We have all heard it before: running a business involves juggling multiple tasks, but still so many pros are not using the right tech to make it all easier. Take it from us—automating your business can make all the difference, and with new tools jumping on the scene every day, it’s easier than ever to find solutions that truly work for you.
Here are five tried-and-true tech tools that can streamline your operations and boost efficiency.
1. Collaborative communication tools
Email threads are nice, but sometimes you just need to have a good chat with your team. Tools like Slack or Microsoft Teams are a perfect opportunity to collaborate and have conversations about specific projects or clients that everyone can reference again later; it’s a tool that you can use on the go on your phone, and one that can upload files, pictures, and videos.
Pro tip: You can always upgrade your Slack account if you need to, or if you want to connect it to the other apps and programs you use (the ultimate automation tech stack!), but the free version is perfect for most small business owners and their teams!
2. Intuitive time management apps
It’s amazing how much time you don’t know a task takes you or your team to complete— which means you might not even be billing correctly for it. Use an app like Toggl or Clockify to track time spent on clients, projects, office time, and more so that you know exactly how much you need to be charging or paying your team.
Pro Tip: This is also a great solution for tracking tasks that should be automated. For example: If it takes you 25 office hours to send invoices, manually reconcile invoices, or send contracts, you need to begin automating!
3. Payment platforms
It’s 2024—you must allow your current and future clients to pay online; opt for a payment platform that is easy for you to use, is affordable, and won’t significantly cut your profits. When looking for the right platform, you’ll want to find a tool that integrates invoicing, contracts, and proposals. Steer clear of platforms that have several extra features that you won’t use anytime soon—when that introductory promo fades away, you will be left with hefty bills on a platform that you aren’t actually using.
Pro tip: Check out Rock Paper Coin, which is made to be simple, affordable, and exactly what you need to book clients and get paid. That’s it!
4. Robust password managers
If it feels like every week someone is reporting on another data leak, it’s because they are. Trust us, we know changing your password often or remembering a 30-digit passcode is incredibly frustrating, but it’s for your own good. We see far too many times how many small business owners get their emails—or worse, their social media accounts—hacked. Secure your business with password managers such as 1Pass or Dashlane. They protect sensitive information, remember all of your passwords in one easy place, and if you ever have a breach or even lose your wallet you can update everything right from their site, making password management effortless.
Pro tip: Add all of your passwords (business and personal) into the app so you are sure to use it. The worst app to have is the one you don’t use!
5. Backup your work
While we’re on the topic of security, invest in cybersecurity tools that offer cloud backups. Many small business owners enjoy Dropbox because it’s easily accessible from their phone or desktop. This ensures your business is protected from potential threats and data breaches across all your devices.
Embrace the future
Tech can feel overwhelming simply because it’s always changing and updating. If you are behind and know you must get your business up to speed, hire a virtual assistant who can set up all the tools for you. You can also take advantage of your platform’s customer service—they are there to help! Staying updated with the latest tech tools will keep your business competitive and efficient, but it will also keep new clients coming through your door and current clients happy because everything is so easy and fast. If you are tech-savvy, here is your reminder to evaluate your current tech stack to stay ahead.
Nora Sheils is the founder of award-winning planning firm Bridal Bliss and co-founder of Rock Paper Coin, a client management platform that offers a streamlined approach to contract, invoicing, and payment processing for the wedding and event industry. Nora is a well-known and sought-after speaker on national stages. Recognized as one of the Top 500 Event Professionals by BizBash, Nora has also been heralded as one of the 100 Most Influential People in the Event Industry by Eventex.
