DISCOVERY CALL SYSTEM

  • *Acuity: This is my favorite appointment scheduler and I highly recommend using it for scheduling your discovery calls. It allows you to set up automated confirmation and reminder emails, prompts prospective clients to add the appointment to their calendar, and integrates with Asana through Zapier.
  • Zapier: Zapier is an automation tool that will allow you to hook up Acuity to Asana so that new discovery call appointments trigger tasks.
  • *Asana: Asana is the project management tool that I recommend and love! I use it to organize all of my client projects and tasks and delegate things to my team.
  • *Rocketbook: This digital notebook allows you to take notes during your discovery call and then easily upload them to afterwards. You can upload your notes to Google Drive, Asana, Slack, and more!
  • Google Drive: I use Google Drive to organize all of my prospective client information, such as my pre-call research and discovery call notes.
  • Gmail Canned Responses: Click this link for a tutorial on how to utilize canned responses in Gmail. I use canned responses for all of my email templates, including the 9 email templates that are a part of my Discovery Call System! 

CLIENT PROPOSAL SYSTEM

  • *Asana: Asana is the project management tool that I recommend and love! I use it to organize all of my client projects and tasks and delegate things to my team. Specifically for this system, I use it to house the Client Proposal System workflow that I follow every time I need to send a client proposal.
  • Google Drive: I use Google Drive to organize all of my prospective client information, including everything I need for the Client Proposal System — such as my discovery call notes, proposal outline, and my pricing calculator.
  • Gmail Canned Responses: Click this link for a tutorial on how to utilize canned responses in Gmail. I use canned responses for all of my email templates, including the 3 email templates that are a part of my Client Proposal System!
  • *Canva: I use Adobe tools for most of my own design projects, but Canva is super easy to use (and much cheaper) if you’re not a graphic designer. In the Client Proposal System, I’m sharing a Canva template for my client proposal. You can create a duplicate of this design each time you send a proposal, and customize it for each client!

Instagram SYSTEM

  • *Later: Later is my Instagram scheduler tool of choice. I’ve tried almost all of them and it is hands-down my favorite because of it’s functionality, advanced analytics, and affordable price.
  • *QMocha: The best Instagram analytics tool out there! It’s the only tool out there with such advanced AI and incredibly detailed performance reports. It’s the only analytics tool I’ve ever used that both tells you your metrics AND gives you action steps on how to improve. They have a free version!
  • *Canva: If you’re struggling with the graphic design piece of Instagram, Canva has some great templates! It’s also what I use to put together my feed mockups and client metrics reports.
  • *Asana: Asana is the project management tool that I recommend and love! I use it to organize all of my tasks and delegate things to my team, including everything that we do for Instagram (both for myself and for clients!).
  • Google Drive: I use Google Drive to organize all of my documents and spreadsheets. I have quite a few spreadsheets that are part of my Instagram System, and GDrive houses them all!

CLIENT ONBOARDING SYSTEM

  • *ClickFunnels: This is the tool that I use to host all of my sales pages and checkout pages for each of my packaged services. Although not necessary to setting up an onboarding system, you may want to use a tool like this if you have packaged offerings. I also use ClickFunnels to host my client welcome kits, although you could have that on your regular WordPress or Squarespace website.
  • *ActiveCampaign: I use ActiveCampaign to send automated welcome emails after a client has purchased a packaged offering. You can set this up with any email service provider (even Gmail!), but ActiveCampaign is the one I use and recommend because of its advanced features and segmentation options.
  • Zapier: Zapier is an automation tool that will allow you to hook up many things in this system, including client Asana project creation and automatically adding your intake form responses to Asana.
  • *Asana: Asana is the project management tool that I recommend and love! I use it to organize all of my client projects and tasks (including my onboarding workflow!) and to delegate things to my team.
  • Google Forms: I use Google Forms for my client intake forms. You could also use a tool like Jotform or Typeform, but I like Google Forms because then everything is all together! (I use Google Drive for everything in my business)
  • Gmail Canned Responses: Click this link for a tutorial on how to utilize canned responses in Gmail. I use canned responses for all of my email templates, including the intake form follow up email template in my Client Onboarding System! 
  • *Acuity: This is my favorite appointment scheduler and I highly recommend using it for scheduling your kick-off calls. It allows you to set up automated confirmation and reminder emails, prompts clients to add the appointment to their calendar, and integrates with Asana through Zapier.

TEAM MEMBER ONBOARDING SYSTEM

  • Google Drive: I use Google Drive for a TON of stuff in my team member onboarding system, including creating the application with Google Forms, using Google Sheets to organize the application submissions, and it’s where my Team Hub and onboarding documents are stored, too!
  • *Asana: This is the project management tool I use for myself and my team. I have a workflow template that I use every time I hire and onboard a new team member, and it’s also how I assign tasks to all my team members.
  • Gmail Canned Responses: Click this link for a tutorial on how to utilize canned responses in Gmail. I use canned responses for all of my email templates, including the interview invitation email, new team member welcome email, and more! 
  • Zoom: This is the tool that I use for all of my video meetings, including the interviews I conduct as part of the team member onboarding system.
  • *Acuity: I use Acuity to schedule all of my meetings, including the interviews I conduct as part of the team member onboarding system.
  • Slack: This is the tool that I use to communicate with my team every single day. I’ve used it for years and it’s my favorite method of communication! I love that it allows you to communicate separately with individual team members or in “channels” with multiple team members.
  • HelloSign: This is the tool that I use to send all of my contracts, including my subcontractor agreements that get signed by all new team members!
  • Screencastify: This is the tool that I use to record all of my video trainings for my team! This can be really helpful during the onboarding process if you need to share details about how to do things. I like Screencastify specifically because it’s one of the most affordable options out there and it’s clear when you’re clicking and pointing at something.

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