When you're first setting up your business systems it can be really overwhelming to decide WHAT systems you need, let alone WHICH systems you should use! It’s at this time that lots of new business owners spend unnecessary money purchasing systems that they could do without or they could get free or low cost versions of.
Now, obviously depending on what industry you’re in, there may be specialised software that you need to buy, so keep in mind that this list is more generalised.
When I set up my business I used software that I already owned or was COMPLETELY FREE! How does that sound? Yep, that’s what I thought!
Here’s my list of the top software programs that you might want to consider for your biz and what I love about them. I've noted the ones that are free, however a few years down the line, I have upgraded to paid versions of Asana and Canva.
Google Workspace [PAID]
I use Google Workspace for my email, calendar, document management, video calls, chat, forms, documents and spreadsheets. It's a great alternative to Microsoft office.
Asana – Project management [FREE]
OMG, Asana I bow to you!! This software is amazing – not only can you keep your to do list in order, you can set up projects, templates and even share tasks with up to ten people on the free version. This is a great tool to keep all your projects and tasks under control. There are some limitations with the free version – no start dates - only end dates, no ability to make tasks dependent on the completion of the task before it; and no timeline view. However, when you’re first starting out it’s a great tool to keep you organised and you can upgrade later if you find you need the extra functionality.
Hubspot – Customer relationship management [FREE]
Ok, so why do you need a CRM? Well, it’s a one stop shop for all your customer information – contact details, records of communications, any special deals you’ve given them etc. You can link this software to your Google email and it automatically logs all your correspondence with your clients too. There is a lot of functionality that you need to pay for; however, when you’re starting out it’s a great basic tool to keep your client records together in the one spot!
Canva – Graphic design [FREE]
Canva is a very user friendly system and there’s lots of tutorials available online. Use it for flyers, ebooks, social media posts etc. There is a paid version, but the free version has plenty of functionality to get started with. If this really isn't your thing, maybe consider having someone set up some templates for you that you can just update as you need.
MailerLite - Email marketing platform [FREE]
MailerLite is a great alternative to MailChimp and allows you to create email newsletters, websites, landing pages, surveys, pop-ups & more—all without coding! You can send 12,000 emails/month for free.
Typeform – Survey software [FREE]
Need to survey your ideal clients or current customers? Typeform is a great alternative to SurveyMonkey. Yes it has restrictions on the number and type of questions you can have on the free version; but for me, it’s more aesthetically pleasing than SurveyMonkey. Just keep in mind what type of reporting to want to do when your survey is complete. If you want graphs to put into presentations, make sure most of your questions have set answers (ie dropdown, multi-choice etc) If your answers are free text, this can’t be graphed; but of course it’s still valuable information to request.
Zoom – Video conferencing [FREE]
This software is amazing. On the free version you can have as many one on one video meetings as you like. You can share screens and even record your meetings. There’s a forty minute limit on meetings though so keep that in mind.
Voxer – Walkie talkie [FREE]
This is a great little app for sending voice messages to your contacts. You can hear messages as people are speaking (like a walkie talkie) or you can listen later. Along with voice messages, you can send text, photos, videos, gifs and even share your location. It’s a great alternative to sending emails or texting.
I Love PDF – PDF editor and form filler [FREE]
This software allows you to read, edit, fill, design and annotate PDFs for FREE! Say no more :) I’d suggest you use it online rather than the desktop version. Just my opinion, but I found it better online.
Toggl – Time tracker [FREE]
This software is fabulous! You can record time against different projects and clients; either manually or using the timer. You can then report daily, weekly, monthly and yearly by slicing and dicing the data. I use this program to track my time on my client work each week. The free version has limited reporting functions but I haven’t had an issue with it as yet. Even if you don’t have to time your client work; it’s a great tool to see where your time is going each week within your business.
Loom – Screen and video recording [FREE]
You can capture your screen, with or without your face from the camera and narrate it all at once. What can you use it for? Think of creating a how to for your clients or online work instructions for your staff (or VA!) You can then share the video with a simple link!
Zapier - automations [FREE]
Zapier allows you to connect and move data from one piece of software to another. This is how I streamline some of my tasks .There’s a free version that allows you to set up five integrations (they call them zaps) which is great to trial it and make sure it’s right for you before upgrading.
I hope this list is helpful to you. If you have any questions about any of the software above, or any other queries, don’t hesitate to get in touch!
The links in this post are affiliate links. If you purchase I may receive a small commission at no cost to you.
Marie Robertson-King
After decades working in mining, aviation and oil & gas, Marie founded Empress of Order, a virtual assistant service, in 2018 and quickly became fully booked. With a background in operations and safety, focussing on processes, systems and procedures, Marie now supports busy business owners and helps them bring order to their lives!
She’s certified by the VA Institute and was named in the Inside Small Business Top 50 Business Leaders in 2020. Marie facilitates a coworking day each month in her hometown of Perth, where business owners get together to work and build connections. In 2022, Marie expanded her empire with the purchase of The Digital Mums Directory, an online membership and directory for female digital experts in Australia, with a biz friend. She lives in the beautiful Perth Hills with her husband Simon and fur-baby Jasper. She can’t function without her morning coffee and loves a glass of bubbles or a cocktail in the evening.
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