Business Technology: The 7 Tools I Couldn’t Run My Business Without

Written By Donna-Marie  |  Technology 

Apart from physical items such as my computer, headset, microphone and phone, there are 7 essential business technology tools I use to streamline processes, improve communication and elevate service quality.

Keen to know what they are? 

Business Technology

Hello hello, Lovely!

When you're running a coaching or service-based business, having the right tools can make all the difference. As someone who has navigated the entrepreneurial journey for over 20 years, I can attest to how the right business technology software and resources can streamline your processes, save time and ultimately help you provide better service to your clients. In this post.

I must admit, there have been times when I put off investing in a particular tool because it looked expensive. (Hello, Camtasia!) I might find a 'similar' tool that's free or very cheap, which is what I did when I first started using screen-recording software in 2007, and try using that for a while. In the case of my 'very cheap' screen-recording software, it worked well. Sure, it took a bit longer and didn't come with any bells and whistles, but it kind of did the job.

But then I tried Camtasia and... OH. MY. GOSH! What a game-changer. It was so, so much quicker and easier to use. I quickly paid for the full, non-trial version and have been using it ever since. It was a huge lesson for me.

Sure, free and cheap may be fine if you truly can't afford more professional tools. But there are some tools that are worth the investment, even if they seem expensive at first.

My Favourite Business Technology Solutions:

So below, I'm sharing with you the seven tools I couldn’t run my business without. These tools have been game-changers for my efficiency, creativity and overall business management.

Whether you're just starting or looking to upgrade your current setup, I hope you find these recommendations as valuable as I do.

Tool 1: Kartra Software

Kartra is my all-in-one business platform. I love that it handles everything from building landing pages to email marketing, membership sites and even sales funnels. It's a powerhouse that allows you to manage multiple aspects of your business under one roof, which is a huge time-saver.

No more jumping between different tools and trying to get them to work together. With Kartra, you can easily create and track your marketing campaigns, set up automated email sequences and manage your online courses or membership sites.

Kartra’s integration capabilities are second to none. It seamlessly combines CRM, email marketing, landing page builder and analytics, as well as many other tools, providing a cohesive experience that ensures nothing falls through the cracks.

For coaches and service-providers, this means you can keep in close contact with your clients, nurture leads and manage your offerings efficiently. Its intuitive interface also means you don’t need to be a tech whiz to get the most out of it.

Tool 2: Canva

Canva is my go-to design tool for creating stunning visuals. Whether it’s social media graphics, presentations, flyers or even business cards, Canva has an array of templates and easy-to-use design tools that make creating professional-looking designs a breeze. You don’t need any prior design experience to use Canva - its drag-and-drop functionality makes it accessible for everyone.

These days, visual content is crucial for engaging your audience and conveying your brand message. Canva allows you to create beautiful, eye-catching designs without the need for a graphic designer. This is especially important for small business owners who may not have the budget to hire professional designers for every piece of content. With Canva, you can maintain a consistent and professional brand image across all your platforms.

The free version of Canva is a great way to get started and is what I used for a couple of years. But if you find it helpful, you may want to upgrade to a paid account for the additional features it gives. I'm now using a paid plan and it's well worth the investment for me.

Tool 3: Zoom

Zoom is, in my opinion, essential for virtual meetings, webinars and online consultations. It provides a reliable platform for face-to-face communication, which is vital for building relationships with clients, conducting team meetings and hosting webinars. Zoom’s features, such as screen sharing, breakout rooms and recording capabilities, make it a versatile tool for various business needs.

In a service-based business, communication is key. Zoom allows you to connect with clients no matter where they are in the world, providing a personal touch that emails or phone calls simply can’t match. Its ability to host large meetings and webinars also opens up opportunities for group coaching, workshops and live Q&A sessions, enhancing your service offerings and expanding your reach.

Like Canva, Zoom offers a free version as well as paid accounts. You can easily use the free version of Zoom to try it out and get familiar with it, but may find you need to upgrade to a paid account to get the most out of it. That said, even the free account is great for online meetings as long as you're aware of the limitiations, such as a 40 minute time limit.

Tool 4: Screen Recording Software

Camtasia is my favourite tool for creating tutorial videos and online courses and for editing videso. It allows you to record your screen, add voiceovers and edit your videos with ease. The intuitive interface makes it easy to cut, splice and enhance your videos, ensuring they look professional.

Video content is incredibly powerful for teaching and demonstrating complex concepts. Whether you’re creating a tutorial to help your clients, recording a webinar for replay or developing an online course, Camtasia makes the process straightforward and efficient. High-quality video content can set you apart from your competitors and provide significant value to your clients.

It may take a while to figure out how to use Camtasia if you're new to video editing, but they have a range of tutorials you can follow that make it super-simple to learn the software.

I love Camtasia and have been using it for many years now and don't know how I'd manage without it.

Tool 5: Quality Royalty-Free Images

Having access to a good source of royalty-free images is indispensable for creating visually appealing content. There are a number of sources available, such as iStock photos, Getty Images or Shutterstock, but, to be completely open, I found these to be quite expensive for my needs. 

I've been testing some other photo sites recently and one I really like is Elevae Visuals. They have a huge range of professional images and videos that are perfectly suited to my business and my brand.

There are other, similar sites around but I've been focusing on getting the most out of my Elevae membership for now. As I test the other sites, I'll share my thoughts and updates here and on my social media feeds.

These photo sites offer a huge library of high-quality images that you can use for your website, blog posts, social media and marketing materials. Just make sure you check the license terms to make sure you can use them for your intended purposes.

And if you’re on a tight budget, Pexels or Unsplash also provide great options for free. But the quality isn't quite as good, in my opinion, and there's a greater chance that others are using the same images. 

Great visuals can significantly enhance your content and help you attract and engage your audience. Using high-quality images can make your website and social media posts more professional and visually appealing. This is particularly important for service-based businesses, where first impressions matter. By investing in quality images, when you're able to, you ensure that your brand looks polished and trustworthy.

Tool 6: Carbonite

Another critical business technology tool for me is having quality online backup software. For this, I choose to use Carbonite

Back in the early days of my business I would back up my computer's hard drive at the end of each day, saving copies of all my files to numerous floppy disks. (Remember them? Eek... I'm showing my age here!) I'd even alternate disks the following day so I had two sets of backups on the go, just in case a disk one set became corrupted somehow, as did sometimes happen.

Then I progressed to copying all my files to an external hard drive at the end of each day. That was much easier. Again, I used two external hard drives, alternating between them each day just in case there was an issue with one. I tried using a 3rd and keeping it off-site, so I had a copy of my files in case of a fire, flood or the likes, but honestly, this system was too hard for me to maintain. 

But then when I discovered Carbonite - WOW! I save so much time each day and am confident my files are all safely backed up. And... it's all automated! Yay!

Over the years there have been a few times when I've needed to restore a file that was backed up to my Carbonite account and each time it was a lifesaver!

An important note here though is to make sure you follow the instructions for your backup settings and select the files/file types you want to backup. Then check every now and then to make sure everything's in order and you can restore backups if needed. It doesn't take that long to set up and is well worth the effort.

Tool 7: Google Drive or Dropbox

Google Drive and Dropbox are, for me, indispensable for file sharing and collaboration. They allow you to store documents, spreadsheets, presentations and more in the cloud, making them accessible from any device. These tools also enable easy sharing and collaboration, which is essential when working with team members or clients.

You don't need to use both of them - either would be fine. The only reason I use both is because I was using each of them with different clients. And both options offer different plans so you can start with a free account and upgrade if and when you need to.

Efficient file management and collaboration are key to running a smooth business operation. With Google Drive or Dropbox, you can ensure that all your important documents are organised and easily accessible.

These tools make it simple to share files with clients or team members, collaborate on documents in real-time and keep everything in sync.

Having The Right Business Technology Makes A HUGE Difference:

Having the right business technology tools can make a world of difference when running a coaching or service-based business. Or any business for that matter.

The seven tools I’ve shared here – Kartra, Canva, Zoom, Screen-Recording software (e.g. Camtasia), quality images (e.g. Elevae), Carbonite and Google Drive or Dropbox – have been instrumental in helping me manage my business efficiently and effectively. They streamline processes, improve communication and elevate the quality of my services.

So, my beautiful friend... if you're a fellow small business owner, I highly recommend giving these tools a try. They might just become the indispensable assets you never knew you needed.

Note: Some of the links in this post may be affiliate links, meaning I might earn a commission if you make a purchase through them. This is at no extra cost to you, so thank you if you choose to use my links. xo

START: The Solopreneur's Blueprint To Build Your Dream Business

About the author, Donna-Marie

Donna-Marie is an award-winning Entrepreneur, Author, Online Mentor and Content Marketing Specialist who's been lifting up small business owners since 1998. She's got an incredible talent for showing business owners how to build their dream business and life, teaching them systems to boost profits and enjoy more freedom, all at the same time. Don't just go with the flow... create your business - and life - by design. 💕