My Essential Tech Stack!

Running a small business means wearing many hats, from managing clients to tracking finances and marketing your services. The right tech stack can streamline your workflow, boost efficiency, and keep everything running smoothly. But with so many tools and apps out there, it’s like trying to pick a single cupcake from the shop - you’re either going to get it just right or end up with one that tastes like wet cardboard (i.e an app that's utter rubbish).

As a virtual assistant and small business owner, I've refined my tech stack to include tools that help me stay organised, productive, and secure. Here's a breakdown of the essential tools I use.

Website & Online Presence

Wix - your website is often the first impression potential clients have of your business. I use Wix to build and manage my website because it’s user-friendly, highly customisable, and doesn’t require coding expertise (thank goodness).

GoDaddy - my domain and branded email are hosted with GoDaddy but there are lots of alternatives here so make sure you pick the correct deal for you.

Linktree (free version) - makes it easy to share all my links in one place – great for Instagram and Tiktok where you can't share links within posts.

Email

I use a Microsoft 365 Business subscription for my email, cloud storage, and essential productivity tools like Word and Excel. I chose this over Google Workspace because Word and Excel offer more advanced features than Google Docs and Sheets, which better suit my workflow. However, Google Workspace is a strong alternative.

Team Communication & Collaboration

Slack (free version) - for real-time team communication and collaboration, I use Slack. It takes conversations outside of the Inbox and works really well for remote teams.

Video conferencing - for virtual meetings, I use both Teams and Google Meet, depending on the client’s preference. Teams is excellent for scheduled video calls, webinars, and screen sharing and is included with my Microsoft365 subscription. Google Meet integrates seamlessly with Google Calendar and is great for quick, hassle-free calls. I use the free version of Google meet.

Trello (free version) - To stay organised across multiple projects, I rely on Trello for task management, tracking deadlines, and maintaining workflow efficiency.

Branding & Design

Canva - my go-to design tool for everything from social media graphics to marketing materials. It’s user-friendly and packed with templates, making it easy to create professional visuals - even if you don't have a design background. Plus, its real-time collaboration feature allows multiple people to work on a design simultaneously, streamlining teamwork and feedback.

Accounting & Finance

Clearbooks - keeping on top of business finances is non-negotiable. I use Clearbooks, an accounting software designed for small businesses. It simplifies bookkeeping and integrates with my business bank account. Again there are numerous accounting packages out there all offering different features as varying prices. So work out what you need first and then do your research.

HSBC - I do pay monthly for a business bank account. For me the ease of paying bills and invoicing from a separate bank account has been invaluable. May banks provide deals for the first six months of opening an account so again do your research.

Online Security

NordVPN and McAfee - With rising cybersecurity threats, protecting business data is crucial, especially in co-working spaces. I use NordVPN for encrypted connections and McAfee for antivirus protection, ensuring my online activities remain secure and private, no matter where I work.

Randoms

Loom (free version) - screen recording software that I use for sharing quick video tutorials with clients. You share the recordings via URLs, so no big video files via email. The free version offers a max of 5 minutes per recording but I have found this to be sufficient and nobody wants to hear me droning on for more than that.

Feedly (free version) - RSS reader for organising & reading content from websites & blogs all in one place. Great for keep up with industry news and not getting distracted.

Toggle - time tracking tool for timesheets.

Building Your Own Tech Stack

If you're looking to build or refine your tech stack, the key is choosing tools that align with your business needs and workflow. Things to consider:

• Ease of use – Choose tools that don’t require extensive training.

• Scalability – Ensure the tools can grow with your business.

• Integration – Look for apps that work well together to avoid silos and improve workflow automation.

• Cost-effectiveness – Opt for solutions that fit your budget without compromising quality. Don't automatically think you have to pay for every app you choose. Some apps will work using the free versions.

By carefully selecting the right tools and ensuring they integrate seamlessly, you can automate tasks, improve collaboration, increase efficiency, and focus more on growing your business.