15 Biz Tools I Love

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I'm a business and certified life coach who helps women start and scale their profitable online businesses. I share educational resources around marketing, mindset, social media, business strategy and the soul stuff. To find out more, view my About page

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Hi, I'm robyn

When it comes to your online business, the tools you have in your toolkit can either be your dream jet fuel or their anchor.

If you are looking to skyrocket your dreams into the online Universe, these are my favourite tools to get the job done well, fast, and easily.

15 of my favourite tools I use every week in my business:

  1. HelloSign
  2. InShot
  3. Showit
  4. Slack and Voxer
  5. Acuity Scheduling
  6. Notion
  7. Kajabi
  8. Loom
  9. Wave
  10. Canva
  11. Buzzsprout
  12. Stripe
  13. Zapier
  14. Wavve (not to be confused with the Wave above)
  15. PLANN

Below I dive into exactly how I use these in my business so that you can see how they may support you in yours!

  1. HelloSign

This is what I use for legally binding electronic signatures, so that your contracts are in tact and the foundation of your business is strong. Keep track of your contracts and clients in an easy to use platform that organizes your paperwork for you

2. InShot

Video is becoming non negotiable if you want your marketing to stand out online, so for those of us who do not have a background in video editing InShot makes it really easy for us. I edit my reels, IGTV’s, and other video clips on my phone using my InShot app. For Youtube videos or anything that requires more detailed editing I do primarily stick with iMovie but I prefer InShot for accessibility and creating great and quick videos!

3. Showit

Although I have had a love affair with Squarespace in the past and have detailed videos that walk my clients through creating their own epic website, I recently transitioned to Showit and I am LOVING it. I do still think that Squarespace is an amazing website building platform that makes it really easy to hit publish on a website in record time, so if that’s where you’re hanging out and you’re happy I wouldn’t be in a hurry to leave. There are a couple great articles that outline the difference between the two: this one is five reasons that Showit is better than Squarespace, and this one is five reasons that Squarespace is better than Showit.

4. Slack and Voxer

In my previous life when I worked in corporate, we relied on Slack to communicate amongst project members. However, it wasn’t until I had a group program that I saw the benefit of introducing Slack into my offering. I love that channels are clearly defined and members can hang out in the channels where they are needing support. I find it less overwhelming than a Facebook group or group text message because everything is clearly labelled and threads are kept below questions so the conversation doesn’t get lost amongst the other questions. (Side note: I’ve just personally never enjoyed the user experience of Facebook groups as much as other people, but if you love Facebook groups, then you may want to keep your community connection there!).

Voxer is still my ride or die for intimate connection with clients. The walkie talkie aspect of it means that I’m always able to create the personalized experience and communicate in ways that are sometimes impossible with text alone. I keep Voxer for my VIP private clients now and it’s become integral for my clients and I between our scheduled calls.

5. Acuity Scheduling

This is my favourite appointment scheduling software. I LOVE IT!!! It’s easy to create multiple call types, adjust your availability, share your links, and set reminder emails. It’s a very important part of automation, making it easy for leads to get FaceTime with you and clients to have a call with you when they need to. An amazing alternative for coaches looking for an all in one platform is Paperbell. They really understand the coaching industry and offer incredible support for the many aspects of running a coaching business (scheduling, payment integration, client login, call tracking, attachments etc).

6. Notion

After experimenting with multiple software systems like Asana, ClickUp, Trello and more, I landed on Notion and immediately fell in love. I use Notion to map out my strategies, organize my tasks, prioritize work flow, measure data, track projects, and more. I especially find it easy to use and less cluttered visually. It has been flexible and I always feel like I can do whatever I want to with it so far. Granted, I don’t use it for complex things, but the learning curve was almost non existent and whenever I’m using a platform that doesn’t make me want to throw my laptop out the window at some point it’s a GREAT sign. So far I have literally zero complaints and my clients all love when we map out their projects and birds eye view together on Notion too. Trello will always have a special place in my heart and I do still use it from time to time with clients as well.

7. Kajabi

I was just imagining what I would do without Kajabi, and then I remembered the time in my business when I didn’t use Kajabi, and my body tensed up. Kajabi is SO helpful for having everything in one place. Although my favourite email marketing system remains ConvertKit and it’s always my recommendation for anyone who is starting to build their email list and doesn’t need the bells and whistles of Kajabi, when your business is ready for an online hub, Kajabi is incredible. My Kajabi houses all my online learning for clients (videos, workbooks, audio sermons, course content etc). It automates my funnels and processes my payments. I am impressed by Kajabi’s understanding of their user’s experience and commitment to rolling out features that keep making the experience more functional.

8. Loom

Speaking of all this content in my business, Loom is the tool I use to record lesson videos and copy review audits for my clients. It records my screen and allows me to select whether I want to be visible in the frame or if I would rather record my screen only. I appreciate that all my videos are housed in my Loom hub and I can easily share them with a URL rather than having to download to a google drive and share them separately. I have found the desktop app can sometimes be glitchy so pay attention to the updates in case you experience any glitches! Another popular alternative is Screenflow.

9. Wave

This is my favourite bookkeeping solution! It gives me a complete picture of my financial picture in my business and as someone who always avoided money admin, I’m very grateful to Wave because it has helped me love staying on top of all my accounting. It’s a great balance between being easy to use but powerful and comprehensive.

10. Canva

Unless you’re a graphic designer, Canva is your new BFF. It’s an amazing platform where you can design your own graphics for anything from Facebook covers, to social media posts, Youtube covers, sales page content, webinar docks and more. All your marketing material can be designed here without the stress of graphic design school or thousands of dollars. You can use the free feature or for a small monthly fee have access to extra features such as a brand kit and more templates.

11. Buzzsprout

When I got into the podcasting game I truthfully felt overwhelmed by how to set everything up. Then I discovered Buzzsprout and I knew I was in good hands. Buzzsprout will host your podcast and get you listed on all the directories you can imagine so that people can tune into your podcast from anywhere they listen, whether that is Spotify, Apple podcasts, Stitcher or more.

12. Stripe

Stripe is my preferred payment processor. If you’re looking to make it easy for clients to pay you with their credit card, send money, create invoices and deposit money into your bank account then Stripe is the best solution! I do use Paypal in my business as well, but if I had to choose my favourite then it would definitely be Stripe.

13. Zapier

If you haven’t created any “zaps” yet, let me introduce you to the wonderful world of Zapier. This tool allows all your different platforms and apps to communicate so that you can streamline your processes and automate your funnel. It integrates with over three thousand apps including Gmail, Slack, Asana, Stripe, Facebook pages and more.

13. Wavve

Wavve is an app I use to create audiograms for social media showcasing clips from my podcast. If you’ve ever wondered how people create graphics and audio clips for their Instagram feed, this tool is one of the best to help you do just that.

14. PLANN

PLANN is a really helpful app for organizing social media marketing, planning my content and automating where possible.

Over the past few years I’ve experimented with way too many different apps, software systems and tech things which has given me the wisdom to know that LESS IS MORE wherever possible. However, leaning on these apps and systems to support your business can absolutely ease your workload, amplify your message and make business more fun!

Do you have any apps or systems you swear by in your business? I would love to know, comment below and I’ll reply!

Robyn xo

Comments +

  1. […] As a business strategist I’ve seen behind the scenes of many coaching businesses using multiple business models. Whether it’s passive income through courses, or focusing solely on high touch one on one offers, group coaching programs, Masterminds, retreats or a hybrid, you get to lean into what works for YOU. My perspective is that our business should ADD to our life, and choosing the right business model for YOU will allow you to build a business that enriches your life. Systems changed the game for me because they allowed me to spend less time inside my business doing the back end things, and more time supporting clients and showing up for my community. These are my favourite online biz tools that have made the biggest difference. […]

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