Joshua Zerkel Skyrocket Your Productivity with Online Tools

Skyrocket Your Productivity with Online Tools
Joshua Zerkel, Certified Professional Organizer®

All content copyright 2003-2010 Custom Living Solutions. All rights reserved. May not be duplicated or distributed without permission.

Key areas of productivity

www.customlivingsolutions.com
www.profitableproductivitytips.com

What are online tools?

Let’s define “the cloud”

• Software as a service (SaaS)
• Lives online
• You pay monthly or yearly (if at all)


Why use online tools?

Pros of going to “the cloud”

• Easy setup
• Cross-platform
• No software upgrades or IT needs
• Additional backup
• Usually cheap!


Why NOT use online tools?

Cons of going to “the cloud”

• Need to be connected
• Different UI than desktop software
• Security
• Will this company be around in a year?
• Never “own” software


The rules

The parameters for our list:

• Web-based
• Cross-platform
• Has real utility
• I’ve tried it
• Under $25/month (per user)


Evaluation criteria

How we’ll be looking at our choices

• What it is
• Why you’d want it
• Ways to use it
• Cost


Our categories

The types of tools and services we’ll be looking at

• Scheduling
• Collaboration
• Social Media
• Notes, Ideas, and To-Do Lists
• Paper & Document Management
• Multiple Computers and Backup


Scheduling: TimeTrade

• What it is:
– Online self-scheduling tool
• Why you’d want it:
– You don’t have time to play phone/email tag to set up
appointments
• Ways to use it:
– Let leads self-schedule phone consults
– Clients can self-schedule meetings
• Cost: $30/yr


Scheduling: TimeTrade


Scheduling: Doodle

• What it is:
– Online individual and group scheduling tool
– Because scheduling multiple people can be hair-
pullingly frustrating
• Ways to use it:
– Team meetings without shared calendars
– Client meetings
– VA scheduling for you
• Cost: Free; $29/yr for Premium (ad free, reminders)


Scheduling: Doodle


Collaboration: Basecamp

• What it is:
– Collaboration and project management tool for inside and
outside your company
– To help keep track of all the pieces of working on a large
project – to-do’s, messages, files, milestones, and more
• Ways to use it:
– Manage to-do’s for your team (or just yourself)
– Communicate and centralize changes to a client project
– Share business development and marketing ideas with a
consultant
• Cost:
– $24/month for Basic plan, 15 projects, 5 GB storage

Collaboration: Basecamp


Social Media: Postling

• What it is:
– Central dashboard for keeping up with your profiles
– To sidestep the social-media time suck
• Ways to use it:
– Pre-schedule all your posts for a month
– Track and reply to all comments from one spot
– Have your assistant report back on all your social media
activity
• Cost: Free for basic profile management; $25/month for RSS,
tracking Yelp & CitySearch, reposting items, and web stats


Social Media: Postling


Notes, Ideas & To-Do’s: Evernote

• What it is:
– Online and software-based system for keeping track of notes,
photos, website, ideas, and more
– To get things out of your head an into a searchable system
• Ways to use it:
– Take photos of whiteboards, notes and napkins from
meetings for searching later
– Create a notebook for an upcoming meeting with notes,
research, and related web sites
– Create a shared notebook for each client with websites or
resources they could find useful
• Cost: Free; $45/year for Pro (more storage, sharing, syncs files)

Notes, Ideas & To-Do’s: Evernote


Notes, Ideas & To-Do’s: ReQall

• What it is:
– Voice-to-text memory aid
– So you won’t forget important things while you’re on
the go
• Ways to use it:
– Automatically transcribe client meeting notes
– Send tasks to your VA while on the road
– Create notes or to-do’s for you to handle later
• Cost: Free; $25/year for Pro (Integration w/ other
tools, GPS enabled)


Notes, Ideas & To-Do’s: ReQall


Paper: Shoeboxed

• What it is:
– Receipt & business card scanning and database
service
– To finally get those business cards & receipts
scanned!
• Ways to use it:
– Scan receipts and create reports for bookkeeper
– Get biz cards into your contact manager
– Eliminate (or at least reduce) stored receipts
• Cost: $10/month, 50 scans

Shoeboxed – Getting documents in

You can:
 Send mail
 Forward email
 Snap with
smartphone


Shoeboxed – Analyzing your receipts

Shoeboxed captures:
• Vendor name
• Payment type
• Total expense
• Purchase date
• Auto-categorizes
your items


Shoeboxed – Organizing your stuff

 Shoeboxed scans,
data-enters, verifies,
organizes, and
categorizes
everything
 Easily search
expenses


Shoeboxed – Creating reports

Easily create:
• Expense reports
• Category reports
• View individual
transactions
• Search and sort
by vendor, date,
etc.
• …and more!


Shoeboxed – Business cards

Shoeboxed captures:
• First Name
• Last Name
• Company
• Phone number(s)
• Email
• Address(es)

You’ll also be able to
view the front and back
of the scanned cards!


Paper: OfficeDrop

• What it is:
– Document scanning and database service
– To reduce paper without scanning
• Ways to use it:
– Create a virtual file cabinet
– Send OfficeDrop all your mail for scanning, then you
can process online later
– Clients can send their documents to OfficeDrop and
you can access them
• Cost: $15/month, 50 pages scanned

OfficeDrop – How it works


OfficeDrop – Getting documents in

You can also:
 Email
 Scan
 Send paper
 Sync with QB

Supported doc types: pdf, doc, docx, ppt, xls, xlsx, odt, ods, odg,
odp, txt, rtf, html, tiff, png, gif and jpg

OfficeDrop – Organizing your documents

Organize your way:
 Folders
 Labels


OfficeDrop – Viewing your documents

Retrieve & collaborate
• Search
• Browse
• Share docs
• Download
• Send to Evernote


Multiple Computers & Backup: Mozy

• What it is:
– Super-simple online backup
– Because it’s essential to backup your data
• Ways to use it:
– Backup just your key files
– Backup everything on your computer
• Cost: Free (2 GB), $5.99/mo (50 GB)


Multiple Computers & Backup: Mozy


Q&A


The Profitable Productivity System

– Filled with tips to help you
manage your paper, space,
time and technology
– 4 CDs plus an interactive
workbook

www.profitableproductivitysystem.com

Special Offers

Email Me!
joshua@customlivingsolutions.com
For access to every tool and app in the presentation,
as well as these special discounts:

OfficeDrop: $10 Off First Month or Bulk Scanning
Postling: 10% Off Postling Premium


Joshua Zerkel Skyrocket Your Productivity with Online Tools

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