You know when you start out in business and you get those first clients and prospect customers? You remember every detail, every phone call, where every piece of material they may ever need is.

Like when you first started creating all the copy, terms and everything else you needed – it all went in “documents” and you just knew what it was called?

Fast forward a year or 2 to when your business is in full swing – not so easy to remember it all, huh?

We’re only human

It is totally impossible to keep all of those little details in your head because guess what? We’re human, with human failings like memories and emergencies which pull us away from our clients and biz.

When you have your own business, you have approximately one billion things to do, and ALL on your lonesome (well at first anyway). If you keep your head full with dates and follow ups and passwords and all that STUFF you will get overwhelmed. At best. Totally bat shit crazy at worst.

It’s way, way better to keep a tidy mind so that you have room to keep your creative energy high, and ideas flowing.

The good news is all it takes is a few tools and a bit of discipline and soon you’ll be so on top of things that you’ll feel like you’re looking down from the penthouse suite.

Have a look at this

Come with me behind the scenes at HQ and let me reveal a part of my world to you. I’m sharing which remote working tools I can’t live without, what I use them for and how they can help you too.

I’ve used most of the them (or a variation of) from the beginning. They’re future proof and have helped me create the sturdy, remote-working, dream business I have today.

Dropbox

Dropbox is a shareable online home for all your photos, docs, videos, and files.

Every time I start with a new client I set up a shared folder for us. This works both ways. I upload our session recordings and useful material. They can upload homework (YES I give homework!) or anything they’d like me to cast my eye over or feedback on.

Even if you don’t have recordings to share or homework to check, set up a shared file for resources, client records and anything “in progress”. It will help you keep clutter free and also cut down on email traffic. Sweet!

One of my FAVE things about Dropbox is that you can download it on your Mac or PC and the folders are stored right alongside your other folders so it’s super easy to manage and navigate.

Plus, that means if you’ve got multiple devices (say, a laptop at home and a PC at an office) you can access e-v-e-r-y-t-h-i-n-g as if you’re networked like a big fancy corporate.

You can even download it on your phone.

Google Drive

Seriously how does anyone operate without it?

Juuuuust in case you’ve been living under a big rock for, like, ever – Google Apps covers the whole suite of Google products.

• Gmail, for emails (obvs)
• Google Docs for documents (surprise)
• Hangouts for online meetings, webinars and chats
• Google Sheets for spreadsheets (see what they did there)
• Calendars and a whole lot more that I won’t go into here

I’m a big fan of the Google products. I use Google Drive to create all of my business documents – everything from draft blogs, forecasting spreadsheets and training materials.

My team and I have a running agenda for our meetings in a Google doc and I always draft my blogs in a Doc for ease of editing.

Back when I started up on my own, I resisted setting up my business with Google, like the stubborn Taurean bull that I am. Y’see back then, Outlook and Microsoft Windows were my longterm lovers and I didn’t want to live without them.

I asked for recommendations from the IT experts at my 9-5, and they all said: go Google. I tell ya, it’s probably the best advice I ever followed.

The reason Google Drive works so well for collaborating is that you don’t end up searching through an email thread trying to find the most up to date version. Everyone who has access to the shared document can edit and make notes. Perrrfect.

I use a Google Sheet for my blog archive (you can check out what I’m talking about and get a free template HERE) and it means anyone in my team can hop on and make changes as they need to.

Plus, when writing the updated content for my shiny new website the copy was created in a Google Doc so edits and suggestions were visible to everyone involved.

My team and web designer all had access which means last minute changes didn’t get missed and we avoided the horrible version1, version2, version3 merry-go-round that gets messy and confusing.

Acuity

If we’ve been going steady for a while now you’ll know exactly how I feel about online scheduling. If we’re on a first date, well hello there! You can read all about it HERE and I’ll see you back at mine for coffee a free 15 minute, no pitch mini session.

The beauty of an online scheduler is that it saves both you AND your client time. NO ONE enjoys email ping pong trying to fix a date, which also leaves you open to appointment time screw-ups.

You may feel that using an auto scheduler is impersonal but you can customise the journey so that whoever you’re fixing a date with feels as supported and looked after as they would using the traditional route. I use Acuity but there are many online schedulers to choose from.

If you’re still using a paper and pen scheduler and I know many of you are (I get it, those crisp blank pages ready for scribbling in and pretty covers are hard to resist), it’s time to jump into the 21st century.

To create long term success for your business you have to look into the future!
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Paper n pen may work ok for you now, but seriously dude, that dream of working a 4 day week and handing your admin to an assistant? Never gonna happen if you continue using a paper diary!

Boomerang

I would be in so much trouble without this handy little email reminder. It’s been a life saver so many times and I’m a true believer in getting small shit outta my head to make way for the big shizzle.

If you aren’t sure what Boomerang is, it’s a plugin for Gmail that manages your inbox. But it does way more than just set reminders.

If you like to have a clean inbox (and who doesn’t?) you’ll love it (my mama used to say: tidy bedroom, tidy mind, and this absolutely applies to your inbox too). If you’re using your inbox as your to-do list you got yourself a bad, bad habit, baby.

Boomerang takes messages out of your inbox and only puts them back when you actually need them.

Or if you’re waiting to hear back from a client you can set a reminder to alert you if you haven’t received anything from them. This works so well for following up with clients and makes sure that no one ever feels forgotten. PLUS you don’t have to rely on your human, fallible memory!

Skype/Teleconference line

If you speak to people on a regular basis this is a must. Keeping the same details means that neither you nor your clients have to look up numbers every time you have a call.

If your internet connection isn’t great (uh, try living on a tiny Spanish island…) set up a teleconference line which you can either use all the time or as a backup. If not Skype will be your best friend – it’s free and super easy to use.

I’ve used most of the different conference call options but take a look and see what suits you.

For your clients it means continuity and ease – one less thing to think about every week.

As I mentioned earlier I record my one to one client sessions – when I use Skype my Skype Call Recorder automatically starts, another win against fallible memories!

Over to you

I’d love to know what tools you couldn’t live without to keep organised remotely and with your clients – I love a good tip! Comment below and let me know your faves.

Need a hand?

If you feel like you’re flapping and don’t know how to make your biz and mind clutter free zones click here to book a Clear Strategy sesh with yours truly. We’ll talk through where you are, where you want to be and the best way to get there