When you\u2019re running your own membership site or digital business, you know that time is the most precious commodity. Tasks are always piling up, the days seem to fly by, and big dreams that require careful planning keep getting pushed further and further back in your calendar. When you feel like you\u2019re constantly putting out fires or doing menial tasks, it can be hard to set aside time (and energy) for some of the bigger picture things that your business needs to grow.<\/p>\n\n\n\n
That\u2019s why for today\u2019s post I\u2019m sharing my 10 best digital tools to maximize efficiency, make your day-to-day a little bit more manageable, and help carve out some time for the things that really ignite your passion.<\/p>\n\n\n\n
These tools are designed to help streamline your processes, keep you focused, and in some cases even automate part of your work load. Ready? Let\u2019s go!<\/p>\n\n\n\n
[Task\/team manager]
There are an insane number of task managers out there (Asana, Trello, Basecamp, etc.) but Teamwork has always been my favorite. Firstly, you get 2 projects and 100mb of space for free with no obligation to ever upgrade or buy. Higher tiered packages are modestly priced and very flexible.<\/p>\n\n\n\n
Secondly, unlike many other task managers, Teamwork has a timeline feature built in that allows you to set short-term AND long-term goals. You can set one overarching, milestone goal for your quarter which can then be broken down into various task lists, which are then broken down into specific tasks that are assigned to various team members. And all of these goals and tasks are neatly outlined for you in a calendar. It\u2019s a nifty feature that helps me and my clients stay focused on the bigger picture and not get bogged down by the hundreds of little things we have to do to get there.<\/p>\n\n\n\n
Thirdly, Teamwork isn\u2019t just a to-do list manager: it\u2019s an online hub for your entire business. You can store important files related to your projects in there for your entire team to access. You can send internal messages. You can create notebooks to track the minutes of any digital meetings you have. Your team members can log the hours they have spent on tasks (a great feature for checking in on what\u2019s taking too much time). You can even create invoices and bill clients based on logged hours or project fees.<\/p>\n\n\n\n
It's a platform that may take some time to fully learn and adjust to, but once you get the hang of it, it could be your most valuable digital business tool.<\/p>\n\n\n\n
[File storing, organizing, and editing]
Most of you probably know about Google Drive for storing and sharing documents, spreadsheets, photos, files, folders, etc. It\u2019s an incredible resource for keeping all the files you need globally accessible. That basically means that it doesn\u2019t matter if you\u2019re on your own computer\/laptop, or a mobile device, or your mom\u2019s computer because yours is broken\u2026 you still have access to the files you need most. Three cheers for the cloud!<\/p>\n\n\n\n
Google drive also allows you to keep files up-to-the-second current among team members. What I mean by that is if you make a change to a Google document or spreadsheet, anyone else who has access to the file can instantly see those changes. You can also scroll through revision histories to find earlier versions, make suggestions in \u201cedit\u201d mode, and download \u2018hard copies\u2019 of final versions to save to your hard drive.<\/p>\n\n\n\n
If your work involves multiple rounds of copy editing, constantly changing spreadsheets, or you simply have a lot of cooks in the kitchen, Google drive might be critical for maximizing team efficiency. Instead of sitting around waiting for Person A to make and email edits around, then Person B, then Person C\u2026 all 3 of you could be working on the same document at the same time in real time with a live chat<\/a> feature to bounce ideas back and forth. This also elements any confusion of which version of a file that has been sent back and forth a hundred times is the most recent \u2013 you all have the same master file stored on the cloud. Genius!<\/p>\n\n\n\n [Invoicing, time tracking, and expense tracking] If you\u2019re spending hours of your days\/weeks\/months meticulously keeping track of your time sheets or handcrafting invoices or organizing receipts, you\u2019re losing valuable time that could be spent elsewhere. Freshbooks is super easy to use, and they even have mobile apps so you can take all of your accounting tools on the go with you. Just purchased some new printer ink? Snap and upload a photo of the receipt and log it as an expense immediately. Done and done.<\/p>\n\n\n\n [Distraction blocker] My list includes Facebook, Twitter, YouTube, Buzzfeed, and a plethora of online shopping sites (#noshame). But ever since I started using Anti-Social, I\u2019ve been more productive in more concentrated bursts of time and visiting those beloved websites has become a treat or reward for finishing a chunk of my work. There is no better motivation than the promise of a silly cat video at the end of my digital lockout.<\/p>\n\n\n\n [Appointment scheduler] [Contract manager] Meet HelloSign \u2013 a digital tool that allows you to upload a template, customize it for each client, and clearly mark any parts that need their e-signature or initials before sending it off. When all parties have signed the contract, a final digital copy is emailed to everyone and can be stored within HelloSign itself or even your Google Drive. Easy peezy, lemon squeezee.<\/p>\n\n\n\n [Social media scheduler]
Freshbooks<\/a> is my favorite resource for any business owner who struggles with bookkeeping. Whether you\u2019re looking for a sleeker and simpler way to send and manage invoices, track billable hours for client projects, or tally up all your business expenses \u2013 Freshbooks has got you covered.<\/p>\n\n\n\n
Digital distractions are dime a dozen these days, and nothing kills productivity faster than a shoe sale on your favorite website, right? If you\u2019re prone to getting sidelined by certain websites or social media platforms, Anti-Social is about to change your life. It\u2019s an app that blocks you out from any website that keeps you from cranking out work. Set the list of websites that tease and tempt you, set the built-in timer, and go! Anti-Social keeps you locked out for however many minutes\/hours\/days you need, and to override the system is messy and complicated. You can even put your Anti-Social on a schedule (for example, Mondays \u2013 Fridays 9am \u2013 6pm you are fully locked out from all distraction sites).<\/p>\n\n\n\n
For many entrepreneurs, a solid chunk of time gets lost in scheduling client calls or appointments. Well Acuity is here to help make your life a little easier on that front. Acuity allows you to set up a calendar with available times for different types\/lengths of appointments and then simply share the link with anyone who needs to schedule some time with you. Clients can book, reschedule, and cancel their own appointments without having to bother you with a flurry of text messages\/calls\/emails. Additionally, Acuity will send reminder and follow up emails to clients that have booked appointments, which keeps you from having big chunks of wasted time from missed calls\/meetings. This is easily my favorite scheduling tool for hair stylists, dog walkers, marketing consultants, and just about anyone.<\/p>\n\n\n\n
If your business requires a lot of paperwork (and if you\u2019re a service provider, it very well might) you\u2019re probably going insane creating contract after contract after contract. And your clients may not be thrilled about the prospect of having to print, sign, scan, and send back endless paperwork. What if they miss something? Then you have to start the whole process all over again and before you\u2019ve even started providing your valuable service, your client is already feeling stressed and less than impressed.<\/p>\n\n\n\n
When you\u2019re running an online business, a social media presence is a must. But who really has time to sit on Twitter\/Facebook\/Google+ all day posting status updates? I certainly don't. That\u2019s why I use Hootsuite to schedule out social media content for the upcoming week (and sometimes even the whole month). Spend a Saturday filling up your Hootsuite calendar and let the posts roll out automatically!<\/p>\n\n\n\n