10 Time-Saving Tools for Coaches and Educators
Let’s face it: balancing coaching, teaching, family time, and the never-ending admin can sometimes feel like you’re spinning a dozen plates at once. Imagine being able to hand off a few of those tasks to tools that take seconds to master but hours to save! Here are my top 10 time-saving tools that make it possible, keeping your business—and sanity—running smoothly.
1. Trello
Think of Trello as your digital sticky-note board to manage projects, to-do lists, and ideas. The drag-and-drop design keeps you organized without any fuss.
Pros: Simple, visual, and perfect for collaboration.
Cons: Can get messy if you’re not on top of it.
Pricing: Free, paid options from $5/month.
2. Canva
Need beautiful graphics in a pinch? Canva is here to make social posts, course graphics, and presentations easy, even if design isn’t your thing.
Pros: Tons of templates, great for quick design.
Cons: Limited in customization.
Pricing: Free, Canva Pro at $12.99/month.
3. Calendly
Take the hassle out of scheduling with Calendly, which syncs to your calendar and lets clients book you directly—no email chain required.
Pros: Easy setup, automatic time zone adjustments.
Cons: Limited features in free version.
Pricing: Free, paid plans from $8/month.
4. Zoom
We all know Zoom by now! It’s reliable, familiar, and the go-to for client calls, webinars, and virtual classes.
Pros: Simple, everyone’s used to it.
Cons: Time limits on free plan.
Pricing: Free, paid plans start at $14.99/month.
5. Google Workspace
Google Workspace is the all-in-one package for email, cloud storage, docs, and calendars. Share, collaborate, and keep everything organized in one spot.
Pros: Versatile, great for collaboration.
Cons: Storage cost can add up.
Pricing: Free personal use, $6/month+ for business.
6. Loom
Need to explain something in 5 minutes? Record quick videos with Loom—ideal for tutorials or client feedback.
Pros: Quick, visual, easy to share.
Cons: Limited storage on free version.
Pricing: Free, premium at $10/month.
7. Kajabi
If you’re a course creator, Kajabi has everything you need to build, host, and sell your programs all in one platform.
Pros: Complete solution for courses and sales.
Cons: Pricey for small creators.
Pricing: Plans start at $119/month.
8. ClickUp
From task management to time tracking, ClickUp is a powerhouse for organized teams (or solopreneurs who juggle it all).
Pros: Customizable, great for big projects.
Cons: Steeper learning curve.
Pricing: Free, paid from $5/month.
9. Grammarly
Keep it professional and polished with Grammarly, your on-call editor that checks grammar, style, and tone in real-time.
Pros: Saves time on edits, great for email writing.
Cons: Can over-suggest changes.
Pricing: Free, premium at $12/month.
10. Thinkific or Teachable
Ideal for online educators, Thinkific and Teachable help you build, manage, and sell courses with ease.
Pros: Simple to set up and user-friendly.
Cons: Transaction fees for some plans.
Pricing: Free, paid plans start at $29/month.
My Journey with These Tools
Years ago, I started learning all these tools from scratch. Back then, it was just me, figuring out what I could do better or faster for my clients. Over time, these tools became essentials in my toolbox. Now, as a mom, every minute matters even more! Having these systems set up saves me time so I can focus on work without missing out on family life. I get it—finding time to manage it all can feel impossible. But with the right tools, it’s doable (and dare I say, fun!).
Ready to save yourself a few hours a week? Book a free discovery call with me at Think Virtual Solutions. I’ll help you get set up with the right tools so you can focus on the parts of your business (and life) that matter most.
Cheering for you,
Kris
P.S. Follow along on my online biz journey —think coffee spills, toddler interruptions, and all the “how do I juggle this?” moments! I’m homeschooling my little guy while running an online service-based business, and keeping up with clients (with as much grace as possible). 🙃
Catch the good, the crazy, and the keeping-it-real moments on Instagram, Pinterest and FB (@thinkvirtualsolutions ) , where I share my favorite tools, time-savers, and the truth about balancing work and motherhood. Because if I can handle Zoom calls with dinosaurs in the background, you know I’ve got a tip or two to make life easier!
