Connect with us

Get Organised

15 Time-Tested Apps Your Business Can’t Live Without

Make these apps work for you, in areas like travel, money, communications and more.

Grant Davis

Published

on

man-on-cellphone

In app-land, there’s a never-ending quest to serve up the next thing that makes life easier. But we think you’d be better served with our collection of battle-tested apps. They’ll help you run your business more efficiently and let you do so from your iOS or Android smartphone.

Related: 5 Apps Every Entrepreneur Needs to Stay Organised

Money

Expensify_mobile-app_time-managementTake a photo of any receipt with your smartphone. From there, the simple and intuitive Expensify lets you assign it to a trip, category or client and save it. When your event is over, sign in to the app’s connected website and download a clean expense report or sync it with one of many business accounting software programs, including QuickBooks. Bonus: Each account allows for multiple users, enabling business owners to get a one-stop snapshot of where the money goes. Pricing starts at $5 per user per month.

 

FreshBooks_accounting-AppIdeal for small-business owners who do it all, the FreshBooks mobile app lets you create and send estimates, log billable hours and project expenses, then turn them into invoices that can be sent straight from your smartphone. It’ll even let you accept credit cards with that invoice to speed up payment, then mark the invoice as paid. All this, and it seamlessly integrates with its browser-based platform. Subscription required; pricing starts at $9.95 per month.

Communications

GoToMeeting_mobile-app_organisationIt’s been around for a while, but GoToMeeting keeps getting better. Users can schedule, lead or join conference calls or video chats from a smartphone, and share or view files from a mobile browser or Dropbox. Subscription required; pricing starts at $19 per month, which allows for unlimited sessions involving up to five participants at a time. 

 

 

Slack_mobile-appThink of Slack as an instant-messenger system on steroids. Join a project group discussion or even companywide chat from any device, as well as upload files and links and open them to edit. The app’s ability to jump seamlessly between smartphone and desktop and search through conversation threads quickly makes it an invaluable collaboration tool, enabling users to save email communication for more important conversations. Slack Lite is free; enhanced versions start at $6.67 per user per month.

 

Google-translator-logoGoing international? Google Translate can help you say or write the right thing. Speak English into the mic, and the translation plays in real time. The person you’re talking to can respond in their native tongue, and you’ll hear the English translation.

The app works for 90 languages, including translating Chinese and Japanese written characters into English and vice versa. With Word Lens, a recent app update, you can point your phone’s camera at a street sign, menu and other text written in Russian, Portuguese, Spanish, Italian, French or German and immediately view the English translation. Free.

Work utilities

Dropbox-pro-logoWith up to 1 TB available to Dropbox Pro subscribers, giant PowerPoint presentations or a suite of training videos can be stored in the cloud and grabbed when you need them, instead of letting them eat up storage space on your smartphone or tablet. Dropbox Pro can also be used to store hours of video, photos or audio recorded with a smartphone. The interface is clean and syncs easily between phone, desktop and web browser. Subscriptions are $99 per year.

 

 

Office-365-logoWith Office 365, Microsoft’s subscription-based Office suite, users get access to an iOS or Android app that allows for editing capabilities with Word, Excel, PowerPoint and more—the workhorse programs still used by millions of businesses. Bonus: Microsoft throws in access to 1 TB of storage on its cloud-based OneDrive platform for up to five users. Subscriptions to Office 365 Small Business Premium (which can be used on up to five computers) are $150 per year.  

 

Scanbot-logoScanbot allows you to turn a smartphone photo of a contract into a PDF, then sign it with your finger or stylus and email it or stash it away in your Dropbox or OneDrive account. This simple app lets you combine multiple snaps of multiple pages into one PDF and features optical character recognition (OCR), the ability to read a document and convert it into editable text. The app costs $2; the OCR feature is an additional $5.

 

 

Related: Apps to Help You Write a Business Plan

Evernote-logoMore than just a journal, Evernote collects and stores audio and video snips, photos, files and notes in the cloud. Users can seamlessly edit or search for anything across all devices and computers. Another plus: Share a “notebook” with your team members and use it as a repository for everyone’s input and research. The basic app is free; subscriptions to Evernote Premium are $5 per month. 

Social media

Hootsuite-logoIf you need to manage multiple social media feeds at once and see them all in one place, it’s hard to beat HootsuiteIt’s still the top choice for marketing pros who want to manage clients’ feeds across major social networks such as Twitter, Facebook and LinkedIn. The mobile app also provides analytics and scheduling capabilities. The app is free; small-business plans start at $9.99 per month.

 

 

Buffer-mobile-appLike Hootsuite, Buffer allows users to manage what’s going out via social media but also makes it possible for multiple people to schedule posts through the same feed—so your marketing department won’t duplicate your sales department’s tweets. Its specialty is the ability to instantly share any page you’re on with your followers. The app is free; small-business plans start at $9.99 per month.

 

 

 

Facebook-logoIt may be easier to friend a customer, vendor or someone in your business network via Facebook than to get their email address or get them to respond to a LinkedIn request. Once you’re connected, you can make judicious use of Facebook Messenger to bypass their inbox or voicemail. Free.

Travel

TripIt-logoLink TripIt to your email account, and it’ll automatically find your flight, hotel and car-rental confirmation emails and convert them into a master itinerary stored on your phone. The Pro version tracks flight delays, gate changes and even the traffic en route to the airport or your meeting location. It’s still the gold standard of travel-organising apps. The basic version is free; TripIt Pro costs $49 per year.

 

 

Waze-logoDownload Waze, and the next time you get in your car, you’ll join millions of users who are reporting real-time traffic information. Punch in a destination, and you’ll see alternate-route information and a realistic arrival time that you can share with anyone. Free.

 

 

 

 

TripLog-logoWith TripLog, all you need to do is plug your phone into your car or sync it through Bluetooth, and it’ll automatically start tracking your mileage once you go faster than 5 mph. Turning your car off or unplugging the unit stops it from tracking. Easy. From there, the app turns your trips into IRS-friendly reports. A premium account integrates with QuickBooks accounting software and allows you to track and manage a fleet of vehicles. The app is free; small-business plans start at $25 per year. 

This article was originally posted here on Entrepreneur.com.

Grant Davis is the Tech and Money Editor for Entrepreneur Magazine and is always on the lookout for new ways that technology allows an entrepreneur to do more with less and the creative ways that startups find funding today.

Continue Reading
Advertisement
Click to comment

You must be logged in to post a comment Login

Leave a Reply

Get Organised

(Infographic) 9 Daily Rituals To Boost Your Performance At Work

In a rut? These daily rituals can help lift you up.

Published

on

morning-ritual

Some rituals might seem like nonsense, but it turns out, they can be helpful when it comes to productivity and job performance. Studies have shown that rituals can help us take on tough challenges at work, boost productivity and even decrease anxiety. How do you know what type of ritual is right for you? Here are some ideas.

Instead of starting your day with a hot shower, try opting for a cold one. Cold water increases blood circulation and releases endorphins, which can boost a person’s mood and make them more productive. Another helpful ritual is shutting down distracting devices. For example, turn your smartphone on airplane mode for a few hours so you can hone your focus on a single task until its full completion.

Whether you’ve got a big deadline approaching or an upcoming presentation, if you’re feeling anxious, one ritual to help calm your nerves is counting your breaths. A quick daily mindfulness practice, such as counting your inhales and exhales for 10 minutes, can help relieve stress and get you in the right headspace for getting work done.

Related: 14 Of The Best Morning Routine Hacks Proven To Boost Productivity

From journaling daily to doing five-minute desk exercises, check out Pound Place’s infographic below for nine daily rituals to boost performance at work.

1531498187_daily-rituals-work-infographic

Related: Your Crazy Erratic Sleep Routine Is Making You Less Productive

This article was originally posted here on Entrepreneur.com.

Continue Reading

Get Organised

Four Ways To Boost Your Daily Productivity

You can also, hopefully, become a happier human. Here are our suggestions…

Colin Thornton

Published

on

productivity

Given that most modern professionals are armed with a full array of sophisticated technology tools, it is safe to assume that our productivity and efficiency has reached dizzying heights…right?

Wrong.

With so many digital distractions and the constant pinging of notifications, most of us have severely dwindling attention spans. Several years ago, Microsoft released a study that revealed a consumer’s attention span is now less than that of your average goldfish. Moreover, our overall productivity might be plummeting. According to research from theHRDirector.com, employees are distracted at work every three minutes – and it can take us as long as 25 minutes to refocus. In addition, workers are more stressed out than ever before, a trend that has been attributed to the constant barrage of digital information and data.

The good news is that by making a few simple changes and employing the right tools (yes, tech tools), you can both alleviate your work stress and enhance your daily productivity. You can also, hopefully, become a happier human. Here are our suggestions…

1. Find Ways to Work Remotely

Although this may not be an option for everyone given his or her particular company or personality, research has shown that working from home – or from a quiet place – can boost your productivity.  The average workplace is a hive of activity and distractions, making it near impossible to get critical tasks done.

Related: 14 Of The Best Morning Routine Hacks Proven To Boost Productivity

Nowadays, with enhanced mobile connectivity, employees can escape home or to wifi-hotspots (with great coffee) to focus on their work. Stanford professor Nicholas Bloom recently conducted a two-year study on remote workers that showed a massive productivity boost among the telecommuters… Moreover, his study revealed that employee attrition decreased by 50 percent among the remote workers. Also, they took shorter breaks, had fewer sick days and took less time off work.

2. Turn off Your Push Notifications

Yes, that’s right. You can do it. There is simply no need to see a notification every time someone likes your post on Facebook or adds you as a contact on LinkedIN.  Also, that Whatsapp message on the group from old high school friends can wait. By constantly moving between screens, apps and platforms to keep up with ongoing digital communications, we lose focus and interrupt our creative processes.

In 2016, a Deloitte study found that people look at their phones 47 times a day on average. For young people, it’s more like 90. As Wired writer David Pierce put it, “push notifications are ruining my life. Yours too, I bet”.  It might be  time to turn down the digital input volume.

3. Use Productivity Apps

Yes, this might seem ironic and counterintuitive.  But, there are now several productivity apps that have been cleverly designed to help – not hurt – your ability to focus. There is Todoist, which allows you to put all your to-do lists into one, easily manageable place. This app syncs with virtually any platform – allowing you to complete tasks even if you forgot your smartphone at home (maybe a good thing?).

We also like Pocket, which collects your favourite articles and sites so that you can peruse them later, instead of ‘right now’. There are also great project management tools now available, such as Omniplan and Trello, which make certain tasks appear fun and often encourage collaboration and creativity. These apps allow you to create and group tasks, organise and streamline workflows, and to file documents in a simple and accessible way.

 4. Find Cool Ways to Collaborate

Although technology can fuel our efficiency (if used the right way) it can also isolate us from our peers and make teamwork (or talking to humans) seem a thing of the past. Yet many studies have shown that collaboration actually supercharges our contributions at work.

Related: How Dial A Nerd Managed To Dial Up Profits

For example, a recent joint study between the Institute for Corporate Productivity (i4cp) and Rob Cross, Edward A. Madden Professor of Global Business at Babson College, revealed “companies that promoted collaborative working were 5 times as likely to be high performing.” In addition, a 2014 Stanford study found that simply working alongside others drives ‘intrinsic motivation.’ And, as always, there’s an app for that!

The most popular tools include Slack, which allows for the sending of direct messages (DMs) and files to a single person or a group of employees. It also has the ability to place conversations into different channels (for specific projects, one for customer support, general chat, etc). Another handy tool growing in popularity is Microsoft Teams, which is included in many Office 365 packages.  Businesses may have Teams available right now and not even realise it or the powerful productivity boosts it can unlock.

Continue Reading

Get Organised

Can A Simple Checklist Transform Your Business?

If checklists are useful for building a skyscraper or performing complex surgery, they just might be right for you, too.

Thomas Smale

Published

on

checklist

What do test pilots, surgeons, architects and hedge fund managers all have in common? They all turn to one simple tool to make them more efficient: the humble checklist.

In his book, The Checklist Manifesto, renowned surgeon and author Atul Gawande explores how breaking down complex processes into boxes to be ticked off on a list can save lives and stop something as significant as buildings collapsing.

Related: How To Work Less And Still Get More Done

After personally adopting this simple rule in the processes at my own business, I’ve found Gawande’s simple solution of using a checklist to be surprisingly effective. So, I want to spread the word on how entrepreneurs can incorporate checklists to optimise their business operations’ efficiency. Here’s how to do that.

Break it down

No matter what the industry, professionals face more complexity in the workplace than ever before. Breaking down complex tasks into simple, verifiable steps can have remarkable effects, even when those steps appear explicit or mundane.

In The Checklist Manifesto, Gawande tells the story of Peter Pronovost, a critical-care specialist at John Hopkins Hospital. Pronovost developed a five-step checklist designed to prevent a common and sometimes deadly complication faced by patients in the hospital’s intensive care unit (ICU): the central line infection.

The steps in this list aimed at prevention are basic. For example, one calls for caregivers to “wash their hands with soap.” Despite such an obvious precaution, Pronovost’s team discovered that in over a third of patients observed, at least one step of the five recommended ones was skipped.

As part of the solution, Pronovost empowered nurses to stop doctors from proceeding if they witnessed even one step in the checklist being bypassed.

This simple regimen led to staggering results. In one hospital, over the course of just over two years, the central line infection checklist “prevented forty-three infections and eight deaths, and saved two million dollars in costs,” Gawande wrote.

Caring for patients in an ICU is extremely complex, but the wisdom of the checklist is that it breaks patient care down into incremental and verifiable steps.

Keep it short

One key to creating effective checklists is to keep them short. A good rule of thumb, Gawande says in the book, is to “keep it between five and nine items, which is the limit of working memory.”

You must also “define a clear pause point at which the checklist is supposed to be used.” Keeping the list short forces you to boil down complex processes into the essential, required steps.

“Keeping it short” also means that you will most likely end up with multiple checklists, each tailored to a clearly defined set of circumstances.

Keep it simple

Hand-in-hand with keeping checklists short is keeping them simple. Checklists should use clear and exact language. Gawande also stresses the importance of formatting. Limit your list to one page and avoid clutter and the unnecessary use of colours. Your lists should be clean, simple, and concise.

Daniel Boorman, the checklist guru at airplane manufacturing giant The Boeing Company, has suggested the use of both upper- and lower-case text for ease of reading, as well as the use of a sans serif font like Helvetica.

Boeing makes extensive use of checklists — for everything from routine processes like readying an airplane for takeoff to emergency situations like smoke in the cockpit. Every situation that a pilot might encounter comes with a corresponding checklist, as is shared in the book.

Decide between “Read-Do” and “Do-Confirm.”

There are two types of checklists: READ-DO and DO-CONFIRM. A READ-DO checklist is similar to a recipe. It consists of a set of clearly defined tasks that you check off as you complete them. With a DO-CONFIRM checklist, “Team members perform their jobs from memory and experience, often separately.”

Related: Become A Life-Hacker

But then they stop. “They pause to run the checklist and confirm that everything that was supposed to be done was done.” Before building your checklist, you will need to decide which of the following two options to use.

Use checklists to facilitate communication

Even extremely complex tasks, like the building of a modern skyscraper, can benefit greatly from the use of checklists.

Not only can the floor-by-floor construction of the building be broken down into many small individual tasks that must be ticked off as completed, but a checklist can also help facilitate problem-solving and communications when complications inevitably arise.

Gawande discovered that the builders he interviewed relied on “one set of checklists to make sure that simple steps are not missed or skipped and another set to make sure that everyone talks through and resolves all the hard and unexpected problems.”

Using checklists to ensure that the appropriate experts consult with one other to resolve any issues that come up and reach an agreement on how to move forward is one of the tool’s most valuable applications.

Despite buildings’ being bigger and more complex than ever before, creative and diligent use of checklists has significantly sped up the building process, according to the experts Gawande consulted for his book.

Where to start

checklist-app

Not surprisingly,  a plethora of tools are available to help you incorporate the use of checklists into your business process. Here are just a few:

  • Checklist. The eponymous Checklist app offers a robust free plan with unlimited checklists, team management, due dates, reminders and more. The app is available for iOS and Android, or on the web. One of Checklist’s greatest strengths is its community. You can choose from thousands of user-submitted checklist templates to help get you started.
  • Tallyfy.Tallyfy is a powerful solution for automating your business processes with a particular emphasis on collaboration. If you and your team can benefit from applying the principles behind The Checklist Manifesto, Tallyfy is well worth a look.
  • Manifest.ly. If your team, like mine, relies heavily on Slack for collaboration and communication, Manifest.ly is a checklist tool that boasts seamless Slack integration. You and your team can work on checklists and receive notifications without ever leaving Slack.

Final thoughts

Checklists are a potent tool that have been shown to work in a wide variety of industries and circumstances. There are almost inevitably processes in your business that the clever application of checklists will improve.

Even the most complex tasks, such as the building of a modern skyscraper, open heart surgery and flying a commercial airliner have been shown to benefit greatly from the use of checklists. As Gawande wrote, “Checklists seem able to defend anyone, even the experienced, against failure in many more tasks than we realised.”

Using checklists to establish a higher level of base-line performance for you and your team can similarly pay big dividends in making your business more efficient and error-free.

Related: 14 Of The Best Morning Routine Hacks Proven To Boost Productivity

This article was originally posted here on Entrepreneur.com.

Continue Reading
Advertisement

SPOTLIGHT

Advertisement

Recent Posts

Follow Us

Entrepreneur-Newsletters
*
We respect your privacy. 
* indicates required.
Advertisement

Trending