Systems & Operations Archives - Posmay Media

Category Archives for "Systems & Operations"

Digital Marketing Apps & Platforms: My Complete List of Recommendations

In this post I share my complete list of apps, platforms and services that make up my digital marketing stack. I’ve created this list based on my own personal experience of working in digital marketing over the past 12 years.

I personally use each of these recommendations and am available to answer any questions. I will include concise details of what I use each of these recommendations for and why I use them. Where available, I’ll also link out to my quick start video tutorials that show you step by step how to implement and use each of these recommended solutions.

I'll update this post regularly, so make sure to subscribe to my newsletter to stay updated.

1. — Website Content Management System

WordPress is an independent, open source, secure, popular and well supported content management system. I use a self hosted WordPress installation to build my websites and manage the content on those websites. A self-hosted WordPress website is not the same thing as a website. Watch my video vs to understand the different. 

WordPress is free to use. You can download the latest version at, but you will need a website hosting plan to host your self-hosted WordPress website. For hosting recommendations continue reading this article.

Quick Start Video Tutorials

Watch my free video series on WordPress to get up and running fast. Learn how to setup your own self-hosted website using WordPress.

2. Dreamhost — Domain Registration & WordPress Hosting 

Dreamhost is my go to service for domain registration and website hosting for my entry level WordPress sites. 

Their domain registration is affordable, secure and well supported, plus they offer domain privacy as a free add-on, which means that they will keep your personal details private when you register your domain with them and enable this feature. 

For website hosting, Dreamhost offers their popular WordPress Basic plan starting at only $2.59 per month which comes with a pre-installed self-hosted WordPress site. And if you need more power, then you can always upgrade to their DreamPress or WooCommerce Hosting plans which start at $10.00 per month.

With their impressive customer support and award winning control panel, you will not be disappointed by Dreamhost. I’ve been a happy customer since 2007.

Here is my Dreamhost review video to help you get started.

Quick Start Video Tutorials & Sign Up Link

Watch my free video series on Dreamhost to get up and running fast. Learn how to register your own domain names and manage your own hosting using Dreamhost.

3. WPX Hosting — Premium Managed WordPress Hosting

For more advanced WordPress sites, my preferred managed WordPress hosting service is WPX Hosting. They specialise in managed WordPress hosting and their 24/7 live chat support is absolutely outstanding. 

WPX Hosting offers everything you need to give you peace of mind. All their plans include unlimited inbound site migrations, SSLs certificates, DDoS Protection, Malware Scanning & Removal, custom CDN and automatic backups. 

If I have any issues with my website, WPX Hosting chat support answers within seconds to assist me in getting my issue resolved. I highly recommend their services.

Getting Started

Get started with WPX Hosting by creating your account using the link below. If you'd like to see a quick start video tutorial, then leave a comment at the bottom of this post. 

4. GeneratePress — Lightweight & Responsive WordPress Theme

GeneratePress is my preferred and recommend baseline WordPress theme that I use on most of my sites. It’s the perfect foundation for any new website. The themes is secure and stable, light weight (less than 30KB), secure, search engine optimised and accessibility ready. 

The base theme is free, but to unlock all the premium features, I recommend purchasing the GP Premium add-on for $49.95. At that price you can use it on unlimited amount of websites and you get a year of support and updates.

If you want your site to be secure and load fast, then it’s important to have a lightweight, secure and updated theme. I highly recommend using GeneratePress.

Getting Started

Get started with GeneratePress by downloading the theme using the link below. If you'd like to see a quick start video tutorial, then leave a comment at the bottom of this post. 

5. Thrive Themes — Drag & Drop Editor, Email Opt In & Sales Pages

If all you need is a simple and minimalist site, then GeneratePress alone can do the job, but if you’d like to add a visual drag and drop editor, some email opt in forms, and some ready to use page templates, then I highly recommend Thrive Themes.

Thrive Themes offers a selection of plugins that will add additional features to your WordPress site. I’ve had a Thrive Themes membership for multiple years now and it’s a small price to pay for all the functionality their plugins add to my websites.

My favourite and most frequently used Thrive plugins are Thrive Architect, Thrive Leads and Thrive Comments. Thrive Ultimatum is also useful for adding count down timers and Thrive Quiz builder lets you create and add quizzes to your sites. 

Thrive Themes used to sell their plugins as individual products, but now they only option they offer is their Thrive membership, which gives you access to their entire suite of plugins.

Quick Start Video Overview & Sign Up Link

Watch my free video overview on Thrive Themes to get up and running fast and sign up for your Thrive Themes membership using the link below. Learn how to built landing pages using the Thrive Themes visual editor and collect emails addresses using Thrive Leads. 

6. ConvertKit — List Building & Email Marketing

One of your most valuable assets that you’ll be creating for your digital marketing efforts is your email list. Have a subscriber list that you own (your own house list) means that you have a direct line to your existing customers and prospects. With the rise of social media and online ads, email marketing is still one of the most effective methods of generating sales online, but if you don’t have your own email list, then you have nobody to email.

My preferred and recommended email marketing platform is ConvertKit. This platform is powerful, yet simple to use. Their clean user interface makes it easy to use their advanced features. ConvertKit lets you capture email addresses to build your own list of subscribers, you can tag and segment subscribers, you can setup sequences of emails that automatically send out to a specific group and you can even create powerful visual automations, which is great for creating sales and onboarding sequences.

And if you’re just getting started, then ConvertKit is perfect. They recently launched a forever free plan that includes unlimited landing pages, customisable CTAs, signup forms, 30+ premium landing page templates, unlimited traffic. customisable domain setup, a list of up to 1,000 subscribers, unlimited email broadcasts and subscriber tagging.

That’s more than you need to get started with email marketing and if you already have a list, then you can level up your email marketing with ConvertKit’s additional features like sequences and automatons. 

There are so many email marketing platforms out there to choose from, but my honest opinion is don’t waste your time with any of the others. Go with ConvertKit, get started today, keep it simple and stay focuses and growing your list and regularly sending out emails. 

Quick Start Video Tutorial & Sign Up Link

Watch my free video tutorial on ConvertKit to get up and running fast and sign up for your free ConvertKit account using the link below. Learn how to build an email list and level up your email marketing campaigns.

7. Spotlightr (previously VooPlayer) — Video Hosting & Embedding

If you’ll be creating, publishing and embedding private videos, then VooPlayer is one of my favourite options. VooPlayer offers video hosting as well as a feature rich online video player that lets you create video chapter markers, opt in overlays, custom video thumbnails, amoung other features. 

You can also use the VooPlayer video player to embed videos that are hosted on either YouTube, Vimeo or Dropbox. The Dropbox option is a great solution if you don’t have an existing Dropbox account. VooPlayer is still a fairly new app, but has been around for a few years and the developers keep adding additional features. 

Getting Started

Get started with Sotlightr by signing up for your account using the link below. If you'd like to see a quick start video tutorial, then leave a comment at the bottom of this post. 

8. Vimeo — Video Hosting

If you’ll be creating, publishing and embedding a lot of videos and and you need to have the ability to embed your videos on a protected website, like a membership site or an online learning portal, then Vimeo as a premium video host would be your best option. 

Vimeo has been around since 2004 and is a solid and trusted solution in the online  video hosting space. They offer a free plan, but if you’ll need to embed protected videos and need a fair amount of hosting space, then you’ll want to opt for one of their Pro, Premium or Business Plans.

Some of my favourite Vimeo features include that you can replace an existing video with a new version of the same video, which will then automatically update wherever you’ve embedded that video, a custom video thumbnail creation feature that lets you easily pic a frame of your video to set as your featured video thumbnail and you can limit your videos to only be embeddable on specific domains. These are all must have features if online video is an integral part of your business.

Getting Started

Get started with Vimeo by signing up for your account using the link below. If you'd like to see a quick start video tutorial, then leave a comment at the bottom of this post. 

9. YouTube — Video Hosting & Video Traffic

YouTube was founded in 2005 and bought by Google in 2006 for US$1.65 billion. Ever since buying this video hosting service, Google has been growing YouTube into an online video giant. 

YouTube is the second largest search engine online and YouTube videos are tightly integrated into Google’s search engine result pages. What that means is if you search for “How to make banana bread”, then you will be guaranteed to see YouTube video results show up on the first page of Google. And with 2 billion monthly active users YouTube attracts more than a few eyeballs.

It is for this reason that YouTube is a great content platform to publish public videos to build an audience. You can publish videos as unlisted, but those videos can still be accessed by anybody that has the specific video link, so YouTube is therefore not ideal for hosting videos that need to be protected and embedded on a private web pages like a membership site or a online learning platform.

If part of your content marketing strategy is publishing regular videos that can be accessed by anybody, then publishing videos to YouTube is a great option. Just make sure to optimize your videos and link back to more valuable resources on your own website to refer some of the YouTube traffic to your own website.

Getting Started

Get started with YouTube by signing up or accessing your account using the link below. If you'd like to see a quick start video tutorial, then leave a comment at the bottom of this post. 

10. Zoom — Online Video & Audio Calls 

In an attempt to curb the recent coronavirus pandemic, the amount of people working remotely and working from home has increased drastically. With this change many new users have become familiar with the video communications app Zoom.

I’ve been using it for many years and it’s been my preferred app for online video calls, virtual client meetings, strategy calls and online mastermind group sessions. If you need to get onto a call with an individual or with your remote team, then Zoom is a great app to do just that.

My favourite Zoom features includes being able to share not only my screen, but a specific window on my screen. This lets me share exactly what I want the others to see and not necessarily my entire desktop. 

Zoom makes it simple to schedule new meetings and generate an invite link which you can share with other participants. To join the call the other participants simply need to click on the link, and assuming they have the Zoom client installed on their device, the app will launch and they will able to directly join the call. This often makes me feel like I’m in the matrix connecting digitally to a secret online meeting environment. If you think about it, it’s quite mind blowing how we can connect and communicate with apps like Zoom.

Zoom also integrates seamlessly with my calendar scheduling app, Book Like A Boss. When a customer or prospect uses my online calendar to book a call with me, then a Zoom meeting link is automatically generated via my Zoom account and included in the calendar invite which is added my calendar and the calendar of the individual who has booked the call. This feature is super convenient and saves me the effort and time of setting up the meeting and adding the link to the calendar invite manually. 

With Zoom, you can also record your meetings either locally on your machine or (with a premium account) in the cloud. And the simple controls let you start and stop the recording as you please. 

Zoom offers a free plan, which lets you have unlimited 1-on-1 calls, but group calls with 3 or more participants are limited to 45 minutes. If you need to have longer group calls and need the functionality of being able to record into the cloud, then a premium plan is well worth it.

On their Pro accounts you can also use Zoom Webinar to run your webinars using the same Zoom experience that you are used to from Zoom calls. If you’re looking for a great webinar solution, then make sure to check this out.

Getting Started

Get started with Zoom by signing up for your account using the link below. If you'd like to see a quick start video tutorial, then leave a comment at the bottom of this post. 

11. Skype — Online Video & Audio Calls 

Similar to Zoom, Skype is another option for conducting online video and audio calls. Skype has been around since 2003, was most recently purchased by Microsoft in 2011 for $8.5 Billion and is a well known app and brand.

Even though I use Zoom for most of my online calls, Skype does come in handy when dealing with contractors and virtual assistance, as well as conducting calls with specific individuals that do not use Zoom. Over the years Skype has evolved, but the latest version of Skype works well and is simple to use. 

Unlike Zoom, on a free Skype plan, there is not limitation on group calls, which is great. Skype also lets its users purchase Skype credits, which lets you make phone calls internationally to both landlines and mobile phones, which when needed can be very useful. 

Skype also lets you purchase a Skype phone number, which you can use with online listings. When customers or prospects phone your number the call will come through on your Skype account.  

Getting Started

Get started with Skype by signing up for your account using the link below. If you'd like to see a quick start video tutorial, then leave a comment at the bottom of this post. 

12. Airtable — Planning, Collaboration & Online Forms

Founded in 2012, Airtable is a cloud based relational database app. It’s a super-charged hybrid between a spreadsheet and a database. 

Airtable is great for storing, organising, sorting, grouping, analysing, and sharing all types of data. The use cases of this app are only limited by your imagination and creativity.

You can create your own customer relationship management (CRM) database, you can use it as a project management app, you can create a visual database of anything your heart desires. I use it to tracking finances, recipes, wildlife in South Africa, my personal possessions, my clients, my content marketing schedule just to name a few.  

Once you get familiar with using this app, you will quickly realise how simple and intuitive the user interface is, how powerful the features are and how snappy the data processing is. 

In Airtable you start out by creating you Workspace which contains all your bases (i.e. databases). Each base is made up of tables (i.e. like a spreadsheet table). Then each table can have different views, which can be a grid view, a from view or a kanban view. 

A grid view looks like a table, which you can sort, filter and group. A form view is a form that you can customise and embed on a website, so that users can submit data into your Airtable. And a kanban view (looks a lot like Trello) and lets you create a pipeline, flow or process, which is ideal for creating different stages within in a project or different stages within a sales process.

Airtable also offers add-ons called “Blocks” which let you visualise your data using charts, graphs, maps, etc. You can also integrate with an SendGrid which lets you automate the sending of emails. You can also integrate Airtable with a wide selection of other commonly used web apps using Zapier.

If you’re not familiar with Airtable, then I definitely recommend you give it a try, because if you’re anything like me, you might find some great use cases for this app within your workflow and business.

Getting Started

Get started with AirTable by signing up for your account using the link below. If you'd like to see a quick start video tutorial, then leave a comment at the bottom of this post. 

13. Asana — Project & Task Management

Asana is the project management app that I use and recommend. This cloud based web app offers all the features needed to effectively manage projects and tasks, especially if you are managing multiple team members.

Asana makes it simple to create a projects, parent tasks, sub tasks and then assign each task to a team member, as well as assign a due date for each task. Each task has a comments feature where team members can post updated and communicate with each other.  

Each team member can view a list of all their assigned tasks and sort them by due date to focus on tasks that need to be completed next. 

Each project can be viewed either as a list, board, timeline, calendar or progress report. It’s also possible to have a task show up on multiple projects, which can be very useful. 

One of my favourite features Asana is the timeline view, which lets me plan out projects and due dates weeks and months in advance so that the entire team can see what’s coming down the pipeline and what we’ll be focusing on next.

If you’re looking for a powerful and full featured project and task management app, then make sure to check out Asana. A free plan lets you use most features, but with a paid plan you can unlock all the features including the timeline.

Getting Started

Get started with Asana by signing up for your account using the link below. If you'd like to see a quick start video tutorial, then leave a comment at the bottom of this post. 

14. Dropbox — File Sharing & Collaboration

Familiar to many, Dropbox is my trusted and recommend app for cloud file sharing and collaborating. Whatever project I’m working, I’ll create a production folder in Dropbox to store all project related files that other team members need to access.

Selective Sync is a Dropbox feature that lets you sync files into the cloud and then have them removed from your local machine. This is particularly useful if you need to save disk space on your local computer. 

Another great advantage with Dropbox is that many other apps integrate seamlessly. One example would be uploading videos from Dropbox to Vimeo. In Vimeo, you can simply click on upload and then upload files directly from Dropbox. Another example would be backing up WordPress sites into Dropbox using the All-in-One WP Migration plugin.

You can also setup automations using Zapier to upload files into Dropbox or to upload files from Dropbox to some other destination. Whether I use the Dropbox desktop client or the web client, the user experience is generally quick and efficient, assuming I have a fast internet connection, which is highly recommended when syncing larger files.

Getting Started

Get started with Dropbox by signing up for your account using the link below. If you'd like to see a quick start video tutorial, then leave a comment at the bottom of this post. 

15. Dropbox Paper — Writing

One other (lesser known) feature that I love about Dropbox is their cloud writing application called Paper. It’s a simple web based word processing app that making writing simple and fun. The minimal formatting options keeps things simple, yet the basics are all included like embedding images, videos, check lists, tables, horizontal rules, and code. 

What I also absolutely love is you can copy a URL, highlight some text in Paper and hit paste, to make link the highlighted text out to that specific link. It’s a quick and simple way of adding a link to your document.

Once you’re done writing your document you can export it to PDF (.pdf), Microsoft Word (.docx) or Markdown (.md).

I recently switched over from Google Docs and now write all my document drafts in Paper and am absolutely loving it.

Getting Started

Get started with Dropbox Paper by signing up for your account using the link below. If you'd like to see a quick start video tutorial, then leave a comment at the bottom of this post. 

16. Canva — Graphic Design

In the past I’ve used various different apps for graphic design tasks including Photoshop and Pixelmator, but I’ve recently switched over to using the web app Canva, which is a cloud based graphic design platform that makes it simple to create social media graphics, presentations, posters and other visual content.

You can get started by using Canva’s free plan, which gives you access to a basic set of features and lets you create and export graphics. The free plan is ideal for individuals and small groups working on quick projects. This plan gives you access to 8,000+ free templates, 100+ design types (social media posts, presentations, letters, and more) and hundreds of thousands of free photos and graphics. 

To unlock Canva’s premium features, like creating your brand’s visual identity with logos, colours and fonts using a Brand Kit, you’ll need to update to the Pro ($9.95 per user per month) or Enterprise ($30 per user per month) plans.

By providing ready to use templates using the correct dimensions for specific use cases, Canva makes graphic design simple and efficient. The app also makes it simple to duplicate an existing design, makes changes to it and then export specific images from your collection either as png or jpg files. 

I’ve started using Canva to create my featured images for my blog posts and my YouTube videos, which has drastically simplified my workflow. If you’re looking for a simple and effective web app for graphic design, then make sure to give Canva a try.

Getting Started

Get started with Canva by signing up for your account using the link below. If you'd like to see a quick start video tutorial, then leave a comment at the bottom of this post. 

17. Helpscout — Customer Support

When providing customer support to a small group of clients, it’s common to simply use email to receive and reply to support requests. If you however increase the number of customers that you serve and/or you increase the number of team members that are responsible for replying to support requests, then it’s highly beneficial to implement customer support system using help desk software. 

The app that I use and recommend for online customer support is Help Scout, which has been around since 2011 and has been refined into a reliable and affordable solution.

With Help Scout, you can have all your support emails get forwarded into a Help Scout mailbox, which creates a new ticket inside that inbox. Once a ticket has been generated, it can be tagged using custom tags, assigned to a specific team member and the status of that ticket can be updated as it gets processed.

Help Scout also lets you create a Doc Site, which is an online knowledge base containing support pages and articles. You can use these pages to list answers to frequently asked questions or you can document specific support processes that help customers resolve common issues. 

Another feature that Help Scout offers is called Beacons. A Beacon is a widget that you can add to specific pages of your website. This widget provides 3 simple to access features to your web site visitors. 1. You can let a user ask questions and have the widget display pre-written answers from your docs site (i.e. your Knowledge Base). 2. You can let a user fill in a form and submit a message via the Beacon. This message will be captured as a ticket inside of your Help Scout mailbox. And 3. Assuming one of your support agents is online, you can let a user initiate a live chat via the Beacon to get live support while they are on your website or sales page. 

All of these features are managed via your Help Scout dashboard and all your support agents (team members that are responsible for replying to support tickets) process tickets within a unified mailbox, which means that the entire support team can stay up to date with new tickets coming in, newly assigned tickets, and any notes that other team members have added to a specific ticket.

Help Scout even includes a feature that lets your customers rate the support interration and reports let you evaluate the overall performance of your customer support team.

If you’re ready to level up your customer support, then I highly recommend implementing Help Scout as your help desk solution.

Getting Started

Get started with Helpscout by signing up for your account using the link below. If you'd like to see a quick start video tutorial, then leave a comment at the bottom of this post. 

18. Zapier — Integration & Automation

If you use multiple web apps and like the idea of automating basic recurring tasks, then Zapier is a great solution. Zapier lets you setup “workflows” or “recipes” called Zaps that can run automatically based on specific conditions.  

Zapier can also be very useful if a specific app or platform you use does not have a native integration with another app in your marketing stack. For example if a specific email marketing platforms doesn’t integrate with a specific shopping cart platform, then Zapier could be a way of integrating the two apps. 

You can use hundreds of apps to create Zaps within Zapier and for many of them you can create endless combinations of automations. Zaps span across all type of categories including project management, note taking, email, news & RSS, file management, eCommerce, notifications, customer support, backups, human resources, video, forms & surveys, social media, meeting management and real estate. When a zap is run, it counts as a task.

Zapier’s forever free plan lets you run 100 tasks per month, for $19.99 per month you can run up to 750 tasks per month, for $49 per month you can run up to 2000 tasks per month, for $299 per month you can run up to 50 000 tasks per month and for $599 per month can run up to 100 000 tasks per month. 

If possible it’s highly recommended to use apps that integrate without the need to use an app like Zapier. If you do however have recurring tasks that can be automated using an app like Zapier, then this solution can save you hours of time and leverage your productivity. 

Getting Started

Get started with Zapier by signing up for your account using the link below. If you'd like to see a quick start video tutorial, then leave a comment at the bottom of this post. 

19. Screenflow — Screencast Video Recording & Editing

If creating screencast videos is part of your business or if you need to do basic video editing, then my preferred and recommend app for MacOS is Screenflow. A similar app for PC would be Camtasia.

Screenflow is a powerful and easy to use app that I’ve used for years. In order to use this app you will need to download it and install it on your Mac. It makes it easy to create screencast videos and edit those videos. A screencast video is a recording of your computer screen, which is perfect for recording tutorials, lessons and presentations. 

Screenflow also gives you the ability of recording the video from your webcam, the audio from a selected microphone (this can be your built in microphone or an external microphone), the audio from your computer (i.e. sounds that your computer plays through it’s speakers), as well as the screens of iOS devices like an iPhone or iPad. 

After creating your screen recording, you can edit it within the same app, add overlays, transitions, call outs, etc. and then export your final video to upload it your preferred video hosting platform.

Screenflow does offer a free trial that you can download. There is no time limitation, but the videos that you’ll export will be watermarked. In order to remove the watermark you will need to purchase a Screenflow license for $129. 

Screenflow is one of those apps that I’ve used for years and without thinking about it, I purchase the upgrade as soon as it comes out, because the value I get out of this app well worth the investment. It simplifies my workflow and makes creating and editing videos simple and efficient.

Getting Started

Get started with Screenflow by signing up for your account using the link below. If you'd like to see a quick start video tutorial, then leave a comment at the bottom of this post. 

20. Geru — Funnel Mapping & Planning

If planning and mapping out email and sales funnels is part of your digital marketing efforts, then you should definitely check out Geru. Geru is my preferred and recommended web app for mapping out and planning online funnels.

Geru is not an app that lets you create landing pages and email opt ins, but rather an app that you use to plan, map out and simulate the performance of a funnel that you are thinking of creating.

Geru offers a selection of pre-built templates that you can draw inspiration from or you can create a new funnel from a black page. The drag and drop interface lets you connect entry points (Organic Traffic, Paid Traffic, Email Traffic & Direct Traffic) to landing pages, opt in pages and sales pages. You can also add email sequences and retargeting campaigns into your map where needed.

One of the best features of Geru is the funnel simulation. While creating your funnel map you can define the prices of products that you offer, you can define the estimated amount of traffic that you’ll be sending into the entry points, and you can define the estimated conversation rates for each page, which includes opt in conversation rates, email click through rates and sales page purchase rates. After filling in all your estimates, you can simulate the funnel and it will give you an estimate of the revenue that will be generated. By using this feature you can experiment with different ideas and options to see how certain changes will affect the revenue outcome.

It’s highly recommended to map out and plan your funnel accurately before you get to work setting it up. Having a clear plan to follow will make the setup process quicker and simpler.

Getting Started

Get started with Geru by signing up for your account using the link below. If you'd like to see a quick start video tutorial, then leave a comment at the bottom of this post. 

21. iDrive Cloud Backup — Backup Solution

iDrive is my tried, trusted and recommenced cloud backup solution. This app runs automated backups into the cloud and lets me backup the contents of my Mac, as well as the content of external hard drives. 

I use Dropbox for file sharing and collaboration, but Dropbox is not a true backup solution. iDrive on the other hand is a single solution that lets you protect all of your PCs, Macs, iPhones, iPads and Android devices and back them up into a single account!

Don’t underestimate the importance of backups. You hope to never need them, but when you do, then you’ll be glad you’ve got them. Protect yourself against data loss and ransomware, by backing up with iDrive.

Getting Started

Get started with iDrive by signing up for your account using the link below. If you'd like to see a quick start video tutorial, then leave a comment at the bottom of this post. 

22. Harvest — Invoicing & Time Tracking

Harvest is one of the web apps that I’ve been using the longest — I’ve been a paying customer since 2011 and have never looked at any other options. 

Harvest simplifies and streamlines the process of creating estimates, sending out invoices and getting clients to pay invoice on time. Harvest offers integrations with Stripe and PayPal, which makes it simple for clients to click a button and pay an invoice online. 

Another great feature that I regularly use, is the invoice reminder emails. If an invoice is showing up as overdue, Harvest makes it easy to send a reminder to your clients in a few simple clicks.

Getting Started

Get started with Harvest by signing up for your account using the link below. If you'd like to see a quick start video tutorial, then leave a comment at the bottom of this post. 

23. Google Sheets — Planning & Projecting

Google Sheets is my preferred and recommend spreadsheet cloud solution. It’s simple to create a new document, plan, project and organize your data, collaborate and share your final creation with your team, client or the world. 

I use Google Sheets for a wide selection of projects including financial projecting and reporting, KPI tracking and project planning. 

If you have a Google account, then you have access to the suite of Google Apps including Google Sheets. 

Getting Started

Get started with Google Sheets by signing up or accessing your account using the link below. If you'd like to see a quick start video tutorial, then leave a comment at the bottom of this post. 

24. Final Cut Pro — Video Editing on Mac

If video is a big part of your work and your on a Mac, then look no further than Final Cut Pro as a professional video editing application.

Way back I started editing videos on Microsoft Movie Maker, then I moved on to iMovie and then I switched to Screenflow (which I still use — see point 19 above).

I recently decided to download the Final Cut Pro Trial a give it a try. From struggling to edit 4K footage in Screenflow, my experience of editing 4K footage in Final Cut Pro was an absolute dream. I quickly learned the basic shortcuts and before I knew it, an edit that I had spent hours on in Screenflow was done and dusted in less than an hour in Final Cut Pro (FCP). Not to mention various other great features that come with FCP.

If you do a lot of video editing and you’re on a Mac, then I highly recommend checking out Final Cut Pro. I’ve been kicking myself for not having switched sooner. 

Getting Started

Get started with Final Cut Pro by buying this app using the link below. If you'd like to see a quick start video tutorial, then leave a comment at the bottom of this post. 

25. Book Like A Boss — Calendar Scheduling 

Scheduling meetings can be a time-consuming task if back and forth communication is required. If you regularly schedule meetings or calls with customers or prospects, then using a scheduling app is a great solution. 

Book Like A Boss (BLAB) is the scheduling app that I use and recommend. It lets you connect multiple calendars, set your availability and create unique appointments that you’d like to let users schedule with you via the app. 

Lets say you want to let prospects schedule a 45min discovery call either on Tuesday or Wednesday and you want to let active customers book 90min strategy sessions Monday, Tuesday, Wednesday or Thursday. No problem … BLAB lets you easily create different bookings where each booking will have its own unique link or you can embed each booking on a unique page on your website. 

One of my favourite BLAB features is the Zoom integration, which automatically schedules a Zoom call inside your Zoom account and adds the Zoom link into the calendar event that gets added into your calendar and the calendar of the person scheduling the call.  

BLAB has recently also expanded their functionality to include integrated payment for those wanting to sell and accept payment for appointments or consultations via their platform, as well as group bookings for those needing to schedule group calls with multiple meeting attendees. 

This is one of those apps that can safe you or your personal assistant hours of time and many back and forth emails. 

Getting Started

Get started with Book Like A Boos by creating your account using the link below. If you'd like to see a quick start video tutorial, then leave a comment at the bottom of this post. 

26. PayPal — Accepting Online Payments In All Major Currencies

PayPal has been around since 1998 and is almost as old as the Internet itself. PayPal is a tried and trusted online payment merchant that lets you send and receive funds securely online. In 2002 PayPal was acquired by eBay for $1.5 billion, which made it the primary payment method for the eBay platform.

PayPal is still going strong and is still a frequently used payment option online. I’ve been using it for over 12 years and it’s a platform that has been instrumental in letting me make online purchase and receive payments online.

PayPal lets you accept payments in all major currencies and you can easily exchange funds from one currency to another within your PayPal account. Here is a videos tutorial showing how this is done. 

One major benefit of using PayPal is that it’s a known and trusted online payment merchant. Not everyone online uses PayPal, but by letting customers pay you using this option, will simplify the checkout process more many potential customers. 

You can easily integrate PayPal with numerous eCommerce solutions including WooCommerce. I’ve been using PayPal together with Harvestapp to let customers pay invoices, which generally works really well.

You can also embed PayPal buttons straight onto your website, which lets you accept payments. 

Getting Started

Get started with PayPal by creating or accessing your account using the link below. If you'd like to see a quick start video tutorial, then leave a comment at the bottom of this post. 

26. PayFast — Accepting Online Payments in South Africa

PayFast is similar to PayPal, but focused on the South African market. This platform lets you accept online payment and credit card payments. There is no setup fee or monthly fee, but instead you get charged a percentage of each transaction.

PayFast integrates with eCommerce solutions including WooCommerce and you can cash out fund to all major South African bank accounts.

Getting Started

Get started with PayFast by signing up for your account using the link below. If you'd like to see a quick start video tutorial, then leave a comment at the bottom of this post. 

27. Google Analytics — Track Website Traffic Metrics

Google Analytics is the popular and free online website analytics software. Used by millions of websites, this app lets you track website traffic metrics. 

Google Analytics is very simple to setup, but it needs to be configured correctly to help you track your unique website objectives. If you need to collect data to understand the story behind your website traffic, then Google Analytics is a great solution.

Getting Started

Get started with Google Analytics by signing up or accessing your account using the link below. If you'd like to see a quick start video tutorial, then leave a comment at the bottom of this post. 

In Summary

The world of digital marketing apps, services and platforms keeps changing at an accelerating pace, so it's important to stay on top of the best solutions to make up your digital marketing stack.

The vast majority of recommendations that I've mentioned on this page have been around for quite some time and are both reliable, effective, affordable and well maintained.

I will keep updating this post regularly as I find new and better solutions and as I create and publish more quick start video tutorials, so make sure to subscribe to my newsletter below to stay informed.

If you have any questions, leave a comment below and I'll do my best to help.

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Creating an Effective Path to Purchase Online Marketing Funnel

An online marketing funnel is an automated system, which when setup correctly once and managed, will operate 24/7 creating new leads and generating sales for your business.

1. What is a funnel?

The purchase funnel, or purchasing funnel, is a consumer focused marketing model which illustrates the theoretical customer journey towards the purchase of a product or service.

According to the original model, the stages of the funnel are: Awareness, Opinion, Consideration, Preference & Purchase. However not all funnel models use these exact stages and descriptions.

Each funnel is made up of different sections representing a unique stage of the userʼs journey.

The funnel becomes narrower as you move further along or down, as more and more individuals naturally loose interest and drop off.

The original marketing funnel — path to purchase model.

2. Path To Purchase Customer Stages

When creating an online marketing funnel, we can define the potential customer stages as follows:

1. Visitor: Unaware of your brand, services or products
2. Reader: Interested and consuming your content
3. Email Subscriber: Has taken action to opt in and provide you with their email address
4. Customer: Someone who has purchased a product or service from you

Two additional stages that can be added are:

5. Repeat Customer: Someone who has purchased multiple products or services from you
6. Brand Ambassador: Someone actively recommending your brand, products and/or services

An email funnel would include stages 1 - 3 and a sales funnel would include stages 1 - 4.

For now we will ignore stages 5 and 6 to keep things simple.

The online marketing funnel — path to purchase model.

3. Funnel Stages: Top, Middle, Bottom and Outer

Top of the funnel represents the stage where visitors are just getting introduced to your brand. Theyʼve just become aware of what you do and what you offer.

Middle of the funnel represents the stage where subscribers, that are aware of your brand and are on your list, are engaged with your content (emails, blog posts, videos, etc.) but have not made any purchases yet.

Bottom of the funnel represents the stage where your customer becomes a buyer by purchasing your product or service.

Outer funnel refers to anything outside of your funnel. Deciding if youʼve got a market/product fit or if your ideal customer avatar has been accurately defined are both outer funnel questions.

4. Marketing Funnel Terminology Explained

A lead magnet is something of value that is offered in exchange for the visitors email address. This asset is usually a digital item like a video or PDF, but can also be a free discovery call or a physical item.

A landing page or squeeze page is a page specifically designed to get a visitor to opt in (provide their email address) or buy a product.

A sales page is a page specifically designed to sell a product or service.

A email marketing service provider is online software as a service (SaaS) platform used to create your email list and send out email broadcasts and autoresponders.

An autoresponder is an email broadcast that is sent out automatically based on some other trigger or action.

Double opt in refers to a process where the email subscriber needs to take to actions to confirm their subscription to your email list.

Single opt in refers to a process where the subscriber needs to only take a single action to add themselves to your email list.

A tripwire offer is a low priced item offered to a subscriber right after theyʼve subscribed. The idea is to get the potential customer, while they are warm, to commit to a small purchase turning them from a subscriber into a customer. Itʼs easier to sell an additional product or service to an existing customer compared to aquiring a new customer.

A lead is an individual who has provided contact information, which signals a potential future sales opportunity.

A prospect is a qualified and interested individual who engaged in two-way interaction with you and thus demonstrated that they are preparing to make a purchase decision.

An up-sell is an an additional offer that is made to a user that has just committed to making a purchase. If for example a user has purchased a course, you can offer them an up-sell of purchasing the accompanying pack of templates.

5. Planning & Mapping Out Your Funnel

Before creating and building your funnel, it's useful and recommended to plan and map it out in advance. You can keep it super simple and draw it on the back of a napkin or a notepad or you can use funnel planning software such as Geru (The Ultimate Funnel-Planning, Profit-Prediction & Simulation Tool) to create a map of your funnel.

Here is an example of what a simple opt-in funnel map would look like in Geru.

6. Creating A Simple Email Funnel

The simplest email funnel is made up of the following stages:

1. An opt in landing page offering the visitor a lead magnet in exchange for their email address.

2. The process of being added to your list, which happens in the back-end straight after the user has clicked the subscribe button. For this to work, your landing page needs to be integrated with your email service provider.

3. A thank you page which the user is directed to after theyʼve successfully been subscribed to your list.

4. Lead magnet delivery - the promised item of value can either be delivered on the thank you page or in a link inside an autoresponder email, which is triggered by the subscription process.

Email Opt-In Example

You can find an example of a simple email opt-in funnel at the bottom of this post where you'll find an opt in form that lets you subscribe to my weekly email newsletter.

Using that form you can opt into my email list and get my weekly newsletter. Try it if you’re interested to see how it works.

7. Creating A Simple Tripwire Sales Funnel

The above email funnel can easily be upgraded into a simple sales funnel by adding one additional step.

1. Tripwire Offer: On the thank you page you can offer the new subscriber a tripwire offer. This could be a discounted ebook, a $1 membership trial, a half price consulting call or any other low priced digital product.

2. Transaction Process: If the subscriber purchases, then the transaction needs to be facilitated by a merchant gateway. A service provider that lets you accept payment via credit cards, PayPal and/or Apple Pay.

3. Purchase Thank You Page: After purchasing the product, the buyer needs to be redirected to a thank you page.

4. Product or service delivery: After the purchase, the product or service needs to be delivered. This can be done on the thank you page or the buyer can be redirected to a page to create an account on your membership site.

8. Avoid Complex Funnels

As you can imagine itʼs easy to develop and add any number of additional steps to create highly complex funnels. Itʼs important to keep things simple and effective, especially if you are just getting started.

9. Step By Step Funnel Setup

Letʼs now walk through the steps of developing your own funnel.

1. Creating A Valuable Lead Magnet - a free resource the user gets access to after opting in.

The best lead magnets are items of high perceived value that can provide the visitor with a quick win. Examples could include a PDF checklist, a video explaining a useful process or a template that will simplify a process and save time.

For this example I recommend creating a simple PDF guide or checklist using Google Docs or Dropbox Paper. Simply create a new document, type up your document and export it as a PDF.

2. Setting Up An Opt In Landing Page - this is the page that youʼll direct traffic to in order to collect email addresses.

The best opt in pages are simple, concise and specific in terms of whatʼs being offered. Avoid spending too much time on the design and focus on the copy, making it a no-brainer for the visitor to opt in. Explain exactly what the customer will get and how it will benefit them.

There are various tools and apps that you can use to create landing pages. Most email marketing providers have built in landing page tools, like ConvertKit.

For building landing pages in WordPress, I use and highly recommend Thrive Architect and Thrive Leads which are premium WordPress plugins that let you create landing pages and opt in forms. If you have a self hosted WordPress website, then this would be a great option. 

If you are however just getting started or donʼt have a self hosted WordPress site, then stick to what you have. Iʼd start by taking a look at what built in functionality your email marketing provider offers. If you donʼt have an email marketing provider, then Iʼd highly recommend ConvertKit.

New to ConvertKit?

Sign up for your forever free ConvertKit account to manage up to 1000 subscribers, get unlimited landing pages, email broadcasts and subscriber tagging.

Get everything you need to get started on the right foot to implementing your online marketing funnels and integrating them with an effective email marketing strategy.

Some of the other landing page tools and apps include LeadPages, ClickFunnels, UnBounce, etc. If you have an active account with any of these, then use whatever you have access to.

3. Landing Page & Email Provider Integration

This is a crucial step in order to make sure that you subscribers email address gets added to your list.

The exact details and complexity of this step depends on what tools and apps you are using.

If you are setting up your landing page using your email providerʼs built in functionality, then this step wonʼt be a problem, however if you’d like to host your landing page on your website, then you need to make sure your page integrates with your website. Most apps generally have built in integrations that are (fairly) simple to setup, but if you’re just getting started then I don’t recommend this option. I’d just stick with ConvertKit.

4. Setting Up A Thank You Page

After adding your new subscriber to your list they somehow need to be shown a confirmation or thank you message. Again depending on what tools youʼre using, there are different ways of doing this. You can redirect your subscriber to a new thank you page URL or you can simply display a message on the existing page.

5. Lead Magnet Delivery

One step not to forget is giving your new subscriber what youʼve promised them - your lead magnet. Depending on what tools you are using this can be done in various ways. You can add a download link or embed your video on your thank you page, which gives them immediate access. Or you can send them a link to the lead magnet in the first email they receive, which can be setup as an auto responder confirmation email.

10. Progress Over Perfection

When setting up your funnel make sure to focus on progress over perfection. Get something that works online as soon as possible and then make improvements over time.

11. Watch Over My Shoulder

Interested in a step by step course about how to create online marketing funnels for your business? Leave a comment below and let me know what type of business you're in.

12. Get Implementation Help

Need hands on help setting up your funnel? Contact us today so we can schedule a strategy call to better understand your desired outcome.

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12 Best Digital Tools, Apps & Platforms for Working Remotely

The year 2020 did not quite turn out as expected. The COVID pandemic has and continues to cause massive disruption. One thing we all got familiar with is the term “social distancing”, which should really be referred to as “physical distancing”. 

With these new distancing requirements and lockdown regulations came the need to (if possible) work remotely. For most of us working remotely means working from home. 

Working in the area of digital marketing, web development and online project management, I started working remotely (mostly from home) back in 2008, when I started Posmay Media.

Working remotely has always been my normal and it’s something I’m grateful I’m comfortable with. With working remotely came the need to understand and master the tools and platforms that are commonly used by remote contractors, remote businesses and remote teams. 

In this post I share 12 tools and platforms that I use and recommend for working remotely. I'll update this post regularly, so make sure to subscribe to my newsletter to stay updated.

Zoom — Audio/Video Calls, Online Meetings & Communication

Since the outbreak of the COVID-19 pandemic, Zoom has become an app that most people know about. Zoom is an online app used for online video calls and meetings and might become the backbone of virtual face-to-face communication within your business. 

Zoom can be used for 1-on-1 meetings, group meetings and even for webinars. Using the apps settings you can disable video and mute audio, you can share a specific screen or window with your meeting participants and you can record a meeting into the cloud or onto your local hard drive.

Meetings can be scheduled in advance and participants can join by clicking a unique meeting link or typing in a unique meeting ID. You can also protect an online call by using a password that participants need to enter in order to join a call. 

Zoom offers free and paid accounts. A free plan lets you have unlimited 1-on-1 calls with no limitation on features. For calls with 3 participants or more, you will be limited to 45min. 

Paying to upgrade your Zoom account gives you access to additional features like unlimited group calls, recording your calls into the cloud and hosting webinars.

Ready to try Zoom?

Sign up for a forever free plan to get unlimited 1-on-1 video/audio calls and unlimited group calls up to 45min each. Zoom can be used on Mac, PC, iOS, iPad OS & Android.

Skype — Audio/Video Calls, Online Meetings & Communication

Similar to Zoom, Skype is the original teleconferencing cloud app that was purchased by Microsoft in 2011 for $8.5 Billion. Skype offers very similar features to Zoom and if you prefer Skype, then Skype can supplement or completely replace the need for Zoom. 

Skype can also be used for 1-on-1 meetings and group meetings, but does not offer webinar functionality. Skype also lets you share your screen, but you can only share your entire screen, not just a specific window. Skype does let you record your call in the cloud. With a free Skype plan you can have unlimited 1-on-1 and group calls with no feature limitations.  

If needed, Skype also lets you create a virtual local phone number that redirects telephone calls to your Skype account. This can be very useful if you want to give customers the opportunity to reach you by phoning a local landline. And if you need to make frequent international phone calls, Skype makes this affordable by letting you purchase Skype credits. With Skype credits you can phone international land lines and mobile phones from your Skype app.

Ready to try Skype?

Sign up for a forever free plan to get unlimited 1-on-1 video/audio calls and unlimited group calls. You pay to get a virtual local phone number and you can top-up with Skype credits to call local and international landlines and mobile numbers.

World Time Buddy — Scheduling Across Different Time Zones

This is a very useful little web app that lets you identify an overlapping period of time depending on the availability of team members or clients in different time zones. 

Assuming James is in Cape Town, Ann is in Bangkok, Jake is in New York and Julie is in Berlin, this app will easily and quickly let you create a visual of when the best time overlap would be for all 4 of you to jump on a call together. See screenshot example below.

The free plan lets you overlap 4 timezones. If you need to add more, then you’ll need to upgrade to a paid plan. World Time Buddy is also available as iOS and Android mobile apps.

Ready to try World Time Buddy?

I use this app multiple times a month and the free version gives me everything I need. Give it a try, the free web version can be used without signing up or creating an account.

Slack — Online Text, Audio & Video Communication

Slack has been around since 2009 and has become synonymous with online team communication and collaboration. In order to eliminate back and forth emailing, Slack lets you keep all team communication in one single app. Slack can be used via a desktop app, a web app or mobile app. 

You can create different channels within your team’s Slack account and grouping conversations within threads is a great way to keep your channels and conversations organised. You can tag people in messages, so that your message shows up in their latest threads feed and you can integrate Slack with many other apps including Zapier, Asana, Dropbox and Google Apps.

You can start with a free account, but depending on how many team members you have and how many messages your team will be sending, you may need to upgrade to a premium account.

A feature that was not always part of Slack, but that has in the mean time been added is in-app audio and video calls. Using this feature in Slack users can host calls right within the app, which can at times be very useful.

Slack also makes it simple to share files within threads. This is great for sharing all types of media files, assuming they are not too large. For larger files I prefer hosting them on Dropbox and sharing a Dropbox link.

If you drowning in back and forth emails between team members, then give Slack a try. It will quite possibly revolutionise your online team communication.

Ready to try Slack?

The free plan lets you use majority of the features and is ideal for a small team. You can upgrade if and when you need additional premium features. 

GMail (as part of Google’s GSuite) — Email Mailboxes

This one might be obvious, but I’ll include it anyway. Email is a tried and trusted format for online communication mostly when dealing with customers, prospects and possibly team members.  I’ve personally found that the more email I can eliminate, the more time I save and the more effectively I work, however there is definitely a place for email. 

Having a reliable email service provider is key in making sure that your mailboxes function as intended. I generally use and recommend using GMail, which is part of Google’s GSuite. For $5 per user per month, you can access all Google’s premium business tools including GMail, Google Docs, Google Drive, Google Calendar, Admin Security and Administration Controls and 24/7 Support. GSuite’s GMail also lets you setup your email addresses using your own domain. 

Using Google’s free GMail can be fine if you’re just getting started or if you need a non-business or personal email address, however if you’re setting up mailboxes for a business, then I highly recommend paying for Google’s GSuite package, mostly because you can setup your emails and you have the Admin Security and Administration Controls, which you can use to manage all your team members accounts.

Google Docs, Sheets & Slides (as part of Google’s GSuite)

Like GMail, Google Docs, Google Sheets and Google Slides can be used as part of a free Google account, but they are also part of the Google’s GSuite app collection. 

Google Docs, Google Sheets and Google Slides are great for planning and collaborating on written documents, spreadsheets, and slide decks in real time. It’s easy to create a new Google Doc, Google Sheet or Google Slides deck and share it either with your entire organisation or with individual team members or anyone else (assuming they have a Google account).

Google Docs let you use a feature called “Suggested Edits”. While in this mode, you can edit the document and it automatically adds in the suggested changes without in fact editing the document. This makes it very simple for another team member to review and approve or disapprove the suggested changes.

Another feature that is very useful is the commenting feature in Google Docs. If and when needed you can highlight a section of the document and add a comment for someone else on your team. This is a great way of communicating and discussing a document right within the document. 

One other great use case for Google Docs, Google Sheets or Google Slides is creating a view only template that other team members or anyone else you share the link with can access and easily duplicate, which lets them make their own copy to use. When someone makes a copy of a Google Doc, Google Sheet or Google Slide deck then that new Doc, Sheet or Slide deck is saved to their own Google Drive.

Google Drive is the virtual storage unit that holds all your Google Docs, Google Sheets and Google Slides.

​Google Calendar (as part of Google’s GSuite) — Event Scheduling

Google Calendar is one of many options when it comes to digital calendars, but it’s my preferred option, as it integrates well with most calendar apps including the Apple Calendar apps on my Mac and iPhone, as well as a calendar app I use called Fantastical. 

Google Calendar lets you create various different calendars and the best feature is the ability to send and receive event invites, which participants can easily RSVP to. 

I personally use Google Calendar with my native calendar app on my Macbook. For that to work it’s important to configure Google Calendar within Account settings on the Macbook. Once that has been setup correctly, then the calendar will remain in sync, assuming you have a reliable internet connection.

To schedule a new event, I create the new event in my calendar app on my Mac and I can easily add other participants in the “Add Invitees” field. The thing to keep in mind when adding invitees, is to add the email address the other participants use with their Google Calendar (assuming they are using Google Calendar). If they don’t use Google Calendar, then this feature does not work. 

Assuming my invitees are also using Google Calendar, I can send out invites to them automatically by adding their email addresses to the event in my calendar. The invitees will then see the event show up in their calendars and they will also get a notification email. From within their calendar they can then RSVP by selecting either “Attending”, “Not Attending” or “Maybe Attending”. This status will then show up within my calendar, which is a great way for me to see who will be attending and who can’t make it.

Ready to try GSuite?

At $5 per month per user your team members get access to all GSuite Apps and you get Admin Security and Administration Controls, as well as 24/7 Support.

Dropbox — Cloud File Storage, Sharing & Collaboration

Dropbox has been around since 2007 and is without a doubt my favourite cloud storage app when it comes to sharing and collaborating on media files. Email files back and forth or using free media sharing platforms can work, but usually ends up becoming frustrating and does not end up being the best long term solution for a remote team.

You can setup Dropbox with sync to your local machine, you can share folders and files with other team members and by using a feature called selective sync, lets you select the folders that you don’t want to sync to your local device, which is crucial when working larger files and helps with not filling up the storage on your desktop or laptop.

Another great feature is that you can create a publicly accessible link if you’d like to let anybody with the specific link download a specific file in your Dropbox. This is useful, because the user accessing the file via this option does not need to have a Dropbox account.

Ready to try Dropbox?

Dropbox offers a Basic forever free plan, which gives you 2GB of cloud storage. The next plan up costs $9.99 per month and gives you 2TB of cloud storage. 

1Password — Secure Password Management

1Password claims to be “The world’s most-loved password manager” and I strongly agree with that claim. I certainly love this app and highly recommend it to anybody that wants to safely manage all their passwords and sensitive information in one secure digital vault.

The way this app works is that you save all your passwords and sensitive information in the 1Password app and you use one single master password to access your 1Password app. This means you only need to remember a single password, which protects all your other passwords. It is of course paramount that you use a strong master password and that you keep that safely in your head.

I’ve been using 1Password since 2011 and have never tried any other password managers, because this app is without a doubt the best option. They combine great app design with the utmost attention to keeping your sensitive information secure. 

1Password has apps for MacOS, Windows, iOS, iPad OS, Android & even Apple’s WatchOS. And on top of that they offer browser extensions that let you easily and securely automatically populate your username and passwords into login forms to speed up the login process without compromising your security. I use the 1Password browser extension every single day and it has saved me thousands of hours. 

1Password offers a free trial for all their accounts. When paid annually their paid plans starts at just $2.99 per month for an individual, $4.99 per month for a family, $3.99 per month per user for a remote team and $7.99 per month per user for their more advanced business team plan. This is a small price to pay to get access to all 1Password apps, as well as secure cloud syncing and backups. 

Having all my passwords in 1Password gives me peace of mind knowing that my sensitive information is encrypted and safely backed up.

I highly recommend using 1Password to safely save, manage and backup your passwords. Give it a try and trust me, you won’t regret this.

Ready to try 1Password?

1Password offers a free trial on all their accounts. When paid annually their plans starts at just $2.99 per month for an individual. This is a small price to pay for security and peace of mind.

Help Scout — Online Customer Support Help Desk

If providing customer support via email and live chat is part of your business, then Help Scout is a great help desk platform to use by yourself or as a team. 

Help Scout lets you manage and respond to all your support emails from one centralised virtual help desk. You can configure your support email address to forward all emails into your Help Scout Mailbox from which you or any of your team members can respond to them.

Managing and replying to all your support emails from a centralised system can be advantageous in many ways. In Help Scout you can mark support tickets as active or closed, you can tag them with custom tags, leave internal notes and assign them to specific team members. It’s ideal for keeping everything organised and having multiple team members answering support tickets.  

Help Scout also lets you create saved replies within your mailbox, which is a great way of creating template email replies which get used over and over again. With a click of a button you can search and find the saved reply you’d like to use and have it automatically populate into your response to the customer.    

Another great feature that Help Scout offers is the option of creating a Knowledge Base site, which they call a Docs site. On this separate site you can easily create, categorise, manage and publicly share answers to frequently asked questions or create support articles that you can reference to whenever you reply to a support ticket.

Ready to try Help Scout?

Help Scout plans range from $10, $20 and $30 per month per user depending on which plan you sign up for and how many features you require. They also offer a 14 day free trial.

Asana — Project & Task Management 

Whether you need to keep track of projects and tasks for yourself or for an entire team, Asana is a great solution. Asana is a full featured online project and task management application. 

In Asana you can create projects, break those projects down into sections and then add tasks and sub tasks. You can then add a due date to each task and assign it to a specific team member within the app. If needed, you can also use Asana for internal communication when discussing projects and tasks. 

Each project can be viewed as a list, as a Kanban board, a timeline or calendar. Each view has it’s own benefits. I especially enjoy using the timeline to plan out projects and their corresponding milestones. 

When managing multiple team members in Asana, each team member has their own task list showing them a list of all tasks that have been assigned to them. This list can be sorted by due date and you can choose to show all tasks, completed tasks or incomplete tasks. When a task or sub-task has been completed, then it can be marked as completed. When tasks run over their due date, then that due date shows up in red. 

Asana includes many other features like adding file attachments to tasks and projects, an advanced search feature to list only tasks based on specific search criteria and using reports to better understand how your team is performing. 

Asana is great for planning, managing and completing projects on time in a easy to use online app.

Ready to try Asana?

Asana offers a forever free plan that gives you access to their essential features and gives you the opportunity to see if this app is worth adding to your workflow.

Airtable — Online Databases, Forms & Data Management

Airtable is a relational cloud based database app. It’s like a spreadsheet with super powers. 

In Airtable you can create tables made up any selection of customisable fields. Some of the many field types that you can select from include single text, long text, single select, multiple select, number, date, checkbox, file attachment, URL, currency, percentage, or duration.

You can also create formula fields that let you create a customised formula to display whatever you need. This could be a calculation, a string of text or an if statement.  

Within a table you can then create different views of your data. Each view can be setup differently and any given table can have as many views as you need. In one view you could for example filter down and only display records that have a specific value or selection in a specified field or you could filter down and only display records that have a value that is greater than 100 in a specific numeric field. The options are endless for how you can capture, manage and view your data within this app. 

Airtable also lets you create a customised forms that let users submit data directly into your database. If for example you are accepting applications, you could embed an Airtable form on your site and have users submit their application straight into your database. From there you can create a Kanban view and using the status field, you can drag records from one application stage to the next, and then you can create a gallery view showing your short list of applicants.

You can use Airtable for internal systems like a custom CRM system, manage a sales process, capture and process orders or setup a content publishing calendar. Using this app, you can create whatever you need if there is not an existing solution out there or if you don’t want to invest in more expensive premium software.

This easy to use and powerful cloud based application is a great solution for online databases.

Ready to try Airtable?

Airtable offers a forever free plan that gives you access to their essential features and gives you the opportunity to see if this app is worth adding to your workflow.

In Conclusion

There are a ton of apps, tools and platforms out there that can help us achieve many different outcomes. Before signing up for anything new, make sure that you have a genuine need and that you and your team will learn how to best use that app.

In one of my other blog posts "The Truth About Tools, Apps, Courses And Marketing Software" I explain that it's important having the right tool to help you achieve your desired outcome, but the tool itself won't do the work for you. You and your team still need the know-how and system to effectively integrate a new tool into your existing workflow to be able to use it efficiently.

Thanks for reading! If you enjoyed this post, please consider sharing it. If you have any feedback or questions feel free to leave a comment below. I'll do my best to get back to you.

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The Truth About Tools, Apps, Courses And Marketing Software

In this article the term tool can also refer to an app, a product, a course or a software-as-a-service (SaaS) platform.

Using the right tool for the task is an essential part of creating a desired outcome. And having the right tool makes all the difference from wanting to achieve an outcome and actually making it a reality.

The tool itself will not achieve the desired outcome alone. The combination of the best tools and the know-how and skill of using those tools will result in achieving your desired outcome.

This applies to everything in life. A great example would be golf. You can spend thousands of dollars buying the best golf clubs money can buy, but without mastering your technique (i.e. your swing) and knowing how to best use these golf clubs, you won't become a better or pro golfer.

For centuries marketers have advertised products by linking them to a desired outcome, which tends to work really well ... this could be a desired emotion, behaviour, lifestyle or feeling. 

For example the commercial for the Apple Watch Series 2 (see video below) includes footage of swimming, surfing and other appealing outdoor activities. The ad showcases a desired lifestyle that many want to experience, however the Apple Watch itself will not help you swim or surf more often, it merely offers features like tracking your strokes, playing music or displaying the time.

To experience an active lifestyle the user needs motivation and discipline to get out and live an active life. Adding an Apple Watch may enhance that experience. The watch might motivate you to move more, but it won't move for you.

A gym membership is another great example. Every year thousands of ambitious individuals invest in a gym membership, but fail to regularly go to the gym. The membership will give you access to the best equipment and environment, but it won't work out for you.

In his book The War of Art, Steven Pressfield calls the force that holds you back from achieving your goals and dreams "the resistance". To make things happen, you need to overcome the resistance. And a shiny new tool, app, platform or membership won't do the work for you and won't overcome the resistance on your behalf — that will be up to you.

Another thing to keep in mind is that having access to the tool itself won't help you know how to best use it. More importantly than having access to the right tool is having the know how and experience of how to use it to get the desired results.

Another example, that may be more applicable to online marketing and business, is email marketing platforms. Many eager business owners purchase access to one of many available email marketing apps (like ConvertKit) paying every month, but they struggle to or outright fail to make use of them. 

Don't make the common mistake of buying a new product, app, service or course with the subconscious belief that the the purchase alone will solve your problem.

Make sure to actually use whatever it is you have purchased and gain the knowledge and guidance you need to succeed.

Key Takeaways

  • Identify and use the most effective tool to achieve your desired outcome.
  • Understand that the tool itself won't create your desired outcome.
  • Adding more tools to your toolbox alone won't make you or your team more effective.
  • You (or a team member) will need to have the know-how, skills and time to effectively use the tool.
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    15 ConvertKit Email Marketing Tips

    In this post I’ll be sharing 15 of my best recommendations. These are tips, tricks, best practices and strategies that you can apply to your email marketing using ConvertKit. So let’s get started.

    New to ConvertKit?

    Sign up for your forever free ConvertKit account to manage up to 1000 subscribers, get unlimited landing pages, email broadcasts and subscriber tagging.

    Get everything you need to get started on the right foot to implementing an effective email marketing strategy.

    1. Remember that your subscribers are people just like you and me

    Whether you send them down a funnel of opt ins and thank you pages, with up sells or whether you send them a broadcast email. Always remember that you are speaking with a person with dreams, hopes and challenges. Write to them accordingly.

    2. Respect Your Subscribers

    Always remember that by reading any one of your emails your subscriber is taking time to pay attention to what you have to say. Respect that commitment and share value — help them solve their challenge. Also always give them an option to opt out of your sequence or unsubscribe from your list.

    3. Make Use of the Resend to Un-Opens Feature

    ConvertKit has a very powerful feature which is really easy to use. The “Resend To Un-Opens” function, let’s you resend an email broadcast to those subscribers that have not opened your email. When using this, I strongly recommend making some slight changes to the subject and the body of the email. Avoid sending out the exact same email.

    You can find the "Resend to unopens" option on the report page of a Broadcast that's been sent.

    4. Track Your Numbers

    ConvertKit provides a bunch of metrics that we can use to better understand how our emails are performing. 

  • Email Broadcasts:  Recipients, Open Rate, Click Rate, Clicks & Unsubscribes 
  • Sequences: Subscribers, Open Rate, Click Rate & Unsubscribes 
  • Forms: Visitors, Subscribers & Conversions
  • Track these numbers. They will give you the insight to understand what’s working and what isn’t working. What’s resonating with your subscribers and what they don’t care much about.

    You can stats for your email broadcasts on the All Broadcasts page.

    5. Get To Know Your Subscribers Using Tags

    Every time we send our subscribers an email we have an opportunity to learn something about them and tag them accordingly. But the thing is, we need to build this into our emails.

    Whenever you include a link in an email, make sure to tag the user if they click this link. Don’t overdo this, but tags are there to add additional information about each one of your subscribers. 

    Make use of tags to better understand each subscriber.

    You can view and edit your tags on the right sidebar on your Subscribers page.

    6. Use A Descriptive Tag Naming Scheme

    When setting up your tags in your account use some naming convention that makes sense and document the process so you can share it with your team or with whoever needs to understand it.

    You might use LM: Descriptive Name, Purchased: Name of Product, AS: Name of Sequence, etc. 

    Just keep it standard and keep a record of these names in your own internal documentation.

    7. Use Trigger Links To Save Time & Avoid Errors

    When including a link in an email you can either set this up in the email or you can create a trigger link as a Rule under Automations. If you’ll be using this same exact link and associated tag in multiple emails, then set this up as a Trigger Link under Rules. 

    It will save you time in applying this inside of emails and you’ll avoid making mistakes. Also if the link changes, you’ll be able to change it in one location and it will automatically update in all emails where you’ve made use of that specific trigger link. 

    8. Use Sequences & Automations

    What makes ConvertKit so powerful is sequences and automations. 

    In ConvertKit you can setup sequences and automations that will run based on events and triggers. This might be a simple onboarding sequence that you send to subscribers after they’ve signed up or it may be a more complex automation of a purchase funnel.

    9. Broadcasts vs Sequences

    Broadcasts are time specific and sequences are event specific. If you need to send an email at a specific time, send it or schedule it as a broadcast. 

    If the email needs to be sent out after a specific event has happened (for example an opt in, or a purchase), then set it up as a sequence.

    I often see people get confused with these two. Understand them and use them accordingly.

    10. Exclude Subscribers From Irrelevant Emails

    Make sure to exclude subscribers from broadcasts and sequences that are irrelevant to them. The best example is sending a buyer the remaining emails that are inside a sales sequence. As soon as someone becomes a buyer, they should no longer receive emails promoting the product they’ve purchased. 

    You do this by always tagging a subscriber when they make a purchase. This will depend on what system you are using. I’ve used this with SendOwl and WishList Member and it will work with all the other eCommerce integrations that ConvertKit offers.

    Assuming you tag buyers with a purchase tag. Then when setting up a Sequence, you can add that tag to the Exclusions field. That means that any subscriber that is tagged with that tag, won’t receive future emails in that sequence.

    It’s simple enough, but unless it’s setup and configured, buyers might still be getting sales emails, which is what you want to avoid.

    You can exclude subscribers that have been tagged with a specific tag when compiling a new broadcast.

    11. Automations Are Powerful 

    I’ve setup an email course in ConvertKit for a client that takes into account engagement. When a subscriber opts in for the email course, they immediately receive lesson 1, but what happens next depends on their engagement. 

    A: if the user clicks the link in the lesson 1, then they will receive the next lesson 24 hrs later.
    B: if the user does not click the link, then they will only receive the next lesson 72 hrs later.

    The idea is to reward a user for engagement by sending them the next lesson sooner.

    12. Make Use of ConvertKit Integrations

    I’ve used ConvertKit with many other apps including Thrive Leads, SendOwl, WishList Member, and Gravity Forms to just name a few. There are loads of integrations and what you will want to integrate with, will depend on your specific setup. 

    Just keep in mind that the functionality of ConvertKit can be expanded tremendously using integrations.

    13. Cleaning Your List

    Our main aim is obviosuly to build a list, but we want a quality list. A quality list has a high level of engagement, so high open rates and click rates. We don’t want subscribers that have gone cold on us. So, there is a simple way of deleting these subscribers to increase the quality of your list.

    ConvertKit has a page explaining this process, which is fairly straightforward.

    1. Select all your cold subscribers
    2. Tag all your cold subscribers with something like “Cold Subscribers”
    3. Create an automation rule — link to a page that says “Thank You, You’re Still On The List”, and when a subscriber clicks that link, the “Cold Subscribers” tag is removed.
    4. Send A Breakup Email
    5. Re-Send The Email using the “Send to Un-Opens” function
    6. Wait 7 - 14 days
    7. Delete everyone that’s still tagged as a “Cold Subscriber” — these are the people that did not click the link in the email to remain on your list.

    14. Use Segments To Group Subscribers

    Make sure to use the segments feature to group subscribers. This can be very useful when it comes to including or excluding subscribers from future email broadcasts or sequences. 

    Using Segments is a great way of better organizing your subscribers into groups or buckets and it will definitely save you time and avoid any errors.

    You can for example create a segment of subscribers that have been tagged with multiple tags.

    15. Important Things To Remember & Consider…

    … when setting up sequences and automations.

  • A subscriber can online go through a sequence once
  • A subscriber cannot go backwards in an automation or a sequence
  • All automations come to an end, but you can create a loop
  • Subscribers can’t be in multiple branches of an automation
  • Subscribers can be in multiple workflows/automations
  • Keep those in mind when planning and developing your sequences and automations inside of ConvertKit, because I know from my experience that it can get complicated and confusing.

    Bonus Tip

    Keep it simple and build things up over time and enjoy the power and simplicity that ConvertKit offers you. Wishing you all the best for using ConvertKit to manage your email marketing. 

    I am always working on improving and expanding my content so that it provides the most value. Let me know if you found this useful and if you have any other questions — I’m happy to answer.

    New to ConvertKit?

    Sign up for your forever free ConvertKit account to manage up to 1000 subscribers, get unlimited landing pages, email broadcasts and subscriber tagging.

    Get everything you need to get started on the right foot to implementing an effective email marketing strategy.

    Get the Posmay Media Newsletter

    Weekly insights & the latest content straight to your inbox.