Building a Modern Digital Toolkit
Introduction
A Best-Practices Guide for Businesses
In today's connected world, a successful business needs more than a great product or service—you need the right digital tools to power your business, too. Technology isn’t just fancy extras anymore. Digital tools keep things running, help you connect with customers, and are the key to unlocking serious growth.
That’s why at Mix Creative Group, we make it our business to set clients up for digital success. When dealing with the connected systems that “make things go” for your marketing efforts and day-to-day functions, we take things seriously. This guide will explore the essential digital tools we believe every business needs, along with best practices for managing your tools effectively and securely.
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Essential Digital Tools for Your Business
A modern business relies on a suite of tools that handle everything from customer communication to financial management. Here are the key players:
Accounting Software
Essential for managing finances, invoicing, and payroll. QuickBooks and Xero are popular choices.
Cloud Storage + File Sharing
Securely store and share files with services like Google Drive or Dropbox.
Communication Tools
Facilitate both internal and external communication using platforms like Slack for chat and Zoom for video conferencing.
Customer Relationship Management (CRM) Software
A central hub for managing customer interactions, sales pipelines, and marketing efforts. Pipedrive, HubSpot, and Salesforce are top picks.
Email Marketing Platform
Build and nurture customer relationships with tools like Mailchimp and Constant Contact, which allow you to run targeted campaigns.
Google Business Profile
Essential for local search success. A well-managed GBP helps customers find you, read reviews, and get in touch.
Project Management + Collaboration Tools
Keep your team organized and on track. ClickUp, Asana, and Monday.com are great for managing tasks and projects.
Social Media Management Tools
Simplify your social media presence with platforms like Meta Business Suite or Hootsuite. Schedule posts, monitor mentions, and analyze performance.
Website
Your digital storefront and brand headquarters. Platforms like Squarespace, Shopify, and Webflow are leading options.
Execution
Digital Tool Management
Having the right tools is only half the battle. How you manage them is what determines your efficiency and security. At Mix Creative Group, we often help our clients set up accounts in popular social platforms and marketing tools. Here are our best practice recommendations based on first-hand experience.
Access + Ownership
Establish Company-Owned Profiles: Where possible, create generic, company-owned profiles for tools using info@ emails so no access is lost due to personnel changes or absences. One of the most common problems we see clients encounter is the inability to log in to a social media account because they have no idea who created it.
Implement a Password Manager: Use a company-wide password manager like Bitwarden or LastPass to securely generate, store, and share strong, unique passwords. Invariably, passwords get updated over time, and if team members are keeping track in their own separate records, confusion ensues.
Security
Enforce Two-Factor Authentication (2FA): Mandate 2FA for all tools whenever possible. This adds a critical layer of security beyond just a password.
Control Access: Grant employees only the minimum access they need to do their jobs. Regularly audit who has access and immediately remove permissions for departing employees. Staying on top of the account access also helps avoid paying for unnecessary seats for specific platforms.
Maintenance + Integration
Regular Audits + Updates: Periodically review the data in your tools for accuracy. Ensure all software is kept up to date to benefit from the latest security patches and features. There’s nothing worse than checking when you actually need data, only to find a connection has been broken for months.
Tool Integration: Look for tools that integrate to create seamless workflows. This prevents data silos and reduces manual effort, making your operations more efficient. We can recommend platforms that “play nice” with one another and suit your company’s needs.
Data Backup: Ensure critical data is regularly and automatically backed up. Verify that your chosen tools offer data encryption to protect sensitive information. Always better safe than sorry!
Employee Training + Scalability
Employee Training: Provide thorough training during onboarding on how to use each tool effectively and securely. Educate employees about common cyber threats, like phishing. Maintaining a standard onboarding resource that is updated at least annually is a great practice.
Plan for Growth: Choose tools that can scale with your business. Select platforms that offer the flexibility and features you'll need as you grow. Based on the size of your company and the level of functionality required, we can recommend right-sized solutions.
Conclusion
Building a Robust Digital Foundation
Strategically choosing and managing your digital toolkit is not an option—it's fundamental to modern business success. By adopting the right tools and implementing sound management practices, you build a solid digital foundation that empowers your business to operate smoothly, securely, and effectively.
If you need guidance in wrangling your digital tools landscape, we can help.
Reach out to Mix Creative Group today to start building a smarter, more secure digital infrastructure for your business.
