Small business owners are likely to be familiar with the phrase “there aren’t enough hours in a day” because they have many responsibilities. These tasks include meeting clients, drafting proposals, and managing emails. It is easy to feel overwhelmed and exhausted. Thanks to technological advancements in software and apps, today’s digital and tech tools can help you streamline your business, and make your job easier.
There are so many choices available. How can you choose the best tech tools for your business? We’ll be sharing some tips and tools to make your life easier.
Benefits of using tech tools for small businesses
Let’s first look at why it makes sense to invest in technology tools for small businesses. Technology can help you save time and allow you to concentrate on what matters most. Instead of spending your time on manual administrative tasks like data entry or invoicing, you can now spend that time talking with your prospects and clients, improving your products, and other strategic endeavors to grow your business.
Second, technology tools can help you save money. For example, A CRM tool can identify areas where you may be “leaving money on the table” with certain customers. Accounting software may reveal information that shows you have been paying too much tax. Backup solutions can help you avoid losing data or experiencing unwelcome downtime which leads to customer churn and revenue loss. You can avoid missing a deadline and incurring penalties by using a robust project management system.
Digital tools also support the new paradigm of post-pandemic business and personal interactions, in which individuals and businesses seek to minimize in-person interaction due to regulations and enduring health concerns. Because tech tools are digital, people can do much of their business-as-usual activities from anywhere and on any device. Moreover, most tools are available as software-as-a-service (SaaS), so you only pay for the features you want and need; you can cancel your service easily if you decide a tool isn’t for you.
These examples show that smart selection and effective use of technology tools can make a small business more profitable.
Let’s now discuss some possible solutions in each category of tech tools. We will also discuss their potential drawbacks and limitations.
This overview shows the pros and cons of each tool. We scanned a number of customer review boards and summarized the most popular themes. We never recommend any particular solution and strongly recommend that you conduct your own research before installing any SaaS tools.
Also read: Top 10 Personal Finance Tech Tools
Top 10 Tech Tools for Small Businesses
1. Project Management Tools
Project management tools can be great If you have multiple balls to manage. These tools track all your activities, appointments, deadlines, and other details digitally, rather than manually.
These tools will automatically generate reminders for future tasks and events. This includes details like when and where your next meeting is taking place. These tools can also send reminders similar to your team members so that everyone is aware of what they are expected to do and when.
Trello has been a favorite tool for project management.
Advantages
- They offer an easy-to-understand pricing model. You can invite unlimited members and create cards, boards, and lists.
- It works on all platforms and is mobile-friendly
Disadvantages
- Basic members have a limit of 10MB per file.
- Data backup risks: You can’t import data into Trello in the event of an emergency or loss. This risk can be mitigated by the Power-Up.
2. E-Signature Tools
E-signature tools are useful when you or others need to sign agreements and contracts. Upload your documents and add the email addresses of those who need them. The recipients will receive the documents in their mailboxes.
Many e-signature software tools allow you to set due dates and send reminders to parties who haven’t yet signed. E-signature solutions can be paperless and are therefore environmentally friendly. They are also suitable for remote and geographically dispersed workplaces.
DocuSign ranks among the most popular e-signature tools.
Advantages
- You can also set up an administrator who will be responsible for assigning and supervising all document-signing activities.
- Sign up for certain tasks with signature groups
Advantages
- It is a bit expensive considering that Adobe has its own signature feature.
- It can take a while to get the tool set up in an organization with many users.
3. Email Marketing
Digital email marketing software makes it easy and quick to keep your subscribers informed about the latest happenings at your company and any promotions or special offers.
Many of these tools allow you to automatically generate a newsletter for your social media networks.
MailChimp has been a market leader in email marketing.
Advantages
- High-targeted user segmentation and A/B Testing capability.
- Analytics reports and campaign metrics are available in granular detail.
Disadvantages
- Gmail users sometimes fail to receive emails or end up with them in the Trash folder.
- It becomes more expensive with audience growth
4. Customer Relationship Management (CRM).
Small businesses need CRM software. CRM software provides a central place to track, manage and measure all aspects of customer outreach and relationships. It can show you who is opening, reading, and responding to your emails, as well as the number of people visiting your website. It can let you know if it has been a while since your last contact with a client of high value.
CRM tools use the data they collect to provide regular “temperature checks” of your relationship and recommend the next steps.
HubSpot can be a helpful tool to keep you at the forefront of your customer’s minds.
Advantages
- Ability to monitor customers closely and analyze their needs.
- Excellent customer support.
Disadvantages
- Emails with video capabilities are limited.
- The interface is dull and there are few color options.
5. HR Management
Small businesses rarely have the resources to pay for a full-time or dedicated human resource administrator. HR management software tools can handle everything, from payroll to shift scheduling to the distribution of important company announcements.
GoCo has been recognized as a leader in this area.
Advantages
- Small businesses that require basic HR support and payroll software are best.
- Customer service is friendly and efficient
Disadvantages
- The fees are a little higher than the average.
- No mobile app.
6. Accounting Software
Online accounting software does much the same work as an accountant or bookkeeper. This includes tracking your income and expenses, invoicing, expense claim generation, and the documentation needed for tax returns.
Many small business owners love QuickBooks Online.
Advantages
- It is user-friendly and intuitive
- Easy integration with other apps
Disadvantages
- Inventory management capabilities are limited
- QuickBooks Online’s report builder is less functional than the desktop version.
Also read: How to Choose the Right Software for Your Business Needs
7. Communication and Collaboration
Relying on email and traditional telephone calls as your business grows can cause you to slow down. Modern digital collaboration tools and communication tools enable instant messaging and file sharing.
Microsoft Office 365 has been a popular choice for small business owners.
Advantages
- Simple management of identities, and easy software installation and management.
- It is easy to view the calendars of colleagues and set up meetings. The email function is well-organized.
Disadvantages
- Microsoft doesn’t back up Office 365 user information. Therefore, it recommends third-party solutions for protecting data from common problems like file corruption or human error.
- You could experience unwelcome downtime, productivity dips, and compliance issues if you do not invest in a third-party backup solution.
8. Password Management Tools
You can manage all of your accounts securely with password management tools These passwords are not easy to guess and can be easily re-used by others without being written down.
LastPass has been a popular choice.
Advantages
- Many great free features.
- All devices automatically sync
Disadvantages
- It is more expensive than its competitors.
- Sometimes customer support is criticized as unresponsive or lacking.
9. Website Monitoring
Your website is your front door. You’ve probably spent a lot of time and money to make it attractive and user-friendly. You need to understand who’s using it, and what parts are getting the most traffic.
Website monitoring tools provide these insights so that You can make any necessary changes and improvements.
Google Analytics can be used by small businesses to monitor their websites.
Advantages
- This shows the source of your traffic (for instance, organic search, referrals or direct traffic).
- E-commerce conversion tracking goes beyond revenue reporting. It shows you which products and product categories are most popular and what improvements can be made to your checkout and cart processes.
Disadvantages
- Spambots are a major source of traffic.
- Failing to track returns accurately or placing fraudulent orders
10. Data Backup
It is easy to accidentally delete or modify SaaS application data. Software conflicts and malicious actors could cause serious disruptions. SaaS vendors backup data at the platform level. However, you cannot access this information to restore an account.
Backup software allows you to have complete control over your business data and gives you immediate access. You can quickly restore your data if something happens.
Rewind has been favored by business owners concerned about losing their crucial data.
Advantages
- Companies looking to backup, restore, and copy critical data at a cost-effective price can use this
- solution.
Backup and recovery services for Shopify, BigCommerce, and QuickBooks Online.
Disadvantages
- A business that has suffered a data loss catastrophically is often only considered once.
Last Thoughts
This list of small business tech tools is not exhaustive. Your business’s size, maturity, industry, and budget will all influence the digital tools that you choose to invest in. These tech tools can automate mundane tasks, which is a huge benefit.
In a post-pandemic environment, they may be able to help you fulfill the desire or need of people who want to work remotely and run their businesses.
We recommend that you start slow. You can try many free tech tools, so you don’t have to pay anything. Ask your team, clients, and partners for feedback about the tools they enjoy and dislike. Once you have identified a few, you can begin scaling them up.
You should also ensure you are up-to-date with all new functionality and features to maximize your return on investment.
