From Hot Mess to CEO Vibes: The Tools That Make Business Easier
I don’t have to tell you—running a small business is no walk in the park. There are a million moving parts, and somehow, you're expected to keep them all running smoothly while still having a life (if you figure out how, let me know). I’m always on the hunt for the platform or the app that is going to change my life. I’m also often at the mercy of the platforms that my clients choose.
This means that I have dabbled in MOST of them. To be honest, I’ve learned that, for me, simple is better. I thrive through an organized Google Suite and the use of sheets. That’s it. I do use platforms for social planning, email marketing, and website hosting, obviously.
This post comes with the caveat that everyone is different and finding what works best for you is more important than paying for the platforms that everyone else swears by. Trust the process, try things out and, most importantly, CANCEL THOSE SUBSCRIPTIONS YOU’RE NOT USING.
Website Hosts: Where the Magic Begins
Spoiler alert: if your website looks like it was built in the early 2000s, you're going to have a bad time. But don’t worry, we’ve all been there. The good news? The options to build a beautiful, functional website are better (and easier) than ever.
Squarespace: If you want to drag-and-drop your way to a visually stunning website, this is your go-to. Think of it as the assistant who does all the hard work while you sip coffee and look important.
Wix: Another drag-and-drop champion with a different vibe. I personally switched from Wix to Squarespace but it was a great place to start off!
WordPress: For those who like a little more control. This platform has all the plugins and customizations you could ever dream of. Perfect if you have a techy streak or can hire someone who does.
Shopify: If your business includes selling physical or digital products, this is your e-commerce powerhouse. Shopify makes sure you look professional while raking in those sales.
Email Marketing: Turning Leads into Customers
Think of email marketing like building your own little cult—minus the creepy robes and secret handshakes. These are your people, the ones who actually want to hear from you (or at least tolerate you in their inbox). With email, you can send them sales, important updates, and behind-the-scenes content, all without relying on social media’s ever-changing algorithm. And the best part? If Instagram decides to have a meltdown, your business isn’t dead in the water. Your email list is yours—no platform can take it away.
But let’s be real, manually emailing your entire audience sounds like a nightmare. Luckily, these tools do the heavy lifting:
Mailchimp: The OG of email marketing. Set up automated emails, segment your audience, and track engagement—all without lifting a finger. It has a decent free option too!
Klaviyo: If Mailchimp is the friendly neighborhood cult leader, Klaviyo is the high-tech mastermind. Perfect for e-commerce brands that want hyper-personalized campaigns.
Built-in Tools: Platforms like Squarespace and Shopify offer built-in email marketing features, making it easy to keep everything in one place.
Moral of the story? Build your email list, treat your subscribers well, and you’ll always have a direct line to your audience—no social media drama required.
Content Creation: Because You Can’t Just Wing It
Creating content that speaks to your audience and makes them want to buy from you takes more than just a cute filter. Here are the tools that make it easier.
Canva: The holy grail of content creation. Whether you need a flyer, social media graphic, or business card design, Canva is your best friend.
Google Drive: Keep all your files, photos, and videos organized in one place. It’s free, it’s easy, and it’s not going to accidentally delete everything like that old external hard drive.
Capcut: Want to make those Reels and TikToks pop? Capcut turns your raw video footage into something worth watching.
Metricool: This tool lets you manage all your social media in one place, track analytics, and even schedule posts. It’s like having a personal assistant, but one that doesn’t ask for vacation days.
Google Workspace: The Workhorse of Productivity
Not gonna lie, my Google Workspace is my baby. As an organization nerd, making it work for me is what I do with my downtime (don’t judge). With that being said, it is an online platform so PLEASE regularly back up everything to an external source AND update your freakin’ passwords on the regular. I use Google Workspace to keep everything organized so I can focus on growth instead of chaos!
Google Photos: Store and organize all your photos here. No more scrolling through your camera roll trying to find that one perfect shot.
Google Drive: Worth mentioning again because it’s just that good. Collaborate with your team, share files with clients, and never worry about losing a document again.
Gmail: Organize, categorize, and respond to your clients like the professional you are (or pretend to be).
Calendar: Schedule meetings, deadlines, and events with ease. And don’t forget to set reminders—you know you’ll forget otherwise.
Docs/Sheets: Create and edit documents, spreadsheets, and presentations. These tools let you run your business smoothly without breaking a sweat.
Other Useful Tools: Because You Deserve a Break
Let’s wrap this up with a few more tools that make running your business a little less stressful. Because, yes, you deserve to have things made easy for you.
Stripe: Get paid. That’s it. That’s the whole point. Stripe makes it super easy to take payments, whether you're selling online or in person.
HoneyBook: Think of HoneyBook as your digital office manager. It helps you handle client bookings, contracts, and payments all in one place. I don’t use it anymore but I know lots of people that swear by it, so it’s worth a shot!
Loom: Need to explain something to a client or team member? Loom lets you record videos of your screen so you can walk them through it without needing a meeting. It transcribes AND shoots you a message when it’s been watched.
Running a small business takes a lot of work. But with the right tools in your toolkit, you can make it easier, more efficient, and (dare I say) even enjoyable. And hey, if all else fails, just take a break. You’ve earned it.
