> For the complete documentation index, see [llms.txt](https://docs.cyberally.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.cyberally.com/tool-etiquette-how-we-work.md).

# Tool Etiquette: How We Work

At Cyber Ally, we use a small set of tools to keep communication, documentation, and delivery streamlined. To avoid confusion, duplication, and lost information, each tool has a clear role.

## Google Workspace (Email and Calendar)

**What it's for:**

* External communication with clients, vendors, and auditors.
* Formal or official announcements internally.
* Calendar for scheduling meetings and events.

**How to use it:**

* Keep emails professional and concise.
* Use Slack/Teams for day-to-day collaboration instead of email.
* Always include calendar invites for meetings (no "floating" meetings).

## Google Drive / SharePoint

**What it's for:**

* Central storage of client deliverables and working documents.
* Sharing files externally when needed.
* Version-controlled document collaboration.

**How to use it:**

* Organise by client/project, then folders, then subfolders.
* Don't store files in Slack/Teams as "the only copy."
* Use naming conventions: \[Client] - \[Doc Type] - \[Date].

## Asana

**What it's for:**

* Project and task tracking (internal and client projects).
* Assigning responsibilities and deadlines.
* Progress visibility for the whole team.

**How to use it:**

* Every task must have an owner, a due date, and context.
* No "tasks in email or Slack": put them in Asana.
* Use comments for updates instead of creating duplicate tasks.

## Knowledge Hub (GitBook)

{% hint style="info" %}
This section originally described Notion. Notion has been retired and GitBook is now the knowledge hub. Review the wording below and update as needed.
{% endhint %}

**What it's for:**

* The single source of truth for playbooks, templates, and client programs.
* Onboarding hub for clients and team members.
* Documenting decisions, processes, and lessons learned.

**How to use it:**

* Keep pages structured and up to date.
* Link to Drive/SharePoint for heavy files, don't upload copies.
* Use clear headers and checklists for easy navigation.

## Fellow (Meeting Notes)

**What it's for:**

* Note-taking during client and internal meetings.
* Tracking meeting agendas, decisions, and action items.
* Integrating with calendars to keep notes tied to meetings.

**How to use it:**

* Assign action items directly in Fellow (then sync to Asana if ongoing).
* Keep notes concise: decisions and next steps matter most.
* Share meeting notes with attendees after each session.

## HubSpot (CRM and Client Management)

**What it's for:**

* Managing client relationships and sales pipeline.
* Tracking interactions with prospects and customers.
* Centralising contact details, contracts, and deal stages.

**How to use it:**

* Log all client communications and deals in HubSpot (don't leave info in email only).
* Keep contact records up to date, no duplicate entries.
* Use HubSpot tasks/reminders for client follow-ups (not Asana).
* Sync key documents (proposals, agreements) from Better Proposals / Drive.

## Better Proposals (Proposals and Contract Management)

**What it's for:**

* Creating, sending, and tracking proposals, agreements, and contracts.
* E-signature workflow to speed up client onboarding.
* Integrated reporting to see when documents are opened and signed.

**How to use it:**

* Draft all proposals and contracts in Better Proposals (not Word/Google Docs).
* Store signed copies in Drive/SharePoint under the client folder.
* Link proposal/contract status to HubSpot so sales data stays in sync.
* Keep templates updated to reflect the latest services and pricing.

## General Etiquette

* Use the **right tool for the right job**. Avoid mixing (for example, don't track tasks in email).
* Keep tools **clean and organised**. Think of them as shared workspaces.
* **Transparency over silos**: document in the knowledge hub or Asana, don't rely on memory or private chats.
* When in doubt, ask: *"Where should this live so others can find it later?"*


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