I was talking about one of my favorite productivity tools with some of my resume writing colleagues, and I thought I’d share them in a blog post...
I don’t know about you, but I’m having a harder time focusing these days. My attention span isn’t what it once was, and there are so many distractions!
When I need to write — whether that’s a client resume, Pass-Along Materials for BeAResumeWriter.com, or even this blog post, I pull up Noisli on my computer. (They also have an app.) There is a free level of the service that gets you 90 minutes of free listening a day. I’m seriously considering upgrading to the paid service (unlimited) for $10/month (billed annually).
You can customize your sounds — whether for productivity (like I use it) or for relaxation. You can select the sounds you want to include, mixing and matching them according to your personal taste. I usually start with the default “Productivity” mix and then add in some thunder (because I *love* the sound of thunder). Today, I added in some “campfire” to get a little crackling in there too.
Cost: Free for up to 90 minutes a day; $10/month (billed annually)
Learn more here.
Client Management/Document Management: Evernote
I’ve talked before about how I use Evernote with my client files. When I talk with a prospect by phone or by email or LinkedIn message, I start a note with their name. That way, I'm able to keep all of my notes about them together in one place. As I start to collect their documents (old resumes, questionnaires, exercises), I attach them to the note. That way, everything is accessible to me, no matter where I am. (These days, that’s usually at home, but you never know!) And, once I create their new documents, I attach the files to the note. I also include a copy of their invoice, so I can see what work I’ve done for them, and what I charged them. The next time they come back for service, I can pull up the note and see exactly what I’ve done and when. You can also set reminders in Evernote for a specific date/time. This allows me to do follow-up with clients a month down the road and then a year later too (for updates).
If you’re on a paid plan for Evernote, you can also scan in notes or upload copies of handwritten notes and the text will be searchable. I still like to take handwritten notes when attending webinars and this keeps me from having to re-type my notes. (Although sometimes I do that just to help me remember stuff!)
With the Premium plan, you can even search inside Microsoft Word docs. This has saved me a number of times when I can't remember a client's name, but I remember their job title or company name. It pulls up the matching options and that’s enough to help me find what I’m looking for.
The Evernote app icon is an elephant — because “an elephant never forgets” — and that’s exactly what Evernote does for me. I use it for my daily to-do list, ongoing projects, I have a note with my affiliate links (so I can just copy-and-paste), my shopping list, and even the list of TV shows Jon and I are currently watching (including what season/episode we’re on) and shows and movies we want to watch next.
You can get a free month of Evernote premium using my affiliate link: http://bit.ly/RWDLovesEvernote
Cost: Free level provides basic functionality, but the Premium level ($7.99/month) allows you to sync across multiple devices (I have it on my iPhone, iPad, and laptop), upload all the types of client information I mentioned earlier, and search within notes.
Learn more here.
Accounting/Finances — QuickBooks Online
Okay, just to be upfront about it — I *hate* accounting, bookkeeping, and taxes. It’s ironic, I know, since my parents met when they both worked for the Internal Revenue Service, and because I was runner-up Ms. Future Business Leader for the state of Nebraska my senior year in high school.
One of the things I hate(d* - past tense!) most about tax time was putting together my files for my accountant. We had been using QuickBooks (the Mac desktop version) since we started the business in 1996, but I always had to manually bring in my PayPal data at the end of the year, and spend days tagging and reconciling the transactions.
So when my accountant said I had to switch to QuickBooks online this year, I was more than reluctant.
But you know what? I actually *enjoy* doing my bookkeeping now — and, more important, I’ve actually kept up with it. So 2021 might be the first year I get my accountant our data in January. (And actually, I don’t have to send him anything related to the business — he has access to my QuickBooks information from an accountant portal built into my subscription.)
Here’s my favorite part: It brings in my business checking account data and PayPal data automatically once a day. Then, I go in and categorize the transactions. It has built-in “rules,” so some transactions it automatically categorizes (and I just click “Add” to approve it). That’s great for my recurring monthly payments (like Evernote, above). Honestly, it’s like a little game every time I log into categorize them (which I do 3-4 times a week). It takes me like 5 minutes. It’s almost fun!
I also do all my client invoicing through it (although I don’t have it set up with the built-in merchant account, since I use Affinipay for processing credit/debit cards). But you could do that if you wanted. I can email invoices through QuickBooks, and the reports it creates are interesting. But honestly, I just use the “Dashboard” feature more than anything. That shows me a quick P&L (profit & loss) graphic for the past 12 months, a widget with my expenses over the last 30 days, my annual sales for the last 12 months, and a daily accounting of my bank balances for all linked accounts. I may be more aware of the financial health of my business than I have ever been in the last 24 years we’ve been in business!
I‘m not sure if we’re on the Essentials or Plus plan, because I pay my accounting firm directly ($30/month – so it’s either the Essentials plan with some built-in support from the accounting firm, or I’m getting a discount on the Plus plan). Who knows. It’s totally worth it.
Email List Management — Constant Contact
This one is a little tougher, because there are SO many email management programs out there, and the one I’m recommending isn’t the cheapest, nor does it have the most features. But it’s the easiest one to get started using, and therefore, it’s the one that I recommend for career industry colleagues to start with.
Constant Contact offers more than just email though. You can actually create a website through them, and even host an online store that you can sell digital downloads through. You can also use Constant Contact to offer coupons and promotions, run surveys, and even host and promote events. (All of these are additional, add-on services.)
But for basic email functionality, Constant Contact is perfect for the solopreneur. You can offer an email signup form on your website, using a QR code, “text to join,” and more. Once you get people in, you can segment them to different email lists, and even set up an onboarding campaign of welcome emails. They offer tons of cute templates you can customize, including a built-in library of free (and, optionally, paid) graphics to include.
Cost: $20/month+ (cost depends on list size).
You can get a free trial using this link.
Online Courses/Coaching Platform — Teachable
Online learning is exploding. And jobseekers sometimes want to learn about the job search but not pay your $100-$150/hour one-to-one fees. The solution: Online courses. You can provide transformative content that educates and informs your clients on their own time. Or offer live training on specific topics at specific times. Or offer coaching services using their integrated platform.
The basic plan, at $29/month, includes unlimited students for courses and coaching (but paid courses and coaching will have a small transaction fee for each purchase). You can set up live courses, courses that clients get access to all at once, or even drip courses (where content is released on a pre-determined schedule – or “dripped” to users).
The possibilities are endless: LinkedIn training for the job search, job search strategies, how to use your resume, how to create your personal brand, and more. I’m looking at offering my jobseeker challenges on Teachable too.
Cost: $29/month for the Basic Plan (annual billing) or $99/month for the Pro plan (this is the plan I use)
Learn more here.
Membership Platform — Wild Apricot
I am a HUGE proponent of membership systems for creating recurring revenue from your clients. And I’ve said that the resume writer who comes up with a system for turning their one-off clients into members will transform the industry. But it hasn’t happened yet.
What has happened is resume writers creating private libraries of content for their clients to access and using membership systems to do that. And resume writers using Wild Apricot to create private client portals where clients can access their files indefinitely. And resume writers offering fixed-term membership programs to provide client training. (Although since I’ve started using Teachable, I’d recommend going that route for a FTM instead of a landing-page-plus-autoresponder membership program).
If I were starting my resume business today, I’d use Wild Apricot as my website and client platform. You can create a responsive, mobile-friendly website (using WYSIWYG website building tools – What You See Is What You Get). There’s an online “store” that you can use to promote package bundles (resume+cover letter, resume+cover letter+LinkedIn, resume+LinkedIn, resume+coaching, etc.). You can create membership levels, so you could create membership levels where clients could get access to a library of content (using Pass-Along Materials to create custom, branded job search information and tools) and maybe even an annual resume update (at a higher membership fee, obviously).
And, as previously mentioned, you can create individual client portals with password-protected download pages for client documents. And, because it includes a built-in email management system, you can use it to deliver a monthly client newsletter. And, you can get set up with Affinipay as your merchant service processor, which allows you to bill clients for a monthly or annual membership.
Cost: $40/month for up to 100 contacts; $50/month for up to 250 contacts.
Learn more here.
The tools included are just a few of my favorites. I’d love to hear what you’re using (and loving). Post your favorites in the comments below.