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!
