5 Business Tools You Should Use Every Day

Last week, during an interview, I was asked, “What can you not function without?” My answer was simple – processes and systems.

Processes and systems are the backbone of any successful venture. But before you get overwhelmed with the thought of paying for a ton of different technology or software, let me calm your fears. I am referencing habits. Processes are simply good business habits. Think of it more like A, then B, then C, or maybe D. Or it’s the habit of always communicating with your clients in one system instead of being a slave to the pings and dings of your phone.

Whether streamlining lead communications or optimizing customer experiences, systemic processes empower businesses to navigate challenges with confidence and agility. Creating and utilizing processes isn’t just about achieving short-term success; it’s about laying the foundation for long-term growth and sustainability.

“One of my mottos is: the right tool for the right job.'” Martha Stewart

Sure, you may want to consider utilizing appropriate technology and tools while building your processes, but which ones do you choose?

Here are 5 business tools you should have in place to use every day to help you create, process, and implement strong business habits.

1. Task (or Project) Manager

Businesses have many moving parts, from brand awareness campaigns to more significant projects. You need a way to stay organized and see where all the projects or clients are in status and what your clients are working on finishing. Consider using a project management system to track items like:

  • Leads Process (almost like a CRM)
  • Client Information
  • Social Media Creation
  • Communications Cadence
  • Storage of Brainstorms
  • References

I use Trello. In my presentations, I often say Trello is my boyfriend. I like this service because it is visual – like my brain – and it takes the place of another service we will discuss below. But there are other task managers, such as Monday or Asana.


2. Communication

It would be best if you had a place to talk to your team and/or clients. I learned from Shannon Fable that having one communication input is far more effective and efficient for your business. There is no confusion about where you should look for your work-related communication since it’s all in one place – which also prevents you from missing messages from your paying clients. So, pick just one place or app. Email, Facebook group, ZenDesk help tickets or an instant message service like Slack are great and simple options.


3. Design

Instead of having the plethora of a color wheel at your fingertips, choose 2-3 colors to represent your brand. Now, do the same with fonts. The fewer options, the better for your brain when you create. Plus, this solidifies the recognition of your brand when people are scrolling.

You need a tool to create your brand awareness collateral, like social media templates, free downloads, and printable content. So many resources are available to you now that this may seem overwhelming. Instead of jumping into every new app you hear about on Instagram, choose one service with multiple capabilities so you aren’t overwhelmed.

I use Canva to save multiple brand kits, creating content with the correct colors, logos, and fonts per business. Plus, Canva has so many content templates we can keep everything in one place, making it easier to share, recycle, and repurpose the content we create. And, it’s easy to create Reels on the platform too.


4. Storage Organization

I believe in batch-creating content. But just like cooking in large batches, you need a storage system. You don’t bake just one cupcake, right? You can keep all of your content within the design tool you use, or you can use an external storage system.

Some people store content in Google Drive, which I love. The key to a great storage system is the filing process. Don’t upload everything to Google Drive, and think your work is done. Ensure you have a clean folder system that allows you to find and reference materials quickly. Can you do the same on your computer? Absolutely! But the cloud can help when traveling, your computer goes down, or you work from multiple devices.

Trello can also store a lot of your content. I use this service for content creation, from social media posts and captions to email response templates to 8-week programs. Having one place where your creations live makes compiling, brainstorming, and reusing the magic you have created easier.


5. Time Manager

Squirrel. Staying focused and on track is hard when life moves all around you. You need a system to help you schedule and manage your time. Schedule a meeting with yourself to accomplish your work; for example, schedule a Monday 10 am meeting each week titled “Social Media” to create your week of posts.

A calendar can help you, and simple timers can also improve your work. Have you heard of the Pomodoro Technique? This technique uses a timer to break work into 25-minute intervals. When your timer goes off, turn the job off, walk around, drink some water, and take five minutes to yourself. Then, start back!

I love the Momentum Dash. I can set a Pomodoro timer, use the AI function, and track my brainstorms that happen in the middle of a project. 

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