There’s so much to do when you’re running your own business from invoicing clients, scheduling conference calls, planning your social media, and managing your finances on top of all the tasks that comprise what your business actually does.
When you’re just starting out, keeping costs down is a priority. There are so many paid services and programs you can use to help you run things, but I’ve found lots of options that are free or low cost to help me keep things running, so that I can budget for the tools I absolutely need. I also love having tools that are accessible from different devices and that I can use whether I’m working from home or on the go.
Many of these programs do have business plan upgrades, but I recommend testing the free or trial versions before you commit so that you can figure out what works best for you.
So here are some of my favorite tools, websites and services (not including coffee!) that keep me on track.
Finance.
I record my income, spending and tax payments using spreadsheets. I’ve tried different programs, and I find good old Google Sheets does the job easily. (Google Docs are my everything since I can easily transition between my devices and share with clients and collaborators.)
I use Wave to invoice my clients and collect payments. It’s free to use, but it does charge a fee on credit card payments.
Time management.
I use a free app called Hours Tracker to clock my hours when I’m working on projects. I will use this even when I’m not doing hourly work, just to figure out how long jobs or tasks actually take. You can create all kinds of job categories and reports.
While I try not to get distracted by phone, I use my iPhone for one very important thing. “Hey Siri, set my timer.” I like to work for a block of time, and then take a break or tackle something different. (You can also get a kitchen timer, but I cheaped out on this option!) I also set alarms so I remember to do things like pick up my nieces from school because it’s easy to lose track of time when you’re in the zone.
Organization.
I love lists. I love lists so much it can be a problem because I would have lists for my lists. I finally got all of that under control with Trello. I love the visual aspect and find it very satisfying to be able to move pieces around. You can also do a lot of customization without opting for the paid upgrades. I use Trello to keep track of my daily tasks, client projects, and big picture goals. I also love Trello’s blog and newsletter for organizational and motivational inspiration.
(I highly recommend checking out Rhonda Melogy’s Business Plan of Action for setting up systems using Trello. She’s an expert on setting up systems to help your business run itself.)
I also use Google Calendar for appointments, meetings, and other events business and personal.
Social scheduling.
I use several different programs for managing social media for clients and my own biz.
I love Hootsuite because I can manage many accounts on one platform. I can plan out a list of posts on a spreadsheet, upload it, and press a button to set it all up. I do have a business plan for this one, but I also took a training course and put it to good use.
Tailwind is a must for Pinterest planning. I haven’t really tried out the Instagram functions. Also worth paying for.
I use Buffer as I browse the Internet to share cool stuff I find online on some of my social accounts.
And Facebook Creator Studio has gotten more powerful and useful. I often use this to plan out my clients social media posts natively on the platform. It’s easy to share and reshare content.
File sharing.
In my years working for newspapers and in digital scrapbooking, I have heard so many horror stories about computer crashes, where people lose their photographs, stories or design projects. I like to have multiple backups, whether that’s on EHDs or the cloud. I usually will use whichever file sharing my client uses – like Dropbox or Google Drive. But it’s so important to back up those projects and make them accessible to the people you’re working with. I’m OK with paying for these services, too.
Creativity.
I speak Adobe. My tools are Photoshop, InDesign, Illustrator, and Premiere Pro. I use different combinations of these programs in all of my projects from video production, to social media campaigns, to magazine design. The Creative Cloud subscription is something I need in my business, so it’s probably the most expensive tool I use.
Focus.
I usually like to work in quiet. Sometimes when I’m overwhelmed or need help concentrating, I call up Amazon Music and search for things like classical music for concentration, or ambient music to help with anxiety or focus. I prefer paid music streaming to avoid ad interruptions.
I love the Motivation Quotes app. I get inspiring quotes pushed to my phone a few times a day. I save some of my favorites in an album for browsing when I need a boost.
I also use Shine, which is a great motivational and self-care guide. It’s interactive so it’s like chatting with a friend about how you’re doing each day.
What’s in your toolbox?
These are all things I find to be working well for me. (I’m not an affiliate for any of these services.) I highly recommend taking any program, app or service for a test drive before you shell out money for it. Comment below and share your favorite tools of the trade.
Like this post? Share it on Pinterest!
