In today’s environment, one of the best things you can do as a small business owner or entrepreneur is invest in digital tools to accelerate your growth. Doing everything by hand can be quite time-consuming, so why do that when you can streamline client data, internal marketing plans, and accounting details all digitally instead?
As of 2023, 89% of companies have already implemented or are planning to adopt a digital-first business strategy, according to Foundry, and this trend is only going to continue growing through 2025 and beyond. The question is, however, which technology tools are the best to invest in? Do you need them all?
Don’t worry, we’re going to break down the top digitalisation tools we recommend implementing once you’ve got your business up and running.
What are digital tools?
We’re no longer limited to in-person meetings or writing everything down on paper. We now live in a technology-focused world, where social media, online face-to-face calling, and the internet have bigger impacts than ever before. With these changes, our workforce is also following suit.
Digital tools are software business solutions designed to automate, organise, and optimise various business processes. They replace manual tasks with efficient, cloud-based systems accessible from your computer and phone that can scale with your business.
For innovators and small businesses operating in dynamic environments like co-working spaces, these tools become essential for maintaining a competitive edge and staying ahead of the curve while managing resources effectively.
Which small business tools help the most?
Communication Tools
1. Slack
A cloud-based team communication platform that organises workplace conversations into channels and direct messages.
Features:
- Screen sharing and virtual whiteboard
- Meeting recording and cloud storage
- Breakout rooms for smaller group discussions
- Calendar integration and scheduling
Pros:
- Reduces email clutter and centralises communication in one place
- Easy integration with project management tools
- Accessible via phone and computer, mobile accessibility for remote work
- Video and voice calling capabilities
- Customisable notifications to reduce distractions
Cons:
- It can become overwhelming with too many channels
- Requires team discipline to maintain organisation
- Premium features require a paid subscription
2. Zoom
A video conferencing platform that enables virtual meetings, webinars, and remote collaboration for up to 1,000 participants.
Features:
- Meeting recording and cloud storage
- Breakout rooms for smaller group discussions
- Calendar integration and scheduling
Pros:
- Reliable video quality and connection
- User-friendly interface for all skill levels
- Strong security features for business meetings
- Works across all devices and platforms
Cons:
- Can be bandwidth-intensive
- The free version has time limits on group meetings
- Subscription costs can add up for larger teams
3. Microsoft Teams
Microsoft’s unified communication platform that combines chat, video meetings, and file collaboration within the Office 365 ecosystem.
Features:
- Integrated chat, video calls, and file sharing
- Channel-based team organisation
- Built-in Office 365 integration
Pros:
- Familiar interface for Microsoft Office users
- Screen sharing and collaborative whiteboard
- Meeting scheduling and calendar sync
- Strong enterprise-level security
Cons:
- Can be resource-heavy on older devices
- A complex feature set may overwhelm small teams
- Requires a Microsoft 365 subscription for full features
Scheduling Tools
1. Calendly
An online scheduling tool that automates appointment booking by allowing clients to select available time slots from your calendar.
Features:
- Calendar integration with Google, Outlook, and iCloud
- Customisable booking pages and time slots
- Automated email reminders and confirmations
- Team scheduling and round-robin assignments
Pros:
- Eliminates back-and-forth email scheduling
- Professional booking experience for clients
- Time zone detection and conversion
- Easy integration with video conferencing tools
Cons:
- Limited customisation on the free plan
- Can feel impersonal for some business relationships
- Advanced features require a paid subscription
Note-Taking Tools
1. Evernote
A digital note-taking application that helps users capture, organise, and search through notes, documents, and web content across all devices.
Features:
- Web clipper for saving online content
- Document scanning and handwriting recognition
- Tag-based organisation system
- Shared notebooks for team collaboration
Pros:
- Powerful search capabilities across all content
- Excellent for research and information gathering
- Strong mobile app with offline access
- Good integration with other productivity tools
Cons:
- The interface can feel cluttered and outdated
- Subscription required for advanced features
- Limited formatting options compared to alternatives
2. Notion
An all-in-one workspace that combines note-taking, project management, databases, and wikis into a single customisable platform.
Features:
- Customisable templates and page layouts
- Real-time collaboration and commenting
- Task management and project tracking
- API integrations and automation capabilities
Pros:
- Highly flexible and customisable platform
- Combines multiple productivity tools in one
- Strong community and template marketplace
- Affordable pricing for comprehensive features
Cons:
- Steep learning curve for advanced features
- Can be slow to load with complex pages
- Overwhelming feature set for simple note-taking needs
Project Management Tools
1. Trello
A visual project management tool that uses Kanban boards to help teams organise tasks and track project progress.
Features:
- Card-based task organisation with due dates
- Team collaboration and assignment features
- Attachment support for files and images
Pros:
- Intuitive visual interface that’s easy to learn
- Great for agile project management
- Free version offers substantial functionality
- Excellent for creative and marketing projects
Cons:
- Limited reporting and analytics features
- Can become cluttered with complex projects
- Lacks advanced time tracking capabilities
2. Asana
A comprehensive work management platform that helps teams coordinate projects, tasks, and goals in one collaborative workspace.
Features:
- Multiple project views (list, board, timeline, calendar)
- Task dependencies and milestone tracking
- Team workload management
- Custom fields and project templates
- Advanced search and reporting features
Pros:
- Scales well from small teams to large organisations
- Strong integration ecosystem
- Detailed progress tracking and reporting
Cons:
- Steeper learning curve than simpler tools
- It can be overwhelming for basic project needs
- Advanced features require a premium subscription
3. Dropbox
A cloud storage service that allows users to store, sync, and share files across devices while enabling team collaboration.
Features:
- File sharing with permission controls
- Version history and file recovery
- Team collaboration and commenting
- Integration with productivity apps
Pros:
- Simple and reliable file sharing
- Excellent cross-platform compatibility
- Strong security and backup features
- User-friendly interface for all skill levels
Cons:
- Limited storage on the free plan
- It can be expensive for large storage needs
- Basic collaboration features compared to dedicated project tools
Accounting Tools
1. QuickBooks
A comprehensive accounting software designed for small to medium businesses to manage finances, invoicing, and tax preparation.
Features:
- Invoice creation and payment processing
- Tax preparation and filing assistance
- Financial reporting and cash flow management
- Bank account synchronisation
Pros:
- Industry-standard accounting software
- Comprehensive financial management features
- Strong integration with banking and payment systems
- Excellent customer support and resources
Cons:
- It can be complex for non-accounting professionals
- Monthly subscription costs
- Requires regular maintenance and updates
2. FreshBooks
A cloud-based accounting solution focused on small businesses and freelancers, emphasising time tracking and client management.
Features:
- Time tracking and project profitability analysis
- Professional invoice templates and automated billing
- Expense management with receipt scanning
- Client portal for seamless collaboration
- Financial reporting and tax preparation tools
Pros:
- User-friendly interface designed for small businesses
- Excellent time tracking capabilities
- Strong focus on client relationship management
- Mobile app for on-the-go management
Cons:
- Limited inventory management features
- Fewer advanced accounting features than QuickBooks
- It can become expensive as the business grows
Marketing Tools
1. HubSpot
An inbound marketing and sales platform that provides CRM, marketing automation, and customer service tools in one integrated system.
Features:
- Customer relationship management (CRM)
- Email marketing and automation campaigns
- Lead generation and tracking tools
- Social media management
- Content management and SEO optimisation
Pros:
- All-in-one marketing platform
- Free tier with substantial features
- Excellent educational resources and support
- Powerful analytics and reporting
Cons:
- It can be overwhelming for beginners
- Premium features are expensive
- Requires significant time investment to master
2. Mailchimp
An email marketing platform that helps businesses create, send, and analyse email campaigns and automated marketing workflows.
Features:
- Audience segmentation and targeting
- Automation workflows and drip campaigns
- A/B testing capabilities
- Analytics and performance tracking
Pros:
- User-friendly email marketing platform
- Free tier for small businesses
- Strong template library and design tools
- Good deliverability rates
Cons:
- Limited CRM capabilities compared to HubSpot
- Pricing increases significantly with subscriber growth
- Advanced features require higher-tier plans
Website Building Tools
1. WordPress
A flexible content management system (CMS) that powers websites and blogs with customisable themes and extensive plugin functionality.
Features:
- Content management system (CMS)
- SEO optimisation tools
- E-commerce capabilities through WooCommerce
- Community support and extensive documentation
Pros:
- Highly customisable and scalable
- Large ecosystem of themes and plugins
- Strong SEO capabilities
- Cost-effective for complex websites
Cons:
- Steeper learning curve for beginners
- Requires regular maintenance and updates
- Security vulnerabilities exist if not properly maintained
Wix
A drag-and-drop website builder that allows users to create professional websites without coding knowledge, featuring built-in hosting and design templates.
Features:
- Mobile-responsive templates
- Built-in SEO tools and analytics
- E-commerce functionality
- App marketplace for additional features
Pros:
- No coding knowledge required
- Quick setup and deployment
- All-in-one hosting and building solution
- Good customer support
Cons:
- Less customisable than WordPress
- It can become expensive with premium features
- Limited flexibility for advanced functionality
Making the right choice for your business
Choosing to implement digital tools won’t change your business overnight, but selecting the right combination of these tools and using them to the best abilities you can, over time, it will improve your efficiency and growth. Here’s how to approach it strategically without wasting your hard-earned money.
1. Start with essentials: Take a step back and audit your current needs. What are the biggest pain points in your daily workflow right now? If you’re spending hours each day sorting through email chains or losing track of project deadlines, pick one communication tool (Slack or Microsoft Teams) and one project management platform (Trello or Asana). These form the foundation of any efficient digital workspace.
Key tip: Don’t be tempted to trial multiple tools in the same category simultaneously. It creates confusion and means you won’t properly implement any of them.
2. Meet internal operational needs: Once your team is comfortably using communication and project tools daily (give it at least 2-3 months), it’s time to tackle the administrative side so you never miss a payment or appointment. This is particularly important as your business grows and manual bookkeeping becomes overwhelming.
3. Address external needs: Marketing and website tools should come last in your digital transformation journey. Why? Because they require the most time investment to see results, and they work best when your internal operations are already running smoothly. By this stage, you’ll have solid data about your business processes and can make more informed decisions about which marketing features you need.
Pick tools that make an impact
Many businesses waste thousands of dollars on tools they barely use.
Before committing to any subscription, ask yourself these four questions:
- What specific task is this tool solving that I’m currently doing manually?
- How much time am I spending on this task each week?
- Will my team use this, or will it sit forgotten after the initial excitement?
- Am I choosing this because I need it, or because it looks impressive?
Once you pick a tool, track your usage for the first month. Most technology tools offer free trials, so use them properly and set calendar reminders to check your usage weekly.
If you’re not logging in at least every few days, you’re probably not ready for that tool yet. If you are happy with it, many platforms offer basic free versions or starter plans. Begin there and only upgrade when you’re hitting the limits of what the free version can do.
Remember, the best tool is the one your team will use consistently, not the one with the most features.
Power your growth with us
Whether you’re a solo founder implementing your first project management system or a growing team integrating comprehensive business software, our collaborative environment here at Melbourne Connect Co-working provides the perfect backdrop for your business technology journey. Located in the heart of Carlton, we understand that modern business owners need more than just a desk; they need a complete ecosystem that supports their business management tools. Our variety of community workspaces is designed specifically for entrepreneurs, startups, and small businesses who are ready to leverage these powerful digital tools.
Join Melbourne Connect Co-working today and learn how we can support your business growth in Carlton’s most dynamic innovation hub.