Joshua Zerkel Skyrocket Your Productivity with Online Tools

Skyrocket Your Productivity with Online ToolsJoshua Zerkel, Certified Professional Organizer®All content copyright 2003-2010 Custom Living Solutions. All rights reserved. May not be duplicated or distributed without permission.

Key areas of productivity www.customlivingsolutions.com www.profitableproductivitytips.com

What are online tools? Let’s define “the cloud” • Software as a service (SaaS) • Lives online • You pay monthly or yearly (if at all) www.customlivingsolutions.com www.profitableproductivitytips.com

Why use online tools? Pros of going to “the cloud” • Easy setup • Cross-platform • No software upgrades or IT needs • Additional backup • Usually cheap! www.customlivingsolutions.com www.profitableproductivitytips.com

Why NOT use online tools? Cons of going to “the cloud” • Need to be connected • Different UI than desktop software • Security • Will this company be around in a year? • Never “own” software www.customlivingsolutions.com www.profitableproductivitytips.com

The rules The parameters for our list: • Web-based • Cross-platform • Has real utility • I’ve tried it • Under $25/month (per user) www.customlivingsolutions.com www.profitableproductivitytips.com

Evaluation criteria How we’ll be looking at our choices • What it is • Why you’d want it • Ways to use it • Cost www.customlivingsolutions.com www.profitableproductivitytips.com

Our categories The types of tools and services we’ll be looking at • Scheduling • Collaboration • Social Media • Notes, Ideas, and To-Do Lists • Paper & Document Management • Multiple Computers and Backup www.customlivingsolutions.com www.profitableproductivitytips.com

Scheduling: TimeTrade • What it is: – Online self-scheduling tool • Why you’d want it: – You don’t have time to play phone/email tag to set up appointments • Ways to use it: – Let leads self-schedule phone consults – Clients can self-schedule meetings • Cost: $30/yr www.customlivingsolutions.com www.profitableproductivitytips.com

Scheduling: TimeTrade www.customlivingsolutions.com www.profitableproductivitytips.com

Scheduling: Doodle • What it is: – Online individual and group scheduling tool • Why you’d want it: – Because scheduling multiple people can be hair- pullingly frustrating • Ways to use it: – Team meetings without shared calendars – Client meetings – VA scheduling for you • Cost: Free; $29/yr for Premium (ad free, reminders) www.customlivingsolutions.com www.profitableproductivitytips.com

Scheduling: Doodle www.customlivingsolutions.com www.profitableproductivitytips.com

Collaboration: Basecamp • What it is: – Collaboration and project management tool for inside and outside your company • Why you’d want it: – To help keep track of all the pieces of working on a large project – to-do’s, messages, files, milestones, and more • Ways to use it: – Manage to-do’s for your team (or just yourself) – Communicate and centralize changes to a client project – Share business development and marketing ideas with a consultant • Cost: – $24/month for Basic plan, 15 projects, 5 GB storage www.customlivingsolutions.com www.profitableproductivitytips.com

Collaboration: Basecamp www.customlivingsolutions.com www.profitableproductivitytips.com

Social Media: Postling • What it is: – Central dashboard for keeping up with your profiles • Why you’d want it: – To sidestep the social-media time suck • Ways to use it: – Pre-schedule all your posts for a month – Track and reply to all comments from one spot – Have your assistant report back on all your social media activity • Cost: Free for basic profile management; $25/month for RSS, tracking Yelp & CitySearch, reposting items, and web stats www.customlivingsolutions.com www.profitableproductivitytips.com

Social Media: Postling www.customlivingsolutions.com www.profitableproductivitytips.com

Notes, Ideas & To-Do’s: Evernote • What it is: – Online and software-based system for keeping track of notes, photos, website, ideas, and more • Why you’d want it: – To get things out of your head an into a searchable system • Ways to use it: – Take photos of whiteboards, notes and napkins from meetings for searching later – Create a notebook for an upcoming meeting with notes, research, and related web sites – Create a shared notebook for each client with websites or resources they could find useful • Cost: Free; $45/year for Pro (more storage, sharing, syncs files) www.customlivingsolutions.com www.profitableproductivitytips.com

Notes, Ideas & To-Do’s: Evernote www.customlivingsolutions.com www.profitableproductivitytips.com

Notes, Ideas & To-Do’s: ReQall • What it is: – Voice-to-text memory aid • Why you’d want it: – So you won’t forget important things while you’re on the go • Ways to use it: – Automatically transcribe client meeting notes – Send tasks to your VA while on the road – Create notes or to-do’s for you to handle later • Cost: Free; $25/year for Pro (Integration w/ other tools, GPS enabled) www.customlivingsolutions.com www.profitableproductivitytips.com

Notes, Ideas & To-Do’s: ReQall www.customlivingsolutions.com www.profitableproductivitytips.com

Paper: Shoeboxed • What it is: – Receipt & business card scanning and database service • Why you’d want it: – To finally get those business cards & receipts scanned! • Ways to use it: – Scan receipts and create reports for bookkeeper – Get biz cards into your contact manager – Eliminate (or at least reduce) stored receipts • Cost: $10/month, 50 scans www.customlivingsolutions.com www.profitableproductivitytips.com

Shoeboxed – Getting documents in You can:  Send mail  Forward email  Snap with smartphone www.customlivingsolutions.com www.profitableproductivitytips.com

Shoeboxed – Analyzing your receiptsShoeboxed captures: • Vendor name • Payment type • Total expense • Purchase date • Auto-categorizes your items www.customlivingsolutions.com www.profitableproductivitytips.com

Shoeboxed – Organizing your stuff  Shoeboxed scans, data-enters, verifies, organizes, and categorizes everything  Easily search expenses www.customlivingsolutions.com www.profitableproductivitytips.com

Shoeboxed – Creating reports Easily create: • Expense reports • Category reports • View individual transactions • Search and sort by vendor, date, etc. • …and more! www.customlivingsolutions.com www.profitableproductivitytips.com

Shoeboxed – Business cards Shoeboxed captures: • First Name • Last Name • Company • Phone number(s) • Email • Address(es) You’ll also be able to view the front and back of the scanned cards! www.customlivingsolutions.com www.profitableproductivitytips.com

Paper: OfficeDrop • What it is: – Document scanning and database service • Why you’d want it: – To reduce paper without scanning • Ways to use it: – Create a virtual file cabinet – Send OfficeDrop all your mail for scanning, then you can process online later – Clients can send their documents to OfficeDrop and you can access them • Cost: $15/month, 50 pages scanned www.customlivingsolutions.com www.profitableproductivitytips.com

OfficeDrop – How it works www.customlivingsolutions.com www.profitableproductivitytips.com

OfficeDrop – Getting documents in You can also:  Email  Scan  Send paper  Sync with QB Supported doc types: pdf, doc, docx, ppt, xls, xlsx, odt, ods, odg, odp, txt, rtf, html, tiff, png, gif and jpg www.customlivingsolutions.com www.profitableproductivitytips.com

OfficeDrop – Organizing your documents Organize your way:  Folders  Labels www.customlivingsolutions.com www.profitableproductivitytips.com

OfficeDrop – Viewing your documents Retrieve & collaborate • Search • Browse • Share docs • Download • Send to Evernote www.customlivingsolutions.com www.profitableproductivitytips.com

Multiple Computers & Backup: Mozy • What it is: – Super-simple online backup • Why you’d want it: – Because it’s essential to backup your data • Ways to use it: – Backup just your key files – Backup everything on your computer • Cost: Free (2 GB), $5.99/mo (50 GB) www.customlivingsolutions.com www.profitableproductivitytips.com

Multiple Computers & Backup: Mozy www.customlivingsolutions.com www.profitableproductivitytips.com

Q&A www.customlivingsolutions.com www.profitableproductivitytips.com

The Profitable Productivity System– Filled with tips to help you manage your paper, space, time and technology– 4 CDs plus an interactive workbook www.profitableproductivitysystem.com www.customlivingsolutions.com www.profitableproductivitytips.com

Special Offers Email Me! joshua@customlivingsolutions.com For access to every tool and app in the presentation, as well as these special discounts: OfficeDrop: $10 Off First Month or Bulk Scanning Postling: 10% Off Postling Premium www.customlivingsolutions.com www.profitableproductivitytips.com

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Joshua Zerkel Skyrocket Your Productivity with Online Tools

by Bay Area Consultants Network on Feb 27, 2011

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Joshua Zerkel Skyrocket Your Productivity with Online Tools — Presentation Transcript