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Tips on Managing Your Workforce Remotely
So many people now work from home (WFH) 100% of the time. Hopefully, if this is the case for you, you can stay productive and stay positive during the COVID-19 pandemic.
While many of us are used to living our corporate lives from our home office, it’s still a big adjustment to have to self-isolate and cut off all direct interactions with colleagues and clients.
I encourage you to use this time to take a closer look at your overall business goals, focus on your health (both physical and mental) and self-care, and spend time with your family at home.
I think a lot of small business owners need to change their marketing strategy and what they do after the coronavirus is over may look a lot different than what they did before.
I wanted to share some useful tech tools that can make your daily WFH life easier.
Team communication tools
This is probably the biggest WFH product decision you will have to make. Your team needs a reliable and easy-to-use tool that allows them to instantly send messages to colleagues. The right one for you depends on your business needs and challenges, team size and budget.
1. You may have heard of Slack. This tool allows you to create channels around multiple topics and invite users. From content marketing ideas to social media tactics to office dog photos, your team can create the right channels for easy chat and collaboration.
It also integrates with many useful tools, including Outlook Calendar, Twitter, HubSpot, and Salesforce, so you can see what’s happening at any time right in the Slack app (no need to click in and out of your daily calendar or Twitter feed, for example ). You can also use LOTS of fun and creative emojis to make long-distance messaging a little easier during a challenging time like this.
2. Another popular platform is Discord. Popular with gamers, this voice, video and text tool is not only for chatting with colleagues, but also for finding like-minded communities and new friends. You can create “servers” and “channels” for specific topics, similar to Slack channels. While Slack has more business integrations, Discord has voice channels so you can easily chat with team members. Discord also allows you to set user roles and permissions.
3. Flock is a cloud team communication tool with video and audio calling, screen sharing, text chat, integration with other business applications and more. You can tag colleagues in comments and to-do lists, upload documents, images and videos, and set reminders and deadlines. Polls, code snippet sharing, and group discussions are available, and it integrates with other apps like Trello, Github, Google Drive, and Asana.
Tools for team collaboration
Whether they’re creating a marketing strategy or editing a press release, your employees need to be able to share their work. Here are a few that might suit your small business needs.
1. G Suite is a Google product consisting of cloud computing, productivity and collaboration tools, software and products. It offers email, word processing, spreadsheets, presentation decks, shared calendars, cloud storage and more in one toolset.
Through Google Sheets and Docs, you can comment and make suggestions on specific documents, simultaneously edit documents online, and collaborate on projects and documents. It’s easy to give users permission to specific files.
2. Evernote: It’s more than just a note-taking app. Evernote helps you capture, prioritize and share ideas, keep track of projects and to-do lists. Obviously, I find it super useful for taking notes, as well as a sort of “digital file cabinet” that simplifies organization. There are free, basic and business packages.
CRM stands for “customer relationship management,” and CRM tools help you with things like inbound lead management, sales tracking, social tracking, and email newsletter delivery. There are three things to consider:
1. MailChimp is an all-in-one marketing platform with tools to create everything from emails to postcards. They have a large selection of templates to choose from, which can then be further modified to suit your brand. Their intuitive interface and thorough reporting are great, but things can get expensive when your subscriber list or email volume grows. You can compare their different plans on their website.
2. Constant Contact has always been a big competitor to MailChimp as an email marketing brand. This is a huge company and a great option if Facebook is an important part of your online marketing strategy. Constant Contact has an email option designed to make it easy for users to share your newsletter on Facebook.
This option can be considered the most social media friendly and has all the main features of the others listed. If your online marketing includes Hootsuite (you can integrate this into Hootsuite) and you’re focusing on gaining traction on social media, then this is a great newsletter tool for you.
3. AWeber is an extremely popular option recommended by many professional marketing companies. It offers you five plans to choose from and a long list of features such as unlimited email marketing campaigns, tracking, lists and autoresponders.
Many people believe that their Auto Responder platform is better than other companies because it allows businesses to automate the process of delivering personalized emails to customers on a schedule.
Project management tools
A shared task management tool allows everyone to track and manage all their projects. Think of it as an online scheduler, task manager, and collaboration tool to manage your team’s workflows.
1. Asana is one of the leading tools and is getting a lot of positive feedback. It allows everyone on your team to follow the entire project workflow in a simple visual tool. You will always know where your team is and who is responsible for what and when.
From daily reminders of what’s due, to the ability to easily add coworkers or assign teammates a project subtask, Asana makes it easy to see what everyone’s day, week, and month looks like (but you can easily move things around if plans change).
2. Monday.com is a pretty simple, intuitive visual team management tool (it’s actually a project management platform). It implements processes, workflows and projects in one digital workspace. Visually, it looks the same as a collection of highly customized spreadsheets where each team member can record their tasks and update them with status reports and other relevant information.
This means that everyone can see all active tasks and can count on their progress. Team members can work on multiple projects without getting lost if they use Monday’s weekly review. The workflow can be customized as you want it to communicate the priority of what is done, what is not done and so on. The colorful designs and big buttons don’t hurt either!
Social media management tools
Many small businesses will already have a social media management tool set up. A social media management tool lets you manage all your accounts from a single dashboard, saving you time and frustration. These tools share your content at the best possible time of day so your followers and fans see your updates more often. It’s a smarter and more efficient way to plan and share social media posts.
The best part about these tools is the built-in analytics system that will give you insight into what’s going well and when your social media posts are having the most impact.
Here are two social media management tools that I personally use:
1. Buffer shows your scheduled posts and analytics (how in-depth these analytics are depends on the plan you choose). Many small business owners choose Buffer for its sleek and clean interface that is easy for beginners to master.
2. While Buffer is great for less demanding social media needs, I feel like Hootsuite is where you want to see your timelines, replies, and more across all of your social networks.
Both Buffer and Hootsuite offer free and paid plans, so you can always try them out and see which one you think is a better fit for your small business.
And while it’s not a tool your entire workforce might be using, I love MoneyMinderOnline in these uncertain times. Not only does it give you a place to track your spending, but you also get insight into your spending habits and can look ahead to improve your cash flow, clear your debt, and start saving for your big goals.
I hope I’ve given you an overview of some tools that will help increase your team’s productivity and morale while you all work from home. You may also find our article on increasing business efficiency on our website useful.
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