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Getting Smart with Small Business Technology

A To-Do List for Mompreneurs

by Jenn Markey

The trusty to-do list. With school back in session, what would we do without it? It can be a lifesaver when it comes to keeping track of all those appointments, activities, pick-up/drop-off times – not to mention parties, play dates and sports games on the weekends. There’s nothing more satisfying than dragging that pen across the page, knowing you’ve completed yet another task on-time and to the best of your ability.

Sure, when it comes to our businesses, we often use the same tactic to keep track of daily tasks. But there’s one item you may be leaving off your checklist that could lead to more additions and wasted time down the line – a close look at your small business technology. Whether you’re just getting started or want to maintain your success, your tech tools need to make you and your business #1 in the eyes of potential clients and customers. Those tools should help save time and money, allowing you to cross off everything you need to get done quickly and efficiently.

See if you can put a check next to the following three statements. If not, take a look at the points below each one for suggestions on how to get the most out of your small business technology.

My small business technology allows me to go mobile.
_yes  _no 

There’s a good chance you work from an office – whether that is a designated room at home or a traditional space in a commercial building. And IDC Research predicts that by 2013, 1.2 billion people will be part of the mobile workforce. There’s a good chance you’re already part of it in some capacity. For example, how many of the following are also places where you communicate with clients: coffee shop, kitchen table, car, grocery store checkout line?

Just like you, your technology needs to be on the go! A simple solution is to take advantage of the “smartphone”, which lets you make phone calls but also includes features that you might find on a personal digital assistant or computer. Download free or cost-effective applications that help you stay organized, store and share files, track your expenses and manage customer contacts. Use your smartphone to receive faxes, take calls routed from your office phone or login to see the latest results of your email marketing efforts.

My small business technology performs more than one function.
_yes  _no 

Look around your office. Which equipment has only one function? Can that function be performed by something else? Take the fax machine. It does only one thing – sends and receives faxes – but sits there, costing you money for a dedicated phone line, paper, toner and power to keep it running 24/7.

One way to eliminate those additional costs is to consider moving to an Internet fax service. It enables you to send and receive faxes on equipment you already own such as your laptop or smartphone.

Also, look closely at the software you are using to run your small business. Think about going to a pay-as-you-go or web-based service model. With this model you:

… Pay a small monthly fee rather than buying the software up-front at a large cost;

… Get free maintenance. Necessary maintenance happens behind the scenes, saving you time and money while assuring you’re benefiting from the software’s latest features;

… Don’t have to be a technical genius. Should an issue arise, one call to the supplier’s tech support group generally solves the problem at no cost to you.

 

My small business technology
creates a professional image.
_yes  _no

We’ve already established that moms are mobile and not always available to take a call from the comforts of a quiet office but business calls come in at all hours. Consider using a virtual phone service which has features like smart call forwarding. This makes it possible for you to:

… Choose how incoming calls are directed based on the phone number. This way you can easily see if the incoming call is personal or business-related.

… Decide if you are in a position to take the call or if the virtual receptionist can answer it and direct the caller to your voicemail or an employee’s extension. The virtual receptionist can also help to elevate your first impression since many services offer professional voice talent to record a message at no charge.

… Get closer to achieving that elusive work/life balance. Set your office phone to forward all calls to your mobile phone so you don’t miss a call when you’re out and about.

So, how did you do? Were you able to check off all three? Then bravo! You are making your technology work as hard as you do! If not, all it takes is a few simple and budget-friendly adjustments to help you better organize your time which will benefit your family, your customers and you.

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Pull quote:

…your tech tools need to make you and your business #1 in the eyes of potential clients and customers.

 

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