The Tools That Built My HR Business: What I Use Every Day as a Fractional HR Leader

When Adriana, Founder and HR Leader, started LinkHR nearly ten years ago, she spent a lot of time experimenting with tools, subscriptions, platforms, and some shiny new things the online world promised would “save time” or “scale the business.” Some were great. Some… not so great.

But over the years, she narrowed down the systems and tools that genuinely support her work—both as an HR leader and as a business owner and they are not the shiny tools.

Today, we want to share those tools that have stood the test of time. Not because tools run a business (they don’t—we do), but because the right ones can help you work more intentionally and effectively.

Here’s what Adriana uses behind the scenes in her role as a fractional HR partner and in her business, from Adriana herself:

AI Tools: ChatGPT and Gemini 

I use AI very intentionally. These tools help me summarize literature, brainstorm ideas, and create cleaner draft versions of what I’ve already written.

But here’s my rule: I never put confidential or client-specific information into any AI tool. And I always verify the source of the information they provide. AI is a support—not a replacement—for professional HR judgment.

Google Workspace (My Command Centre)

I had to choose one ecosystem to run my business, and I chose Google Workspace for many reasons. Specifically I rely on:

• Gmail for communication
• Google Calendar to manage meetings and block focus time
• Google Tasks to keep daily priorities straight
• Google Drive to organize files 
• Google Meet for virtual client conversations
• Google Docs to work on docs collaboratively with my internal team and client partners.
• Google Forms for collecting information from clients and for surveys.

Google Workspace is where 90% of my business happens.

Textio

I have used Textio in the past to ensure job postings are inclusive, engaging, and written to attract diverse and qualified candidates. It’s one of the few tools that genuinely improves hiring outcomes.

Canva

This is where all visual communication happens—social posts, presentations, client resources, and creative materials.  It allows me to communicate HR information in a format that’s accessible, friendly, and visually appealing and consistent.

Mailchimp

My go-to for newsletters, updates, and sharing thought leadership with clients and partners.

QuickBooks Online & QuickBooks Time

QuickBooks Online keeps my books and financial reporting clean and transparent.

QuickBooks Time helps me track hours accurately for each client, especially important in fractional or project-based work.

Asana

My project management system. This is where tasks live, deadlines stay visible, and larger projects are broken down into manageable steps.  It reduces decision fatigue and keeps our team organized.

The Internal Tools I’ve Built Over the Years (Like Many Other HR Professionals)

These aren’t software tools—they’re systems and frameworks that I’ve developed through experience. They are used with nearly every client and form the backbone of my HR practice.

Letter Templates

From promotions to salary increases to formal warnings, these templates ensure consistency, compliance, and professionalism.

Scripts for Employee Meetings

Especially for difficult conversations. Scripts help leaders show up prepared, calm, and confident.

Hiring, Onboarding, Offboarding & Accommodation Checklists

Checklists reduce risk and make sure nothing falls through the cracks. They are also invaluable for creating repeatable, scalable processes across teams.

Recruitment & Onboarding Process Guides

These guides help hiring managers follow a thoughtful, equitable, and consistent approach to bringing new employees into the business.

Job Advertisement Templates

A branded, compliant, inclusive template that ensures job postings always reflect the employer’s identity and attract the right people.

Employee File Checklists

To ensure we gather and store the correct information—securely, ethically, and in line with legislation.

HR Metrics Templates

Pre-built formulas make it easy to measure turnover, hiring performance, engagement trends, and other key indicators of a healthy workplace.

Pulse Surveys, Exit Surveys & Stay Interviews

These templates help organizations listen to their employees in a structured, meaningful way.

Compliance Checklists

A simple but powerful tool for ensuring HR practices meet legal and regulatory requirements.

Why These Internal Tools Matter 

Every tool on this list serves a purpose:

• to create clarity
• to save time
• to reduce risk
• to support leaders
• to build healthier workplaces

But the real value isn’t the tool—it’s the habit behind it.

These systems allow me to stay proactive rather than reactive, intentional rather than rushed, and aligned rather than overwhelmed. They help me show up as my best self for clients, and they give leaders the structure they need to support their teams well.

Tools will never replace good leadership, empathy, or thoughtful decision-making—but the right ones can make your work clearer, easier, and more human. After ten years of building LinkHR, these are the systems that help me deliver consistent, high-quality support to clients while staying grounded as a founder. If you’re building your own toolkit as an HR leader or entrepreneur, I hope this gives you a starting point—and maybe even a little inspiration for what’s possible with the right structure in place.

What systems and tools have you adopted?