Inbox Zero, AI Tools & Deep Work: The Ultimate Productivity Guide for Entrepreneurs

About this episode

Productivity is a topic that occupies every founder's mind – but too often the discussion gets lost in tool overload and superficial tips. Daniel Dippold from EWOR and Mike Mahlkow share their concrete, battle-tested productivity setups in this episode, showing which tools actually save time and which are just distractions.

Email Management: Superhuman as a Game-Changer

For email productivity, both rely on Superhuman – and for good reason. The tool doesn't just offer shortcuts for everything, but also intelligent features like snippets for recurring responses and automatic follow-up reminders. "The most important thing is the Unified Inbox," Daniel explains. "All email accounts in one place, without constantly switching between different apps."

The goal: Inbox Zero. Not as a perfectionism trip, but as a practical system where every email is either immediately answered, delegated, scheduled, or archived. The investment in Superhuman pays for itself quickly when you consider how much time is spent daily on emails.

Desktop Productivity: Raycast Revolutionizes Workflow

For Mac users, Raycast is an absolute game-changer. The app replaces Spotlight and offers extended functions for file management, quick links, and AI features. "I can rename files directly from Raycast, switch between projects, or quickly access frequently used tools," Mike describes his workflow.

Particularly practical: the ability to create custom shortcuts and workflows. Instead of clicking through folders, you find files through intelligent search and categorization in seconds.

Scheduling Without Ping-Pong: cal.com and WimCall

For appointment management, both swear by tools like cal.com and WimCall. These eliminate the annoying email ping-pong of scheduling and integrate seamlessly into existing calendar systems. "A good scheduling tool not only saves time but also makes a more professional impression on clients and partners," Daniel emphasizes.

The automation goes even further: meeting links, reminders, and even preparation materials are sent automatically.

Meeting Transcription: Optiverse and Automation

For meeting notes, they use tools like Optiverse that automatically create transcripts and summarize key points. This not only saves time in following up on meetings but also ensures that nothing important gets lost.

The transcripts can be integrated directly into project management tools like ClickUp, where action items automatically become tasks.

Hardware: The Underestimated Productivity Component

A point that's often overlooked: hardware is just as important as software. A fast laptop, stable headphones, a good microphone, and a reliable internet connection form the foundation for productive work.

"Many people save money on hardware and wonder why they're unproductive," Mike explains. "A laptop that takes three seconds to open an app costs more time per day than the best productivity tool can save."

Particularly important: ergonomics. A laptop stand and external keyboard can prevent neck problems and significantly improve work quality.

Project Management: ClickUp and Google as Foundation

For larger projects, both use ClickUp for task management and Google Docs for collaborative document work. "The most important thing is consistency," Daniel emphasizes. "Better to use one tool properly than five tools half-heartedly."

For knowledge management, a combination of Google Drive for documents and structured folder systems has proven effective. The key lies in consistent naming conventions and regular cleanup work.

The Tool Philosophy: Less is More

The most important point: productivity doesn't come from more tools, but from the right tools – and few of them. Before introducing a new tool, you should ask yourself: Does it actually save time? Is the onboarding worth it? And: Does it replace an existing tool or does it come in addition?

"We consciously track how much time we spend with different tools," Mike explains. "That's the only way to recognize whether the investment really pays off."

Outlook: AI Workflows of the Future

Despite all enthusiasm for automation, both emphasize the importance of conscious handling of new tools. AI features can be enormously helpful but shouldn't be adopted blindly.

The trend is toward intelligent workflows that connect different tools and automate routine tasks. Important: maintain human control and regularly check whether automation still makes sense.

For young companies, the recommendation is: first master the basics (email, calendar, project management), then gradually expand. Productivity is a marathon, not a sprint.