New technology is making us faster, smarter, smaller, and more efficient.
While it’s not always easy to learn new systems, some are just too good to pass up. We’ve selected a few of our favorite tools to make your life easier.
But don’t just take our opinion—we’ve also researched what others are saying and doing. We referenced two recent surveys to reinforce our top picks.
One survey, published earlier this year in Inc. Magazine by SurePayroll, asked 350 small-business owners nationwide for their favorite online tools; another survey we accessed interviewed over 500 entrepreneurs to find their favorites.
We bring you the best of these lists—with our endorsement of how this technology is changing our small business life.
Communication and meetings
Google Hangouts: At Brand Genie, we use Google Hangouts every day. It’s an easy way for us to have “face to face” meetings when we can’t be there in person. Sometimes we share our screen and do training with customers on Skype. Other times we gather our remote team for internal meetings.
We use Google Calendar as well, so we send out meeting requests that automatically have a link included to the Hangout. It makes it so easy to click on the link and join in. We’ve had meetings with people around the world and it feels like they’re next door. And it’s free.
Skype: This is our backup. We have Skype accounts in case a customer prefers Skype, but don’t find it quite as easy, or full functioning (easy screen share, multiple participants) as Google Hangouts. However, we are including it on this list because in the surveys we referenced, many small businesses do use and enjoy Skype.
File storage
Box: This is a great cloud-based storage system that allows you to securely share, store, and manage all your company’s files. Your team can access your files anywhere and they are securely backed up. We use their starter package for $5/month/user.
We came to Box after a few heart-stopping moments with Dropbox where we lost files, or functionality. That might have been our user error, but it scared us enough to make the switch. Box is also on the Inc. list of favorite tools.
Google Drive: Lots of our partners use Google Drive, and we’re on here too. We don’t find it quite as easy to use as Box, but it’s also free and probably easier to set up. Google Drive is also recommended in the other two surveys we referenced.
Organization
Trello: Trello is a visual project management system. It allows you to see how you are progressing through a series of steps. Your entire team can access it, write notes and instantly see where things stand.
We use this with our tech team to identify what needs to be accomplished each week, and to track progress. Trello was also selected as one of the best online tools in the Inc. poll.
Evernote: Evernote is a nifty way to take notes across different devices. You download the app onto any device you use—your phone, your computer, your tablet—and then it all syncs together so your notes are always up to date and accessible.
The search function in the notes also works well so you can find what you’re looking for. No more scraps of paper; it’s all organized online. We use the free version of Evernote. The surveys we referenced agree with us too; many small businesses swear by this app.
Marketing tools
Moz: If you want a quick hit to your search engine rankings, try Moz Local. They push all of your contact and location information to the major data aggregators. Then, the search engines can find you more quickly and your customers can find you.
We recommend this to our website customers, and have found that the results are fairly instant and dramatic. Access to Moz is $84/location.
Weebly: We use Weebly technology for the backend of the websites we create, and we love it. There’s really no need for custom coding for most websites anymore.
Weebly’s platform creates mobile-enabled websites that are as easy to create as a Powerpoint doc. Intro websites (you don’t get your own URL) are free.
Brand Genie: Full disclosure, yes this is our company and we created it with the sole purpose of automating branding for small businesses. Our Brand Genie software quickly identifies your colors, fonts, images, and brand personality. Then you create a logo, business cards, and a website.
Our websites are on the Weebly platform with your brand on top. What used to take months of time and cost thousands of dollars, now happens in a snap. Brand Genie is free; logos are $9; custom websites are $345.
Canva: Canva was called “the easiest to use design program in the world” by the Webbys, which gives awards for best on the internet.
They have turned me into a designer. I’m still not as good as a pro, but the Canva online platform features all sorts of pre-loaded graphics and tools that make design simple for everyone.
The tool is free to use with minimal charges if you use certain graphics.
Managing a small business is always a juggling act, and if you’re like the majority of small businesses, you’re the sole proprietor. That means you don’t have employees that specialize in whatever it is that needs to get done. You usually have to do it yourself.
These online tools are here to help. Each one should help you become more productive and free up more of your time—without impacting your budget. We hope these tools make your small business life easier.
Sara Conte is co-founder of Brand Genie, the creator of an affordable, automated brand builder for small businesses. Brand Genie automatically matches small businesses with a recommended brand personality through 12 easy questions. Small businesses can then quickly build a cohesive and well-designed Brand Kit, including a logo, business card, and website.
