TECHNOLOGY TOOLSIncrease Time Management and Efficiency of Your Business
Presentation Outline
• Task & Project Management
• Diagram & Brainstorming Tools
• Communication Tools
• Data Analysis
• File Management
• And Beyond
Evaluating Technology Tools
• What is the required functionality?
• Who will be impacted by the new tool?
• What training will be needed?
• What systems does it need to integrate with?
• What are the costs and limitations?
– Monthly fees
– User limitations
– Data limitations
TASK & PROJECT MANAGEMENTSet deadlines, collaborate and manage time efficiently.
Managing Tasks
• Google Tasks
• Basecamp
• SmartSheet
• TeamworkPM
Google Tasks
Create a task from an email
List available in Gmail
Google Tasks
View in Google Calendar
Google Tasks
• Free
• Simple
• Save emails for later
• Integrates with Gmail and Google Calendar
• Mobile Apps
• https://mail.google.com/mail/help/tasks/
GoTasks (Google Tasks™ client) By Evgeniy Shurakov
Basecamp
Web-based Project Management Software
View all projects in Basecamp
Assigned Personnel
Basecamp
BasecampMinimize emails
and discuss online
Collaborate on content and add project
notes
Basecamp
• Easy to use• One page project reports• Notifications• Version tracking• File Sharing• Invite collaborators • 60 day trial• Plans start at $20/month
– 10 Projects– Unlimited users– 3GB of Storage
• http://basecamp.com/
SmartSheet
http://www.smartsheet.com/
SmartSheet
Cloud-based Project Management Spreadsheets
– Event Planning & Budgeting
– Sales Pipeline
– Daily Task Manager
– Client Project Time Tracker
– Monthly Budget Tracker
– Road mapping
& Prioritization
SmartSheet
• Integrated tools include:– File Sharing
– Alerts & Reminders
– Gantt Charts
– Calendars
– Google Apps integration
– Web Forms
– Resource Management
– Mobile Apps
– And many more….
SmartSheet
• Available on all desktop and mobile platforms
• Free 30 Day Trial, No Credit Card Required
• Starting at $14/mo. when paid annually
– 1 creator and unlimited collaborators
– 10 sheets
– 3GB of Storage
• https://www.smartsheet.com/
Teamwork Project Management
• http://www.teamworkpm.net• 30 day free trial• Free plan with 2 projects and 10 MB of storage• Paid Plans start at $12/month
– 5 projects– Unlimited users– 1GB Storage
• Birds eye view of all projects and work loads
• Set Milestones• Version tracking• Project schedule
reports• Links to Dropbox and
Google Drive
Teamwork Project ManagementSet project
timeline and participants
View information related to the
project Project deliverables
grouped by status and type
Teamwork Project Management
• Download project reports
• Gantt chart capabilities
• Review status by milestone
• Review staff workload
DIAGRAM & BRAINSTORMING TOOLS
Workflows, process mapping and brainstorming.
Diagram & Brainstorming Tools
• Gliffy
• Lucid Chart
• MindMeister
• Google Drawings
Gliffy• Free with up to 5 diagrams
• Paid version starting at $3.99/mo for 200 diagrams
• Integrates with Google Docs
• http://www.gliffy.com/
Lucid Chart
• https://www.lucidchart.com/• 14 day trial. Pricing starts at free to $8.33/month for 1 user.• Integrates with Google Drive and Apps• Multiple formats: business process, flow charts and org
charts
Mind Meister
• http://www.mindmeister.com• 30 day trial. Plans start at $5.99/month
Google Drawings
• http://support.google.com/drive/bin/topic.py?hl=en&topic=1360903
• Free• Included in Google Drive
COMMUNICATION TOOLSChat, collaborate and promote.
Communication Tools
• Skype
• Hip Chat
• Olark
• HootSuite
• MailChimp
Skype
• Free Internet calls
• Video calls
• Group chats
• Screen and file sharing
• Free
• $9.99/mo for premium
• http://www.skype.com/
Hip Chat
• Group chat and IM built for teams
• Share ideas and files in real time
• Notifications
• Secure communications with teams and guests
• Desktop, mobile and web app compatible
Hip Chat
• Integration with Google Apps, Zendesk, Wordpressand many more
• https://www.hipchat.com/
• Pricing:
– Free for teams of five
– $2.00 per user per month
– 30 day risk free trial
Olark
• Live chat
• Embed on your website
• Proactive chats
• Control times and limits for availability
• See what page your customers are looking at
Olark
• Integrates with top solutions including Bigcommerce, zendesk, Salesforce, WordPress, Magento…
• Free forever plan (1 operator and 20 chats per month)
• Paid plans start at $17/month with 14 day free trial
• http://www.olark.com/
HootSuite
• http://hootsuite.com/• Free version
– Up to 5 social profiles– Basic reports and scheduling
• Pro version, starting at $9.99/mo– 50 social profiles– Advance reporting and
scheduling– Team members
• Social network tool• Schedule posts• Monitor social media channels• Reports
HootSuite
• Monitor accounts, mentions and topics
MailChimp
• Email marketing• Automation• Segment subscribers• Website integration• Advanced analytics• Free plan
– Fewer than 2,000 subscribers– Up to 12,000 emails per month
• Paid plans start at $10/month• http://mailchimp.com/
MailChimp
MailChimp
DATA ANALYSISBrand monitoring, website and social media performance.
Data Analysis
• Google Alerts
• Mention
• Google Analytics
• SumAll
Google Alerts
• http://www.google.com/alerts
• Setup filters based on keywords
Mention
• Real time alerts
• Work as a team
• Respond to mentions
• Analyze mentions
• Available on web, desktop and mobile platforms
Mention
• Free version– 1 user
– 1 alert
– 100 mentions/mo
• Paid plans starting at $9.99/mo– 1 user
– 2 alerts
– 500 mentions/mo
• https://mention.com/
Google Analytics
• http://www.google.com/analytics/
• Website Analytics
• Generates detailed statistics about website traffic.
– When, where, why, and how visitors are accessing your site. Ex: “What keywords are my visitors using?”
– Used to measure conversion and sales activity for ecommerce businesses.
– Have a better understanding of your customers needs.
Google Analytics
Google Analytics
• Free
• Most widely used website statistics service
• Easy-to-understand graphs
• Detailed analysis
• Automated reports and customizable dashboards
• Ability to share
SumAll
FILE MANAGEMENTShare, backup and remote access to files.
File Management
• Dropbox
• Box
• SugarSync
• Google Drive
• Office 365
• iCloud
• Mozy
Dropbox
• https://www.dropbox.com/• 2GB of storage free• Automatic synchronization online and with other
devices• Ability to
share files
File Storage & Sharing
• Box
• SugarSync
• Google Drive
• Office 365
• iCloud
$7.49 / mo
Choosing the Right Program
Source: https://www.sugarsync.com/sync_comparison.html
Mozy
• Cloud based back up service
• Remote location storage
• Encryption
• 30 day free trial/starts under $10/mo.
• http://mozy.com/
AND BEYONDMore tools to manage your business effectively.
Google Apps
• Gmail• Calendar• Tasks• Docs• Drawings• Sheets• Forms• Slides• Voice• Sites• Drive• More…
$5/user/month or $50/user/yearhttp://www.google.com/enterprise/apps/business/index.html
Office 365
• Starts at $5/user/mobilled annually (up to 25 users)
– Online conferencing
– Public website
– File storage and sharing
– Office Online
• http://office.microsoft.com/en-us/business/
Prezi
• Develop captivating presentations
• Get started with templates
• Build presentations with co-workers
• Present from anywhere
• Try for free
• Paid versions start at $4.92/mo
• https://prezi.com/
EverNote
• Gather research
• Add notes, files and images
• Save favorite webpages
• Synchronize between devices
• Free
• Business Edition $10/user/mo
• https://evernote.com
EverNote – Web Clipper
LastPass
• Save as you go
• Autofill logins
• Generate passwords
• Manage access to corporate passwords
• Cutting Edge Encryption
• Free version
• $12/year for Premium
• https://lastpass.com/
WHICH TOOLS ARE RIGHT FOR YOUR BUSINESS?
• Task & Project Management• Diagram & Brainstorming Tools• Communication Tools• Data Analysis• File Management• And Beyond
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