Technology tools for small business: Running your back office

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You've got lots of work and opportunity; take the time to organize yourself with some of these great tools. Our friend Amanda, the Director of Business Advancement and Northern Initiatives shared with us some amazing tools! Check this out.

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Technology tools for small business: Running your back office

  1. 1. TECHNOLOGY TOOLS Increase Time Management and Efficiency of Your Business
  2. 2. Presentation Outline • Task & Project Management • Diagram & Brainstorming Tools • Communication Tools • Data Analysis • File Management • And Beyond
  3. 3. Evaluating Technology Tools • What is the required functionality? • Who will be impacted by the new tool? • What training will be needed? • What systems does it need to integrate with? • What are the costs and limitations? – Monthly fees – User limitations – Data limitations
  4. 4. TASK & PROJECT MANAGEMENT Set deadlines, collaborate and manage time efficiently.
  5. 5. Managing Tasks • Google Tasks • Basecamp • SmartSheet • TeamworkPM
  6. 6. Google Tasks Create a task from an email List available in Gmail
  7. 7. Google Tasks View in Google Calendar
  8. 8. Google Tasks • Free • Simple • Save emails for later • Integrates with Gmail and Google Calendar • Mobile Apps • https://mail.google.com/ mail/help/tasks/ GoTasks (Google Tasks™ client) By Evgeniy Shurakov
  9. 9. Basecamp Web-based Project Management Software View all projects in Basecamp Assigned Personnel
  10. 10. Basecamp
  11. 11. Basecamp Minimize emails and discuss online Collaborate on content and add project notes
  12. 12. Basecamp • Easy to use • One page project reports • Notifications • Version tracking • File Sharing • Invite collaborators • 60 day trial • Plans start at $20/month – 10 Projects – Unlimited users – 3GB of Storage • http://basecamp.com/
  13. 13. SmartSheet http://www.smartsheet.com/
  14. 14. SmartSheet Cloud-based Project Management Spreadsheets – Event Planning & Budgeting – Sales Pipeline – Daily Task Manager – Client Project Time Tracker – Monthly Budget Tracker – Road mapping & Prioritization
  15. 15. SmartSheet • Integrated tools include: – File Sharing – Alerts & Reminders – Gantt Charts – Calendars – Google Apps integration – Web Forms – Resource Management – Mobile Apps – And many more….
  16. 16. SmartSheet • Available on all desktop and mobile platforms • Free 30 Day Trial, No Credit Card Required • Starting at $14/mo. when paid annually – 1 creator and unlimited collaborators – 10 sheets – 3GB of Storage • https://www.smartsheet.com/
  17. 17. Teamwork Project Management • http://www.teamworkpm.net • 30 day free trial • Free plan with 2 projects and 10 MB of storage • Paid Plans start at $12/month – 5 projects – Unlimited users – 1GB Storage • Birds eye view of all projects and work loads • Set Milestones • Version tracking • Project schedule reports • Links to Dropbox and Google Drive
  18. 18. Teamwork Project Management Set project timeline and participants View information related to the project Project deliverables grouped by status and type
  19. 19. Teamwork Project Management • Download project reports • Gantt chart capabilities • Review status by milestone • Review staff workload
  20. 20. DIAGRAM & BRAINSTORMING TOOLS Workflows, process mapping and brainstorming.
  21. 21. Diagram & Brainstorming Tools • Gliffy • Lucid Chart • MindMeister • Google Drawings
  22. 22. Gliffy • Free with up to 5 diagrams • Paid version starting at $3.99/mo for 200 diagrams • Integrates with Google Docs • http://www.gliffy.com/
  23. 23. Lucid Chart • https://www.lucidchart.com/ • 14 day trial. Pricing starts at free to $8.33/month for 1 user. • Integrates with Google Drive and Apps • Multiple formats: business process, flow charts and org charts
  24. 24. Mind Meister • http://www.mindmeister.com • 30 day trial. Plans start at $5.99/month
  25. 25. Google Drawings • http://support.google.com/drive/bin/topic.py?hl=en&topic =1360903 • Free • Included in Google Drive
  26. 26. COMMUNICATION TOOLS Chat, collaborate and promote.
  27. 27. Communication Tools • Skype • Hip Chat • Olark • HootSuite • MailChimp
  28. 28. Skype • Free Internet calls • Video calls • Group chats • Screen and file sharing • Free • $9.99/mo for premium • http://www.skype.com/
  29. 29. Hip Chat • Group chat and IM built for teams • Share ideas and files in real time • Notifications • Secure communications with teams and guests • Desktop, mobile and web app compatible
  30. 30. Hip Chat • Integration with Google Apps, Zendesk, Wordpress and many more • https://www.hipchat.com/ • Pricing: – Free for teams of five – $2.00 per user per month – 30 day risk free trial
  31. 31. Olark • Live chat • Embed on your website • Proactive chats • Control times and limits for availability • See what page your customers are looking at
  32. 32. Olark • Integrates with top solutions including Bigcommerce, zendesk, Salesforce, WordPress, Magento… • Free forever plan (1 operator and 20 chats per month) • Paid plans start at $17/month with 14 day free trial • http://www.olark.com/
  33. 33. HootSuite • http://hootsuite.com/ • Free version – Up to 5 social profiles – Basic reports and scheduling • Pro version, starting at $9.99/mo – 50 social profiles – Advance reporting and scheduling – Team members • Social network tool • Schedule posts • Monitor social media channels • Reports
  34. 34. HootSuite • Monitor accounts, mentions and topics
  35. 35. MailChimp • Email marketing • Automation • Segment subscribers • Website integration • Advanced analytics • Free plan – Fewer than 2,000 subscribers – Up to 12,000 emails per month • Paid plans start at $10/month • http://mailchimp.com/
  36. 36. MailChimp
  37. 37. MailChimp
  38. 38. DATA ANALYSIS Brand monitoring, website and social media performance.
  39. 39. Data Analysis • Google Alerts • Mention • Google Analytics • SumAll
  40. 40. Google Alerts • http://www.google.com/alerts • Setup filters based on keywords
  41. 41. Mention • Real time alerts • Work as a team • Respond to mentions • Analyze mentions • Available on web, desktop and mobile platforms
  42. 42. Mention • Free version – 1 user – 1 alert – 100 mentions/mo • Paid plans starting at $9.99/mo – 1 user – 2 alerts – 500 mentions/mo • https://mention.com/
  43. 43. Google Analytics • http://www.google.com/analytics/ • Website Analytics • Generates detailed statistics about website traffic. – When, where, why, and how visitors are accessing your site. Ex: “What keywords are my visitors using?” – Used to measure conversion and sales activity for ecommerce businesses. – Have a better understanding of your customers needs.
  44. 44. Google Analytics
  45. 45. Google Analytics • Free • Most widely used website statistics service • Easy-to-understand graphs • Detailed analysis • Automated reports and customizable dashboards • Ability to share
  46. 46. SumAll • All your data in one place • Free • http://sumall.com
  47. 47. SumAll
  48. 48. FILE MANAGEMENT Share, backup and remote access to files.
  49. 49. File Management • Dropbox • Box • SugarSync • Google Drive • Office 365 • iCloud • Mozy
  50. 50. Dropbox • https://www.dropbox.com/ • 2GB of storage free • Automatic synchronization online and with other devices • Ability to share files
  51. 51. File Storage & Sharing • Box • SugarSync • Google Drive • Office 365 • iCloud $7.49 / mo
  52. 52. Choosing the Right Program Source: https://www.sugarsync.com/sync_comparison.html
  53. 53. Mozy • Cloud based back up service • Remote location storage • Encryption • 30 day free trial/starts under $10/mo. • http://mozy.com/
  54. 54. AND BEYOND More tools to manage your business effectively.
  55. 55. Google Apps • Gmail • Calendar • Tasks • Docs • Drawings • Sheets • Forms • Slides • Voice • Sites • Drive • More… $5/user/month or $50/user/year http://www.google.com/enterprise/apps/business/index.html
  56. 56. Office 365 • Starts at $5/user/mo billed annually (up to 25 users) – Email – Online conferencing – Public website – File storage and sharing – Office Online • http://office.microsoft.c om/en-us/business/
  57. 57. Prezi • Develop captivating presentations • Get started with templates • Build presentations with co- workers • Present from anywhere • Try for free • Paid versions start at $4.92/mo • https://prezi.com/
  58. 58. EverNote • Gather research • Add notes, files and images • Save favorite webpages • Synchronize between devices • Free • Business Edition $10/user/mo • https://evernote.com
  59. 59. EverNote – Web Clipper
  60. 60. bitly • Link shortener • Tracks traffic • Free • https://bitly.com/
  61. 61. LastPass • Save as you go • Autofill logins • Generate passwords • Manage access to corporate passwords • Cutting Edge Encryption • Free version • $12/year for Premium • https://lastpass.com/
  62. 62. WHICH TOOLS ARE RIGHT FOR YOUR BUSINESS? • Task & Project Management • Diagram & Brainstorming Tools • Communication Tools • Data Analysis • File Management • And Beyond
  63. 63. THANK YOU! Amanda Blondeau Northern Initiatives ablondeau@northerninitiatives.org

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