Tech Tools for New Coaches: The Only 3-4 You ACTUALLY Need
- (Admin) The Thrivology Company
- Dec 14, 2024
- 9 min read
Escape Tech Paralysis: My CEO-Mum's Guide to the Only 3-4 Simple Tech Tools New Coaches Actually Need to Get Started & Get Paid.
Right, let’s have a proper chat, just you & me. If you’re a new coach, brimming with passion & ready to change lives, but the sheer thought of choosing & setting up your business tech makes you want to hide under the duvet with a family-sized bar of chocolate… then this one’s for you, lovely. As a fellow CEO-mum juggling four little ones (plus two lively miniature pinschers, Cappuccino & her hyper daughter Espresso, who often add their own brand of chaos to my strategic planning!), a PhD, & a business, believe me, I get it. My mantra? Simplicity is sanity. Especially when you're starting out. And honestly? Sanity’s underrated!
I see so many brilliant women – amazing coaches with so much to offer – get completely bogged down in what I call ‘Tech Paralysis’. You’re scrolling endlessly, comparing features you don’t yet understand for tools you’re not even sure you need. One guru says you must have this all-singing, all-dancing CRM, another insists on a complex marketing automation suite. Before you know it, your brain feels like scrambled eggs, your confidence has taken a nosedive, & you haven't even onboarded your first paying client. Sound familiar? Thought so!
It's like that time I was convinced I needed this incredibly complicated project management software for my first proper venture. I spent weeks learning it, trying to bend it to my will, only to realise a simple shared document & a weekly check-in would have done the job far more effectively & saved me a ton of stress. The kicker? It was so complicated, I accidentally deleted a client's entire project brief. Talk about a face-palm moment! Lesson learned: complexity is often the enemy of progress, especially in the early days. Reflections informed by my ongoing research into women's entrepreneurship often highlight how crucial it is to really understand what support you actually need, rather than getting distracted by shiny objects. This kind of practical, no-nonsense advice is at the heart of how we support female entrepreneurs at every stage here at Femmeprenista. We believe in cutting through the noise to get you to what truly matters – Femmeprenista Female Entrepreneur Support: Find Your Purpose & helping you build with confidence from day one.
The Problem with Tech Overwhelm: Why We Get Stuck
It’s not your fault you feel this way. The online business world is a noisy place. Just Google "best business tools" & you'll drown in over 3 billion results all promising to be THE solution. New coaches, our beloved "Foundation Builders" as we call them at Femmeprenista, often feel:
Overwhelmed by Choice: There are literally thousands of tools. Where do you even begin?
Fear of Missing Out (FOMO): What if you choose the "wrong" tool & everyone else is using something better?
Fear of Wasting Money: You're bootstrapping, & every penny counts. The thought of investing in expensive tech that you don't use is terrifying.
Tech Phobia: Let’s be honest, for some of us, tech just isn’t our happy place. The jargon, the integrations… it can all feel incredibly intimidating.
Perfectionism Paralysis: Wanting everything to be perfect before you launch, including your tech stack, can stop you from ever actually launching.
The result? Procrastination. Wasted time. Drained energy. And, crucially, a delay in getting out there, serving your clients, & getting paid for your incredible skills. That’s not what we want, is it?
The Power of Essentialism: My CEO-Mum Philosophy for Tech
Here’s my truth, learned through years of building businesses whilst navigating the beautiful chaos of family life (picture trying to record a podcast with a toddler daughter demanding a snack right now or Espresso deciding your laptop cable is a new chew toy!): you need far less tech than you think to get started & make money.
Seriously.
Embracing essentialism with your tech isn't about being cheap; it's about being smart. It’s about reclaiming your precious time & energy – resources that, as a busy woman & likely a mother, are worth more than gold. It’s about cultivating clarity & reducing that soul-crushing overwhelm so you can channel your brilliance into what actually moves the needle: connecting with clients & delivering amazing coaching. It’s about building efficient workflows from the get-go, so your business energises you rather than drains you.
The Core 3-4 Tech Categories You Actually Need (No Fluff Allowed!)
Forget the complicated webs of integrations & the endless feature lists for now. To get your coaching business off the ground, to book those first clients, & to get paid, you really only need to focus on a few key areas.
1. Scheduling Sanity: Making it Easy for Clients to Book You
Waving goodbye to the endless email ping-pong trying to find a time that works for everyone? Yes, please! A simple online scheduler is a non-negotiable.
What to look for: User-friendliness (for you & your clients!), reliability, the ability to sync with your personal calendar (goodbye double bookings!), & ideally, options to take payment upon booking for paid sessions. Many offer free plans that are perfectly adequate when you’re starting.
Why it's essential: It makes you look professional, saves you a monumental amount of admin time, & gets those discovery calls & paid sessions into your diary smoothly. This aligns perfectly with creating momentum through streamlined systems.
2. Getting Paid (The Fun Part!): Simple & Secure Payment Processing
Let’s make this bit as joyful as possible! You need a straightforward way to invoice clients & accept payments online.
What to look for: Reputable, secure platforms that are easy to set up. Low transaction fees are a bonus, but reliability & ease of use are paramount. Think PayPal, Stripe, or similar services that integrate with schedulers or allow simple payment links.
Why it's essential: Because you deserve to be paid for your expertise, promptly & without fuss! A smooth payment process builds trust & keeps your cash flow healthy. It embodies the principle that money is an exchange of energy for the value you provide – & honestly, you're worth it!
3. Connecting with Clients (Virtually, Like a Pro): Reliable Video Conferencing
For most coaches starting out, your sessions will be online. So, a reliable video conferencing tool is a must.
What to look for: Again, ease of use is king! Good video/audio quality, screen sharing capabilities (for showing slides or resources), & ideally, recording options if your clients find that valuable (always get consent!). Zoom, Google Meet, or Whereby all have free or affordable options.
Why it's essential: This is where the magic happens! A stable, easy-to-use platform ensures your coaching sessions are professional & focused on your client, not on tech glitches. Honestly, it’s like having a reliable stage for your brilliance. I remember trying to run an important meeting once while my toddler daughter had decided to test the acoustics of the room with a toy drum – a reliable mute button is also your friend!
4. Basic Client Comms & Sharing: Keeping it Clear & Contained
Beyond your live sessions, you’ll need a simple way to communicate with clients, share resources, or set pre-session tasks.
What to look for: Don’t overcomplicate this! For starting out, this could be as simple as:
Dedicated Email: A professional email address (not your personal Hotmail from 1998!).
Shared Cloud Storage: A simple Google Drive or Dropbox folder for sharing worksheets, session notes, or resources.
Why it's essential: Clear communication & easy access to shared materials enhance the client experience & keep things organised for you. No need for a fancy client portal from day one.
And that’s pretty much it. Seriously. Three, maybe four, core categories. Notice I haven't mentioned a complex website builder, a fancy CRM, intricate email marketing software, or a sophisticated course platform. Those things can come later, if & when your business grows & genuinely needs them. For now, focus on building solid foundations.
Focus on Function, Not Frills: Choosing Smart from the Start
When you’re looking at tools within these categories, my biggest piece of advice is to ask yourself: “What is the primary job I need this tool to do for me RIGHT NOW to help me get clients & get paid?”
Don’t get distracted by a million bells & whistles you won’t use for another year.
Don’t fall for the "shiny object syndrome" – that new tool everyone’s raving about might be brilliant, but is it essential for you, today?
Prioritise ease of use & reliability over a long list of advanced features. If it takes you a week to figure out how to send an invoice, it’s not the right tool for you at this stage.
This is about taking personal responsibility for your choices & being strategic. It's about working smart, not just hard, & leveraging tools that serve you, not the other way around. It’s a bit like choosing what to pack for a trip: you want the essentials that will actually get you where you need to go, not a bunch of fancy outfits you’ll never wear!
To give you a real-world example, I see so many new coaches get caught up in needing a sophisticated CRM (Customer Relationship Management) system from day one, with all its tagging & automation capabilities. Honestly, when you're just starting, a well-organized spreadsheet to track your leads & clients is often more than enough! All those CRM bells & whistles become a distraction, taking you away from actually connecting with people. Or they want all the new AI features when the basics will do!
Empowerment Through Action: Mastering Your Simple Stack
Here’s the beautiful part: by choosing a minimalist tech stack, you’re not just avoiding overwhelm; you’re empowering yourself.
Ready to ditch tech treacle & reclaim your time? Here's your 3-step action plan:
Pick ONE Tool This Week: Commit to researching & setting up ONE tool from the categories above (scheduler, payment processor, video conferencing, or client comms).
Schedule 30 Minutes: Block out just 30 minutes in your calendar to focus solely on this task. No distractions!
Celebrate Your Win: Once you've got that tool up & running (even if it's not "perfect"), celebrate your achievement. Small wins build momentum!
I remember when I launched one of my earlier ventures, a small online shop. I could have spent months building a complex e-commerce site. Instead, I used a super simple platform, got it live in days, & started making sales. The perfectionist in me wanted all the bells & whistles, but the CEO-mum in me knew that action & cash flow were more important. That simple start gave me the momentum I needed. You see, it's like the old saying goes: "The journey of a thousand miles begins with a single step." And in business, that step doesn't need to be perfect – it just needs to be taken!
Sustainable Foundations for Future Growth
Think of these simple tech choices as laying a strong, sustainable foundation for your coaching empire. You’re building from the ground up, with intention & clarity.
Avoid Early Burnout: Wrestling with overly complex tech too soon is a fast track to burnout. Keep it simple, preserve your energy.
Scalability When You Need It: As your business grows & your needs evolve, you can then strategically add or upgrade your tools. But you’ll be doing it from a place of understanding & experience, not panic. This initial simplicity is actually the precursor to more advanced & integrated systems later on, what we sometimes refer to when we talk about smart AI integration – but you have to walk before you can run!
Work-Life Integration: A simple tech stack means less time troubleshooting & more time for your clients, your business growth, & crucially, your life outside of work – your family, your well-being. As Lisa Nichols says, "Your job is to fill your own cup, so it overflows. Then you can serve others, joyfully, from your saucer."
Choosing tech this way isn't just about avoiding headaches; it's about building a business that truly supports your life, fostering efficient workflows & mental clarity – key aspects of what we call the Business Flourish Framework at Femmeprenista. It ensures your business is designed to energise you, allowing you to show up as your best self.
My Promise: It Doesn't Have to Be This Complicated
So, lovely, take a deep breath. You’ve got this. Getting your coaching business set up with the right tech doesn’t need to be a source of stress or a barrier to your success. By focusing on these 3-4 essential, user-friendly tools, you can escape tech paralysis, confidently book clients, deliver your incredible coaching, & get paid – all while keeping your sanity & precious time intact.
Now, go make that cuppa, pick ONE category from above to tackle this week, & remember: simple is smart. Honestly, I feel like we all need to be kind to ourselves.
If this resonates, & you're a new coach feeling that pull to build solid foundations not just in tech, but in your core idea, niche, & a clear action plan, then our Spark Program Spark Program Page could be the perfect launchpad for you. It’s designed to give you that clarity & confidence to really get moving.
&, as always, you’re invited to join our free community, Femme:Connect Femme:Connect Community Page, where you can connect with other ambitious female entrepreneurs who totally get the journey.
Carlene Nisbett
Founder & CEO, Femmeprenista (Coach, Mentor, Speaker)
Wife, Mother of four, Business Owner, PhD Researcher, Pet mom, Plant mom, 5'0" tall Passionate Multitasker & Wine Lover, You get the drift
P.S. This workbook is just the beginning!
If you're looking for a supportive community of like-minded female entrepreneurs who get it, why not pop over and say hello?
We'd love to welcome you!
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