Top Ten Tools for Maximizing Efficiency

When it comes to starting a business there's no better time than the present.

First, let me paint the picture of a typical small business office space. You have a receptionist, complicated landline phone system, monstrous filing cabinets, tacky office furniture, water cooler...For a struggling startup, even these typical office staples are way out of budget (especially if you are on the Ramen diet, after all). But, on the bright side, these "necessities" are no longer needed. Read on to discover new ways of doing business, and just how gentle they are on the bottom line.

Top Ten Tools for Efficient Entrepreneurs

1. Grasshopper
"The virtual phone system designed for entrepreneurs." It's as easy as 1,2,3 (4, 5). Simply, pick a number, record a greeting, add departments and employees. Get calls instantly, anywhere. Send faxes and emails to voicemail. Magic! What's more? No long-term contracts, ability to work anywhere, starting at $9.95 per month. No more antiquated landline system with unnecessary buttons and blinking and cords to trip on. Did I mention the ability to work from anywhere? (See #6).

2. Skype
Call Portugal for pennies! Seriously. Skype encourages you to, "Do amazing things for free. Voice and video calls to anyone else on Skype. Conference calls with three or more people. Instant messaging, file transfer and screen sharing." If you've ever traveled through "Spaceship Earth" at Disney's Epcot and marveled at the video conference between two distant pen pals while thinking "that will be the day," well friends it's here and available to the masses!

3. Cloud Storage
I'm no meteorologist, but you can't deny the inherent benefits of cloud storage. I mean floppies had a run for their money, but it is time to embrace the cloud. This way, you can access your data anywhere you have Internet access. Provides added convenience, flexibility and efficiency. It also serves as your crash helmet, sparing your sanity by backing up your files and storing them on a server unattached to your lousy computer. Don't be afraid of the "nebulous cloud," if you use GoogleDocs, (which you should be using, see #5) you are already utilizing cloud computing (same goes for Gmail, Picasa, Facebook and Youtube).

4. Smartphone
Since you are reading this article, I assume you already are a smarty pants! While not a necessity, a smartphone will enhance your ability to a) Work anywhere and b) Always be connected (for better and for worse). At any rate, it will save you time and fill your down time...and as the old adage says, time is money! A reliable smartphone and/or laptop with lickity-split Internet will be your saving grace.

5. Google Tools
Thank goodness for Google! Too many terrific tools to list (See: http://www.Google.com/options/). My lifesavers on a daily basis: Google Maps, Web Search, Docs, Analytics, Gmail and YouTube.

6. Coffee + Coffeehouse
Coffee, the fuel of our lives. (Or is it cotton, the fabric of our lives?) Coffee, tea, free Internet and fireside chats--all perks of your local coffee shop. And, for those of us bootstrapping entrepreneurs, we know all too well how to transform the standard coffee shop into our personal office for the day.

7. Online Marketing Tools
Warning: this one is a double-edged sword. Tools such as Groupon, LivingSocial, community blogs and social media outlets Facebook and Twitter have simultaneously simplified and complicated our marketing strategies. If used correctly, they can get your message out instantly, for next to nothing! It is important for small businesses to figure out how to tap into these abundant strategies to drive business. Luckily #5 tools can assist you with some quality lessons in the school of social media and web presence.

8. Virtual Assistants, etc.
Using qualified VA's, freelancers, crowdsourcing and eager beavers (http://www.Odesk.com) to help you complete tedious and/or seasonal tasks can take a huge load off your shoulders. Not to mention, will spare you having to hire a full-time employee for part-time work.

9. Outsourcing
Echoing #9, outsourcing tasks to a third-party can spare you much distress while keeping money in the bank. Payroll services, email services, data entry and call centers are great for outsourcing--no overhead plus it saves precious time to devote to other things. For both #8 and #9 it is important to do your homework before hiring a third party. Check references, work samples, feedback and reviews.

10. Mentor/Board of Directors
When you are just starting out, a mentor is your biggest asset. Even when you are smooth sailing, the expertise and advice offered by outside parties serves as a mirror reflecting your own business back to you. These relationships must be cherished, as the value provided is off the ROI charts. In chaotic times, when meeting face-to-face is not an option, other communication avenues should be utilized. There are many entrepreneurs out there that have faced the same challenges you are up against, and are more than willing to help. Just ask! Sprouter. om is a twitter-like social network geared specifically toward entrepreneurs. Members engage each other with questions, comments, industry articles and specific advice. SCORE-Small Business Mentoring and Training will even connect you with a veteran in your industry.

As a savvy entrepreneur, it is important to constantly evaluate your assets and liabilities. Sometimes, assets that served their purpose a few short years ago are now doing more harm than good (file cabinets, antiquated landline systems, enough paper to blanket Idaho...) Weighing what is working against what is slowing you down can be a very eye-opening experience. Stay up-to-date and you're on your way to becoming an efficient entrepreneur!

The Dangers of Workaholism and Social Entrepreneurship

While the great majority of business owners are not embezzling funds and ripping off customers, they do face other problems. “Workaholism” is a serious problem and entrepreneurs are especially vulnerable.

Although counterintuitive at first, I have been warned not to work too hard. Meaning, do not become an overworked careerist, one who abuses time and loses their sense of identity. Being so tightly bound to the working process, the proletariat cuts off circulation to all non-work activities. They push away family, friends, and favorite activities. Instead, I can create a routine that sets aside time for family, friends, silence, reflection, and service. This organization lends to a wholesome lifestyle that will hopefully keep me healthy and only enhance my work. As I have learned, work only becomes perfected in the perfection of leisure.

I used to think of leisure purely in terms of rest and relaxation—taking a nap beside the pool in picturesque Scottsdale, AZ. To my surprise, leisure is much more than rest—it encompasses all meaningful activity that is not work. True leisure is the path to wholeness and purpose. The integration of work and true leisure is vital to the success of the entrepreneur. Success, as it so happens, is not measured in terms of wealth maximization. In short, leisure is not rest and profit is not the priority.

Social entrepreneurs know this and live by it. Yet, social entrepreneurship is a prickly word. It is truly inspiring to see the good brought about by non-profits and strictly “social” entrepreneurial ventures. At the same time—I have seen, heard, and experienced countless “goods” brought about by traditional for-profit ventures. These goods extend beyond dollars donated or hours spend volunteering. The inherent goodness in providing jobs and high quality goods and services are also meaningful contributions. There is a serious danger in separating the terms ‘social entrepreneurship’ and ‘entrepreneurship;’ in comparison, far too many people attach a stigma to traditional entrepreneurship. They view it as a financially-driven enterprise that will sacrifice morals for money any day.

I can take this poor reputation and complain about it. Or, I can use it as fuel to prove the opposite is true through my actions. By practicing good trading, fostering good relationships with all shareholders, and serving the greater good, my actions will become habits. As the moral ecology of virtue states, these habits will become character and character will become destiny.

I had never considered actively incorporating Christianity or my deep personal beliefs into my work and the culture of my future company. After learning about businesses that chose to incorporate religious values, I can see the profound impact it can have on company values, culture, and even longevity. I can see that, although counter-cultural, incorporating certain values into the workplace is very valuable—often it prevents harm before it starts. These values will reflect employee habits, which build character and strengthen the company as a whole. Just as we can change the world through work, our work changes us.

I know what I believe in (even if it takes significant effort to write out), and I should hold tight to these beliefs and communicate them in everyday actions. Every so often it is helpful to step back and ask, “What does it mean to be a good entrepreneur?” “What am I working for?” “What am I resting in?” and “What do I believe in?”

My Idea Basket

I get ideas for new business ALL the time. I also hate when I have a great idea only to forget it immediately. So I've adopted a new documentation strategy. If I am out and out I add them to a list in my Blackberry Notes section. If I am near my computer I add them to my "New Business Ideas" list in Evernote. (If you do not use Evernote...check it out!) My third and favorite is the traditional pen and paper. I have a special sketch book in which I record my favorite business ideas and elaborate on them. I use Sharpie pens since they are my favorite and, being a hybrid between a pen and a Sharpie marker, they are semi-permanent so they make my ideas seem more important. I always buy the 9.5in x 6in ones (not too big not too small) and without lines (since they are distracting and inhibit creativity).

Occasionally I peruse the pages of this notebook only to discover hidden gems of ideas I forgot I came up with! It is always fun to revisit these and add additional ideas or little doodles to them. Sometimes I cross out ideas that really aren't feasible or fun anymore...I am constantly re-evaluating my idea basket looking for the healthiest and longest-lasting eggs of the bunch. Sometimes two great ideas meld together or build on each other, so it really is important to write them down (or you run the risk of losing them forever). Take your notebook out again when your creative juices are flowing.

Today I discovered a great business plan competition sponsored by Entrepreneur Magazine, with a college student category. I knew I had to give it a shot! I love competitions like this, and the prizes were very enticing. But...one problem...applications were due today!

No worries. I knew I would arrive home and promptly take out my journal and search for the business idea most compatible with the contest, and easy to explain as I did not have much time. Here is what I came up with:

After reading about NYC's campaign to stigmatize soda "Made to Stick: The Birth of a Sticky Idea" (http://www.fastcompany.com/magazine/144/made-to-stick-the-birth-of-a-sticky-idea.html) I could not help but try to quantify the number of high school students who drink soda...for breakfast! As a health-conscious person, this urkes me. Upon further inspection I find that many of these morning drinkers need their fix to "wake up" and stay awake during their early classes. Now a junior in college, many fellow students a) don't schedule morning classes or b) drink obscene amounts of coffee (I fall into the later category). Many high school students do not drink coffee and many do not get into the habit until they find themselves preparing for freshman finals week. So...how do we kick the soda habit while keeping teens awake and healthy?

Good Morning Sunshine! brand energy vitamins. Rather than chugging an expensive (and heart unhealthy) Red Bull or Mountain Dew, teens can start their day with a fun blue energy gel capsule (the size of a gummy bear) that includes all the health benefits of a traditional vitamin plus a healthy dose of caffeine to keep them keen during those 8am classes.

These vitamins are fun (creative branding with bright yellow & blue packaging...child-proof lid), easy (one a day...every morning with breakfast...tasteless) and gets rid of morning grog before the bell rings! Teens already love Vitamin Water...but this option is cost effective, sugar-free and can help relieve the caffeinated beverage crutch once and for all. (Not to mention the added health benefits of traditional vitamins that young adults are failing to receive).

So...what do you think of my elevator pitch? Do you think it can really help teens to "kick the can?"

In Defense of Entrepreneurship

It is truly inspiring to see the good brought about by non-profits and strictly “social” entrepreneurial ventures. At the same time—I have seen, heard, and experienced countless “goods” brought about by traditional for-profit ventures. These goods extend beyond dollars donated or hours spend volunteering. The inherent goodness in providing jobs and high quality goods and services are also meaningful contributions. There is a serious danger in separating the terms ‘social entrepreneurship’ and ‘entrepreneurship;’ in comparison, far too many people attach a stigma to traditional entrepreneurship. They view it as a financially-driven enterprise that will sacrifice morals for money any day. I can take this poor reputation and complain about it. Or, I can use it as fuel to prove the opposite is true through my actions. By practicing good trading, fostering good relationships with all shareholders, and serving the greater good, my actions will become habits. As the moral ecology of virtue states, these habits will become character and character will become destiny.

For the Love of Work

The average American spends 89,784 hours of their life working. 59% are miserable with their jobs. Many blame it on their boss, the company they work for, the government, the system, the clients…you name it. Work sucks. But it does not have to. What if you were the boss? What if you had the power to change things…more control, more creativity, more IMPACT. What do you say?

You say I am crazy. I am crazy to suggest you speak up to your boss and demand change. Or worse, walk into the office and declare your resignation (never, not in these times!) But hear me out…we will take baby steps together. Maybe you just need a minor change. Maybe you are due for a major overhaul. Maybe you are in the completely opposite department from where you belong. Chances are this is not the first time you have thought about switching things up at work.

Now be honest…does it feel good to shirk, to steal, to stick it to the man? Probably, unless you have complete respect for your authorities and the business you work for.

Social stigmas in the workplace. You are just a secretary, just a janitor, lunch lady...miserable musician on the street corner. Some of these people absolutely love their jobs! Piccolo Pete, an infamous street musician in Madison, WI graduated with a computer science degree and scored a job as a computer programmer. He grew frustrated with the job, quit after ten months and now plays his piccolo on State Street day in and day out. Passerbys who engage in conversation with Piccolo Pete consider him highly intelligent, talented and a brilliant philosopher. He makes 100% of his income making music and wouldn’t have it any other way.

The Entrepreneurial Seizure

You just can’t help it…the onset of a whirlwind of ideas: some of them great, some of them terrible. Harness the energy, sort out the diamonds in the rough and take the next step.

For some entrepreneurs…it happens daily. The light bulb moment. Usually it begins with the individual becoming frustrated by something (ie. The difficulty of opening a pickle jar…and they invent a solution in their head.) Sometimes it stops at this, but other times, it goes on and on and the entrepreneur cannot help but share the idea, bounce it off people for suggestions, think about a pricing strategy, branding, marketing efforts, how to engineer and manufacture the product…only to forget about it after an hour or day. Sometimes the result of an entrepreneurial seizure becomes a full-fledged thriving business. Other times it is immediately forgotten and the would-be entrepreneur has to wrack their brain the recall what their “great idea” was.

In order to combat entrepreneurial amnesia, I record my great (and my mediocre, comical, far-fetched) ideas in a small sketchpad (no lines allows for more creativity). In case I do not have the sketchpad on me (which is 99% of the time), I also record my ideas in sticky notes on my MacBook Pro and even To-Dos on my Blackberry. When I am bored waiting somewhere I will bring up my idea list to refresh my brain on these “brilliant ideas” and re-evaluate them. Some I delete. Some I add to. Some I think about, talk about, research some more…my little hobby.

People always hear stories about others who seized their light bulb moment ideas and turned them into something great. They seem so easy… “Why didn’t I think of that” mentality? The truth is…even if you did think of it, you probably would not do anything about it. Am I right?

The Entrepreneurial Bug

A follow-up to the question, "Why Entrepreneurship?"

Some people claim to be born with the bug. Others have it as children and grow out of it—sort of a “reality check,” an outside force telling them they cannot pursue that idea or business venture—“go to school and get a real job” mentality.

This group does not consider themselves entrepreneurial, but probe into their past and likely they were enterprising youngsters—big ideas, taking matters into their own hands, following their imagination, not limiting the possibilities. These are the kids that started lemonade stands, babysitting “agencies” lawn care services—empowered by choosing their own hours, being their own boss and getting paid in cold hard cash. As they aged, they lost a lot of this creative energy. They used to dream of owning their own restaurant, clothing line, hotel…only to throw those dreams at the wind.

Another group grew up the same way, took a sabbatical for a few decades, and reemerged the “accidental entrepreneur” at some point.

Today, with a tight job market with even more things being outsourced to other countries or computers, a hard-to-please gen Y entering the workforce (not knowing what they want and often not wanting what they find)….it is the perfect time to cultivate the entrepreneurial bug from yesteryear—reevaluate what your strengths, weaknesses, hobbies, loves, skills etc. are—mash it up and create your own job. This small seedling of a business may not be your dream job—but it is the perfect launch pad.

Sometimes people just need a little push. Or shove. Or encouragement…

As an aspiring entrepreneur, most people are confused by you and skeptical of where you are going. Do not let this stop you. Use this as fuel to drive you farther.