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The 5 Tools That Keep My Business Running Smoothly
A few weeks ago I sat down and had coffee with a dear friend and do you know what she said when I arrived?
“I’m surprised you were able to make it. Every time I ask you to coffee you say you have work to do it. I was beginning to think we weren’t friends anymore”
Want to talk about heartbreaking? That statement nearly had me in tears because it was so true. My business had been consuming me and I had been neglecting the people I care about. And they had noticed. And if she wasn’t happy I can only imagine how everyone else felt.
You see my fear for the first month of my business was is if I walked away from my desk I would inevitably get a lead and their email would sit in my inbox until I sat back down at my desk. Not to mention I needed to write blog posts, market my business, and the dreaded social media that needed to be done… No wonder it was consuming me… that’s a lot of work for just one person.
The good thing is, while I felt bad, I got to look my friend in the eye and let her know that it wouldn’t happen again because I had found the tools I needed to run my business even when I am not sitting at my desk.
And you, my friend, can have the same freedom to enjoy an afternoon (or a week if you want) away without worrying about your business falling apart. It’s absolutely possible and I am going to tell you the tools I use now that have given me my life back.
So this isn’t really a tool I use as much as it is an insurance policy for my business.
Siteground is my web host of choice for me and my clients. Why? Because after trying multiple site hosts Siteground has given me the peace of mind that my website will be there when people search for me, or click on a pin, or click a link on social media. My site has never once been “down” for any reason.
And if that wasn’t enough to get to jump on the Siteground bandwagon how about the fact that their customer service is extraordinary. I mean I can call or get on a chat with any rep and I know they will take care of me or my clients. I am not a whiz at all the backend techie stuff that goes on and Siteground understands that and walks me through the process or does it for me.
Honestly, I couldn’t ask for a better hosting company
Asana is a virtual project management system that helps you stay on top of your tasks from day to day. If you don’t know it or haven’t used I recommend giving it a go.
When I first starting using Asana I used to track my progress on everything. From my content calendar to clients projects. I was able to look at my calendar or day and know exactly what was on the books and what may have been overlooked.
Now Asana is the just the home for my content and marketing calendars. I am able to break down each blog post into its different stages and schedule them out. From generating the idea to final publish I know each step of the process and when I need to have it completed, thanks to those handy alerts.
I am also able to plan out my social media and even better keep track of all those Facebook group promo days. Keeping those promo days straight is one of those challenges we don’t really think about but it can suck up a lot of time and energy.
Why did it take me so long to find Dubsado? If there is one thing on this list that has been a freedom finder it’s Dubsado. Don’t know what this is? Sit back because I am about to blow your mind!
Dubsado is a project management system and customer relationship manager. That’s the brief clinical description.
Dubsado allows me to automate my business like nothing before. From the moment a potential client fills out the contact form to the final invoice and delivery of files Dubsado has it covered for me.
Every time someone fills out the contact form on my website they choose the service that best suits their business needs. Based on what they choose Dubsado immediately puts them into a workflow (branding, web design, or coaching) and send them an email that contains a brochure of the process and a link to my calendar (more on this in a moment).
Dubsado workflows are the step-by-step process from start to finish of any project. It includes emails to be sent in a specific order, proposals and contracts that can be e-signed, invoices that can be paid, and proofs to be approved. Yep, clients can e-sign contracts and make their payments right there in the program.
I no longer have to check my email throughout the day to respond to an inquiry… Dubsado does it automatically and gets the ball rolling.
Oh and one of my favorite things is I can set up a portal for each client with a unique login so they can access all the information about their project at any time. I know longer have to send emails with proof attachments. I send them an email to check their portal and their proof is waiting for them when they log in.
Setmore is my appointment calendar of choice. The free version has enough bells and whistles to get you started on scheduling appointments with potential clients.
With the free version you get:
- Up to 20 schedules for staff
- Unlimited appointments
- The mobile app (yeah for being able to schedule with people you meet on the street)
- A custom booking page
Been that I have three different appointment types Setmore has made scheduling my client calls super easy. I just put the link directly in my Dubsado emails and Setmore keeps track of my appointments and sends me reminders before a call.
We all know that social media is a must for any business, and something I am still not proficient at. We can’t all be perfect right?
There is a free version of HootSuite to get you started. Here’s what it includes:
- One user
- 3 social media profiles
- 30 scheduled posts
So what makes Hootsuite so much better than the other social media schedulers?
First, it is super easy to use. The composer feature makes seeing and writing your posts super simple.
Second, and probably the best feature, is its ability to post automatically to Instagram. You write your post, attach the image, and then schedule it to go out. HootSuite will post it to your Instagram for you without you having to go into the Instagram app. Winning!!
HootSuite also helps you keep track of your likes, comments, and followers. Yep, that means now you can see who followed you just to unfollow you later. Rude! But you can unfollow them, unless you really like their feed, right from Hootsuite.
These 5 tools alone have helped me gain a little freedom and made it where I don’t have to be chained to my desk 24 hours a day worrying about missing something. Now, I am off to the park with the kids for a little mommy baby time.
If you use or try any of these tools I’d love to hear about your experience in the comments. And also let me know how you plan to use
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