t just work harder—they work smarter. But having the right tools is only half the battle. To truly maximise results, you need the right strategy, expert execution, and a team that knows how to make marketing work for you.
That’s where we come in. At Gecko, we help businesses cut through the noise, streamline their digital marketing, and get measurable results—without the guesswork. Whether you need a smarter website, content that converts, or a digital strategy that actually delivers, we’re here to help.
Want to see how we can take your marketing to the next level? Get in touch today, and let’s chat.
