The Tools I Use In My Online Coaching Business

Remember when your parents used to ask you to set the video to record their favourite show because they had no idea how to do it?

They were so overwhelmed with the technology of a video recorder because they hadn’t grown up with it.

I used to roll my eyes when my Mum asked me to set the video to record her favourite show… It wasn’t even that hard!

Now we’re in a super techy world, where there is an abundance of new apps and technology solutions being released every single week!

You’re growing your business in a world where there’s an app for this, an automation for that, a website that needs… something (no idea what).  And not to mention a gazillion social media platforms; half you’ve never even heard of! How can we keep up?

None of this technology even existed when you were at school.  Heck, Facebook was only available to the public at the end of 2006, and the iPhone was released in 2007.

And now you’re suddenly meant to understand it, and know what to do…

If you start Googling your options, you’ll soon realise there are even more options than your first realised.  I know how hard it is to know what you’ll need, what you don’t need, and where to spend your money.

Stop and take a breath.  I’ve got your back.

I’ve created a list of the tools I use in my coaching business, and have also included some alternatives that I recommend, to help you build your coaching business and your online presence.

FULL DISCLOSURE: Some links on this page are affiliate links, if you click a link to sign up to a paid plan it won’t cost you any extra or impact you in anyway however they may give me a little thank you commission for referring you. If for some reason you don’t want that to happen, just google the tool I mention and find the site directly.

Let’s get on with it, and dive right in!

1. Email Marketing Tool / CRM – Ontraport

Ontraport is a customer relationship tool (CRM).  I’ve been using it since 2012 (back then it was Office AutoPilot), and I really love it.  It’s an email management system, it takes care of my automations (lead magnets & email sequences), manages my online payments & subscriptions, and affiliate tracking.  There is also a free plug-in called Pilot Press, which integrates Ontraport with my membership site, and protects my content and allocates different membership levels.

2.   Project Management – Asana

I just moved back to Asana this year, and it’s been the best decision for our team.  This software helps me set up projects and tasks, and allocate jobs to team members so everyone knows what needs to get done, who’s responsible for doing it, and when it’s due.  This is also great for my personal accountability, as I enter jobs as they pop into my mind, which means I can stay focussed on what I’m doing with the safety that I will be reminded of what I need to complete later.

3.  Design – Canva

Canva is a graphic-design website, where you can easily create beautiful images and documents. It uses a drag-and-drop format and provides access to over a million photographs, graphics, and fonts. It is used by non-designers as well as professionals and is perfect for creating social media posts and banners, web images, workbooks, PDF’s/lead magnets, and Facebook Ads.  You can even upload your own images and brand fonts.

Canva is the best thing since sliced bread!  

4.  Finances – Xero

Xero helps you keep your finances in order, which is an important part of running your business.  As this program is cloud based, you can set up a bank feed to automatically import daily bank feeds.  I love this program because I can invoice directly from Xero, my bookkeeper and accountant can access it when needed, and I have a dashboard which gives me an up-to-date financial overview at any time.

5.  Scheduling – Timetrade

As an online business, you absolutely must have an online scheduling tool, which is linked to your calendar.  I like Timetrade because I can set up links for different actions like meet-up calls, client sessions, podcast bookings and sales calls.  This means I can share the appropriate link to each person, which makes it easy to prepare when it shows up clearly labelled in my calendar.

6. Cloud Storage & File Sharing – Google Drive

Google Drive is a cloud storage system, and syncs between your device and the cloud.  You can store any type of file including documents, photos and videos.
Google Drive is how we organise and share files between our team, as well as all our company systems and trainings.  You have access to 15gb of free space, or can upgrade if needed.

7.  Remote Conferencing – Zoom

Zoom is remote conferencing software, and is an essential tool in your global business.

It combines video conferencing, online meetings, chat and offers communications software that combines video conferencing, online meetings, chat, and screen sharing.  This means as well as being able to record client sessions or interviews, you can also host webinars, and even record your training videos.

** I use GoToWebinar for webinars, because Zoom wasn’t around when I started running webinars.

8.  Security – LastPass

LastPass is a password manager that stores encrypted passwords online, and auto fills your logins when you land on a site, all via one master password!  It also has the function to share your passwords with your freelancers so they can gain access to your sites like wordpress and cPanel without viewing your password, and with the ability to revoke access instantly if you choose.  I highly recommend this app for the security of your personal and private details.

9.  Leverage – Automation Agency

We can’t do everything in our business if we want to grow, but what are the options if you can’t afford a whole team?  An automation expert, a web developer, a designer…. That can be pricey. Well, there is an option which gives you unlimited technical and design tasks for a low cost per month, from an experienced team who are all trained to complete the tasks you need.  Automation Agency provide you with a team of full-time assistants, without the cost or training time, and they will have you moving forward in leaps and bounds in no time.

These nine tools have helped me to streamline and organise my coaching business, and help me take it to the next level.

Let me know below.  What are the favourite tools that you use in your coaching business?