The tools we use to create hundreds of pieces of content per month
As a content marketing agency owner, managing multiple clients, platforms, and creative projects means relying on a suite of tools that actually support the way we work… not just what’s trending. The right tech stack doesn't just save time - it allows us to deliver content that connects, scales, and drives results without the chaos.
It’s about finding what works and sticking to it. So, here’s a look behind the curtain at the exact tools we use inside Content Queen to plan, create, manage, and deliver strategic content.
The tech stack behind Content Queen
Running a content marketing agency means wearing about 15 hats before lunchtime… strategist, editor, designer, writer, project manager, and sometimes therapist (to yourself and clients).
To keep everything flowing (without burning out), having the right tech stack is non-negotiable. Over the years, my toolkit has evolved with my business - from solo freelancer to agency owner managing multiple clients, team workflows, and creative outputs across platforms.
So in true “teach what you do” style, here’s a look behind the curtain at the tools that power Content Queen, from content planning and editing to scheduling, communication, and client delivery.
Content Planning and Scheduling
Rella
We’ve recently moved over to Rella for content scheduling. I love that it allows us to manage multiple clients, build strategy in-app, and track performance, all in one place. It also has its own AI assistant, Ella, which helps with writing captions and generating ideas (I do recommend this more for social media managers and VAs).
Before Rella, however, I just used the actual platform to schedule. Meta Business Suite or LinkedIn scheduler etc.
Airtable
We still use Airtable for some clients who prefer a collaborative view of content calendars. It’s especially helpful when clients want to provide input or leave comments directly on post ideas. It is legit like a glorified spreadsheet and if you download my free Trello strategy template, you get my content calendar template in Airtable too!
Content Strategy and Documentation
Trello
Trello is where our content marketing strategies are documented. We have a structured template that maps out goals, messaging, content buckets, audience pain points and more… and it’s a go-to tool for onboarding new clients with their own strategy documented.
Project and Task Management
ClickUp
ClickUp is where we manage all of our internal operations, client tasks, and campaign timelines. From podcast production workflows to sales funnels and launch planning, everything is tracked here (I call it my second brain). It also plays a key role in our day-to-day task list. This link gives you 10% off if you want to try it!
Video and Podcast Editing
CapCut, iMovie and Edits
These are my go-to tools for quick video edits, whether it's for Instagram Reels, behind-the-scenes content or fast turnaround clips. We use iMovie for cutting up easy things, CupCut for fancy stuff (although their privacy policy is questionable), and Edits for mainly Instagram content!
Descript
Descript is a game-changer for audio and video. We use it for editing podcast episodes into short snippets, generating transcriptions, creating short snippets from any long-form content - it is amazing.
GarageBand and Zoom
GarageBand is still our core tool for podcast editing (on Mac). For interviews, we record episodes using Zoom, especially when working with remote guests.
Website and Email Marketing
Squarespace
Our website is built on Squarespace, which makes it easy to maintain, visually update, and manage without needing a developer.
Kartra
We use Kartra for our email marketing, landing pages, automation, digital product delivery and course hosting.
Admin and Client Operations
Dubsado
Dubsado handles all the admin-heavy processes like client onboarding, scheduling discovery calls, sending contracts, and automated appointment reminders and follow-ups.
File Storage and Collaboration
Google Drive
This is where we house client work, blog drafts, brand assets, and social media files.
iCloud
iCloud helps sync photos and videos across all my Apple devices.
Creative and Design Tools
Canva
We use Canva for all visual content, carousels, templates, workshop slides, workshop decks, and lead magnets.
AI Tools
Used for brainstorming, scripting, email ideas, and campaign messaging. We have custom bots so each bot is tailored to each client.
Descript’s AI features
For AI video editing, transcription, and repurposing.
Ella
The built-in AI assistant in Rella, which helps with content prompts and caption support.
Final thoughts
Now you don’t have to jump ship every time you hear of a new tool, but it is good to look at what others use. I would also move to know what you use if you pop it in the comment of this article.
Whether you’re running an agency, managing your own content as a freelancer, or scaling with support - the right systems free up your time to focus on the work that matters.
Note: we like to keep it a human-centric approach, while we use AI, a lot of the work is done manually by the team so we make sure the content connects with who it is meant to, humans.
Resources
This is a blog I did in 2020 on the tools I used back then, you can see and compare!