One major part of starting and maintaining a business is having and using the right tools to take on all sorts of tasks. But with so many choices out there, where do you begin?
For those running web design and marketing agencies, there are multiple apps you’ll find yourself using. It’s not enough that you think about how those tools work for one person—you consider how useful they are for your entire team.
That being said, here’s a list of the kinds of tools your agency must have:
- For Agency And Customer Relationship Management
Firstly, having a trusty tool to secure your own and your clients’ private information is necessary. Having one helps you store vital customer data and share any updates on ongoing projects. At the same time, you can track and manage billing information, too. This is much simpler compared to relying on a spreadsheet for everything.
There are many easy-to-use tools on the market; it’s just a matter of finding one that suits your agency for better workflow and data security. For instance, you could use software such as Techferno that allows you to manage passwords and bank details safely.
Most apps will have trial versions for users to test the waters. Once you’ve gotten the hang of them, you can decide to purchase the full version.
Another tool you’ll need would update you on every change on the projects you’re handling. Ticketing software often has an easy tagging system for creating tickets and organizing them by client and concern. You can use it to track project requests and issues. Examples include:
- Zendesk
- Atera
- BeyondTrust
Pick one that you feel works best for your agency to resolve problems as soon as possible.
- For Content Creation And Management
There are web design tools that are simple yet effective for individuals and teams alike. Most provide a library of free elements that are ready to use. Some tools that fit the bill are:
- Proto.io
- Sketch
- Adobe XD
- Figma
Some apps you may find have cloud-based sharing, which allows you and your team to collaborate even while working remotely.
A lot of web designers have their go-to software for creating user interface (UI) and user experience (UX) designs. If you’re still searching for ‘the one,’ here are some tools other designers swear by:
- Notepad++
- Sublime Text
- Visual Code Studio
When you find one that you and your team won’t struggle with using, designing UI/UX will be a breeze.
- For File Storage And Sharing
When you’ve prepared your content, you’d want to store and share it with your team and clients. It’s important to have a safe cloud-based system to keep files protected from hackers and malware. Common file-sharing tools are:
- Google Drive
- Dropbox
- Evernote
- Apple iCloud
But for a web design and/or marketing agency, you might be looking for something with more security. You could try OneDrive for Business or FileCloud. Tools like these may allow you to share files using custom permissions or protect them with passwords.
Always consider the ease and security of sharing files with your team. Hackers can quickly find ways to infiltrate accounts nowadays. You can check out tips on how to securely share files online without having to spend a cent.
- For Project Management And Collaboration
As you work in an agency, you’ll be interacting with around 10 or more people on client projects. Troubles arise when you lose track of those projects and the people assigned to them. Be sure to have a project management tool ready that’ll suit your agency best.
A decent project management tool should have the following:
- To-do lists
- Scheduler functions
- Message boards
- File-sharing capabilities
The more features a tool has, the better. Go for one that’s easy to learn for any newcomers that’ll join your team so you’ll spend less time training them. Some examples of user-friendly project management tools are:
- Asana
- Trello
- Basecamp
More often than not, an agency handles more than one task at a time. It’s beneficial to have at least one tool where all team members can easily communicate with one another without distraction. If possible, pick one with file-sharing features. This can be another way for you to share important content with clients and colleagues.
Whether it’s for chatting with teammates, video conferencing, or emailing, opt for a tool that’s easily accessible. It can have both a browser version and a downloadable app such as:Â
- Slack or Flock for instant messaging
- Zoom or GoToMeeting for video conferences
- Outlook or Gmail for emails
- For Social Media Management
Marketing involves constant communication with potential clients and future customers. There are many platforms now that can effectively let people know you exist. Don’t underestimate the power of social media. You’ll reach a bigger audience with wise use of social media tools to get your messages across.
Social media management tools help you create and publish content as well as track analytics. Some might even have special features such as customer relationship management so you can establish and maintain better connections with your clients or customers. So take the time to read up on each tool’s available features.
Among those you can choose for your agency are:
- Hootsuite
- Buffer
- HubSpot
- NUVI
Of course, those are only a few examples. Take note: some tools may be more suitable for smaller businesses. This is mostly due to their price tag. While waiting for the right time to expand your agency, you can use those first before transferring to one that caters to larger teams.Â
In Summary
When you’re looking for tools to help your agency, look into those that are easy to learn, accessible, and safe to use. Browse around and research which ones fit your budget and work style. There’s sure to be one that you’ll rely on for a long time
