August 5, 2024 • 29 mins
Unlock the systems that can simplify, streamline, and supercharge your small business growth.
Jessica and Alex break down the tech tools that keep their coaching and janitorial businesses running smoothly. From the powerhouse project management tool ClickUp, to BambooHR for team operations, and FG Funnels for marketing automation, they share real talk on what works—and what doesn’t—when choosing and implementing software. They also dive into how AI tools like ChatGPT save time, spark creativity, and help entrepreneurs stay on top of their game.
Whether you're choosing your first CRM or trying to fix your funnel fatigue, this episode offers practical insights into maximizing your tech stack with intention. Tech should serve your business, not stress you out.
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Transcript
Episode Transcript
Available transcripts are automatically generated. Complete accuracy is not guaranteed.
Alex (00:09):
Welcome to Married to the Hustle, the podcast where love,
faith and business come together.
Jessica (00:14):
I'm Jessica, and with me is my partner in life and
business, alex.
Together, we're diving into thewild world of entrepreneurial
couples.
Alex (00:22):
Each week, we'll bring you real stories, hilarious moments
and valuable insights fromcouples who are building
businesses and rocking theirrelationships.
Talk about living the dream.
Jessica (00:33):
Or surviving the nightmare.
Alex (00:35):
So buckle up and get ready for a fun ride with Married to
the Hustle.
Hey guys, welcome back to thisweek's episode.
We had a few questions Jessicaand I were asking ourselves the
other day, and when we go tosome of these networking events
and we meet other businessowners, one of the top questions
(00:59):
that we see comes out at us iswhat type of software do you use
in your business or businesses?
Because Jessica has hercoaching business and she's also
part of the janitorial business.
So we wanted to share some ofthe things that we use and
what's worked best for us.
And software is like everythingelse Some things work good,
(01:21):
some things work not so great,so you have to make the decision
sometimes to use what's bestfor you.
So we appreciate you guyslistening in and we're going to
talk a little bit about whatsoftwares we use.
Joining me here is my beautifulbride, jessica.
Jessica (01:37):
Hey guys.
Alex (01:38):
And we're going to start with some of the softwares that
we use, with some of thesoftwares that we use and what
are the top three softwares orapps that have significantly
improved productivity andefficiency as an entrepreneur.
So can you help me with that?
Jessica (01:56):
Jess, absolutely.
You know it's crazy because youtold me we were going to talk
about three and I'm like man,that's going to be so hard
because in a world where that'sall we're doing nowadays, right,
we're just using different appsand different softwares, and
things pop up and we start totest them and use them too.
So it's going to be hard.
It's going to be hard to stickto three.
(02:17):
But for me and I know this wasa hard one for you was a project
management tool and we've beenusing ClickUp.
I absolutely love ClickUp.
Clickup is one of the mostrobust project management tools
that are out there and I alwaysjoke around when I'm speaking to
(02:37):
my clients.
They were like oh, you know,clickup just seems so
complicated.
And I always say you know,think about Trello and Asana.
And they had a baby and thebaby's name was ClickUp, right,
so it's like the power of both.
Clickup is just so mighty.
I love it because it helps mewith everything.
It's like a container for mybusiness.
It helps me with projectmanagement, for organization,
(02:59):
for workflows.
Even this podcast workflow isinside of ClickUp and I
absolutely love it.
But you know, maybe you canshare your experience with
ClickUp when we first decidedthat that was the direction that
we're moving in.
Alex (03:16):
Yeah, that was definitely a tough one to take in for the
most part when Jessica I meanJessica was on it and we kind of
do the same thing, right.
So Jessica find a software andshe's all in it and she wants to
learn this, and she wants toshow me this, and I'm just like,
oh my gosh, something else tolearn, right.
(03:36):
And then I feel I do the samething when I see a software that
we should implement in ourbusiness and I show Jessica and
I'm trying to get her buy-in forthe most part and I always look
for the ease, the ease of useright and ClickUp.
At first I just thought it waswonky.
I was like, oh my gosh, I haveto do this, to do this and do
that.
But as I started getting usedto it and going in there and
(04:02):
seeing what are some of thetasks that we need or I need to
complete is just I love it andJessica does really, really well
with the workflows in it.
So once I respond to something,jessica get notification that
hey, alex just completed this orwhoever it's in the system,
whoever it's in the system.
(04:22):
So it did take me a while toget used to it but I must admit
it's a really nice tool to haveto stay to hold ourselves
accountable for what needs toget done as far as project
management.
Jessica (04:36):
Would you say that, jessica?
Yeah, for sure, for sure.
And the thing is, you know,when it comes to implementing a
software, there is a hugedifference between implementing
a software for yourself if it'sa limited usage, just for you
and maybe one more person, maybeyou have an admin or a VA or
something like that then toimplement a software for 20, 30
(04:56):
people right, like if you have ateam.
Now you have to figure out howto train these people in
utilizing the software to thebest of its capacity, and so
that's one thing that a lot ofpeople don't take into
consideration.
Personally, I purchased aactual course on ClickUp.
At that point, I had alreadybeen using ClickUp at a crappy
(05:17):
capacity, I'm not going to lieand I realized that it had so
much more potential, but Ididn't know exactly how to
maximize its usage, and so Ipurchased this course.
It was the best investment thatwe have ever made, because it
really helped not only me, butit helped other people on my
(05:38):
team to go through the courseand learn how to implement a lot
of these systems, because I'msure, if you heard, in some of
our previous episodes we talkedabout systems and how Alex was
like we need a system and I waslike sure which one.
Well, the purchasing thiscourse helped us get a better
(05:59):
use case type of understandingfor our business, but we still
need to train our the peoplethat are using it, based on how
we're using it.
And I think that's one of thebiggest things of why most
companies fail in implementing anew software.
Because, whatever change youhave, if you have a team, you
(06:21):
have to break it down intophases.
First, you need to learn ityourself to figure out what's
its capacity.
Next, you need to probably geta couple of pilot people to
pilot it out just to figure outwhat that's going to look like,
and then, once you guys areready to just kind of like rip
the band-aid, then you go andyou go, you know full force and
(06:43):
implement it across theorganization.
And so it's really importantthat, regardless of what
software you choose, that thatyou pace yourself, that you
create stages and phases whereyou can implement at a level
that doesn't feel overwhelmingor overbearing towards your team
.
So that was the main one.
Clickup was a huge, huge shiftfor us because of all of its
(07:07):
project management capacity, andI love that one.
Alex (07:10):
So you would say that that would be a number one software,
that is your go-to.
Jessica (07:16):
Absolutely.
Alex (07:17):
Really.
Jessica (07:18):
Absolutely.
Why do you say that?
Alex (07:19):
No, because I can see that with you, because you're all
about structure and puttingthings in place, and that's
definitely ClickUp is prettymuch where everything rests at
right.
So whenever we're looking forsomething, an SOP, or if we're
bidding a job, for an example,right so everything is in there
(07:41):
and you know what steps to takeor what has been done, what
still needs to get done,timelines and all that.
I could definitely see thatthat would be a number one.
Jessica (07:52):
Yep, for sure.
You said really.
I was like wait, is there adifferent one that you want?
Alex (07:55):
to talk about Right right Me.
I happen to, like you broughtthis into exclusive was Bamboo
HR.
I absolutely love that software, Just what it does with the
team, the culture that itcreates.
It does so much for ourbusiness and we love it.
What do you think about BambooHR?
Jessica (08:16):
Oh, bamboo HR was amazing.
What I love about Bamboo HR isthat it has grown with us, and
so it has all the bells andwhistles, but the reality is
that, because we're stillconsidered a small business, we
don't need all the bells andwhistles.
We just need one step at a time, and one of the things that
they've done differently is thatwithin the last year.
(08:37):
By the way, this is not anytype of paid programming.
Alex (08:41):
We're not getting paid for this, guys.
We're just sharing some stuff,we're just sharing.
Jessica (08:47):
What they started doing last year was you get an annual
review where you have anopportunity to schedule with one
of their representatives.
I'm not sure what the title,what their title is, but
basically what they do is theylook at your usage, they
identify areas that you canbenefit, areas that perhaps
you're not maximizing within thesoftware, and they also get to
(09:10):
show you some of the new things,the new stuff that they've
released.
We jumped on a review call lastyear and it was so great to be
able to go through the softwarebecause you know we are paying
for it right, so we want to useit to the best of its
capabilities, and so I reallylove that.
I also love the you knowannouncements channel.
Whenever we post anannouncement, our team gets to
(09:32):
see it.
Bamboo HR is basically a humanresource management software, so
it tracks all the way fromcandidates applying all the way
through the hiring process andthe offboarding process too, so
that definitely has been reallygreat software that we've
implemented.
Alex (09:47):
I still remember when they did the annual review.
When you guys were done, youcome over to me and you said oh
my gosh, you have to check thisout.
Look at what Bamboo HR is doingnow.
And she always, when they haveupdates like that, she always
gets so excited and I'm justlike okay, what do I need to
learn now?
Jessica (10:07):
The little things, the little things.
Alex (10:09):
It's the little things, but Bamboo HR is definitely a
really good tool that we haveimplemented.
What would you say would beanother one, Jessica?
Jessica (10:16):
Well, I'm just going to say even though we're still
kind of in the process of trulylearning is go high level.
We use a white label which isFG Funnels, and it's a
phenomenal software.
It has so much capacity in itNot only schedulers for social
media your email marketingcampaigns, your blogs, your
website, your landing pagesfunnels and then we've been
(10:39):
utilizing it as a CRM as well.
Alex (10:41):
Oh, right, right, that's what I was going to ask.
What is GoHighLevel?
Jessica (10:44):
Yeah, so GoHighLevel is .
It's an all-in-one platformwhere it handles all of the
things.
It handles your clientrelationship management, it
handles your client relationshipmanagement, it handles your
marketing, it tracks your Googlemy Business.
It has so much capacity in it.
And the reason for the whitelabel of FG Funnels is because
(11:05):
FG Funnels has one of the bestsupports.
They have a very active group,they are very responsive and I
absolutely love the FG Funnelssoftware and, like I said, we're
still learning it.
I mean, we just learnedsomething two days ago about
workflows and just last week welearned about invoices and even
though, yeah, they've beenannouncing some of these things
for a long time, you know,sometimes you don't have the
(11:27):
time to explore the new featuresand whatnot until it comes up
and you're like, oh wait aminute, didn't this software do
this?
Let's try this, let's explorethat, and so that's been really
cool.
Alex (11:39):
Yeah, fg Funnels, for sure is I just, I just love the
customer service you get withthem too.
I mean any questions, anydoubts, you want to try
something new?
You email and they're quick torespond.
So, jessica, I have a questionfor you.
(11:59):
We spoke about these apps here.
Has any of these apps that weshare, or maybe something else
that you can think of, has anyof them particularly helped you
overcome like a specificbusiness challenge could be in
your business, could be anexclusive cleaning has any of
these helped you overcome?
Jessica (12:13):
I guess we need to talk about AI.
Ai has been around for sometime now, but everyone's talking
about Chad GPT and AI is somuch more than Chad GPT.
You know, obviously we, youknow I called I called Chad GPT
my assistant.
It actually has a name, so Iwon't put the name out there
because I don't want you guys totake my name, but she has a
name, and one of the things thatI love is that it's given me
(12:36):
the ability to maximize my timewhen I'm building content, when
I am looking to review ourfinancials, when I am looking to
do an analysis of something,doing research.
Even when I build content, Idon't just take their
information and just post it asmy own.
No, I give it information, Ihelp it create, I feed prompts
(13:01):
to Chad GPT so it can get tolearn my business, my behaviors,
my niche, my ideal client, mymessaging, and so whenever I ask
it for something specificwhether it's content, whether
it's a blog or you know any typeof article that I'm publishing
it's very, very important that Igo into it and add my own
(13:22):
pizzazz, because clearly, takingcontent from ChatGPT is not
enough.
That's not a differentiator.
It doesn't speak to your uniquevalue proposition, but it
definitely has helped memaximize my time, and on top of
that, there are so many otherways to use AI.
(13:43):
So Buzzsprout has an AI featureand I love their AI feature.
It helps me with mytranscriptions now.
It gives me titles.
It helps me with so manydifferent things that I never
had before that I had topurchase different softwares and
do different things in order toget them ClickUp.
Clickup also has a ClickUp AIand although I don't use ClickUp
(14:07):
AI, I just prefer to useChatGPT.
That's just my personalpreference.
It is also a feature that'sadded within ClickUp AI.
I just prefer to use ChatGPT.
That's just my personalpreference.
It is also a feature that'sadded within ClickUp.
So there are so many ways touse AI that it's hard to
pinpoint one specific one,knowing that AI really has come
to revolutionize the way we dobusiness.
Alex (14:28):
Right, just a few minutes ago today, earlier, you were
showing me how to make chat GPTwork for you better, right?
If you remember, you weretelling me you have to speak to
it this way, so it startsknowing.
Can you elaborate a little biton what you were showing me
there?
Jessica (14:43):
Yeah, of course so.
So it's basically telling chatGPT who you are.
It's your prompt.
When you're sharing with a chatGPT.
What happens many times?
People are just create a newthread and create a new chat and
create a new chat and create anew chat and I'm not no AI
expert, but one of the thingsthat most experts have shared is
(15:05):
to go into that thread andcontinue to feed information
into that specific threadbecause it does something to its
memory where, if you asksomething three months from now,
the software is able toremember that information and
give you better content.
(15:25):
One of the things that I do is Ilike to tell Chad GPT the
prompts, because I do havecoaching clients and each one of
my coaching clients.
I have a separate thread for andI like to tell Chad GPT the
prompts because I do havecoaching clients and each one of
my coaching clients.
I have a separate thread forand I like to give it some
information the website, howlong they've been in business,
what do they do, If we have aunique value proposition, if
they have core values there's somany different things that you
(15:48):
can provide it and it's just oneprompt.
And at the end of all thatinformation.
I usually say save thisinformation for future usage,
and so what I do is I copy thatand I put it in my notes on my
iPhone, just in case I need tochange the prompt in the future.
I don't have to dig through allof my chat GPT to look for the
specific prompt, but I like tofeed it the information prompt,
(16:14):
but I like to feed it theinformation, and I found that
that has been very, very helpfulwhen it comes to positioning
myself or creating a new productor creating my webinars or
anything like that.
Alex (16:22):
And I've noticed using it that the answers are like
unlimited right.
So you ask it anything, it'sgoing to give you an answer for
it.
It might not be what you'relooking for, but you can go
ahead and ask it specific things.
So I love it for that.
I mean, you've shown me how touse it to the best of our
advantage.
So it's definitely I think thatchat GPT being one of them
(16:45):
that's the big one out thereit's definitely going to be
around for quite some time andit's, I think, it's the new way
of doing not everything inbusiness, but helping businesses
grow and giving pointers andthings like that.
Jessica, so when, when youevaluate right and you choose a
new software for your businessor for our business, how do you
(17:08):
ensure that they align with theneeds and the goals that you're
looking for or that we'relooking for as a business?
Jessica (17:15):
I have to tell you that's such a great question.
There's a couple of things thatI like to look at when it comes
to selecting specific software,and I'll be honest with you.
This is actually how I foundResound, one of the things that
I told you guys.
I couldn't keep it to three,and so I was having some
challenges finding a goodpodcast editor and someone that
(17:40):
was willing to stay for a whileright, because the biggest
challenge with freelancers isthat they're working with
multiple clients, and sometimesthey work for a little bit and
then they don't come back, andso I was trying to figure out
how can I go from the recordingto publishing with minimal time
without having to wait forsomeone else, and so one of the
(18:01):
things that I started to look atwas what are some great editing
, podcast editing or audioediting platforms?
The first thing for me to lookat is like okay, do I have a
problem?
What is my problem?
Right, my problem was that Iwas taking too much time to edit
a podcast episode because I amno editor, so I really needed a
(18:23):
software that can be, like youknow, editing for dummies.
For those of you that have beenaround for a while, there used
to be a series called you know Xfor dummies, right?
So QuickBooks for dummies andMicrosoft Word for dummies, and
so I needed a podcast editingfor dummies.
Knowing that, I started tosearch for a solution to that
(18:47):
problem.
When I identify what you know,the solution to the problem,
then I look at my purpose, right, like what is the purpose of me
investing in this product?
So remember, I'm not talkingabout costs, yet what is the
purpose of it?
The purpose of it helps me savetime.
It helps me take the recordingfrom recording to publishing in
a shorter time without having towait for anyone else.
It eliminates that middleperson.
(19:08):
And not only that, it alsohelped me improve efficiency,
because even when I was sendingthe episodes to my editor, I was
still listening to the episodeagain for quality control, and
sometimes I had to give it backto them so that they can edit it
again, and so it created a lotof efficiencies for me, and if
(19:32):
it ticked those boxes right,it's my problem, my purpose.
Then I looked at cost.
However, there's one thing thatI'll add to that when it comes
to my business, I'm asolopreneur.
I work with contractors for mysocial media, for marketing.
When it comes to our janitorialbusiness, it's very different,
(19:53):
because before the cost, I haveto look at the impact.
What's the impact on my team?
How many people are going touse it?
Does the entire organizationneed to have access to it?
If it's going to be specificpeople on the team, do I have
the capacity to create newtrainings for it?
Right, and so now I look at theimpact.
So first is identify theproblem, second is what's the
(20:16):
purpose, and third is the impact.
And then the last thing, whenit's impacting a team, that's
cost, and so the cost isimportant.
You know a lot of people thinkthat the cheaper software is the
better software, but that's notalways the case.
Sometimes you have to pay alittle bit more to get a better
value on your money, and if ithits all the other marks, it
(20:37):
solves your problem, it wasaligned with your purpose and it
also had minimal impact to yourteam.
If you're building a team, thenthe cost is worth it.
That's an investment, that'snot just spending money.
You have to make an investmentin the business, and so those
are some things that I look atRight and software is.
Alex (20:54):
I mean you're always looking for your all in one.
You want this software to dowhat you're looking for it to do
and unfortunately we've hadwhere we've tested some
softwares and they start offgreat and then, as the business
starts to take on maybe anotherphase in the business, you're
looking for that software tokind of grow with you or to
offer some type of support.
(21:16):
And we've had some issues withsoftware where we started and
where hey, yeah, this is great.
And then all of a sudden, youknow we use geofencing for an
example, right, we've used thesoftware in the past where we
had issues with geofencing thatwe couldn't tell when our team
was out there in the buildingsor doing, you know working right
(21:36):
, because the geofence was off.
So it's little things like thatthat you learn and you doing
you know working right Becausethe geo fence was off.
So it's little things like thatthat you learn and you test,
you know as you're going andthen you to make the ultimate
decision because it is aninvestment, right, and you want
it to be the right investmentfor your team.
Jessica (21:50):
Yeah, I agree, and I'll even add one more point.
Not every platform is the bestplatform just because they have
the feature, and a perfectexample of that is ClickUp.
Clickup, yeah, it has a CRM and, yeah, it can be easy to use.
But if we already have a CRMthat helps us manage our team
(22:14):
and it's janitorial specific,then why would I you know what I
mean Like, why reinvent thewheel?
And I think that's the biggesthang up.
Many times they're like oh, youknow I love ClickUp, but you
know it's not good for invoicing, right?
Because that's not what it'smade for.
And so, yes, it might have alot of bells and whistles and a
(22:35):
lot of features that you mightbe able to benefit from.
I'm a huge proponent in using asoftware that meets all of your
needs or, let me rephrase, thatmeets most of your needs,
because, at the end of the day,I don't know any software that
will meet every single need.
And, guys, if there is asoftware that's meeting every
single need, every aspect ofyour business, please do tell.
(22:56):
I want to hear more Because youknow these are some of the
tools and resources that areworking for us and we've done
the trial and testing throughoutthe years and you know, we're
at a place that we're like, okay, well, this is, this is good,
this is really working for us.
So, like I said, not all all inone platforms are the best ones
.
Alex (23:16):
Yeah, I a hundred percent agree with that one.
So, in your experience right,what are some common pitfalls
entrepreneurs should avoid whenintegrating some new technology
into their workflows?
What are some experiences foryou on that?
Jessica (23:34):
Yeah, I would say for me it's going with the cheapest
version, number one, right goingwith the trials.
You don't know how many times Italk to people and they're like
I have the free version ofCanva and I'm like, yeah, but
you know for what you're lookingto do, you need the paid
version of Canva.
Save money and and you know I'mall about you know, being
(24:00):
frugal when it comes to throwingmoney, you know all over the
place, but if there is aspecific software that you find
yourself constantly using, whynot invest in it?
You know it's helping you withyour business.
So in the meantime, thatfeature that you're not paying
for in Canva, for example,you're actually going into
another software and anothersoftware to use their free
versions when you could do allthe things in one.
(24:20):
And so that would be my numberone.
It's the pricing, not investingin it and just going with the
free trials.
Another pitfall is investing inthe expensive one just because
it works for someone else andnot utilizing to the best of
your capability, of yourcapacity for your business.
(24:42):
And the perfect example for meon that oh my gosh, it was
ClickFunnels.
Clickfunnels was costing me$297 per month and it was
painful and I was paying thatsoftware for like three months
and all I had was one funnel init.
I didn't know how to use it andI even paid someone to build my
funnel, and so it was a funnelthat I had for my planner.
(25:04):
And then, when I discovered FGFunnels and how it really helped
with all of the things funnelrelated, I moved my funnel from
ClickFunnels and now I only paid$997 for the year, and so
that's a significant difference,you know, when it comes to
investing in software, sodefinitely utilizing what works
best for your business, forgetabout what everybody else has.
(25:28):
I think that it's great to havea trial with different platforms
and go with what feels good foryou.
If you feel like you have to doa whole build out and all of
these things, then maybe that'snot the platform for you, but
you need to have a system.
Regardless of what you use, youjust need to have a system.
(25:48):
So those will be two of my topones, that these are things I
discuss with my clients all thetime.
Those two pitfalls Were thereany that came to mind for you?
Alex (25:58):
We've learned what we have now.
We're super happy with it whenwe were doing the payroll, for
an example, and then we foundout that Bamboo now does payroll
and it's been working greatright.
So, just as far as pitfalls go,making sure that the software
that you're trying to implementaligns with what you're trying
(26:18):
to get Where's your vision withthat?
Because it can get very, verycostly, Very, very costly.
So my tip is just you know,look into it, do the free trial.
They do offer it.
Most of them offer like a14-day trial.
Yeah, usually.
Yeah, in those 14 days, makesure you use the software to the
(26:38):
capacity of it to know if thisis the software you want to go
with.
Jessica (26:43):
Yeah, and not only that .
Giving up too soon on a newplatform.
Right, you go all in, you know,and you're realizing that there
are some hiccups.
I'm a huge believer in that.
Everything that you notify thecompany, they keep track.
Everything that you notify thecompany, they keep track.
It's important that if you'rehaving issues or something
specific, that you reach out tothe developer and let them know.
Hey, I'm having this issue,this is what I'm looking to do.
(27:06):
I have a different platform.
This is what that platform did.
How can this platform help me?
And most times they'll comeback and give you alternative
solutions.
But giving up too soon on a newplatform is hard because, let's
just say, you spend two to threemonths on QuickBooks and you
realize, oh my gosh, quickbooksis not for me.
And then now you go and spendanother two to three months at
(27:26):
Gusto and you're like, oh, youknow, gusto was just not
efficient.
Let me go to FreshBooks.
Now you just spent nine monthsof your time and headache and
your books are a lot of whack.
Right, because you're giving uptoo soon on the platform that
you need in order to get your,your business, where it needs to
be.
And so those, those will besome of the pitfalls.
(27:47):
Love that I loved, loved thisconversation.
I think this was so great andwe can keep going to.
I told you guys we can keep itto three.
That was just me, but anyway,listen, guys, we had such a
great time with this episode.
I am so excited to be able tocontinue to share with you guys
on what's working for us, what'snot Expect some cool interviews
(28:07):
happening very soon on the showas well to be able to amplify
other couples in business andtheir voice and their struggles
and then also amplify theirareas of strength and what's
made them successful.
So we're super excited to beable to continue to share with
you guys and in the meantime,hey guys, don't forget, keep
(28:27):
hustling.
Alex (28:38):
That wraps up another episode of Married to the Hustle
.
We hope you enjoyed today'sshow and found some inspiration
and practical tips to apply toyour own business journey.
Jessica (28:47):
We love hearing from you, our amazing listeners.
If you have any stories,questions or tips to share,
connect with us on social mediaor send us an email.
Your input makes this podcasteven better.
Alex (28:58):
And don't forget to subscribe to Married to the
Hustle on your favorite podcastplatform so you never miss an
episode.
And if you enjoyed today'sepisode, please leave us a
review.
It really helps us grow andreach more entrepreneurial
couples like you.
Jessica (29:13):
Join us next week for more exciting stories,
insightful interviews andvaluable advice.
Alex (29:18):
Until then, keep hustling, keep thriving and keep loving
what you do.
Thanks for tuning in and happyhustling.
Welcome to Married to the Hustle, the podcast where love,
faith and business come together.
Jessica (00:14):
I'm Jessica, and with me is my partner in life and
business, alex.
Together, we're diving into thewild world of entrepreneurial
couples.
Alex (00:22):
Each week, we'll bring you real stories, hilarious moments
and valuable insights fromcouples who are building
businesses and rocking theirrelationships.
Talk about living the dream.
Jessica (00:33):
Or surviving the nightmare.
Alex (00:35):
So buckle up and get ready for a fun ride with Married to
the Hustle.
Hey guys, welcome back to thisweek's episode.
We had a few questions Jessicaand I were asking ourselves the
other day, and when we go tosome of these networking events
and we meet other businessowners, one of the top questions
(00:59):
that we see comes out at us iswhat type of software do you use
in your business or businesses?
Because Jessica has hercoaching business and she's also
part of the janitorial business.
So we wanted to share some ofthe things that we use and
what's worked best for us.
And software is like everythingelse Some things work good,
(01:21):
some things work not so great,so you have to make the decision
sometimes to use what's bestfor you.
So we appreciate you guyslistening in and we're going to
talk a little bit about whatsoftwares we use.
Joining me here is my beautifulbride, jessica.
Jessica (01:37):
Hey guys.
Alex (01:38):
And we're going to start with some of the softwares that
we use, with some of thesoftwares that we use and what
are the top three softwares orapps that have significantly
improved productivity andefficiency as an entrepreneur.
So can you help me with that?
Jessica (01:56):
Jess, absolutely.
You know it's crazy because youtold me we were going to talk
about three and I'm like man,that's going to be so hard
because in a world where that'sall we're doing nowadays, right,
we're just using different appsand different softwares, and
things pop up and we start totest them and use them too.
So it's going to be hard.
It's going to be hard to stickto three.
(02:17):
But for me and I know this wasa hard one for you was a project
management tool and we've beenusing ClickUp.
I absolutely love ClickUp.
Clickup is one of the mostrobust project management tools
that are out there and I alwaysjoke around when I'm speaking to
(02:37):
my clients.
They were like oh, you know,clickup just seems so
complicated.
And I always say you know,think about Trello and Asana.
And they had a baby and thebaby's name was ClickUp, right,
so it's like the power of both.
Clickup is just so mighty.
I love it because it helps mewith everything.
It's like a container for mybusiness.
It helps me with projectmanagement, for organization,
(02:59):
for workflows.
Even this podcast workflow isinside of ClickUp and I
absolutely love it.
But you know, maybe you canshare your experience with
ClickUp when we first decidedthat that was the direction that
we're moving in.
Alex (03:16):
Yeah, that was definitely a tough one to take in for the
most part when Jessica I meanJessica was on it and we kind of
do the same thing, right.
So Jessica find a software andshe's all in it and she wants to
learn this, and she wants toshow me this, and I'm just like,
oh my gosh, something else tolearn, right.
(03:36):
And then I feel I do the samething when I see a software that
we should implement in ourbusiness and I show Jessica and
I'm trying to get her buy-in forthe most part and I always look
for the ease, the ease of useright and ClickUp.
At first I just thought it waswonky.
I was like, oh my gosh, I haveto do this, to do this and do
that.
But as I started getting usedto it and going in there and
(04:02):
seeing what are some of thetasks that we need or I need to
complete is just I love it andJessica does really, really well
with the workflows in it.
So once I respond to something,jessica get notification that
hey, alex just completed this orwhoever it's in the system,
whoever it's in the system.
(04:22):
So it did take me a while toget used to it but I must admit
it's a really nice tool to haveto stay to hold ourselves
accountable for what needs toget done as far as project
management.
Jessica (04:36):
Would you say that, jessica?
Yeah, for sure, for sure.
And the thing is, you know,when it comes to implementing a
software, there is a hugedifference between implementing
a software for yourself if it'sa limited usage, just for you
and maybe one more person, maybeyou have an admin or a VA or
something like that then toimplement a software for 20, 30
(04:56):
people right, like if you have ateam.
Now you have to figure out howto train these people in
utilizing the software to thebest of its capacity, and so
that's one thing that a lot ofpeople don't take into
consideration.
Personally, I purchased aactual course on ClickUp.
At that point, I had alreadybeen using ClickUp at a crappy
(05:17):
capacity, I'm not going to lieand I realized that it had so
much more potential, but Ididn't know exactly how to
maximize its usage, and so Ipurchased this course.
It was the best investment thatwe have ever made, because it
really helped not only me, butit helped other people on my
(05:38):
team to go through the courseand learn how to implement a lot
of these systems, because I'msure, if you heard, in some of
our previous episodes we talkedabout systems and how Alex was
like we need a system and I waslike sure which one.
Well, the purchasing thiscourse helped us get a better
(05:59):
use case type of understandingfor our business, but we still
need to train our the peoplethat are using it, based on how
we're using it.
And I think that's one of thebiggest things of why most
companies fail in implementing anew software.
Because, whatever change youhave, if you have a team, you
(06:21):
have to break it down intophases.
First, you need to learn ityourself to figure out what's
its capacity.
Next, you need to probably geta couple of pilot people to
pilot it out just to figure outwhat that's going to look like,
and then, once you guys areready to just kind of like rip
the band-aid, then you go andyou go, you know full force and
(06:43):
implement it across theorganization.
And so it's really importantthat, regardless of what
software you choose, that thatyou pace yourself, that you
create stages and phases whereyou can implement at a level
that doesn't feel overwhelmingor overbearing towards your team
.
So that was the main one.
Clickup was a huge, huge shiftfor us because of all of its
(07:07):
project management capacity, andI love that one.
Alex (07:10):
So you would say that that would be a number one software,
that is your go-to.
Jessica (07:16):
Absolutely.
Alex (07:17):
Really.
Jessica (07:18):
Absolutely.
Why do you say that?
Alex (07:19):
No, because I can see that with you, because you're all
about structure and puttingthings in place, and that's
definitely ClickUp is prettymuch where everything rests at
right.
So whenever we're looking forsomething, an SOP, or if we're
bidding a job, for an example,right so everything is in there
(07:41):
and you know what steps to takeor what has been done, what
still needs to get done,timelines and all that.
I could definitely see thatthat would be a number one.
Jessica (07:52):
Yep, for sure.
You said really.
I was like wait, is there adifferent one that you want?
Alex (07:55):
to talk about Right right Me.
I happen to, like you broughtthis into exclusive was Bamboo
HR.
I absolutely love that software, Just what it does with the
team, the culture that itcreates.
It does so much for ourbusiness and we love it.
What do you think about BambooHR?
Jessica (08:16):
Oh, bamboo HR was amazing.
What I love about Bamboo HR isthat it has grown with us, and
so it has all the bells andwhistles, but the reality is
that, because we're stillconsidered a small business, we
don't need all the bells andwhistles.
We just need one step at a time, and one of the things that
they've done differently is thatwithin the last year.
(08:37):
By the way, this is not anytype of paid programming.
Alex (08:41):
We're not getting paid for this, guys.
We're just sharing some stuff,we're just sharing.
Jessica (08:47):
What they started doing last year was you get an annual
review where you have anopportunity to schedule with one
of their representatives.
I'm not sure what the title,what their title is, but
basically what they do is theylook at your usage, they
identify areas that you canbenefit, areas that perhaps
you're not maximizing within thesoftware, and they also get to
(09:10):
show you some of the new things,the new stuff that they've
released.
We jumped on a review call lastyear and it was so great to be
able to go through the softwarebecause you know we are paying
for it right, so we want to useit to the best of its
capabilities, and so I reallylove that.
I also love the you knowannouncements channel.
Whenever we post anannouncement, our team gets to
(09:32):
see it.
Bamboo HR is basically a humanresource management software, so
it tracks all the way fromcandidates applying all the way
through the hiring process andthe offboarding process too, so
that definitely has been reallygreat software that we've
implemented.
Alex (09:47):
I still remember when they did the annual review.
When you guys were done, youcome over to me and you said oh
my gosh, you have to check thisout.
Look at what Bamboo HR is doingnow.
And she always, when they haveupdates like that, she always
gets so excited and I'm justlike okay, what do I need to
learn now?
Jessica (10:07):
The little things, the little things.
Alex (10:09):
It's the little things, but Bamboo HR is definitely a
really good tool that we haveimplemented.
What would you say would beanother one, Jessica?
Jessica (10:16):
Well, I'm just going to say even though we're still
kind of in the process of trulylearning is go high level.
We use a white label which isFG Funnels, and it's a
phenomenal software.
It has so much capacity in itNot only schedulers for social
media your email marketingcampaigns, your blogs, your
website, your landing pagesfunnels and then we've been
(10:39):
utilizing it as a CRM as well.
Alex (10:41):
Oh, right, right, that's what I was going to ask.
What is GoHighLevel?
Jessica (10:44):
Yeah, so GoHighLevel is .
It's an all-in-one platformwhere it handles all of the
things.
It handles your clientrelationship management, it
handles your client relationshipmanagement, it handles your
marketing, it tracks your Googlemy Business.
It has so much capacity in it.
And the reason for the whitelabel of FG Funnels is because
(11:05):
FG Funnels has one of the bestsupports.
They have a very active group,they are very responsive and I
absolutely love the FG Funnelssoftware and, like I said, we're
still learning it.
I mean, we just learnedsomething two days ago about
workflows and just last week welearned about invoices and even
though, yeah, they've beenannouncing some of these things
for a long time, you know,sometimes you don't have the
(11:27):
time to explore the new featuresand whatnot until it comes up
and you're like, oh wait aminute, didn't this software do
this?
Let's try this, let's explorethat, and so that's been really
cool.
Alex (11:39):
Yeah, fg Funnels, for sure is I just, I just love the
customer service you get withthem too.
I mean any questions, anydoubts, you want to try
something new?
You email and they're quick torespond.
So, jessica, I have a questionfor you.
(11:59):
We spoke about these apps here.
Has any of these apps that weshare, or maybe something else
that you can think of, has anyof them particularly helped you
overcome like a specificbusiness challenge could be in
your business, could be anexclusive cleaning has any of
these helped you overcome?
Jessica (12:13):
I guess we need to talk about AI.
Ai has been around for sometime now, but everyone's talking
about Chad GPT and AI is somuch more than Chad GPT.
You know, obviously we, youknow I called I called Chad GPT
my assistant.
It actually has a name, so Iwon't put the name out there
because I don't want you guys totake my name, but she has a
name, and one of the things thatI love is that it's given me
(12:36):
the ability to maximize my timewhen I'm building content, when
I am looking to review ourfinancials, when I am looking to
do an analysis of something,doing research.
Even when I build content, Idon't just take their
information and just post it asmy own.
No, I give it information, Ihelp it create, I feed prompts
(13:01):
to Chad GPT so it can get tolearn my business, my behaviors,
my niche, my ideal client, mymessaging, and so whenever I ask
it for something specificwhether it's content, whether
it's a blog or you know any typeof article that I'm publishing
it's very, very important that Igo into it and add my own
(13:22):
pizzazz, because clearly, takingcontent from ChatGPT is not
enough.
That's not a differentiator.
It doesn't speak to your uniquevalue proposition, but it
definitely has helped memaximize my time, and on top of
that, there are so many otherways to use AI.
(13:43):
So Buzzsprout has an AI featureand I love their AI feature.
It helps me with mytranscriptions now.
It gives me titles.
It helps me with so manydifferent things that I never
had before that I had topurchase different softwares and
do different things in order toget them ClickUp.
Clickup also has a ClickUp AIand although I don't use ClickUp
(14:07):
AI, I just prefer to useChatGPT.
That's just my personalpreference.
It is also a feature that'sadded within ClickUp AI.
I just prefer to use ChatGPT.
That's just my personalpreference.
It is also a feature that'sadded within ClickUp.
So there are so many ways touse AI that it's hard to
pinpoint one specific one,knowing that AI really has come
to revolutionize the way we dobusiness.
Alex (14:28):
Right, just a few minutes ago today, earlier, you were
showing me how to make chat GPTwork for you better, right?
If you remember, you weretelling me you have to speak to
it this way, so it startsknowing.
Can you elaborate a little biton what you were showing me
there?
Jessica (14:43):
Yeah, of course so.
So it's basically telling chatGPT who you are.
It's your prompt.
When you're sharing with a chatGPT.
What happens many times?
People are just create a newthread and create a new chat and
create a new chat and create anew chat and I'm not no AI
expert, but one of the thingsthat most experts have shared is
(15:05):
to go into that thread andcontinue to feed information
into that specific threadbecause it does something to its
memory where, if you asksomething three months from now,
the software is able toremember that information and
give you better content.
(15:25):
One of the things that I do is Ilike to tell Chad GPT the
prompts, because I do havecoaching clients and each one of
my coaching clients.
I have a separate thread for andI like to tell Chad GPT the
prompts because I do havecoaching clients and each one of
my coaching clients.
I have a separate thread forand I like to give it some
information the website, howlong they've been in business,
what do they do, If we have aunique value proposition, if
they have core values there's somany different things that you
(15:48):
can provide it and it's just oneprompt.
And at the end of all thatinformation.
I usually say save thisinformation for future usage,
and so what I do is I copy thatand I put it in my notes on my
iPhone, just in case I need tochange the prompt in the future.
I don't have to dig through allof my chat GPT to look for the
specific prompt, but I like tofeed it the information prompt,
(16:14):
but I like to feed it theinformation, and I found that
that has been very, very helpfulwhen it comes to positioning
myself or creating a new productor creating my webinars or
anything like that.
Alex (16:22):
And I've noticed using it that the answers are like
unlimited right.
So you ask it anything, it'sgoing to give you an answer for
it.
It might not be what you'relooking for, but you can go
ahead and ask it specific things.
So I love it for that.
I mean, you've shown me how touse it to the best of our
advantage.
So it's definitely I think thatchat GPT being one of them
(16:45):
that's the big one out thereit's definitely going to be
around for quite some time andit's, I think, it's the new way
of doing not everything inbusiness, but helping businesses
grow and giving pointers andthings like that.
Jessica, so when, when youevaluate right and you choose a
new software for your businessor for our business, how do you
(17:08):
ensure that they align with theneeds and the goals that you're
looking for or that we'relooking for as a business?
Jessica (17:15):
I have to tell you that's such a great question.
There's a couple of things thatI like to look at when it comes
to selecting specific software,and I'll be honest with you.
This is actually how I foundResound, one of the things that
I told you guys.
I couldn't keep it to three,and so I was having some
challenges finding a goodpodcast editor and someone that
(17:40):
was willing to stay for a whileright, because the biggest
challenge with freelancers isthat they're working with
multiple clients, and sometimesthey work for a little bit and
then they don't come back, andso I was trying to figure out
how can I go from the recordingto publishing with minimal time
without having to wait forsomeone else, and so one of the
(18:01):
things that I started to look atwas what are some great editing
, podcast editing or audioediting platforms?
The first thing for me to lookat is like okay, do I have a
problem?
What is my problem?
Right, my problem was that Iwas taking too much time to edit
a podcast episode because I amno editor, so I really needed a
(18:23):
software that can be, like youknow, editing for dummies.
For those of you that have beenaround for a while, there used
to be a series called you know Xfor dummies, right?
So QuickBooks for dummies andMicrosoft Word for dummies, and
so I needed a podcast editingfor dummies.
Knowing that, I started tosearch for a solution to that
(18:47):
problem.
When I identify what you know,the solution to the problem,
then I look at my purpose, right, like what is the purpose of me
investing in this product?
So remember, I'm not talkingabout costs, yet what is the
purpose of it?
The purpose of it helps me savetime.
It helps me take the recordingfrom recording to publishing in
a shorter time without having towait for anyone else.
It eliminates that middleperson.
(19:08):
And not only that, it alsohelped me improve efficiency,
because even when I was sendingthe episodes to my editor, I was
still listening to the episodeagain for quality control, and
sometimes I had to give it backto them so that they can edit it
again, and so it created a lotof efficiencies for me, and if
(19:32):
it ticked those boxes right,it's my problem, my purpose.
Then I looked at cost.
However, there's one thing thatI'll add to that when it comes
to my business, I'm asolopreneur.
I work with contractors for mysocial media, for marketing.
When it comes to our janitorialbusiness, it's very different,
(19:53):
because before the cost, I haveto look at the impact.
What's the impact on my team?
How many people are going touse it?
Does the entire organizationneed to have access to it?
If it's going to be specificpeople on the team, do I have
the capacity to create newtrainings for it?
Right, and so now I look at theimpact.
So first is identify theproblem, second is what's the
(20:16):
purpose, and third is the impact.
And then the last thing, whenit's impacting a team, that's
cost, and so the cost isimportant.
You know a lot of people thinkthat the cheaper software is the
better software, but that's notalways the case.
Sometimes you have to pay alittle bit more to get a better
value on your money, and if ithits all the other marks, it
(20:37):
solves your problem, it wasaligned with your purpose and it
also had minimal impact to yourteam.
If you're building a team, thenthe cost is worth it.
That's an investment, that'snot just spending money.
You have to make an investmentin the business, and so those
are some things that I look atRight and software is.
Alex (20:54):
I mean you're always looking for your all in one.
You want this software to dowhat you're looking for it to do
and unfortunately we've hadwhere we've tested some
softwares and they start offgreat and then, as the business
starts to take on maybe anotherphase in the business, you're
looking for that software tokind of grow with you or to
offer some type of support.
(21:16):
And we've had some issues withsoftware where we started and
where hey, yeah, this is great.
And then all of a sudden, youknow we use geofencing for an
example, right, we've used thesoftware in the past where we
had issues with geofencing thatwe couldn't tell when our team
was out there in the buildingsor doing, you know working right
(21:36):
, because the geofence was off.
So it's little things like thatthat you learn and you doing
you know working right Becausethe geo fence was off.
So it's little things like thatthat you learn and you test,
you know as you're going andthen you to make the ultimate
decision because it is aninvestment, right, and you want
it to be the right investmentfor your team.
Jessica (21:50):
Yeah, I agree, and I'll even add one more point.
Not every platform is the bestplatform just because they have
the feature, and a perfectexample of that is ClickUp.
Clickup, yeah, it has a CRM and, yeah, it can be easy to use.
But if we already have a CRMthat helps us manage our team
(22:14):
and it's janitorial specific,then why would I you know what I
mean Like, why reinvent thewheel?
And I think that's the biggesthang up.
Many times they're like oh, youknow I love ClickUp, but you
know it's not good for invoicing, right?
Because that's not what it'smade for.
And so, yes, it might have alot of bells and whistles and a
(22:35):
lot of features that you mightbe able to benefit from.
I'm a huge proponent in using asoftware that meets all of your
needs or, let me rephrase, thatmeets most of your needs,
because, at the end of the day,I don't know any software that
will meet every single need.
And, guys, if there is asoftware that's meeting every
single need, every aspect ofyour business, please do tell.
(22:56):
I want to hear more Because youknow these are some of the
tools and resources that areworking for us and we've done
the trial and testing throughoutthe years and you know, we're
at a place that we're like, okay, well, this is, this is good,
this is really working for us.
So, like I said, not all all inone platforms are the best ones
.
Alex (23:16):
Yeah, I a hundred percent agree with that one.
So, in your experience right,what are some common pitfalls
entrepreneurs should avoid whenintegrating some new technology
into their workflows?
What are some experiences foryou on that?
Jessica (23:34):
Yeah, I would say for me it's going with the cheapest
version, number one, right goingwith the trials.
You don't know how many times Italk to people and they're like
I have the free version ofCanva and I'm like, yeah, but
you know for what you're lookingto do, you need the paid
version of Canva.
Save money and and you know I'mall about you know, being
(24:00):
frugal when it comes to throwingmoney, you know all over the
place, but if there is aspecific software that you find
yourself constantly using, whynot invest in it?
You know it's helping you withyour business.
So in the meantime, thatfeature that you're not paying
for in Canva, for example,you're actually going into
another software and anothersoftware to use their free
versions when you could do allthe things in one.
(24:20):
And so that would be my numberone.
It's the pricing, not investingin it and just going with the
free trials.
Another pitfall is investing inthe expensive one just because
it works for someone else andnot utilizing to the best of
your capability, of yourcapacity for your business.
(24:42):
And the perfect example for meon that oh my gosh, it was
ClickFunnels.
Clickfunnels was costing me$297 per month and it was
painful and I was paying thatsoftware for like three months
and all I had was one funnel init.
I didn't know how to use it andI even paid someone to build my
funnel, and so it was a funnelthat I had for my planner.
(25:04):
And then, when I discovered FGFunnels and how it really helped
with all of the things funnelrelated, I moved my funnel from
ClickFunnels and now I only paid$997 for the year, and so
that's a significant difference,you know, when it comes to
investing in software, sodefinitely utilizing what works
best for your business, forgetabout what everybody else has.
(25:28):
I think that it's great to havea trial with different platforms
and go with what feels good foryou.
If you feel like you have to doa whole build out and all of
these things, then maybe that'snot the platform for you, but
you need to have a system.
Regardless of what you use, youjust need to have a system.
(25:48):
So those will be two of my topones, that these are things I
discuss with my clients all thetime.
Those two pitfalls Were thereany that came to mind for you?
Alex (25:58):
We've learned what we have now.
We're super happy with it whenwe were doing the payroll, for
an example, and then we foundout that Bamboo now does payroll
and it's been working greatright.
So, just as far as pitfalls go,making sure that the software
that you're trying to implementaligns with what you're trying
(26:18):
to get Where's your vision withthat?
Because it can get very, verycostly, Very, very costly.
So my tip is just you know,look into it, do the free trial.
They do offer it.
Most of them offer like a14-day trial.
Yeah, usually.
Yeah, in those 14 days, makesure you use the software to the
(26:38):
capacity of it to know if thisis the software you want to go
with.
Jessica (26:43):
Yeah, and not only that .
Giving up too soon on a newplatform.
Right, you go all in, you know,and you're realizing that there
are some hiccups.
I'm a huge believer in that.
Everything that you notify thecompany, they keep track.
Everything that you notify thecompany, they keep track.
It's important that if you'rehaving issues or something
specific, that you reach out tothe developer and let them know.
Hey, I'm having this issue,this is what I'm looking to do.
(27:06):
I have a different platform.
This is what that platform did.
How can this platform help me?
And most times they'll comeback and give you alternative
solutions.
But giving up too soon on a newplatform is hard because, let's
just say, you spend two to threemonths on QuickBooks and you
realize, oh my gosh, quickbooksis not for me.
And then now you go and spendanother two to three months at
(27:26):
Gusto and you're like, oh, youknow, gusto was just not
efficient.
Let me go to FreshBooks.
Now you just spent nine monthsof your time and headache and
your books are a lot of whack.
Right, because you're giving uptoo soon on the platform that
you need in order to get your,your business, where it needs to
be.
And so those, those will besome of the pitfalls.
(27:47):
Love that I loved, loved thisconversation.
I think this was so great andwe can keep going to.
I told you guys we can keep itto three.
That was just me, but anyway,listen, guys, we had such a
great time with this episode.
I am so excited to be able tocontinue to share with you guys
on what's working for us, what'snot Expect some cool interviews
(28:07):
happening very soon on the showas well to be able to amplify
other couples in business andtheir voice and their struggles
and then also amplify theirareas of strength and what's
made them successful.
So we're super excited to beable to continue to share with
you guys and in the meantime,hey guys, don't forget, keep
(28:27):
hustling.
Alex (28:38):
That wraps up another episode of Married to the Hustle
.
We hope you enjoyed today'sshow and found some inspiration
and practical tips to apply toyour own business journey.
Jessica (28:47):
We love hearing from you, our amazing listeners.
If you have any stories,questions or tips to share,
connect with us on social mediaor send us an email.
Your input makes this podcasteven better.
Alex (28:58):
And don't forget to subscribe to Married to the
Hustle on your favorite podcastplatform so you never miss an
episode.
And if you enjoyed today'sepisode, please leave us a
review.
It really helps us grow andreach more entrepreneurial
couples like you.
Jessica (29:13):
Join us next week for more exciting stories,
insightful interviews andvaluable advice.
Alex (29:18):
Until then, keep hustling, keep thriving and keep loving
what you do.
Thanks for tuning in and happyhustling.
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