Tech Tools That Changed the Way I Run My Business (And How They Can Help Yours Too!)

When I started Ask Wendy, I knew that technology would play a huge role in making my business run smoothly. As a virtual assistant, I juggle multiple clients, projects and deadlines - without the right tools, that could quickly become overwhelming.

But with the right tech in place? My workflow is seamless, my efficiency skyrockets and I can deliver top-notch service to my clients without missing a beat.

If you're a small business owner, entrepreneur or busy professional, these tools can do the same for you. Whether you need help managing your time, keeping track of tasks or automating repetitive processes, the tech tools I use for Ask Wendy can easily be integrated into your business too.

Here are the game-changing tools I swear by:

1. Trello – My Virtual Brain

What it does: Project and task management

How it helps me: Keeps me organised and on top of all client work

How it can help your business: Streamlines projects, deadlines and team collaboration

When you're running a business, there's always something that needs to be done - whether it's managing client requests, tracking progress on projects or simply remembering to send an invoice.

For a long time, I relied on notebooks, sticky notes and mental reminders. That didn’t last long. Enter Trello - a task management tool that changed the game.

With Trello, I can:

✅ Create separate workspaces for each client

✅ Organise tasks by priority and deadline

✅ Set up recurring reminders for ongoing responsibilities

✅ Automate workflows (for example, when I complete a task, it can trigger another task automatically)

How this benefits my clients: Many of my clients are drowning in to-do lists. I help them set up and manage Trello (or other project management tools like Asana or ClickUp), so their work is more structured, deadlines are met and nothing slips through the cracks.

2. Calendly – No More Back-and-Forth Emails

What it does: Simplifies scheduling

How it helps me: Eliminates email chains when booking client calls

How it can help your business: Makes scheduling effortless for you and your clients

I used to waste so much time scheduling calls.

You know the drill:

"Are you free Monday at 10?"

"No, what about Tuesday at 3?"

"That doesn’t work either. How about Thursday?"

Now, I use Calendly, which lets clients book time in my calendar based on my availability - without the endless back-and-forth. It syncs with my Google Calendar, so I never get double-booked and it even sends automatic reminders.

How this benefits my clients: If your business involves scheduling meetings, consultations or appointments, I can set up Calendly (or similar tools like Acuity Scheduling) for you, ensuring a smooth, automated booking process.

3. Zapier – The Ultimate Time-Saver

What it does: Automates tasks between different apps

How it helps me: Cuts down on manual work by linking my favourite tools

How it can help your business: Saves you time by automating repetitive processes

Running Ask Wendy, I rely on several apps daily - email, Trello, invoicing software and more.

Rather than manually transferring data between them, Zapier does it for me.

For example:

• When a new client fills out my onboarding form, Zapier automatically adds their details to ClickUp and creates a new task.

• If someone books a call via Calendly, Zapier logs the details in my CRM and sends them a welcome email.

How this benefits my clients: Many businesses lose time on repetitive tasks. I help my clients automate these processes so they can focus on what they do best - running their business.

4. Canva – Professional-Looking Designs, Fast

What it does: Easy-to-use graphic design tool

How it helps me: Creates social media posts, client presentations and branded documents

How it can help your business: Allows you to create polished visuals without a graphic design degree

I’m not a designer, but thanks to Canva, I don’t have to be. Whether I need a social media post, a client presentation or an invoice template, Canva makes it easy.

I use it to:

🎨 Design marketing materials for both myself and my clients

📊 Create branded templates for business documents

📱 Put together polished Instagram, LinkedIn and Facebook posts

How this benefits my clients: If you need help creating professional visuals, I can design branded templates, so your business looks sleek and polished - even if you're not a designer.

5. Xero – Hassle-Free Bookkeeping

What it does: Cloud-based accounting software

How it helps me: Tracks income, expenses and invoices effortlessly

How it can help your business: Keeps your finances organised with minimal effort

Running a business means keeping track of finances - and that used to be one of my least favourite tasks. But Xero changed that.

Now, I can:

💰 Send invoices in seconds

📊 Track expenses with real-time reporting

📝 Reconcile transactions with my business bank account

How this benefits my clients: Many small business owners find bookkeeping overwhelming. I help clients set up and manage Xero (or other tools like QuickBooks), so they always have a clear picture of their finances.

6. Loom – Clearer Communication Without Meetings

What it does: Records and shares quick video messages

How it helps me: Explains tasks and updates without needing a meeting

How it can help your business: Saves time by reducing unnecessary meetings and emails

Sometimes, a quick video is better than a long email. With Loom, I can record my screen and talk through a process, making it easier for clients to understand.

I use Loom to:

🎥 Explain workflows without scheduling calls

📌 Send personalised updates to clients

📚 Create tutorials for recurring tasks

How this benefits my clients: I help business owners create Loom videos for training new team members, onboarding clients or explaining complex processes - saving them time and effort.

7. 1Password – Secure Access Without the Headaches

What it does: Stores and manages passwords safely

How it helps me: Keeps client credentials organised and secure

How it can help your business: Gives you and your team secure, instant access to the logins you need - without the stress

As a virtual assistant, I manage logins for multiple tools, websites and platforms on behalf of my clients. Rather than juggling spreadsheets or sticky notes (yes, I’ve been there!), I use 1Password - a secure password manager that makes life easier and safer.

With 1Password, I can:

🔐 Store all my login credentials in one encrypted vault

👥 Share specific passwords with clients without revealing them

🧠 Use one master password to access everything securely

📱 Access logins from my phone, laptop or browser extension - anytime, anywhere

How this benefits my clients: I help business owners set up and manage 1Password for themselves and their teams. That way, everyone gets access to what they need and sensitive information stays protected. No more forgotten logins, password resets or worrying about data breaches.

The Right Tools Make All the Difference

When I first started Ask Wendy, I had to figure out the best way to manage my workload efficiently. These tech tools transformed the way I work, making my business more organised, professional and stress-free.

But the best part? I don’t just use them for myself - I use them to help my clients streamline their businesses too.

✅ Need help managing projects and deadlines? I can set up ClickUp or Trello.

✅ Struggling with scheduling? I’ll get you sorted with Calendly.

✅ Want to save time with automation? Zapier is your best friend.

✅ Need social media or marketing visuals? Canva has you covered.

✅ Feeling overwhelmed by bookkeeping? Let’s get Xero up and running.

If you’re a business owner drowning in tasks, I can help you set up and use these tools - so you can focus on what you do best.

Ready to work smarter, not harder? Let’s chat.