When you’re in the beginning stages of running your business, changes are you don’t have a ton of capital to work with. And it can seem impossible to start a successful business or nonprofit without all sorts of expensive tools and software. But I’m here to tell you, it can be done!

As your business grows, you will absolutely want (and need!) to invest in tools that can save you time and decrease opportunity for human error. But if you’re brand new to the scene and looking for ways to create efficiency in your onboarding process, I’ve got you! Here are four zero-cost tools that will save you time (plus one bonus at the end!):

1. Google Suite (Forms & Sheets, especially)
2. Email templates
3. Scheduling software
4. Scheduled emails

Read on for more info about how you can use each of these tools to (a). save you time and (b). keep work and information flowing efficiently.

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Tool #1: Google Suite

I’m a big fan of nearly all the products in the Google Suite, but Forms and Sheets took me the furthest as a budding entrepreneur and business leader. Below are a couple of ways that Forms & Sheets can add value to your onboarding process.

• Build a lead gen, list sign up, or application form using Google Forms
  • For lead gen and/or applications, be sure you know what info you need in order to qualify them, and customize your Form with the questions you want to ask.
• Turn on notifications so you receive an email every time there is a new Form submission
• Submissions will automatically get added to a Google Sheet
  • Use this Sheet to track statuses and make notes about each lead.
  • When you’re ready to dive into the world of using software to onboard and manage clients/applicants, having your information already formatted in this workbook will come in super handy.

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Tool #2: Email Templates

Email templates are a huge time-saver! If you find yourself sharing the same information, over and over, email templates are for you. Create templates for the following types of onboarding emails:

• Submission received
• Discovery call or phone screen invitation
• Phone call follow up
• Confirmation emails
• Welcome series
• Offboarding series

If you’re not familiar with how to build and use email templates, check out one of these handy guides!

• Creating an email template in Outlook
• Creating an email template in Gmail

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Tool #3: Scheduling Software

Scheduling software platforms can save you a ton of time when you need to get time on the calendar with clients or applicants. Instead of going back and forth in email to try and find a time that works for both of you, you can send them a simple link so they can click and select. You can set and customize the availability and scheduling limits based on your calendar.

Even if you’re brand new to the game, I highly recommend using a scheduling platform. Speed to client/applicant is critically important, so any time saved is helpful.

Calendly is a great, user-friendly platform and offers a free plan for users who only need one event type, so it’s a great option for when you’re just getting started.

Pro-tip: Once you’ve created your calendar (in Calendly or in another platform), be sure to include the scheduling link in your call invitation email template!

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Tool #4: Scheduled Emails

Scheduled emails are a great tool to help you manage your work (especially when combined with email templates). Here are a few use cases for scheduled emails, if you don’t have a platform to help you accomplish this:

• Due date emails: schedule an email to yourself as a reminder to check in with a client or applicant, if needed, as a due date is approaching (and if it has recently passed)
• Lead or applicant follow up: schedule an email to send after a discovery call or phone screen, thanking them for the call and reminding them of what’s next
• Welcome and/or offboarding email sequence: schedule your templated emails to send over the course of X number of days

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BONUS TOOL: Zapier

I could honestly go on and on about how much I love Zapier. It is a super easy-to-use, no-code automation platform that helps you create efficiency by connecting the different platforms and apps you use to run your business. Check out this quick rundown of how Zapier works to see just how simple it is.

Zapier is free to entry-level users (you can create up to 5 automations on the free plan), and even at the entry-level, it can save a ton of time by automating the tedious things you do, each and every day. Here are a few of the very first automations I created with Zapier:

1. When I receive a new application via Google Forms, send a confirmation email to the applicant.
2. When I put an “x” in the “Application Approved” column in the Applicant Spreadsheet, send an email to the applicant to let them know their application has been approved and ask them to schedule a call with me (the scheduling link was included in that email).
3. When I put an “x” in the “Send Contract” column, send the contract signature request to the applicant via email (and include the contract as an attachment on the email).

In addition to these super basic things that Zapier can do for you, it can also help you solve some of the most complex problems in your business and in your workflows. When you’re ready to scale your business up, Zapier is definitely in the top 5 tools I’d recommend investing in first.

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The tools above are a wonderful place to start. But as you begin to level up, please keep in mind that time is money. As your organization and mission grow – quickly, I hope! – you absolutely need to invest in the tools that will help you accomplish more (at a higher level) and operate more efficiently. Everything has an opportunity cost, even if it’s not in dollars. When you find yourself spending multiple hours in a day scheduling emails or sending templated confirmations and/or call invitations, remember to ask yourself “What else could I be doing for my business with this time?” That might just be your cue to start investing in automation!