Top 7 Administrative Tools Every Small Business Should Be Using
Keeping on top projects, clients, and tasks is a big job. Last month I shared tips for managing everything. This month, I will share tools that help with staying organized. Below is my list of essential tools and software that I use every day to stay on top of the chaos.
Note: These are the tools that I use but they may not work for you. I do my best to offer alternatives that may be a better fit for others.
To Do List: Pen and Paper (alternative: Todoist)
Having a place to write down tasks helps with keeping on top of everything. I use a pen and a sticky note pad, using highlighters to note top priorities and things that can wait. To avoid feeling overwhelmed and stuck, I have a master task list and then breakdown projects in my designated client notebooks. Once a task is done, I simply cross it out and move on to the next item on the list. So efficient and effective!
Calendar: Google Calendar (alternative: Microsoft Outlook, Apple Calendar)
Having a calendar lets you stay on top appointments, meetings, due dates, even budgeting! In google, you can colour code blocked off time, so you know at a glance which clients you are meeting or if it is a personal or work appointment. If you work with a team, you can add teammates schedules to help make scheduling meetings easier.
Document Creation: Microsoft Office (Alternative: WPS Office)
With Microsoft Office you can create word files, powerpoints, spreadsheets, posters, etc. The files can also easily be uploaded into the cloud, Google Drive, or shared in emails. This makes creating and sharing reports, fliers, and presentations effortless.
File Organizer: Google Drive (alternative: Dropbox)
There are many ways to keep and organize files, physical files in the office, on your laptop or desktop, but having files online makes sharing them simple. Google Drive lets you upload or create files and share them with others. You can even manage who can access or edit documents.
Time Logging: Toggl (alternative: Clockify, Harvest)
Knowing how much time is needed for each client, project, or task is essential for time management and planning your work day. I use Toggl, a timer that lets me log how many hours goes into a task, what client or project I am working for, and the tasks that I am working on. I can also download daily, weekly, or monthly logs that makes invoicing a breeze.
CRM: Excel Spreadsheet (alternative: Hubspot)
As a new business, I didn’t need anything fancy to help me track clients or contacts, a system called Customer Relationship Management (CRM). So, an excel spreadsheet works for now. A CRM helps you track customers or clients contact info, address, tasks, and any notes you need. There are more sophisticated and easier tools out there, like Hubspot or Zoho. They can also help you with things like email campaigns or social media.
Bookkeeping: Quickbooks (alternative: Xero)
Probably one of the most important tools to have handy: bookkeeping software. This helps you keep on top of income, expenses, invoices, profits and losses, and so much more. Quickbooks is easy to use and intuitive.
Tools That Can Do It All (or most of it): Google Workspace, Apple iWork, ClickUp, Slack, Zoho
These programs let you keep everything in one place. They have apps for: scheduling, tasks, file creation and management, bookkeeping, etc. The different apps are created to seamlessly function together, allowing for ease of use across teams or clients.
I hope these tools and alternatives help you manage your workload! If you are still stuck and overwhelmed, please reach out and we can figure out what works for you.
