{"id":11283,"date":"2024-10-22T11:12:00","date_gmt":"2024-10-22T10:12:00","guid":{"rendered":"https:\/\/photographybyvalentina.com\/?p=11283"},"modified":"2025-09-17T20:41:58","modified_gmt":"2025-09-17T19:41:58","slug":"small-business-essentials-tools-i-use-every-day-to-stay-on-track","status":"publish","type":"post","link":"https:\/\/photographybyvalentina.com\/small-business-essentials-tools-i-use-every-day-to-stay-on-track\/","title":{"rendered":"Small Business Essentials: Tools I Use Every Day to Stay on Track"},"content":{"rendered":"\n

When you’re running a small business, having the right tools isn’t just about convenience \u2013 it’s about survival. Since starting my photography business in 2010, I’ve learned that success often depends on how well you can juggle all the moving parts while still delivering an exceptional experience to your clients.<\/p>\n\n\n\n

Running a small business in 2024 feels like a whole different world compared to when I first started. Back then, getting known meant setting up stalls at local markets, advertising in print magazines, and handing out business cards. Today, digital tools are small business essentials that have completely transformed the way we operate, making it possible to achieve more in less time and with far less manual effort.<\/p>\n\n\n\n

Let\u2019s be honest: running your own small business is an exciting journey, but it can also be lonely, overwhelming, and full of ups and downs. If you’re on this path, congrats! You’re diving headfirst into a world of 360-degree learning that\u2019ll make you “unemployable” in the best way\u2014you\u2019ll never want to go back to doing just one thing.<\/p>\n\n\n\n

Over the last 14 years, I\u2019ve seen how technology has transformed industries like photography, from local markets to AI-driven workflows. But no matter where you are in your business journey, the key challenges are the same: staying organised, managing time, and keeping your clients happy.<\/p>\n\n\n\n

Thankfully, there are small business essentials that can help with that. After more than a decade in the game, I\u2019ve found a few essentials I can’t imagine running my business without. In this post, I’ll share the tools that have saved me countless hours, kept me organised, and helped me build better client relationships. Whether you\u2019re a photographer or a small business owner looking to streamline your operations, I hope you\u2019ll find something here that makes your business run a little smoother!<\/p>\n\n\n\n

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The Daily Must-Haves<\/mark><\/h2>\n\n\n\n
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1. 17hats: Your CRM Lifeline<\/h3>\n\n\n\n

Let\u2019s start with the big one: 17hats <\/a>CRM<\/a>.<\/strong> After years of juggling spreadsheets and sticky notes, discovering 17hats in 2018 was a turning point for my business, and honestly, I can\u2019t imagine running my business without it. 17hats serves as my command centre, keeping everything from client data, quotes and invoices to contracts, questionnaires and bookkeeping in one place. It\u2019s more than just a tool\u2014it\u2019s one of my small business essentials.<\/p>\n\n\n\n

What I love most is how it automates the parts of my business that can easily get overwhelming\u2014email follow-ups, reminders, and workflows. Instead of manually chasing every lead or remembering to send reminders, 17hats takes care of it all, giving me more time to focus on what I love: working with clients and capturing beautiful moments.<\/p>\n\n\n\n

I actually wrote a full blog post titled From Chaos to Control: How a CRM System Transforms Your Business<\/a><\/em>, where I dive into all the details about why this tool is such a game-changer for small business owners. On top of that, I\u2019m now a brand ambassador for 17hats, and I\u2019m thrilled to offer a 50% discount<\/a><\/strong> on your first year if you\u2019re ready to transform your business too!<\/p>\n\n\n\n

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2. Flodesk: Stylish and Intuitive Email Marketing<\/h3>\n\n\n\n

There are plenty of email marketing platforms out there, but I\u2019ve really taken to Flodesk<\/a><\/strong> for its clean design and ease of use. As photographers, we want every interaction with our clients to reflect our brand, and Flodesk allows me to create beautifully designed emails without the fuss.<\/p>\n\n\n\n

Whether I’m sending out special offers, sharing new blog posts, or keeping clients updated on upcoming shoots, Flodesk helps me deliver professional, on-brand content in a fraction of the time. Its intuitive interface is perfect for busy small business owners who want to send polished newsletters without getting bogged down by the technical side of things. If you\u2019re looking to elevate your email marketing with style and simplicity, Flodesk is worth checking out! Use this link for 50% off your first year!<\/a> <\/strong><\/p>\n\n\n\n

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3. Design and Content Creation: Canva<\/h3>\n\n\n\n

Canva<\/a><\/strong> has become my absolute favourite for creating marketing materials, social media posts, and client guides. While I used to rely solely on Photoshop and InDesign for all my design needs, Canva has completely transformed the way I work. Its user-friendly interface and huge library of templates allow me to create polished, professional-looking designs in minutes, without needing to dive into advanced software. Whether it\u2019s a last-minute Instagram post, a beautiful flyer, or a custom guide for clients, Canva is my go-to for fast and stylish designs. I happily pay for the Pro version<\/strong> because it unlocks so many additional features that help give my materials a professional edge\u2014without needing to be a designer. The ease of use and wide range of customisation options make it a no-brainer for anyone looking to create high-quality visual content quickly and efficiently.<\/p>\n\n\n\n

However, for photographers specifically, when it comes to photo editing, nothing beats Adobe\u2019s suite of tools. I’ve been using Photoshop<\/strong> and Lightroom<\/strong> since the start of my photography journey, and they\u2019re still absolutely essential for editing and retouching my professional images. Lightroom<\/strong> makes it easy to organise and batch-edit photos efficiently, while Photoshop offers precision tools for detailed edits that help bring out the best in every shot. In the world of photography, Adobe remains the gold standard for refining final images and ensuring the quality of your work shines through. For everything from simple adjustments to complex retouching, Adobe\u2019s tools allow you to create stunning visuals that reflect your professional expertise.<\/p>\n\n\n\n

But with advancements in AI technology<\/strong>, new software has entered the scene, making certain tasks easier and faster than ever before. I recently discovered Evoto<\/a><\/strong>, and I\u2019m positively impressed by its capabilities. It takes skin editing and batching to a whole other level, automating tedious processes while maintaining a professional finish. For photographers looking to speed up their workflow without sacrificing quality, these new tools are definitely worth exploring.<\/p>\n\n\n\n

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4. Social Media: Connecting with Clients Through Visual Platforms<\/h3>\n\n\n\n

For any business, social media is a powerful tool, and as a photographer, platforms like Instagram<\/a><\/strong> and Pinterest<\/a><\/strong> are where I spend most of my time. These visual-based platforms are perfect for showcasing my work, connecting with potential clients, and staying inspired by other creators. Instagram stories<\/strong> allow me to share behind-the-scenes moments, sneak peeks of photoshoots, and the daily life of running a photography business. It\u2019s a fantastic way to create a more personal, approachable connection with your audience, giving clients a glimpse of what it\u2019s like to work with you.<\/p>\n\n\n\n

Pinterest, on the other hand, is where I find inspiration and share my portfolio in a more curated way. Clients often use Pinterest to search for ideas, so being active on this platform can help you reach people who might not otherwise find you. It\u2019s a great way to showcase your work in a way that feels polished and inspiring.<\/p>\n\n\n\n

There are countless social media platforms out there \u2013 from Facebook<\/strong> and TikTok<\/strong> to YouTube<\/strong> and X<\/strong> (formerly Twitter). It\u2019s important to choose the one(s) that make the most sense for your business. For me, Instagram<\/strong> and Pinterest<\/strong> fit my photography style and audience. But for other small businesses, LinkedIn<\/strong> might be a better fit, especially if you\u2019re targeting a more professional crowd. It\u2019s all about focusing your energy where you\u2019ll make the most impact.<\/p>\n\n\n\n

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5. ShootProof: Streamlining Client Galleries<\/h3>\n\n\n\n

For photographers, having an efficient system for sharing photos with clients is key. ShootProof<\/a><\/strong> is where I upload all my images and create galleries for my clients to view and select their favourites. It\u2019s simple for them to use, and I love that it takes the pressure off the sales process. I\u2019m not one for pushy sales tactics, and ShootProof allows my clients to comfortably choose their images in their own time.<\/p>\n\n\n\n

Beyond just galleries, ShootProof<\/a> also offers features like invoicing and booking, but I prefer to stick with 17hats for those. The good news? The two tools integrate seamlessly! So, if a client makes a purchase through ShootProof, it automatically creates an invoice in 17hats, keeping everything streamlined and organised for me.<\/p>\n\n\n\n

Another feature I adore is the ShootProof mobile app<\/strong>. Sometimes, I gift it to clients so they can keep their gallery right on their phones, making it easy to share those precious moments with friends and family. It\u2019s a small touch, but one that adds to the overall client experience and leaves a lasting impression.<\/p>\n\n\n\n

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6. ChatGPT: My New Best Friend for Business Support<\/h3>\n\n\n\n

In the last year, ChatGPT<\/strong> has become an essential part of my toolkit. Whether it\u2019s brainstorming new ideas for social media, helping to structure and write blog posts, or just bouncing around business ideas, ChatGPT has been a game-changer. Running a small business can be lonely, but having something (or someone!) to talk through ideas, get fresh perspectives, or help with writer\u2019s block makes all the difference. <\/p>\n\n\n\n

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7. Trello and Notes: Capturing Ideas On the Go<\/h3>\n\n\n\n

Two more tools that help keep my small business running smoothly are Trello and the Notes app on my phone. Both are perfect for organising thoughts, ideas, and tasks as they come up, no matter where I am.<\/p>\n\n\n\n

Trello<\/a> <\/strong>is an excellent tool for tracking ideas and brainstorming, especially when it comes to social media posts, content ideas, and prompts. I love its visual layout and how easy it is to move things around on its boards, lists, and cards. While I don\u2019t use it as a full project management tool (17hats handles that, since it connects directly with clients), Trello is great for keeping content ideas and plans in order.<\/p>\n\n\n\n

On the other hand, Notes<\/strong> is my everyday app for jotting down ideas on the fly, especially when I\u2019m out walking my dog. It\u2019s simple, intuitive, and always within reach. My favourite feature? The ability to create vocal notes\u2014because let\u2019s be honest, the best ideas often pop up when you\u2019re not at your desk! I\u2019ve even dictated entire blog posts while walking.<\/p>\n\n\n\n

Both Trello and Notes are invaluable tools in my daily routine. If you haven\u2019t tried them yet, give them a go\u2014they might just transform how you manage your business ideas and content creation!<\/p>\n\n\n\n

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Beyond Tools: The Power of Community<\/mark><\/h2>\n\n\n\n
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One tool that isn\u2019t digital but is just as essential is networking<\/strong>. Building relationships with other small businesses can be invaluable for your growth, whether it\u2019s through collaborations, referrals, or simply sharing experiences. I have to admit, I\u2019m not a natural when it comes to networking. As an introvert, it can feel awkward, and the thought of attending networking events can be a bit daunting. But over the years, I\u2019ve found ways to make it work and seen the benefits firsthand.<\/p>\n\n\n\n

One of my first networking experiences was through Pure Pregnancy<\/a> a local group focused on supporting pregnant women. It provided me with an opportunity to connect with other professionals who work with expectant mothers, which was perfect for me as a photographer. That small step into a community of like-minded professionals opened up new doors, not only for business but also for personal growth. <\/p>\n\n\n\n

Recently, I joined Founder Mums<\/strong><\/a>, a group designed for mumpreneurs to connect and support each other. It\u2019s been an amazing resource where I\u2019ve met like-minded women juggling the demands of running a business and raising a family. We share experiences, talk about challenges, and offer support when someone needs advice or just a little encouragement. Networking doesn\u2019t always have to be about gaining clients\u2014sometimes, it\u2019s about building a support system. And that’s what Founder Mums is about.<\/p>\n\n\n\n

However, I also know that networking isn\u2019t for everyone, and that\u2019s okay! If you’re like me and feel more comfortable behind the scenes, you don\u2019t have to force yourself into large events or meetings. There are plenty of other ways to connect, from online communities to small, intimate groups that may feel more approachable. Finding the right community for you\u2014whether it\u2019s online, local, or industry-specific\u2014can provide enormous benefits without needing to attend every networking event under the sun.<\/p>\n\n\n\n

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Newborn Photographers: This part is Especially for You<\/mark><\/h2>\n\n\n\n

If you\u2019re just starting out in newborn photography, I understand how overwhelming it can feel. There\u2019s so much more to consider beyond just capturing beautiful images\u2014there\u2019s managing workflows, staying organised, responding to endless emails, and delivering a top-notch client experience. And let\u2019s not forget the moments of self-doubt we all face. Sound familiar?<\/p>\n\n\n\n

Having worked as a newborn photographer in London for over 14 years<\/a><\/strong>, I\u2019ve learned that success doesn\u2019t come from technical skills alone, it\u2019s about balancing those with effective business practices. And what “success” means? Well, that\u2019s different for each of us.<\/p>\n\n\n\n

Whether you\u2019re looking to master newborn posing and lighting or you\u2019re struggling with the day-to-day admin, I\u2019m here to help. I offer guidance on the creative aspects of newborn photography, but I also support photographers in streamlining their business processes. Sometimes, you just need that extra bit of support to get unstuck\u2014whether it\u2019s a one-hour call to help solve a specific issue, or a full-day session with me to go through an actual newborn shoot.<\/p>\n\n\n\n

For more information on how I can help you grow as a newborn photographer, take a look at my Newborn Photography Training page<\/strong><\/a>. Whatever support you need, I\u2019m here to help you on your journey!<\/p>\n\n\n\n

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Final Thoughts: Keep Growing and Stay Organised<\/h3>\n\n\n\n

Running a small business is always evolving, and we need to evolve with it. The right tools can make all the difference, whether you\u2019re just starting out or looking to refine your process. From CRMs like 17hats<\/strong> to design platforms like Canva<\/strong>, the tools I\u2019ve mentioned are essential to keeping my business running smoothly\u2014and keeping me sane!<\/p>\n\n\n\n

If you’re just starting out in newborn photography or any type of small business, don’t hesitate to seek help, invest in tools and most importantly invest in yourself<\/strong>, and connect with others in your industry. And remember, growth is a journey\u2014not a race.<\/p>\n\n\n\n

Now let me know in the comments the must-have tools for your business.<\/p>\n\n\n\n

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