Top 5 online tools for entrepreneurs to stay organized

Discovering technologies with the potential of helping entrepreneurs increase the productivity of their business or future startup

By: Marlon Gomez, Staff Writer

If you were to rate the productivity of your business, how good would the score be? We are not referring to the rate at which goods and services are exchanged. No, we are simply asking how productive is your staff when it comes to everyday activities that each company must perform in order to stay in business?

If a long pause took place before being able to answer that question, then I suggest you take the time to read this article. As the world of business moves forward, you (the entrepreneur) must maintain a strong work ethic. Even though, many entrepreneurs love the idea of being extraordinary multi-taskers, the reality is that multi-tasking can be incredibly unproductive. As a business grows, you should not be striving to accomplish everything on your own. Sorry if we burst anybody’s bubble, but do not worry because Arbitrage wants to help.

So how can productivity increase around the office? Some might suggest hiring more staff, while others will say work harder. Well here at ARB we think a little different… we say embrace technology! Technology has the capacity and brilliance to enhance the daily productivity of a business immediately.Fine, we know you are really busy designing a new idea or running a business to spend some quality time researching websites and gadgets, so we went ahead and did some digging for you!

According to the Canadian government, “just over half of Canadian businesses survive their first five years of operation”. (Eileen Fisher)

So why is Arbitrage Magazine telling you about this statistic? Because we want you to be part of the 50 percent that make it! Being an entrepreneur is not a walk in the park and we know that. So we want to suggest and explain how certain websites, software and gadgets can boost daily productivity. By doing this you will be able to focus on other areas which require more attention.

1. LiquidPlanner.com

Prioritization can be the key to planning, executing, and achieving numerous projects on time. In order to complete an entire project, a business will typically break down what needs to be done in sections. Then the boss or acting managers decide what and when something needs to be done by. This sounds reasonable, right?

While this formula does work, there could be a way to fine tune this approach and accomplish more within a given time frame. As human beings, we experience stress, anger, forgetfulness, and many other factors that affect our productivity. Therefore, uncertainty should always be accounted for with every project. Well that is exactly where LiquidPlanner comes into play.

Regardless of how big a project is, or how much is at stake, LiquidPlanner is the perfect tool to make sure tasks are being completed. LiquidPlanner is a cloud based predictive project management software that can be molded to the needs of any business.

The concept and design of this software is extremely user friendly and does not require gruesome hours of training. Charles Seybold and Jason Carlson (the Co-Founders of LiquidPlanner) designed an online workspace that enables companies to track the performance of a business. This online workspace can hold up to hundreds of projects and thousands of tasks all in one unified portfolio.

The portfolio is organized into three packages: Planning, Ready to go projects, and Active projects. The program works on a per-user system, meaning every employee in the office has access to the portfolio.

By granting employees this access, they can individually track what projects they should be working on, and how much time they have left to finish.

LiquidPlanner makes planning easy by following a unique three step guideline. One, the program uses Priority Based Scheduling. This means that no two items in LiquidPlanner have the exact same priority. Things near the top of the list get scheduled first. This clearly communicates to the team what is important. The second step is Ranged Estimates. This step provides the estimated time of when a task will be completed. The software automatically incorporates uncertainty into the estimated time frame, and in particular it displays two numbers instead of one.

For example, if a marketing campaign takes three days (3d: one number) to complete, LiquidPlanner, on the other hand, will say it takes two to four days (2d-4d: two numbers). The third and final step is Automatic Scheduling. LiquidPlanner uses advanced math known as algorithms to produce estimates, and create an incredibly realistic schedule. Despite vacations or delays, the program will take all of these factors and many more into consideration to come up with the best possible estimate of when a project or task will be completed.

Arbitrage Magazine had the opportunity speak with LiquidPlanner’s CEO, Liz Pearce, to discuss what small businesses should focus on in order to succeed. Here’s what she had to say:

“I think that for small businesses one of the most important things to come across, is that you have such limited resources. You really have to make sure that every hour that you are spending is on something that is really going to move the needle for your business. And if you have a better insight into how long things take, then you can make better decisions.”

One last interesting note to mention about LiquidPlanner is their emphasis on education. The company allows students from high school, university etc, to use their software for free! Simply fill out the form on their website and provide an explanation as to how/why their software could be beneficial to your academics. Go ahead! Take advantage of their project management tool if you are an entrepreneur and still attending school!

Cost: $29 Monthly.

Video:http://www.youtube.com/watch?v=XK2DcJ1bxaA

2. Shoplocket.ca

Katherine Hague (CEO/Co-Founder of Shoplocket) understands how crucial it is to have a productive business model. This innovative 22 year old has successfully launched a website that allows small and intermediate businesses to sell products, without the risk and investment of a store front. This genius idea provides a sleek and professional platform for to ­­­thousands of users to start selling right away.

The minute an account is opened with Shoplocket, their team is at your disposal to help with the sale of your product. Picture them as them your tech-savy sales team.  Shoplocket can show you how to use the web as an additional staff member.

So, how will the use of this website raise productivity? By granting your product a virtual presence. Katherine and her team are dedicated to making “imbedded ecommerce” a success. Through imbedded ecommerce “Shoplocket now makes selling products from any blog, social network or website just as easy as sharing a photo or video” (Shoplocket).

Shoplocket will fit right into it any website without having to redesign the website that is already in place. They can even assist with posting a product on any existing social website such as facebook and twitter. Moreover, Shoplocket has the capability of being mobile, so time can be maximized even while on the road.

We had a chance to speak with Katherine and here is what this entrepreneur had to say with regards to how shoplocket can help your business thrive:

“I’d say that we are changing this expectation that commerce needs to be hard. And that commerce needs to be found as opposed to be discovered in all different places that you are. We are helping businesses leverage all of their social presences. Leverage all of the websites that they have. And we are also giving them much more time into what they do best, instead of spending it configuring new websites and new store fronts. Time that would be better spent working on the core of their business.”

Cost: Free to register. 2.5% per transaction + PayPal / Stripe processing fees.

Video:http://www.youtube.com/watch?v=c7jJwv6fDhA

3. Fujitsu ScanSnap iX500

Remaining organized while conducting business is crucial. Furthermore, not being able to find documents when you are running a business is like an artist not having access to his utensils, while trying to work on a canvas. Certain files and documents serve as everyday tools for a business, and the longer it takes to pull up these things, the more time you waste.

Thankfully, there is an outstanding solution to staying organized in the work place, it is known as the ScanSnap iX500. Fujitsu limited has built a device that will scan and extract the text from Word/PDF/JPEG documents, receipts, and business cards. The ScanSnap has the flexibility of being able to work on both Windows and MAC computers.

So, how does this device increase productivity? First, the “Quick Menu” (the menu that is displayed on your computer after you install their software) gives you the opportunity to store files directly into different cloud programs such as Evernote, Dropbox, Google Docs and SugarSync. This eliminates the frustration of having to search through messy cabinets, folders or unorganized USB drives. Once the document is saved, simply pull up your chosen cloud service and type in the name of the document or folder it is saved under. This machine along with virtual storing software can now replace some of the metal filing cabinets that crowd the office space.

The second way it increases productivity is through Wi-fi. Since the ScanSnap has Wi-fi built into it, a document can be scanned and instantly shared to a tablet or smart-phone. Not only does it improve efficiency at work, it also it gives you the ability to access files immediately when you are out of the office.

Cost: $430

Video:http://www.youtube.com/watch?v=vQOJVreXx7w

4.      viClone.com

Client experience satisfaction is at the top of the list for many SMBs, but finding the best practice to stay in touch with clients is not always easy or cheap. Big companies usually tackle this task by hiring customer service representatives around the clock. Although for a small business, this may not be a feasible option. Typically, it ends up being most of the staff in small business that have to dedicate many hours on the phone answering frequently asked questions. This in turn, limits the number of tasks that need to be completed.

Any wild guesses as to how ARB is suggesting this issue should be dealt with? If your guess was technology, then Arbitrage is happy to know you are noticing the potential technology has to offer. We are by no means recommending your staff to start ignoring a high volume of phone calls. NO that would be crazy! We are simply providing an alternative that allows you (and other co-workers) to prioritize time, while still offering clients a reliable customer service experience.

viClone Corp. has designed virtual customer service agents that are accessible via phone and internet. The virtual agent is a great opportunity for start-ups to be in contact with their clients during and after business hours. A viClone agent can be incorporated into a company’s existing website to guide customers with any questions or concerns they may have prior to a purchase.

When you sign up for viClone they will tailor the virtual agents in a way that is specifically beneficial to a particular business. The agents have self-learning capabilities and can operate in 35 different languages!

One of the features that really caught our attention was their “Detailed usage reports”.  viClone has the ability to generate reports that include all the details behind each client interaction. For example, the reports provide answers to questions such as who visits the website, what they want, what makes them buy (or not) and much more. Does your secretary do that with every call?! Better yet, do you record all of this information every time you get off the phone?! Ok, if you do then you are machine, but chances are most people do not!

Cost: Free trial. Exact price will vary depending on what you want the virtual agents to do.

Video:http://www.youtube.com/watch?v=GkUtV0QcHA4

5. LastPass.com

With the increasing amount of login domains that professionals must visit, it can quickly become overwhelming to remember the long list of usernames and passwords. Most businesses have specific domains that require constant access on a daily basis, so it makes no sense to sign-in and out every single time it is used. As a result, employees usually end up selecting the option on their computer that allows them to stay signed in at all times.

Nonetheless, have you ever lost all the information on a computer, including the favourites tab which had all of the usernames and password already pre-saved? If the answer is yes, then you know how annoying it can be to lose all of this information. According to LastPass, “Collectively we lose more than 10,300 hours per year retrieving lost passwords, making new ones or talking to call center representatives about them.”

Everybody knows that time equals money, and in our opinion all that time spent looking for passwords is a complete waste. Instead of losing time, a business should be using that time to perform actual work. If your business wants to avoid this type of situation, ARB suggests using LastPass as your password manager.

So how does LastPass work? Simply visit their website and download their software onto a desired computer. LastPass is exceptionally easy to use and is compatible with both Windows and Mac software. Once the download is complete, log on to LassPass and begin visiting all of your main accounts.

When you visit every website for the first time since the installation of LastPass, a bar will show up asking if you would like to save the username and password. Click on “save” and both the username and password will automatically be saved. When your work day has ended, log off LastPass and the passwords will no longer be automatically filled in. This allows other people to use your computer, and all of the log in information will not be compromised. LastPass has proven to be highly secure and it is widely used among businesses.

Moreover, LastPass offers a Premium version of their software. The advantage of purchasing this upgrade is having the ability to download their software on smart-phones, and having the same access to passwords as your computer.

Cost: Free download. The free version does not give access to mobile devices. The Premium version costs $1 a month and it gives you access to mobile devices.

Video:http://www.youtube.com/watch?v=RM0fzHxMASQ

While we endorse these technologies, ultimately it is you, the entrepreneur, who will make the final decision on each suggestion. Nonetheless, if a business already has a system in place, try comparing it to these new ones and see if productivity will drastically change.
Furthermore, ARB recognizes that at the end of the day, there may be certain tasks you enjoy doing or find value in performing yourself. After all of our research and interviews, all we recommend is that you find ways to maximize productivity. Even if your business expands and revenue increases dramatically, these technologies can still be beneficial. Better yet, they can save businesses money and perhaps give them the opportunity to invest the extra capital in new concepts.

Katherine Hague interestingly brought up a quote once said by the famous motivational speaker named Jim Rohn, stating the following: we are the average of the five people we spend the most time with. Katherine discussed the law of averages when asked what advice she would give to young entrepreneurs? Here at Arbitrage Magazine we agree with Hague’s advice to look beyond your five person radius, and we encourage you to go out and be part of numerous events! By doing so, you will come across many interesting ideas and possibly inspire you to take action. Stay open minded and maintain a positive attitude as an entrepreneur so that someday ARB can write about your new ventures!

Marlon Gomez acquired an Honors Specialization from Kings University College. Upon graduation, he pursued his passion for writing and interviewing by completing a post-graduate diploma in Broadcast and Journalism from Seneca College. Among his topics of interest, Technology, Culture and Business are at the top of the list.Visit https://vimeo.com/user13427137/videos to view broadcasting work.

Image Courtesy of flickr, by Jamie Manley