Top 5 Digital Tools to Streamline Your Coaching or Consulting Business Workflow
With an abundance of digital tools available today, finding the right ones for your business can feel overwhelming. Plus, it takes time to give them all a go. That’s why I’ve got you covered. In this article, I’m excited to share a deep dive into the top digital tools that help me streamline and personalize my workflow as a coach and consultant.
As someone who deeply appreciates great design and efficient systems (spoken as a true Virgo Rising and 4 Numerology Expression 🙋♀️), I've spent considerable time researching and testing various platforms.
The dream? Ease.
I want running a business to feel easeful. And I wholeheartedly believe that it’s possible. Because let’s face it, we'd all rather invest more energy in connecting with our clients and developing our offerings than in handling admin.
So, whether you’re just starting out or looking to upgrade your current setup, continue reading to explore the active lineup of digital tools in my coaching and consulting business, including key features, use cases, potential challenges, and helpful tips for each.
Featured in this guide:
1. Zoom
Why I Love It:
Zoom is my go-to for virtual connection. It’s reliable, familiar, and well-equipped for all my individual and group facilitation needs. Even when I have the option for in-person sessions with clients, I often prefer using Zoom for the ability to share my screen, take notes, and record with greater ease.
Zoom lets me engage with clients globally from the comfort of our own environments, enhancing the sense of safety within our relational space. It was the first tool I chose to invest in for my business, and it's still the first tool I'd suggest to any coach or consultant stepping into the online realm.
Features:
HD video and audio conferencing, which matters for clear and professional interactions
Versatile meeting settings, including breakout rooms for group sessions
Webinar functionality for larger audiences and broader reach
Use Cases:
Conducting individual and group coaching sessions remotely
Hosting webinars and online workshops to educate and inspire
Recording sessions for clients, providing them with valuable reference material
Potential Challenges:
Zoom's free plan has a 40-minute time limit for meetings, whereas Google Meet allows up to 60 minutes for free
A strong internet connection is required for stable video and audio quality
Privacy concerns have been raised in the past, so it’s important to keep your software updated to the latest version and be aware of the security settings available
Helpful Tips:
Make the most of the recurring meeting feature to schedule regular sessions with ease
Use Zoom's integration with calendar apps to keep your schedule synchronized
Check out virtual background options to maintain professionalism in any setting
Pricing:
Free tier with 40-minute meetings for up to 100 participants
Paid plans starting at $12.49/month for longer sessions and additional features
2. Google Calendar
Why I Love It:
Of all the systems I’ve tried over the years — from paper planners to Apple Calendar, Google Calendar is my pick for its vibrant versatility and friendly user interface. Since my business workflow is integrated in Google Workspace, Google Calendar is where I map out my days and weeks with the visual clarity of a custom color-coded system. The classic platform’s intuitive design across devices and seamless integration with other tools make it an essential part of my daily life.
Features:
Color-coded events for quick visual organization
Easy integration with other apps and services
Shared calendars for better team coordination
Use Cases:
Blocking out dedicated times for client sessions, content creation, and personal development
Managing your availability for clients, making appointment setting streamlined
Collaborating with team members on projects and timelines
Potential Challenges:
Integrating with other software might be complex for those new to digital calendaring
Google Calendar schedules events in five-minute increments, limiting the ability to set non-traditional start times
Access to more sophisticated features requires a paid Google Workspace subscription
Helpful Tips:
Set up different calendars for various aspects of your business (and life) to stay organized
Use the recurring event function to set consistent reminders for routine business activities, such as monthly billings or yearly renewals
Sync your calendar across devices so that you're always up-to-date
Pricing:
Free to use with any Google account
Part of the Google Workspace suite, with advanced features for businesses starting at $6/user/month
3. Canva
Why I Love It:
I’ve been a Canva devotee since it launched a decade ago, and for good reason. As much as I appreciate the technical powerhouse that is Adobe Creative Suite, Canva is so simple and user-friendly. While I may create custom vector logos in Illustrator, Canva more than meets my needs for the bulk of my marketing and communication design work.
A powerhouse in its own right that only continues to get better, Canva is packed with features that make high-quality design approachable for everyone, regardless of skill level. The Brand Kit feature in Canva Pro appeases the branding professional in me, letting it be easy to have visual consistency across all designs. Plus, the extensive library of graphics and templates opens up endless possibilities for creative expression.
Features:
A vast library of templates and design elements
Brand Kit for consistent branding across all designs
Collaboration features for teamwork on projects
Use Cases:
Making engaging social media graphics that appeal to your ideal client
Designing workbooks and resources for clients that add value to your services
Creating presentations for sales pitches, workshops, and webinars
Potential Challenges:
Feeling confident with the full range of design tools and shortcuts can take some practice
Advanced designers may find Canva's features somewhat basic or limiting
Access to certain high-quality assets and key functionalities like the Brand Kit is limited to paid plans
Helpful Tips:
Use templates for inspiration and customize them to fit your brand identity
Tap into Canva’s learning resources to continually improve your design skills
Use Canva's print feature to conveniently order custom business cards, stationery, and even stickers
Pricing:
Free tier with access to basic templates and design features
Pro plan starting at $12.99/month for additional resources and Brand Kit access
4. HoneyBook
Why I Love It:
HoneyBook has been with me from the start of my business journey — first experiencing the platform as a client, then choosing it when I was ready to invest in upgrading my business management systems. I wanted everything in one place, and Squarespace Scheduling wasn’t cutting it for me anymore.
Now, HoneyBook is the operational heartbeat of my business, streamlining everything from client onboarding to project tracking. It's vital in maintaining a smooth flow in my client interactions and lead conversion process. What I especially appreciate is its customization capability, allowing me to infuse my brand identity into every aspect of the client journey, from the first point of contact to the final invoice.
I’ve also had a notably positive experience of their helpful Customer Success team who are always available to assist and consider user feedback.
Features:
Clientflow management from inquiry to payment
Customizable templates for contracts and invoices
Integrated scheduling for appointments
Use Cases:
Streamlining client onboarding with automated proposals and contracts
Managing projects with intuitive tools that keep you and the client on the same page
Tracking finances and payments in one consolidated platform
Potential Challenges:
Occasional technical issues and limited flexibility with certain features can be frustrating
The breadth of HoneyBook’s features can be a lot to take in, requiring a decent amount of time to get fully acquainted with
Committing to a HoneyBook subscription involves both financial investment and operational changes, so it's important that it's the right fit for your business — what works for me may not work for you
Helpful Tips:
Set up custom automated workflows to save time on repetitive tasks
Regularly review the reporting features to understand the financial health of your business
Customize your templates to reflect your brand kit and professional style
Pricing:
Subscription plans starting at $16/month with a 7-day free trial available
5. ChatGPT
Why I Love It:
ChatGPT is my trusty sidekick, executive assistant, and wise counsel all wrapped up in one. It's like having a personalized window into collective intelligence, helping with everything from drafting service descriptions to synthesizing complex insights from client data.
As with everything, ChatGPT is ultimately what I make of it. This statement is even more true with ChatGPT, as its responses directly reflect the quality and precision of my training. After an initial learning curve — for me and for ChatGPT, we’ve both gotten better at collaborating over time. To me, this process is fun. With clear instructions and a willingness to experiment, I've trained ChatGPT to be an powerful ally across all facets of my business.
Features:
Advanced natural language processing for coherent, context-aware communication
Adaptive learning to improve interactions over time
Integration with existing platforms to streamline workflow
Use Cases:
Crafting personalized email responses and communication templates
Generating content ideas and drafts to expedite the creative process
Brainstorming concepts and assessing possibilities with strategic feedback
Potential Challenges:
Ensuring the AI's output aligns with your brand voice requires careful review and iteration
Familiarizing yourself with its full capabilities can require some open-mindedness and effort
Perfectionist tendencies may lead to an endless cycle of edits and tweaks (which I can attest to)
Helpful Tips:
Review ChatGPT's output for accuracy and be mindful of potential biases in the information provided
Use ChatGPT as a starting point for drafts, but always edit with your expertise and personal touch before finalizing
Set clear parameters for the AI to align with your brand voice and audience needs — embrace the iterative process of experimentation
Pricing:
Free to interact with ChatGPT on OpenAI’s platform
Plus account for $20/month, which gives access to ChatGPT 4 and GPT Builder
Various pricing plans for API integration depending on usage
Bonus: Flodesk
Why I Love It:
I love beautiful design, and with Flodesk, I can transform emails into art, making every newsletter feel like a handcrafted letter to a friend.
After years with Mailchimp, I was drawn to Flodesk's appealing UX design and decided to make the switch. One delightful touch is the rotating quote that greets me during loading times — with quips like 'wash your hands as though you’ve just cleaned your entire list.' While I'm not entirely sure what this saying means, it brings a smile to my face. In moments usually marked by the frustration of waiting (cue Apple’s spinning rainbow wheel), Flodesk's loading screen actually calms my nervous system, which is a small example of easeful simplicity across the platform.
I'm particularly impressed by how Flodesk seamlessly integrates with my Squarespace website, enabling me to capture subscribers through attractive pop-ups without compromising the user experience. It's the perfect blend of beauty and functionality.
Features:
Beautiful, easy-to-use email templates
Intuitive visual builder for emails and workflows
Advanced segmentation for targeted campaigns
Use Cases:
Creating and sending regular newsletters to keep your audience engaged
Designing email sequences for programs or follow-up nurture series
Automating email campaigns based on client actions or milestones
Potential Challenges:
Flodesk's design-centric approach may not offer the advanced features some businesses require
Flodesk's distinct design style requires creativity for standout customizations
There’s no free tier available for email functionalities
Helpful Tips:
Experiment with different templates and send times to see what resonates best with your audience
Use segmentation to personalize your emails based on client interests and audience segments
Analyze campaign results to refine your strategy and improve engagement
Pricing:
Email marketing plans start at $35/month with unlimited emails and subscribers
Caring for your business with the right tools by your side
Caring for your business is already an adventure, and having the right tools by your side makes all the difference. The digital tools I’ve shared here are more than just handy gadgets; they're the foundational elements of a business that's both efficient and effective, both personalized and professional.
These tools stand ready to support you through every season of your business growth, transforming the way you work for the better.
If you want guidance on upgrading your business systems with the right tools for you, I’m here to help. Reach out for a clarity call, and we’ll design a workflow that empowers you to focus on what you love most — serving your clients.
Remember, integrating new systems is a process — give your business the grace to evolve at its own pace.