Best business management software for streamlined operations

Running a business is tough. There are so many moving parts and things to consider on a daily basis to ensure you’re moving forward with your goals. One way to simplify operations is by leveraging the right collection of business management software and technology – giving you more time to focus on growth. 

At Virtually Priceless, we help businesses integrate and optimise their tech stack for greater efficiency. Our virtual assistants (VAs) work with clients daily to identify the best tools, automate processes, and ensure seamless implementation.

In this blog post, we’re sharing our top business management software recommendations, exploring how to enhance your existing technology, and providing you with a 3-step plan to implement the right software for your needs.

Step one: Audit your existing business technology 

One of the best starting points when adding new technology is to think about what you already have in place. If you audit your existing systems, tools, and software, you can work out which ones are working well – and which you could scrap for a better alternative. 

Before adding new tools, evaluate what’s already in place. Are there inefficiencies? Could existing systems be optimised? Some tools have built-in features that can automate manual work, reducing your workload. 

For instance, if you’re using a CRM or project management tool, check whether it integrates with automation tools like Zapier to improve workflows. Check out our recommended business automation tools here for more information. 

List out all your existing tech

Make a note of everything you already use. This could include:

• Email management tools 
• File management systems 
• Customer relationship management (CRM) systems 
• Project management tools 
• Digital marketing tools 
• Recruitment and onboarding software
• Financial and accounting software 

Some tools have multi-uses, such as CRM systems with in-built email marketing and project management tools.

Your tech stack might be simple – such as Gmail for sending emails, Google Workspace for saving/organising files, and Xero for your accounts. Or, it might involve many moving parts. It all depends on your current business situation and set-up. Most companies benefit from introducing a range of technology to save time as the team grows. 

Decide whether to keep, ditch, or review each system

Now it’s time to decide whether you’re happy with each existing business management software you already use.

For example, if you use a CRM system that’s working well for you already, you should keep this. If it’s working ok but you think it could be doing more, you might tick ‘unsure’ so you can research your options better or look at potential integrations to make the system work harder for your needs. 

Once you’ve audited your existing tools and explored automation options, the next step is identifying additional technology to fill in the gaps.

Step two: Consider how to achieve more streamlined operations

Next, consider what else you need for your day-to-day operations to be more streamlined and efficient. These will fall into two main operational needs:

1. External needs: Review your full customer journey – from initial marketing touchpoints to onboarding customers. Is there an area where you’re spending too much time? Which processes are currently highly manual? 
2. Internal needs: Look at your hiring process – whether you’re currently using contractors or hiring full-time staff. How do you deliver and receive information to team members? Do you have a set onboarding process, and how does that work? 

Let’s go into the different types of business management software in more detail, sharing our recommended tools:

File management systems 

• What it is: Systems that offer a centralised, cloud-based place to store all files to provide the best security and backup options. 
• Check if you need it: Do you currently have one digital place where all team members can access important documents? If not, you need to add cloud storage to your tech stack. 
• Recommended file storage systems: OneDrive and Google Workspace are two popular options. 

CRM systems

• What it is: CRM systems allow you to manage your full customer journey and communication, improving sales, customer service, and marketing.  
• Check if you need it: Do you have a system where you can see previous customer communications and collect new leads? If not, you should add a CRM to your tech stack. And if your existing system isn’t easy to use or operating how you’d like, look at better alternatives. 
• Best CRM systems: In our experience, ActiveCampaign*, HubSpot, and Salesforce are the best.

Project management tools 

• What it is: Project management tools help improve your productivity by breaking down tasks and improving collaboration. They also provide features such as time tracking to record where your time is spent. 
• Check if you need it: Do you carry out projects (either internal or external) where team members or clients need to see progress? If so, a project management tool can make the process and communication better for everyone involved. 
• Best project management tools: We love ClickUp*, monday.com, and Trello.

Email marketing tools 

• What it is: Email marketing tools allow you to send emails to either your whole email list or specific segments, track open rates, and automate nurture sequences. 
• Check if you need it: Do you currently send emails manually? Then you should really invest in an email marketing tool to save time and make scaling simpler. Or if your email tool is difficult to use, look at a better alternative. 
• Best email marketing tools: ActiveCampaign* is a great choice, as it’s also a CRM system and has sophisticated segmentation for better personalised marketing. 

Digital marketing tools 

• What it is: Digital marketing tools range from tools that schedule social media posts, automate your lead gen process, and update your website. 
• Check if you need it: Do you have an easy way to manage each part of your digital marketing process? If not, look at specific tools that offer features to support your approach. 
• Best digital marketing tools: SmarterQueue* is a brilliant social media scheduling tool.

Recruitment and onboarding software

• What it is: Recruitment and onboarding tools allow you to improve your HR process by providing a consistent, high-end service – reducing hiring costs and boosting your new hires’ impression of your company. 
• Check if you need it: Do you currently manage your recruitment and onboarding process manually? If so, you should look at using a tool to save hours of manual labour. 
• Best HR software: We recommend BeApplied as an applicant tracking system, Criteria for testing skills, and HR software such as Personio or Breathe to seamlessly coordinate onboarding tasks.

Financial and accounting software

• What it is: Financial planning tools allow you to manage your cash flow, send invoices, and see forecasts. 
• Check if you need it: Do you find it hard to track and manage your finances? Adding a tool to help will make your business finances far easier to monitor regularly – and will keep your accountant happy. 
• Best accounting software: Xero* is a great all-around accounting tool, BrightPay is amazing for payroll management, and Crezco facilitates friction-free payments to improve your cash flow. 

After identifying the right tools, it’s time to put them into action. But implementation isn’t just about installing software – it’s about ensuring a smooth transition, integration, and adoption by your team.

Step three: Implement new technology and set up task automation

Did you find something you want to add to your business tech stack? It’s time to implement this new technology, save time daily, and reduce your task list. 

But first, you need to set the technology up, ensure it all works smoothly together, and train your team on how to use the business management software. To do this, you have two main options: 

1. Update the business management software yourself

All of the aforementioned systems and tools can be set up using their installation guides and help desks, so you can spend some time figuring this out yourself and achieving more streamlined operations. 

2. Partner with a virtual assistant to implement everything without stress 

Or, if you are time-poor and want to focus on business growth tasks, partner with a virtual assistant to take the whole process of streamlining your operations off your hands. 

At Virtually Priceless, our VAs are experts in business management systems. They can help you with the whole process, from auditing your existing tools and working out which systems would most benefit your business to implementing and training your team on the new systems.

Ready for more streamlined operations and less stress? Book a free consultation and we’ll help you identify and implement the best tools for your business.

*Please note, some of these are affiliate links, meaning if you click and make a purchase, we may receive a small reward. We only ever recommend tools that we use in our business, or have personally tried and tested.