My exact tool stack.
How I run Outstep .

Go to github.com/features/copilot and subscribe. The Individual plan covers everything you need to start.

Install the GitHub Copilot extension in VS Code (search "GitHub Copilot" in Extensions). Sign in with your GitHub account.

Open Copilot Chat (Ctrl+Shift+I / Cmd+Shift+I). At the top, click the model selector and switch to Claude Opus for planning sessions.

When ready to build, switch the model to Claude Sonnet in the same dropdown. This is your execution model - faster and enough for implementation.

Enable Agent Mode in Copilot settings for multi-file edits. This is what makes it feel like a real coding partner, not just autocomplete.

Go to claude.ai and sign up. Pro plan gives you access to Opus and Sonnet - worth it.

Create Projects inside Claude for each client or recurring workflow. Projects keep your instructions and context persistent across chats - no re-explaining every time.

In each Project, write a custom system prompt : what the project is, the tech stack, the client's name, tone preferences, and any constraints.

Upload key documents to the Project - scope of work, requirements, previous conversations. Claude reads these in every session automatically.

Go to gemini.google.com - sign in with your Google account. Free tier is enough for image generation.

Go to notebooklm.google.com - sign in. Create a new Notebook for each project or topic area.

In NotebookLM, upload your source documents - PDF brief, Google Doc, website link, or pasted text. NotebookLM reads all of it and uses it as context for everything you ask.

Click Studio → Presentation to auto-generate a slide deck from your sources. NotebookLM structures it, adds talking points, and formats slides automatically.

Export to Google Slides, then adjust the design. The content is already done - you're just polishing the look.

Download Granola from granola.ai - Mac only currently. Install and sign in with Google.

Connect your Google Calendar . Granola detects your upcoming meetings and is ready to record when they start - no manual setup per meeting.

Grant microphone permissions. Granola records system audio + mic - it captures both sides of the call without joining as a visible participant.

After the call, Granola auto-generates a summary with key points, decisions, and action items. Edit or expand directly in the app.

Copy the transcript or notes and paste into Claude when you need to generate deliverables - proposals, follow-up emails, task lists - from the meeting content.

Go to trello.com - free tier is more than enough for teams under 10.

Create one Workspace called "Outstep" (or your company name). All client boards live inside it.

For each client project, create a new board with this 5-column structure - use it on every board without exception:

📋 Backlog - agreed on but not started
🔨 In Progress - actively being built right now
👀 In Review - built, waiting for review or testing
✅ Done - shipped and confirmed
⚠️ Blocked - waiting on client, third party, or a decision

Every card must have: a clear task name , the person assigned , and a due date . Cards without these go back to Backlog until they're complete.

Invite clients to their board as a viewer . This eliminates 80% of "what's the status?" messages - they can see everything in real time.

Create one parent company group - I call mine "Discussions at Outstep." Company-wide updates, policy changes, team announcements only. Not project work.

Create a separate group for each client project. Include only the team members on that project. Name it clearly: "[Client Name] – [Project Name]".

Set a group description in each project group with: project overview, deadline, Trello board link, and point of contact. Anyone joining later has instant context.

Use pinned messages for important links - Trello board, staging URL, client drive folder. Findable without scrolling.

Turn on disappearing messages (90 days) in project groups. Old conversations clear automatically. No manual housekeeping.

Create three separate calendars inside Google Calendar, colour-coded:
🟢 Deep Work (green) · 🔵 Client Calls (blue) · ⬜ Admin (grey). Everything goes into one of these three.

Block deep work time first , every week. I protect mornings - 9am to 12pm. Non-negotiable. No meetings, no calls, no interruptions. This is when the real work happens.

Designate specific days for client calls - keep calls to afternoons or specific days so they don't fragment the entire week. A fragmented day has no deep work.

Set one admin block per day - 30–45 minutes - for emails, proposals, invoices. Do all of it in this block, not scattered throughout the day.

Set your calendar's working hours (Settings → Working Hours) so no one can book you outside them. Sync your booking link (Calendly, Cal.com) to this calendar so available slots reflect reality.