Optimising Your Tech Stack: tips for choosing and setting up your tools and business like a pro

This blog post includes affiliate links, and if you purchase through this link,  I may receive a commission This is at no extra cost to you.I only recommend things that I truly believe in and have personally experienced. Please let me know if you ever have an issue with anything I recommend.

One of the things I see business owners get stuck on when it comes to running their business or taking action is getting caught up in reviewing and deciding on what tools they need for their new business.  So, to help you decide what to use, I’ve put a handy guide on what I suggest to my clients and use myself.

Remember, it also depends on your business stage; the best tools are the ones you use, take action with, and keep you out of the “choosing your tech procrastination zone.”

 I used to try very hard not to spend money on tools. Now, I'm happy to invest in tools to save time and make my life easier. Sometimes, using the free version of something is excellent and will do (especially for the first years of your business). However, sometimes it's like trying to do something with one hand tied behind your back. I'm not saying splash out on every tool out there. Use them for free first (or make the most of the free trials) but don't deny yourself a product's full bells and whistles. If it saves you time and solves a problem, it's worth the investment.

When choosing your tech, be kind to yourself and set a realistic deadline. It’s easy to get overwhelmed but remember—this decision doesn’t have to be perfect. Take your time, but try not to let it become something that holds you back.

Tools for running an online business

• ClickUp - this is what I use as one of my CRMs for managing my leads and customers. I also use it for managing my marketing, projects, tasks and contractors. It can be complex to set up, but it's a fabulous low-cost tool that can grow with your business.  Adding to this Clickup is always adding new features and I’ve started to use Clips  (part of Clickup) for screen recordings instead of Loom.
• Trello - if you're looking for something simpler than Clickup, then Trello is a great option for planning and creating a CRM, content and marketing plan, and collaboration.
• Metricool - for social media scheduling is also great for organising all your content. Great for planning and setting up your content to repeat.
• Kajabi is my absolute favourite all-in-one business and marketing tool. I use it for my website, email marketing and courses. This link gives you a 30-day free trial.  I also have a blog post that goes deeper into the pros and cons of Kajabi to help you decide if it’s right for you.
• Thrivecart is a really popular choice for course creators. It is a great checkout tool with fab functionality. You can also buy a version that includes Learn so you can host your digital products, memberships, and courses. It is great also as it is a one-off cost rather than an ongoing subscription cost.  
• Slack - is excellent for team communication.
• Hellosign for contracts.
• Google Workplace - G Workplace is a suite of cloud computing, productivity and collaboration tools, software and products developed by Google Cloud, first launched on August 28, 2006, as Google Apps. I am a massive fan of Google Workspace and use it for my business email, docs etc. I’ve also started to use Google workspace scheduling as well so use this instead of using Calendly.
• Grammarly premium - There is a free version, but the premium version is worth the upgrade.  Grammarly is a cloud-based typing assistant. It reviews spelling, grammar, punctuation, clarity, engagement, and delivery mistakes in English texts, detects plagiarism, and suggests replacements for the identified errors. It allows users to customise their style, tone, and context-specific language.
• Starling Business Toolkit—for accounts and bookkeeping. I have moved all my banking to Starling as I love the service and ease of using the App. The Starling Business Toolkit is a low-cost desktop solution for doing your bookkeeping and accounts online. If the Starling Business Toolkit doesn’t do everything you need, several reliable sources have recommended Xero.
• Canva Pro - for design and marketing materials.
• Zoom for training and 1-2-1 calls.
• Loom -  for screen recording and recording videos.
• Calendly - for booking appointments and calls.
• Mailerlite - Mailerlite is an email marketing tool and a landing page builder.  So you can get your first landing page up and collect emails while creating the rest of your website. And better still, it’s free for your first 1000 subscribers. This is what many of my clients and members use when they first set up their website and start list building, it also has more advanced functionality so you’re future-proofed for when you’re ready to do more advanced email marketing. I now use Active Campaign but Mailerlite is what I recommend if you're new to list building or have under 1000 subscribers.

Get yourself professionally set up.

• Get insurance. There are many types of insurance, depending on your business or whether you are a limited company or freelancer. Ask around for recommendations depending on your sector and industry. 
• Make sure you're GDPR compliant. Get set up the right way right from the start. GDPR applies if you are processing personal data about people who live in the EAA (which means the UK will still be affected whether in the EU or not). No matter where you are based. Get a clear picture of the data you process; it's best to complete a data inventory described by the ICO (Information Commissioner's Office). Start by downloading their checklists. Completing these checklists is the first step towards being compliant with GDPR. You must always be aware that as things change in your business, the kind of data you are processing may also vary.
• Register with the ICO - every UK organisation or sole trader who processes personal information must pay a data protection fee to the ICO unless they are exempt. You pay and fill out this form online. It should take about 15 minutes to complete this form. Here's the link: 

Where can you buy contracts, terms, and policies and get legal support?

Disclaimer: I'm not a lawyer! But did you know that some business insurance can be invalid without proper contracts? Do you have all the contracts you need? Are they up to date? It’s worth checking if you need to refresh or send updated versions to your existing clients.

Setting yourself up professionally with contracts, terms and conditions, and privacy and cookie policies is crucial for your website and business.

Here are some great resources to get you started:

• KoffeeKlatch – Annabel Kaye’s KoffeeKlatch is designed to help micro-businesses thrive and become more profitable. They offer contracts, support, and training to help you run your business smoothly.

Other contract recommendations from my clients (I can’t personally vouch for these, so please do your own research):

• Lucy Legal
• Suzanne Dibble (I’ve used her GDPR contracts in the past)
• Rocket Lawyer
• Braden Drake’s Contract Club (I haven’t used this personally, but it’s a pack for just $30 and highly recommended by others!)

In 2024, I reduced my tech stack costs by over 80%! In my next blog post, I will share exactly how I did this.

When setting up your business, having support and a mentor can make all the difference! I’ve worked with hundreds of online business owners, helping them confidently launch and grow. If you’re ready to take the next step, explore my 1-2-1 services and book a call. Let’s chat about how we can help your business thrive!