Software I Use for My Small Business
Posted May 25, 2023 • Updated November 12, 2024As a small business owner (and the only employee of that business), it's crucial for me to have the proper tools and software to manage my operations. This includes both day-to-day tasks and big-picture planning and strategy. Investing in excellent software helps me complete tasks more efficiently, save time and money, and concentrate on growing my business and achieving goals. Here are some of the products and software that I use to run my business.
Design
When it comes to my design workflow, I begin with Figma. This powerful design tool has changed the way I approach initial design sketches. With its intuitive interface and robust set of features, Figma enables me to quickly iterate through a vast number of design options. This allows me to explore and experiment with a wide range of creative ideas. Thanks to Figma, my design process is faster, more efficient, and more effective than ever before. It gives me the freedom and flexibility I need to create great designs for my products.
When it comes to final design files, I have to make sure everything is setup correctly for the printer. First, I use Adobe Illustrator to refine any illustrations or graphics since illustrating in Figma isn't as precise or easy to use. Once the illustrations are finalized, I move on to creating the final print file using Adobe InDesign. After that, I'll make any final adjustments and then send the file off to the printer for production. This process ensures that the final product is of the highest possible quality and meets all of the necessary specifications for printing.
A few sketches from my recent card release
Customer Relationship Management
Ecommerce
If you're an Etsy shop owner looking to boost your listings, Alura can be your new best friend. This super helpful software enhances your shop's online presence and streamlines backend operations. One notable feature is the Listing Helper which analyzes your listings and provides recommendations for improvement based on Etsy’s algorithm.
Additionally, Alura offers a Followup Reminder system to help maintain customer relationships. This feature simplifies crafting follow-up messages with pre-built templates and allows you to send specific messages to first-time and repeat customers. It ensures you never forget to send a follow-up message, making it easier to ask for reviews, check on delivery, and even encourage reorders with discount codes. Since using Alura, I've seen an increase in customer reviews, return orders, and shop traffic, all thanks to improved SEO and customer follow-ups. You can read more about it here.
Wholesale
Managing customer relationships is a crucial part of operating a successful wholesale business. The connections you form with your customers can greatly impact the success or failure. By using Zendesk Sell, a tool that helps businesses keep track of customer interactions and manage deals, I can enhance these relationships and reach as many potential retailers as possible. Plus, with Zendesk Sell, I can keep all customer interactions in one place, making it easier to spot patterns and trends in customer behavior. For instance, I can easily track whether a customer is showing interest in p&s (they put products in their Faire cart) or losing interest (they said p&s wasn't a good fit for their store). This information can be used to develop targeted marketing strategies. For example, for warm customers, I’ll be sure to send them a catalog and a card sample in the mail, in hopes that might encourage them to place an order.
Customer view in Zendesk
Zendesk's dashboard is another great feature I rely on. Not only does it display deals over time, but it also provides me with insights into whether or not I’m on track to meet your financial goals. By offering this comprehensive view of sales performance, the dashboard enables me to make better-informed decisions about my business strategy. Furthermore, with its intuitive interface and customizable display options, the dashboard is an indispensable tool for any business looking to stay on top of its sales game. Click here to read a more in-depth review of how I use Zendesk Sell.
Dashboard view in Zendesk, with numbers hidden 🙂
Document Organization
Notion is a fantastic tool I use for organizing both my products and my brand. It's my go-to for keeping track of everything from inventory to blog post ideas. With Notion, I can easily keep track of all my products, production methods and vendor information. I can also monitor product performance over time, which helps me make informed decisions about my business. For example, when I’m able to track the success of a greeting card, that makes it easier to decide whether to reprint or retire a card. Now I can make decisions based on data rather than emotion. This also ensures that everything runs smoothly and I don’t run out of stock with a popular product. Overall, Notion has become an essential tool for me, and I can't imagine running my business without it. Plus, to be transparent, Notion AI deserves a lot of credit for helping me write this blog post…
Greeting card categories view in Notion
Project Management
As a small business owner, staying organized is everything—but most task management tools always felt like they were missing something. Enter Motion, a tool that combines task management with time blocking, all while syncing directly with my calendar. It’s been a game-changer for structuring my day and keeping my focus on what matters most.
Motion is unique because it merges a task list with calendar-based scheduling. Each day, I set my priorities, and Motion’s AI helps me find the best time for each task based on urgency, deadlines, and availability. Need to make a last-minute change? Motion’s drag-and-drop time blocks make it easy to reschedule without feeling overwhelmed by a packed to-do list.
Since I’ve started using Motion, I’ve noticed a boost in my productivity, better time awareness, and less stress around meeting deadlines. For small business owners who juggle a lot, Motion provides the structure and flexibility to stay on top of everything without burning out.
If you're interested in learning more about my experience with Motion and how it has transformed my workflow, check out my detailed review in this blog post.
Motion’s calendar view
I used to rely heavily on Asana for project management, and it's still a remarkable tool that many find indispensable. While I've since transitioned to Motion, which better suits my current needs, Asana's strengths are worth highlighting for those who might find it a perfect fit for their workflow.
One of Asana's standout features is its ability to break down projects into smaller, manageable tasks. This makes it incredibly simple to stay on top of your workload, ensuring you never miss a deadline or overlook an important detail. For example, you can create comprehensive timelines for product launches, covering everything from research and design to marketing. This approach provides a bird's-eye view of the project while allowing you to assign tasks in between to make the project more manageable.
Asana's user-friendly interface and powerful features enable users to track deadlines, assign tasks, and collaborate seamlessly with team members. Whether you're working on a product launch, managing social and email calendars, or simply keeping track of daily to-do lists, Asana can become an integral part of your work process. While it no longer fits my specific needs, I still highly recommend Asana to anyone looking to streamline their workflow and boost productivity, especially those working in team environments or managing complex, multi-stage projects.
Inventory Management
Keeping track of inventory is a fundamental aspect of running a successful business. It not only ensures customer satisfaction but also helps in maintaining a good reputation. However, managing inventory can be a daunting task, especially when selling across multiple platforms like Faire, Squarespace, and Etsy. This is where Trunk comes in handy. Trunk is a simple and intuitive tool that helps in managing stock levels. With Trunk, you can trust that you'll never oversell or disappoint your customers by offering out-of-stock products. How great is that?!
Thanks for taking a look at the software applications that I'm currently using for my business. I'll be sharing in-depth reviews of how I utilize each of these programs in the future. These reviews will include a more detailed look on the features and functionalities of each software that I use the most, as well as how they've helped my business succeed.
Stay tuned for more useful information that can help you make informed decisions about software applications for your business! Subscribe to the email newsletter for updates.
