Top Business Tools for Coaches and Educators
Whether you've just started your coaching company or are a few years in but have started accelerated growth in your business, it's crucial to have the right business tools behind you. We are too far advanced in technology to continue doing things the way we did 15 or 5 years ago. Let's use these to our advantage!
Having the right tools can make all the difference in streamlining your processes, enhancing client interactions, and driving your business forward. From managing your schedule to keeping track of client progress, the right tools can help you stay organized and efficient. Here are some of the top tools that I believe every business coach should consider integrating into their workflow.
Customer Relationship Management (CRM) Software
A robust CRM system is essential for managing your client relationships effectively. It allows you to keep track of client interactions, manage your pipeline, and store important information in one place.
Top Picks:
HubSpot CRM: Free and user-friendly, perfect for tracking client interactions and managing your sales pipeline. This is a great place to start
Salesflare: Automated CRM for small businesses, helping you keep track of customer interactions and manage leads effortlessly. I love that this integrates easily with your email (both Gmail and Outlook)!
Streak: CRM that integrates seamlessly with Gmail, allowing you to manage your sales pipeline directly from your inbox. I really enjoy using this tool as it helps you manage clients, partners and even light projects. However it is relatively expensive.
Zoho CRM: Offers a suite of integrated apps to help manage your entire business, with advanced features for automation and analytics. I have not use this tool as much but many our clients.
Scheduling Tools
Managing appointments can be a hassle, but scheduling tools make it easy to set up, manage, and automate your bookings.
Top Picks:
Calendly: Simplifies scheduling by allowing clients to book time with you based on your availability.
Acuity Scheduling: Offers robust features for appointment booking, reminders, and integrations with other tools.
A lot of other tools you may be using for your website, CRM, learning management system or others may have a scheduling tool. I highly recommend you use one that is already integrated with your systems instead of introducing another tool (and ultimately another subscription).
Project Management Software
Keeping track of multiple projects and client tasks is crucial for business coaches. Project management software helps you stay organized and ensures that nothing falls through the cracks.
Top Picks:
Trello: Visual project management tool that uses boards, lists, and cards to help you organize tasks and collaborate with clients.
Asana: Comprehensive tool for tracking tasks, deadlines, and project progress with features for team collaboration.
Notion: If you are using Notion already, I really like their project management templates and its nice to have everything in one tool. But don’t overcomplicate things if you aren’t using Notion for other purposes.
Communication Platforms
Effective communication is key to a successful coaching relationship. Tools that facilitate seamless communication can enhance client interactions and keep you connected.
Top Picks:
Zoom: Widely used for video conferencing, allowing you to conduct coaching sessions and meetings with ease.
Note: Two years ago, I would have said this is a non-negotiable. However, Google Meet is slowly matching them and is included in your Google Suites subscription (so ultimately free for you to use). I think it is widely becoming more acceptable for professionals to use this.
Slack: Ideal for real-time communication and collaboration with clients and team members, offering channels for different topics. I like using this to stay in touch with my team and a few customers (who are willing to use it). Could be a great place for an inexpensive group coaching “discussion board”.
Note-Taking and Organization Tools
Keeping your notes organized is essential for tracking client progress and planning future sessions.
Top Picks:
Notion: All-in-one workspace for note-taking, project management, and collaboration, perfect for keeping everything in one place. I love using this for project management, social media/content calendars, training content organization, and other personal lists/content.
Apple Notes: I enjoy using my Apple Notes app (both on my laptop and phone) for that very reason. I can search all of my client notes easily and its all in one place. However, its hard to create an organization system in this.
Good old fashioned notebook: I can not claim that I write everything digitally (although I am trying), sometimes you can’t beat a good, old-fashioned pen & paper. I think that is one of the parts that really inspired me to create my own notebook since I needed something for a daily planner & notebook all in one. You can find it on Amazon here.
Marketing and Communication Platforms
Staying in touch with clients and marketing your services effectively is crucial for business growth. Marketing platforms can help you manage your email campaigns, social media, and overall marketing strategy.
Top Picks:
Mailchimp: Comprehensive email marketing tool that helps you create and send campaigns, track results, and grow your audience.
FloDesk: User-friendly email marketing platform known for its beautiful, customizable email templates and automation features.
Hootsuite: Social media management platform that allows you to schedule posts, track engagement, and manage multiple social media accounts.
Note: Again, I would check on your website management tool or your CRM to see if they have a communication tool built in. It may work wonderfully for your email management list. For example, I use Squarespace for my website and marketing emails. Less. Is. More.
File Sharing and Collaboration Tools
Easily share documents and collaborate with clients and team members with these essential tools.
Top Picks:
Google Workspace: Includes tools like Google Drive, Docs, Sheets, and Slides, providing a comprehensive suite for collaboration and file sharing.
Dropbox: Simplifies file sharing and storage, with features for collaboration and syncing across devices. You may also be able to use Dropbox to manage your passwords and get documents signed (like contracts).
Learning Management Systems (LMS) / Online Course Platforms
For coaches who offer courses or training programs, a robust LMS can help you create, deliver, and manage your online courses.
Top Picks:
Teachable: User-friendly platform that allows you to create and sell online courses with a variety of customization options.
Thinkific: Comprehensive LMS that offers tools for course creation, marketing, and selling, with a focus on engaging student experiences.
Kajabi: All-in-one platform that combines course creation, marketing, and sales tools, perfect for coaches looking to scale their online course offerings. This has been long regarded as the top of the line, but also carries the price tag to match.
Squarespace: Squarespace has recently come out with a membership portal section and LMS. If you use Squarespace as your website manager, I would recommend checking this out!
Choosing the right tools for your business coaching practice can significantly enhance your efficiency, improve client satisfaction, and support your business growth. By integrating these top tools into your workflow, you can streamline your operations, stay organized, and focus on what matters most – helping your clients achieve their goals. Whether you're just starting out or looking to optimize your existing processes, these tools are essential for any business coach aiming for success.
To ensure you're using the best tools for your unique needs, consider our Business Tool Mapping service. We'll help you evaluate what tools you're currently using, how they are integrated, and if they are the best choices for managing your monthly tool subscriptions. Let us assist you in optimizing your tool stack, reducing overhead costs, and simplifying your business operations. Reach out to us today to get started!
