Top 10 Tools Every Small Business Owner Needs to know about

Some favourites to help you get organised.

It can feel overwhelming with the amount of apps and products available out there. And I know that each person’s likes and dislikes factor in to the choices they make, so I thought I would share my top 10 favourites (at the moment) for helping clients get organised. I don’t get any commission or compensation, these are just some great options.

Running a small business is no easy feat, especially when juggling multiple tasks and responsibilities. Staying organised is the key to maintaining efficiency and reducing stress. Thankfully, there are tools designed to help you streamline your operations, keep track of priorities, and collaborate effectively.  Here are some options to help.

Please do your own research, these are great tools at the time of writing, but things can change fast in the tech world. See this list as a guide for your business organisation needs gong in to 2025.

1. Trello (or Asana) – Task and Project Management

I love the simplicity of Trello for smaller projects, collaboration or keeping on top of to-do’s. Larger projects will need a more thorough Project management tool. But this is fab for smaller businesses and teams. The platform allows you to create boards, assign tasks, set deadlines, and track progress, ensuring no task slips through the cracks.

2. Google Workspace – Cloud-Based Productivity Suite

This is a great option, especially if you already have a Gmail account. Google Workspace offers Gmail, Google Docs, Sheets, Drive, and more, enabling seamless collaboration and storage in the cloud. Whether you’re drafting documents or sharing files, this suite is indispensable. You can share with specific people or anyone you want to.

3. Dashlane – Password Management

This is an amazing tool that makes me feel very secure with the ease of not having to remember passwords with the option to have randomly generated secure passwords ready on your devices. Tired of forgetting passwords? Tools like this securely store and auto-fill your passwords, saving you time and keeping your accounts safe. When you have it on different devices it will update and log in whether on desktop or phone.

4. QuickBooks– Accounting and Bookkeeping

I have been in bookkeeping a long time and automation is one of the best tools for keeping on top of your finances. With auto download from your bank and the ability to automate allocations, I love using Quickbooks. Simplifying your financial management with QuickBooks or even Xero is a great way to get organised. These tools help with invoicing, expense tracking, and tax preparation, making it easier to stay on top of your business finances.

5. Slack – Team Communication

For efficient communication, Slack is a must. It keeps your messages, files, and discussions organised by channels, reducing the clutter of emails. The paid version is better for access to features, but even the free version gives you access to your messages for 3 months and integrations with programs like Trello or Monday where you can change messages to tasks on your boards in seconds.

6. Canva – Design Made Easy

Can is by far the most user friendly and useable free media design software I’ve used. From social media posts to ads, to document creation, and even video editing, it makes your designs come alive with minimal effort. Need visuals for social media, presentations, or marketing? Canva lets you create professional-looking graphics even if you’re not a designer.

7. Calendly or Acuity– Appointment Scheduling

Simplifying meeting booking and calendar bookings is easy with Calendly or Acuity. Skip the back-and-forth emails with scheduling tools like Calendly. Share your availability, and let clients or team members book a time that works for you both.

8. HubSpot (or Mailchimp) – CRM and Marketing Automation

For those managing customer relationships - it is easier with tools like HubSpot. They allow you to track leads, automate email campaigns, and monitor customer engagement in one place.

9. Dropbox (or OneDrive) – File Storage and Sharing

If you need an alternative storage space to Google Dropbox is a great alternative. For secure file storage and sharing, Dropbox or OneDrive are excellent options. Both offer cloud-based solutions with ample storage.

10. Notion – All-in-One Workspace

Notion combines note-taking, project management, and databases into one platform. It’s great for more complex project management. It’s highly customisable, allowing you to create a system tailored to your business.

Conclusion

Investing in the right tools can transform the way you run your small business. By integrating these tools into your operations, you’ll save time, reduce stress, and create more room for growth and innovation.

Which of these tools will you try first? Let me know in the comments, or get in touch if you’d like personalised recommendations to streamline your business processes!