Look Inside My Online Business Manager Toolkit

My essentials for streamlining and scaling your business

Dec 05, 2024

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One of the things that I most enjoy about my role as an Online Business Manager to my clients…

is the chance that I have to equip them all with the correct tools and systems to make running their businesses a smoother, more efficient, and way less stressful experience. There's just something special about the feeling of witnessing a chaotic operation transform into one that functions like a well-oiled machine. That's exactly why I chose to specialize in Digital Operations and Systems Strategy in the first place. It truly brings me joy.

Today, I'd love to take you behind-the-scenes of my work approach by giving you a tour of what all is inside of my Online Business Manager’s (OBM) Toolkit. The tools inside are the workhorses that I rely on every day to keep my and my clients’ businesses organized, our systems in check, and my own workflow as seamless as possible. And whether you are a complete beginner in task management, a more seasoned digital entrepreneur, or are simply shopping around to learn about what you can add to your own toolkit, my hope is that you find some gems here.

Let’s dive right into these essentials that I absolutely cannot work without:

ClickUp – My Project Management Tool

First up on the list is my favorite and most heavily-used tool, *ClickUp, which I use for Project Management purposes. ClickUp is truly the everything app for work, and it's my secret weapon for organizing projects and tasks in the business functions of both my clients AND myself. It’s versatile, intuitive, and powerful, allowing me to create a workspace tailored to each client’s needs. From simple task lists to the most complex of workflows, ClickUp can be adapted to suit all work. I very much enjoy the limitless potential and flexibility it offers with its customizable views and native automation features. It's been a huge help in keeping everyone involved in any work with me on the same page.

🛠️ How I Use It

I set up a ClickUp folder command center for every one of my clients to organize their associated projects by priority, due date, and assignees. If you're just getting started with task management, I suggest using simple task lists and the Calendar view before diving into some of the much more complex features (which can easily become overwhelming).

Moxie – Best Client Relationship Manager

I favored using *Moxie as a CRM after trying my hand at both Honeybook and Dubsado. And from my client onboarding process to continued client support, Moxie is the platform that I rely on to keep everything client-related located in one central place. This underdog of a CRM allows me to track client interactions, billing and invoices, agreements, and so much more, so that nothing is likely to get past me and slip through the cracks. Such a high level of organization is truly invaluable to me as an OBM AND to my clients because it ensures that every working detail is managed with great care and precision.

🛠️ How I Use It

I easily mapped out and execute every step of the onboarding workflow I use with each of my clients using Moxie's features. This has really increased the professionalism of my clients' experiences as they feel secure knowing that they and their information are being carefully handled and tracked by a competent service provider. Leveraging the power within this tool has guaranteed consistency in the quality of my business operations, as well. If you’re looking to get serious about a CRM, I can’t recommend Moxie enough.

Google Workspace – The Productivity Suite

This particular tool, *Google Workspace, tends to need no introduction, and it simply cannot be beat at its price-point for easy and reliable collaboration. From reading correspondence in Gmail to using Google Docs to draft SOPs, this productivity suite serves as a type of backbone of my OBM business. It's how I go about creating and sharing documents with clients, experience email, host virtual meetings, and easily so much more. These tools by Google are perfectly suited for the easy use by teams of all sizes.

🛠️ How I Use It

I enjoy using Gmail as the provider of my professional email addresses on my own custom domain. And Google Docs is where I initially draft all of my pieces of content before they are eventually publicly published online. I strongly recommend that every online entrepreneur have Google Workspace implemented in their business, even if only to streamline file-sharing and collaboration.

Substack – Inbox Publication and Community Platform

I recently returned to this email service provider after deciding to part ways with Mailerlite. It has become my publishing home, from where I share insights, send out newsletters, post updates and podcast episodes, and engage with my community on a deeper level. Substack is simply unmatched in regard to ease of use during its streamlined publishing experience. Through Substack, I'm able to maintain the growth of my publication, The Clarity Call, and keep it filled with value for my readers like you.

🛠️ How I Use It

I aim to regularly publish newsletters and podcast episodes filled with exclusive content and practical tips for my audience on Substack in order to keep them engaged, updated on what's going on in my world, and informed about what I'm learning. The community engagement is brilliantly built-in, and it feels like a wonderful way to stay in touch with my audience in a more meaningful way than via social media alone.

Loom – To Share Step-by-Step Instructions

This simple-to-learn tool has quickly become essential to me for walking my clients through more complex tasks and training sessions. It's essentially an easy way to record videos of myself and screen that allow me to show, rather than attempt to tell, someone how to actually complete certain tasks. No matter if I'm explaining to someone how to use a newly adopted tool, or providing an overview of a project to a team member, using Loom allows me to do such in a clear, direct, and visual way. My clients love it, and it cuts down on back-and-forth emails tremendously.

🛠️ How I Use It

I'm able to record quick video tutorials for people and process explanations for SOPs by using Loom. Then, I'm able to share this media via a URL with clients or team members. It's a fantastic little tool that ensures that everyone who works with me feels supported throughout our time together, even though I'm not present to answer questions in real-time.

Slack – For Real-Time Communication

Slack is essential for staying in close contact with team members and clients while avoiding crowding their inboxes with messages that can be easily lost. My Slack has channels dedicated to specific projects or tasks for easy reference. It's a wonderful way to keep the many conversations within my business efficiently organized in one central location. There are features for making quick updates to recipients, performing easy check-ins, and seamless file-sharing while keeping everything in one spot.

🛠️ How I Use It

I organize my Slack my creating dedicated channels for different projects or departments, which makes it an easy thing for everyone to find the relevant conversations that they need and to collaborate in real-time. I always encourage my clients to ask questions and communicate openly, which keeps projects moving forward without delay.

Each of these tools within my OBM Toolkit play a crucial role in keeping my internal work and work with my clients streamlined and impactful.

My Toolkit affords me the chance to create structure within my business, foster easy collaboration, and better provide the support that my clients need and deserve to thrive without added overwhelm. And while this toolkit may seem a bit extensive to some, it’s all about creating clarity and efficiency in a way that keeps things manageable to me. For those of you who are exploring ways to improve your own operations, my advice is to first start with one tool at a time and then build from there. Your business systems should make things easier and not more complex!

And now, I'd love to hear about the different tools that you're using in your own business! Have you tried any of the above ones that I make use of, or do you perhaps have a favorite one that I didn't mention here? Feel free to share your business toolkit essentials in the comments—I’d love to know what’s working for you!