In today’s episode we’re breaking down every single software or system we use in all of our businesses to communicate with clients or team members, organize our tasks, projects, dreams, and business plans, and share files with others.
It’s a power punch of an episode that will help you if you’re feeling overwhelmed and swamped by your business and are struggling with knowing HOW to actually get organized, streamline all the tasks happening within your brain, and you want to know what we do!
Ready to get hella organized with your life and business!?
Monday.com
Organizational task management system. It is similar to Asana and Trello. Useful for coordinating processes and tasks on boards/pulses/tasks. Easy to delegate tasks to team members. Make sure tasks that flow between many different people get done. You can tag different people when you are done with your portion and need to hand it off to someone else.
Honeybook
Client Relations Management software. It is where we manage our bookings (syncs with our calendars). It’s where you can deliver your contract, invoices, and payments and even connects with Quickbooks. Houses email templates, client questionnaires, and brochures. This is where we email all our photography and coaching clients. It helps manage clients through a pipeline.
You can also set up automated workflows for clients.
Google Drive
Where we store content with our team. This is where we will upload files, logos, and brand fonts. Any sort of outline or copy will be housed there as well. Sharing photos and documents with our team. It’s the pantry where everything is stored and everyone has access. We use Google Docs for literally everything.
Physical Notebooks
This isn’t software but this is a system we love. This is where we manage our daily/weekly dump list and tasks. We prefer normal notebooks over planners. Planners are too complicated for us.
Google Calendar
We live and breathe on Google calendar. Where our VA schedules everything – meetings, travel, personal stuff, etc.
Notes App on iPhone
We use the notes app on iPhone for caption ideas, content ideas, and quick notes to remember for later. This is the digital version of our physical notebook. Sometimes we’ll put tasks or dump lists on our notes app if we’re not by our physical notebook and transfer it later.
Slack
Communication with our team. It’s like an instant messenger for teams where you can turn office hours on, pause notifications, and have different channels for different things.
Do this instead of texting. When we first started the Heart we texted work stuff back and forth and it was hell – especially with time zones.
In slack, we have different “channels” to communicate with team members. Imagine channels as like little chat rooms. We have a marketing channel. We have a podcast channel. We have a conference channel. Basically every separate leg of our company there’s a channel for it to organizing communication between everyone that makes the heart happen.
Calendly
Calendly is brilliant for cutting down on the back and forth email communication with scheduling. We use it for booking our podcast guests, coaching students, and wedding client consultations when we have them. You can set your availability and sync it up with Google calender.
Instead of emailing back and forth a billion times trying to find a time that works, we just send the Calendly link and the guest or client can pick the time on our Calendly that works best for them.
Show notes
Website Templates: www.theheartuniversity.com/website-templates
Honeybook: share.honeybook.com/heart
In addition to a FREE 7 day trial, get 50% off your first year of HoneyBook, a $200 value!!
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