Daily Archives: March 11, 2016

Top 12 Apps to Help You Run Your Business in Singapore

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Running a business is tough. If you are in Singapore, where the labour crunch is putting a strain on your resources, you cannot be spending time on administrative work.

Leveraging on technology has multiple benefits: you can access your work wherever you go; saving your work on the Cloud means that you have less chance of losing it if your computer crashes; you will be more efficient and less error-prone.

Using apps is the way to go in a place like Singapore where everyone is tech-enabled.

We have brought you 12 apps that can help you run your business:

1.Evernote

Evernote is an app that helps you record text, audio recordings, notes, reminders and pictures on the Cloud. You can access it from any device and it is free up to a certain limit. Evernote also allows you to collaborate by sharing files with other Evernote users.

The app can be used offline and when you connect to the Internet, the app will automatically upload your files to the Cloud. Evernote is a great way to organize your thoughts now, and take action later.

2. Google Apps for Work

If your company is using Gmail, Google Drive is a must. You can share documents, spreadsheets and presentations within the company or among a few members by customizing permissions to files.

While Google Apps for Work is not free, the range of products available to you make the subscription worth your while.

3. Trello

This is an awesome project-based software. It’s free and does away with meaningless sticky-notes, spreadsheets and email chains. Trello is a great app to collaborate and track progress in a project. Trello allows you to integrate with Google Drive, Dropbox, Box and OneDrive.

You can set notifications and make checkists to stay on top of your work. You can also create team to manage people working on Trello. Altogether, Trello makes for a great app that can boost productivity at the workplace.

4. CamScanner

Oftentimes, you need to file and submit forms for administrative work: whether you are incorporating your business or filing taxes. A great way to scan and store your official documents is by using CamScanner.

The app is free and lets you scan documents on your phone. You might be wondering why this is a step up from taking a picture of the document. CamScanner adds filters to the picture and automatically makes it look like a scanned version of the document. You can email the document to anyone as a JPEG or PDF file. You can also just save it on the app and access it online from any device.

5. Tripit

For business owners who travel frequently, Tripit saves your itinerary in one place and lets you access it easily. Tripit also gives you weather updates and maps to your destinations. Tripit is free for a few features like saving your plans in one place, syncing plans with your calendar and editing plans manually.

The paid version allows you to track frequent flier miles and share your plans with friends.

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6. Hipchat

Hipchat is a communication platform for your employees. It is free if you use the basic service where you can have chat rooms based on the functions of your business (marketing, sales, operations, etc). Hipchat is user friendly and only $2 per user per month for the full service. That includes video chat an screen sharing.

7. Rescue Time

This is an interesting app, mostly useful for you as a manager. The app runs in the background and tracks what you are working on. It sends weekly and monthly reports.

This helps you compare what you plan to prioritize on and how much time you are actually spending on a task. The Lite version is free and has limited features. The full version blocks apps that are distracting you and send more detailed reports to measure your productivity.

8. Mailchimp

If you send emails to a list of subscribers, then Mailchimp is a must for you. It is free up to 12,000 emails per month to up to 2,000 subscribers. Mailchimp gives insight into how many people have opened the email, how many have clicked on the links you have sent them and which emails have bounced.

Another cool feature is that Mailchimp integrates with other apps like Google Analytics, Slack, Salesforce and more.

9. LinkedIn

Everyone knows about LinkedIn but how to use it is more important. It is a social networking site for professionals. It is free with limited features. LinkedIn is essential to help you stay on top of the latest events in your field of work. It has a number of groups where people in similar careers discuss opportunities and challenges.

LinkedIn could just be the path towards improving your business or finding new avenues for your personal career growth. It is also a great tool to use while hiring people.

10. Expensify

Expensify is an app that helps you track expenses, scan bills and more. It is a free app that is incredibly useful for a business owner trying to separate personal and business expenses. It also helps your employees to report expenses clearly. The expenses are exported into your accounting software making a seamless transition between different applications.

Expensify integrates with Salesforce, Quickbooks and a host of other software apps.

11. Insightly

Insightly is a CRM software that helps small businesses take charge of the CRM. It has a mobile app and a web app that integrates with Google, Mailchimp and more. Insightly helps you stay on top of leads, partners, vendors and suppliers.

It also gives you reports and data on how your CRM based project is progressing: with data on your sales funnel and forecasts on the closing date for a deal. Insightly is not free but you can sign up for a free trial.

12. Dropbox Business

If you haven’t realized it already, Dropbox is a force to reckon with. You can share, collaborate and store files securely on the Cloud. It is easily accessible on any device. Dropbox helps in collaborating by notifying you on any changes made in documents and saving different versions of the document.

Dropbox Business is not free but offers unlimited storage space, ability to make groups and third party app integration, among other things.

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Conclusion

Most of these apps facilitate teamwork and remove barriers like difficulty in communication, unclear task delegation and poor management of data. What it leaves you with is time to focus on bigger tasks that are more pressing for your business.

These recommendations are also free or with minimal initial investment. We hope they serve you well and we would love to hear about more apps that can improve efficiency in your business!

What Does It Take To Make Remote Work Work?

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As a business owner, you are bound to look towards expanding your business at some point. In which case, you will have multiple offices at different locations. While you are in one worksite, you will want to stay in touch with employees in your other store locations. Staying connected is essential when your employees are spread out over the map. It’s even more important if your employees work remotely and do not often physically meet you or other employees on a regular basis.

Apps

At PayrollHero, we use a number of apps to facilitate remote work. These apps tie our employees together. We use the apps for face-to face interactions and for quick chats instead of spamming employees’ inboxes. The following apps might be useful for your company too:

Slack: This is the center of all our communication through different departments and offices. Slack allows you to create chat rooms and invite people to them. We use this feature to separate different functions of the team: engineering, business development, etc. Slack is also our metaphorical grapevine. We have chat rooms for random news, general musings and articles or books that anyone wants to share with the team. Slack also allows for private chats, thereby removing the need for emails to coordinate work. Slack is flexible in the sense that it has a number of integrations: Twitter, Mailchimp, appear.in.

Appear.in, Skype, Google Hangouts: Teams can’t function without face-to-face meetings. Bosses benefit from meeting their employees face-to-face in order to gauge their emotional state and general well-being. The app features and video quality differ but essentially they help you conduct online meetings.

Asana, Trello: To ensure that all tasks are tracked and accountable to the relevant employees, we use Asana. These apps are built to suit remote work. Asana allows you to assign tasks in a checklist format whereas Trello breaks down work in the form of projects in which tasks are outlined using cards. Both apps can be accessed online. So you or your employee can work from anywhere in the world and still stay on top of things.

Google Drive, Dropbox for Business: Keeping track of all the documents and sheets created by multiple departments across different worksites is essential. These apps are tailored towards businesses’ storage needs. With a subscription fee, you have access to unlimited storage, data analytics (for Google) and more. Both apps allow you to track who is editing files and what kind of access you want your employees to have for each file or folder.

It’s More Than Just Apps

Making remote work successful is more than having a suite of apps at your disposal. It requires a shift in the way you and your employees think about work. It requires trust in your employees to work even if you’re not monitoring them at the office. We have inculcated some practices that help maintain discipline and structure even when employees work at different locations across the work. Here are some that have helped us:

Morning catch ups: Every morning, at a time suitable to your employees in their respective time zones, each employee summarizes their work in 60 seconds. The format is: what they accomplished yesterday, what they couldn’t complete, what they will do today and roadblocks to completing their work. From the head of the team down to the entry-level employee must be able to summarize their work in under a minute. The meeting is helpful in understanding where the team is going and what can be done to remove roadblocks.

Handbooks: For new employees, or employees that have changed departments, it is hard to catch up to how things are done when the entire department works remotely. Writing down the steps to each task in a handbook and storing it in Google Drive/Dropbox cuts down on confusion and time wasted in connecting with the employee who knows how to do the required task. Handbooks remove any misunderstandings or errors. It is a fool-proof way of ensuring that the business continues in case someone is not available to lend a helping hand.

Slack-logoUsing Slack to integrate the team: While Slack can be used to create chat rooms and do work, it is often a great tool to include everyone on the team and talk about common interests. Our chat-rooms like #random and #general are great spaces for employees to share ideas and talk about things outside of work. It is a place to plan outings over the weekend or share movie reviews. These conversations pull the team together and allow for cross-departmental interaction; something that could be missing while everyone is focusing on work.

Finally, making remote work possible is about using apps to their maximum capacity and reviewing if they work or not. Managers need to be more mindful of their employees. Employees in turn need to make a conscious effort to stay on top of their work because remote work often results in the blurring of personal and professional life. Altogether, making remote work work is hugely beneficial to employees. All it takes is a little tweaking of the way things are usually done.