When starting my coaching business I had no idea what tools or resources to leverage in order to manage my time more effectively. Therefore, I spent a lot of trial and error on various platforms to find ones that would allow me to streamline my business, save money, increase productivity and more. The tools listed below are what I have found to work the best for me and my business and highly recommend them.
Note: Some of the links below are affiliate links which means I do receive referral credit, points or commission if you sign up using my referral codes.
Asana is a free task management tool that I have used in the past. It works great when you have a team and you want to keep up to date on it's progress. You're able to see projects go from start to finish and it helps you stay organized, increases productivity and time management. It does have a mobile app and a desktop version.
Passion Planner (use firstname.lastname@example.org as the referral email)
A Passion Planner is my physical calendar that I keep with me. I utilize both a paper calendar and an online calendar to stay organized. The Passion Planner allows you to schedule appointments, map out your goals, track your monthly, weekly, daily progress and more. I seriously LOVE my Passion Planner. I recommend getting the undated version so that you're able to start and stop at any time during the year so you aren't wasting money on a calendar that you can only use for a portion of the year.
Toggl is a free time management application to track and monitor time spent on tasks. I use this quite often when I want to see where I spending my time. It sure is an eye opener to see where a lot of my day is wasted. It does have a mobile app and a desktop version.
Online Booking Calendar
Acuity Scheduling is an online booking calendar that allows your prospects. It does have a free and a upgraded options. The upgraded options include text message notifications, branding elements, automatic email reminders, calendar syncing, payment processing syncing, contracts and more. It does have a mobile app and a desktop version.
Acuity Scheduling is an online booking calendar that allows your prospects. It does have a free and an upgraded option. I have used the free version and it works well. It'll sync to your Google calendar so that you always stay up to date on all appointments. The upgraded option includes SMS reminders, online payment processing, recurring appoints or classes and more. It does have a mobile app and a desktop version.
PayPal is an online payment processor that allows you to collect online payments for your products or services. This service is free but does have a small fee that is taken from your payments that are being processed. It does have the capability to transfer to your bank account and it does sync to various platforms for collection of payments. It does have a mobile app and a desktop version. I currently use this as my primary payment processor and haven't had any issues.
Stripe is an online payment processor that allows you to collect online payments for your products or services. This service is again free but does have a small fee that is taken from your payments that are being processed. It does have the capability to transfer to your bank account and it does sync to various platforms for collection of payments. I don't use this as a primary payment processor but have it as a backup for any clients that don't have a PayPal account.
The 17hats program is a back office system that stores client information, personal note, emails, invoices, contracts, questionnaires, tracks time spent on calls, sales, accounting and more. I love this program! There is a desktop and iPhone version available.
Dubsado is a back office system that is very similar to 17hats and stores client information, personal note, emails, invoices, contracts, questionnaires, tracks time spent on calls, sales, accounting, has a client portal and more. There is a desktop version only.
Mailchimp is a platform to send newsletters, capture emails from opt-ins, segment VIPeeps for special mailing and automate mailers. It does allow you to create landing pages and has a simple drag and drop feature to create newsletters with ease. I used this when I started out because it was user friendly and inexpensive ($10/mo). However, it is very basic and you will need to upgrade at some point which is why I highly recommend ConvertKit.
ConvertKit is a platform to send newsletters, capture emails from opt-ins, segment VIPeeps for special mailing and automate mailers, remove subscribers from certain sequences after purchase, tag subscribers and more. It allows for intricate sales funnels, ability to create beautiful landing pages and more. I LOVE ConvertKit and am so glad I switched from Mailchimp. It is a more robust system, but it is extremely user friendly. The one downfall is that coding is required to customize your newsletters to make the more appealing. The newsletter templates are very basic but on the upside they're less likely to be labeled as spam by your subscribers email system.
Squarespace is an amazing platform for hosting your website. It's user friendly, has beautiful pre-made templates and doesn't require HTML or CSS coding knowledge. All templates are customizable and easy to update when needed. The entire package deal includes your website, business email and domain name. I recommend using the Hayden theme. There is a desktop version in addition to specific mobile apps for various features such as analytics, blog and commerce.
Social Media Automation
Hootsuite allows you to schedule all of your social media content on all the major platforms and receive detailed analytics. With the free version, you can select up to 3 platforms. With an upgraded version (Pro or Business), you're able to choose up to 50 platforms. Currently the following are available for scheduling: Facebook personal page, Facebook groups that you are an admin of, Facebook Page, Instagram, LinkedIn, YouTube, Google+, Twitter, and Pinterest with the installation of Tailwind. It does have a mobile app and a desktop version.
Grum.co allows you to upload photos from your computer and they will be published in your Instagram account on the required day and at the right time. This platform also allow you to place all of your hashtags as the first comment on autopilot. Therefore you can legit set it and forget it until you're ready to hop onto Instagram to engage during your relationship building time. Complete automation which means no pushing your post through to Instagram like other platforms. It has a desktop version only
IFTTT is a free platform that allows you to create applets for just about anything: social media, for the home, business organization and more. It's insane the amount of things this program can do. I use it to streamline all of my social media content so that I don't need to use the paid version of Hootsuite and all of the major platforms are being hit with content multiple times of day. It makes my streamlined process a breeze. It does have a mobile app and a desktop version.
Dropbox has a secure folder for file uploads and sharing documents with my team. I use it to store all freebies that I offer to my tribe as well as all of my graphics and downloads for my business. There is a free version and then a paid option for more storage. It does have a mobile app and a desktop version.
Evernote is the mother of all apps, or at least it is in my opinion. It's a fantastic way to stay organized. Save notes, tasks, ideas, inspiration, images, or anything you find online with ease. It syncs between your phone and computer automatically which is perfect for my on the go lifestyle. I use this for content creation, saving links, receipts for my business and more. There is a free or paid upgraded options available. It does have a mobile app and a desktop version.
Canva is a graphic design program that allows you the capability to create various types graphics and content for our business. There is an option to apply filters to your photos and more. I love using Canva and find it to be extremely user friendly. There is a free and paid version of the program. I personally like the paid version because it saves my branding, content and allows me to share the designs with my team.
PicMonkey is a photo editing application that allows you to edit, enhance, retouch photos as well as make collages and more. They do offer a free and paid version. I don't use this as often as Canva because I personally am not a fan of the platform. I don't find it to be as user friendly as Canva and it doesn't have all the features that I personally need for my business. It does have a desktop version and an iPhone app.