5 Tools I Use Every Day

My long-running Dell PC crashed and died a few years ago, as did the brand new PC I bought to replace it (!).

So, my conversion to Apple started in 2017, and now, I love my Mac!

But all of this data transfer and new-computer-wrestling got me thinking about the tools I rely on daily to keep my performing career afloat.

Here are five of the big ones…

how to book your own gigsLeaving aside my website, which is the obvious nucleus of all of my marketing, let’s take a look at five services that really help me to stay organized and get booked.

#1. Microsoft Office 365

Office 365 is a service that I pay $99 annually for, with the benefit that all of your data lives online (as opposed to just on your computer), and therefore can be accessed anywhere, anytime, on any device.

It also comes with a free terabyte (1TB) of storage for files and anything else you need to have access to.

I use three main programs within Office…


It’s called “Access,” and unfortunately it’s not Mac compatible!

Oh well. I’ve installed an app that can read my Access files on a Mac, so we’re good.

Regardless of what database you use, they are critical for keeping track of information on each contact who has either expressed interest in a booking, or actually booked you to perform.

How much did you quote?

How often do they hire performers?

How did the show go?

Personal info about the booker, like how many kids they have, and what ages?

(Seriously, I note things like this after I’ve worked for someone, and it really comes in handy when I hear from them again 18 months later.)

Word documents

Word is one of the universally accepted formats for text. I use it for thank you letters, formal price quotes, invoices, contracts and more.


The Microsoft spreadsheet software is called “Excel,” and this is where I keep track of payments due to me, weekly earnings, and yearly income.

Simple formulas allow me to tally earnings, compare them to last year at the same time, and lots more.

#2. Emma

For email marketing

We’ve talked lots on this blog about using email to generate gigs, and I’ve probably mentioned Emma before.

Emma is an email service provider (aka email marketing software) along the same lines as Constant Contact, MailChimp, etc.

email marketing for musiciansI’d be lost without an email service provider, which allows me to put great looking emails together (with no design chops) and tailor my booking emails any way I choose.

It also enables me to store all of my email contacts in as many different “categories” or groups as I want.

This is truly the heartbeat of all my “new gig getting.”

(For help with booking gigs through email marketing – click here)

#3. Zoom

Like Skype, but less clunky and with better features.


When I need to do a “FaceTime” or video call with anyone, I turn to Zoom. I can send the other person an invitation with a link to connect, schedule as many calls as I like, share my screen, record the session, and lots more.

Online concerts

As detailed in a previous article about online performing, this has become a great way for me to reach audiences I could never otherwise be with, and a really strong revenue source for my school concerts as well.

Zoom’s webinar platform (at $40/month) makes the technology part super easy, and I keep 100% of all earnings.

#4. Facebook

How do I love Facebook? Let me count the ways…

  • gig promotion
  • engaging with fans
  • engaging with venues
  • engaging with other performers
  • keeping tabs on what’s happening in my industry
  • running targeted ads to reach just the right people (See the article “Facebook Ads: 6 Wins for Performers”)

I’ve recently done another post on some of the best uses of Facebook for people who make their living as performers.

(If you’re not a regular subscriber, you can jump in right here for free and get these delivered to you.)

#5. SurveyMonkey

Yes, SurveyMonkey. You’ve probably filled out one of their surveys in the past.

2017-03-30_11-16-48-minI have to say that, as someone who does their own booking, signing up with this service is one of the smarter things I’ve done.

But what use could a musician possibly have for a survey tool?

Asking questions of your audience is the very best way to inform your future marketing, allowing you to hear – in their own words – what your clients liked and didn’t like about your performance (or other shows they’ve booked).

…and what is important to them when hiring a performer

…and how likely they’d be to recommend you

…and anything else you want to ask them

Send a survey out to the booker after each performance. Send one after each time you nail down a booking (“what helped you decide to book us?,” “what hesitations did you have?”).

Send one to your fans to find out what they’d like to see next, and where else you should be performing.

These answers are gold.

BonusAs you start to receive even a small number of replies, you’ll begin seeing trends in the words people use to describe their goals and your work. These may not be the same words you’re using in your interactions with bookers and your marketing, but they should be.

What Are YOU Using?

So there’s five of my top tools. It’s crazy how much we rely on this stuff.

But I’m curious – what are YOU using that I (or others) should know about.

I’d love to hear about it in the “Comments” section below.


About The Blog

The Largest Online Gathering of K-5 Classrooms for Connected Educator MonthSince leaving a white-collar marketing job in 1992, Dave Ruch has been educating and entertaining full-time in schools, historical societies and museums, folk music and concert venues, libraries, and online via distance learning programs.

Along the way, he’s learned a great deal about supporting a family of four as a musician.

The Educate and Entertain blog provides articles, tips, encouragements, and how-to’s for regional performers (in any region) interested in making a great full-time living in the arts.

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