If you often feel overwhelmed and need help staying ahead, it may be time to utilize tools to help you work more efficiently. In this post, I will share what I've learned and guide you in selecting the best digital tools for your business.
Before we begin, it's important to note that no system or tool is perfect. As a Certified Online Business Manager, I have firsthand experience with what works well for one business and may not work as effectively for another. Each platform has its own set of advantages and disadvantages.
Get to know some of the top 9 online business tools:
1- Google Workspace | Email, Storage, and Video Meetings
This should be the first online business tool you establish in your business. It covers all the basics you need (including generous cloud-based storage and a domain email address) and offers the best value for what you get in return.
Formerly known as Gsuite, it’s my favorite because of all its apps, like Meet (a Zoom alternative), Sheets, Documents, Calendar, and Forms. All are pretty intuitive and included in your subscription. It’s widely used and favored in the online space.
2 - Scheduling Tools | CRM Calendly, Honeybook
You would be amazed at how much time a good scheduler saves. By syncing it with your business calendar, you can allow your leads or clients to book meetings based on your existing availability without revealing the details of your other appointments.
I initially began using a free Calendly account, but as my business expanded and I refined my workflows, I transitioned to a Customer Relationship Management Tool (CRM).
I suggest giving Calendly a try whether you are a beginner looking to save on costs or an established business seeking to streamline client communication regarding scheduling.
Start with your free discovery calls as a booking type and see how Calendly works for you. On the free plan, you can only have one type a appointment. If you need multiple call types or want to collect payments, you will need to use their paid Standard Plan.
Once I established my business, engaged with clients, and established my workflow, I began testing different CRMs such as Dubsado and Honeybook. In 2023, I opted for a Starter plan with Dubsado and encountered several learning curves.
Thankfully, in August 2024, I was selected as one of the ten recipients of the Honeybook Breakthrough Grant.
This amazing opportunity includes a 3-year HoneyBook Premium membership and support from a Honeybook Pro. I am migrating my processes, suggestions, agreements, and standardized email responses to my Honeybook account. In an upcoming article, I will explain the setup process, the advantages of collaborating with a Pro, creating an outstanding client experience, and automation.
3 - Asana | Project Management Tool
Whether you're working solo or as part of a team, it's essential to use a project management system. Personally, I prefer and utilize Asana. However, I have also worked with Notion, Zoho Projects, ClickUp, and a few others through my partnerships with other small businesses.
All of these tools are much more than a digital to-do list. I like Asana because it is an easy-to-use platform. Plus, it comes with great features on their free plan. I use Asana for “all things business.”
I rely on Asana to manage various tasks related to my CEO responsibilities, marketing objectives, and various projects across different teams.
To help other creatives make the most of Asana, I offer workshops and one-to-one training.
I can lead workshops or training in person (Greater Houston Area) or virtually. Click Connect, and let's chat!
4 - Wix | Website
Wix is the website platform I prefer due to its affordability and the fact that it doesn't require any coding skills. Thanks to its intuitive interface, I managed to swiftly and effortlessly create my initial landing page with minimal difficulty. Regarding the backend, Wix keeps things simple compared to other platforms.
Wix offers hundreds of free templates, but you are not limited to using one particular template. Plus, I can quickly find on-brand, copyright-free images for my website and blog posts. Their built-in SEO wizard is easy to follow and provides prompts to help me improve my blog posts before publishing. Although they also offer email service as an add-on, I don't happen to use it.
5 - Flodesk | Email Marketing Platform
I found Flodesk's email templates to be visually more engaging, and I noticed that I read more newsletters from business owners who used them. Flodesk comes with several pre-made templates, so setting up beautiful forms and emails was a breeze when I launched my email marketing campaigns. Their drag-and-drop editing feature lets you easily customize and add media.
Hands down, Flodesk is one of my favorite online business tools.
Automation comes into play when delivering my lead magnets and welcome email sequences. Plus, after drafting my bi-weekly newsletters, I can set it to automatically publish at the best time to share based on my audience. Flodesk offers unlimited subscribers and emails for only $39/month. Try it out with their 14-day free trial and get 50% off your first year.
6 - Canva | Graphics
Canva is another favorite. It is a free-to-use online graphic design tool. But I use their pro plan because it has so much value and resources. I use it to create all of my social media graphics, videos (reels), client guides, presentations, business cards, etc. The pro version offers copyright-free images and videos. You don’t need design experience, just an eye for what you like. The pro version offers time-saving features like Brand Kit and Brand Templates to effortlessly create content.
7 - Later | Social Media Scheduler
Finding and using Later was a game changer for me. Posting on social media used to stress me out. Ditch your phone and the process of manually posting to each platform. You can create one post and schedule it to go live on multiple platforms. Plus, it recommends when the ideal time to post on Instagram is based on my audience. Later has an app integration with Canva, meaning you skip the downloading and uploading process from Canva to Later.
8 - Loom | Video Recording
Loom is a tool that simplifies communication by letting you record and share videos of your screen, voice, and face. I use it to record SOPs! It is the best tool for quickly teaching something to my clients. It uses AI to detect filler words and pauses and remove them. You can clip and edit videos to your liking, and it provides you with a full script. I use Loom to connect with potential clients by sending them personal messages.
9 - Quickbooks | Accounting
QuickBooks Online is the most popular small business accounting software used to manage income and expenses and monitor financial health. It allows you to invoice customers, pay bills, generate reports, and prepare taxes. I recommend you use its paid 60-minute setup service to help ensure your chart of accounts is created correctly.
Wrapping it up
Now that you know the tools, it's time to put them to work — choose the tools best suited to your business or goals and get started. Take it one tool at a time.
Remember that setting up digital tools and systems, even just simple ones like those described in this post, will eventually save you time in your business operations.
Hopefully, this has given you some valuable insights into which tools will be most effective for your business, regardless of whether you're just starting or making significant changes to your current operations.
Some links are from affiliate programs where commissions may be earned based on clicks and/or purchases. Affiliate links help me fund ALL free content I provide - and I'd never promote something I didn't personally use and love. Thank you!
Hey there—if we haven’t had a chance to meet yet, I’m Kirstin. I'm a former corporate gal turned small business owner who guides female entrepreneurs toward successful online businesses without burnout. To learn how we can partner together, check out my Services.
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