Top Five Productivity Tool Must-Haves for Leadership Coaches
Ever feel like there are so many productivity tools out there that you end up not using any because the comparison process feels… unproductive?
I HEAR YOU. Over the last year, I’ve given myself research fatigue trying to find the best free tools for my business. I made spreadsheets, read reviews, watched demos—you name it. In the end, I realized something important: the best tool is the one that works for your brain.
So, before we dive in, hear this:
This list may not be the perfect fit for everyone, but it’s a starting point that’ll save you time, stress, and possibly even some cash.
As an Enneagram 1, I deeply understand the drive to get things just right. But sometimes, the best move is to make a decision, try it out, and pivot if needed. Especially if the tool is free!
Let’s jump into the five tools that helped me gain momentum and clarity in my coaching business—and can help you, too.
1. Basic but Obvious… A CALENDAR!
“But everything should be done in a fitting and orderly way.” – 1 Corinthians 14:40 (NIV)
Start with what you’ll actually use—whether that’s a good old-fashioned paper calendar or a digital one.
Pro tip: Your phone’s built-in calendar app is perfectly fine and already integrated with most other tools you’ll eventually add.
My mom’s paper calendar on the fridge? Still going strong. She just takes a photo of it before she leaves the house. Old school meets modern workaround!
2. A Coach-Specific Email Address
Your regular personal email may feel fine, but let’s talk focus and credibility.
Why it matters:
Helps you mentally shift into “work mode”
Keeps client emails separate from personal life
Increases your open rates—by up to 29%! (Source: HubSpot)
Boosts deliverability and looks more professional
If you’re launching a website, go all in with a domain-based email like yourname@yourcoachingbusiness.com. You’ll thank yourself later—especially when sending newsletters or client onboarding materials.
3. A Scheduling Software
Imagine this:
A potential client wants to book a call. You could:
Email back and forth for days…
Or send them a link to your availability.
Choose option 2 every time.
According to Zippia, businesses using scheduling software save an average of 2 hours per week.
My favorite free tool: cal.com
Syncs with multiple calendars (great for pastors with church & personal calendars)
Unlimited calendar connections
Highly customizable with duration and buffer settings
Other options to explore: Calendly (free & paid) or Appointlet (paid).
4. An Email Marketing Platform
“Marketing is no longer about the stuff you make but about the stories you tell.” — Seth Godin
Don’t let the word “marketing” scare you—think of it as a ministry extension.
You need an email platform to:
Stay compliant with privacy laws
Reach your audience reliably
Track who’s engaging with your content
What I use: Kit.com
Free plan up to 10,000 subscribers
Built-in automations
High deliverability rates
Other options: Mailchimp, Constant Contact, HubSpot.
5. A Website
“A website makes it real.” — Squarespace Super Bowl 2025 Ad
Your site is your online home—your calling card. It introduces you before you ever hop on a discovery call.
Why it matters:
75% of users judge credibility by web design (Source: Stanford)
Builds trust and connection
Tells your story, your values, and your transformation journey
Don’t overthink it—just start with a clean one-pager and build as you go.
Want to Talk Tools?
Are you ready to elevate your coaching business with the right tools? Let’s chat!
Book a free discovery call with me here
Let’s make your business more efficient so you can focus on what matters most—your ministry.