7 Digital Tools I Recommend To Make Your Small Business More Efficient
Running a small business, especially from home, means wearing a lot of hats.
You’re the marketer, admin, tech support, bookkeeper, customer support, and more. And it can get overwhelming at times. But that’s part of the deal when you’re building something for yourself, and having the right digital tools can make a massive difference to how efficient (and sane) you stay.
Over the years, I’ve tested all sorts of apps and platforms, from free tools to full-blown business suites. Some were great, others overpromised.
So, here are the digital tools I genuinely recommend for small business owners looking to streamline their daily operations, stay organised, and free up time to actually grow the business.
1. Trello (or Notion) for keeping your tasks under control
If you’ve ever tried running a business with a notebook and sticky notes, you’ll know how quickly things can slip through the cracks. Trello has been my go-to task management tool for years. It works like a digital whiteboard where you can track everything from content ideas to client projects.
They offer a free tier that should work for start-ups, and premium plans range from $10-$20 per month which is pretty affordable.
If you want a bit more flexibility (and you’re comfortable with a steeper learning curve), Notion is another great option. It lets you combine notes, tasks, calendars, and databases all in one.
The free tier is designed for individuals, and the small-business option is around $10 per month.
But for most small businesses, Trello is more than enough to stay on top of things without overcomplicating it.
2. Canva for creating great-looking content without a designer
If you’re not a graphic designer but still need to create professional-looking marketing materials, Canva is hard to beat. You can design everything from social media posts and flyers to business cards and presentations from pre-made templates.
I’ve used Canva to whip up Instagram posts, PDFs, and pitch decks in a fraction of the time it would’ve taken in something like Photoshop. The free version is solid, and the Pro plan is well worth it if you’re creating content regularly, especially if you compare their subscription costs to engaging a local graphic designer!
3. Xero or Rounded for bookkeeping and invoicing without the headache
Managing your business finances is one of those things you can’t afford to get wrong. I’ve used both Xero and Rounded, and I’d recommend either depending on your needs.
Xero is a little pricer, but is ideal if you’re working with an accountant and need more features like payroll, superannuation, or inventory.
Rounded, on the other hand, is made for solo business owners and freelancers. It’s simpler, cheaper, and designed around invoicing, expenses, and basic tax tracking. Either way, getting away from spreadsheets is a smart move.
4. Google Workspace for email, files and collaboration
I know plenty of people use Gmail personally, but if you’re running a business, upgrading to Google Workspace is worth it.
It gives you a professional email address (like yourname@yourbusiness.com.au), plus access to shared Drives, Docs, Sheets, and Calendar all synced and backed up.
For me, having everything in one place makes it easier to stay organised, especially when juggling multiple clients or projects.
5. Zoom or Google Meet for easy, reliable meetings
Video calls are a fact of life in modern business. Whether you’re pitching, presenting, or just doing a check-in with a client, a solid video conferencing tool is essential.
Zoom is often considered the gold standard, but Google Meet is my personal preference, especially if you’re already using Google Workspace.
As well as the seamless integration with Google Workspace, it doesn’t require a software download, has a cleaner layout and is actually included in most Workspace plans.
Either way, make sure your internet can handle it (more on that in a moment).
6. Calendly for making bookings simple
Going back and forth over email to schedule meetings is a time-waster. Calendly lets people book a time with you based on your availability, automatically blocks out your calendar, and sends confirmations and reminders.
It’s one of those little tools that can save hours over the course of a year.
Free options are available.
7. Reliable internet, the silent partner in your workflow
None of these tools work well if your internet is patchy. I say this from experience. There’s nothing more frustrating than dropping out of a Zoom call or waiting for files to upload when you’re already time-poor.
If you’re running your business from home, it’s worth making sure your internet plan matches your workload. You can check your speed with a free online speed test like Ookla to find out what speed you’re actually getting.
If you’re uploading content, working in the cloud, or running meetings daily, don’t settle for the cheapest plan. Look for a local Aussie provider like Swoop that suits small businesses who need speed and stability without fuss.
I’d recommend an internet plan of at least 100 Mbps (megabits per second), especially if you’re running a digital-first business. This speed tier offers a strong balance between affordability and performance, making it ideal for most small businesses working with cloud tools, video calls, and online collaboration.
If you run a small business, it doesn’t always have to be hard! Taking the time to put the right tools in place can pay dividends in the long run. From project management tools to graphic design software and professional email hosting, all the digital tools listed in this article are proven to save you time and money.
Summary: 7 digital tools to make your small business more efficient
- Trello (or Notion) – Keep tasks organised and projects on track with simple visual boards or all-in-one workspaces.
- Canva – Design professional-looking marketing content quickly without needing a graphic designer.
- Xero or Rounded – Handle your bookkeeping, invoicing and expenses with user-friendly accounting software.
- Google Workspace – Manage email, documents, and calendars seamlessly with cloud-based tools under one roof.
- Zoom or Google Meet – Run smooth, reliable video meetings for pitching, collaboration, or client check-ins.
- Calendly – Simplify scheduling by letting clients book meetings directly based on your availability.
- Reliable internet – Power all your tools with a fast, stable connection, 100 Mbps or higher is ideal for most small businesses.
Marshall Thurlow is Director and Founder of Orion Marketing Pty Ltd. He is a digital marketer with expertise in SEO, website design, content marketing, and project management.
