Business Tools, Technology & Equipment - Training Transcript

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Business Tools, Technology & Equipment

Training Transcript
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(Slide 1)
Welcome
Hello and welcome again to our Free Business Start Up Training webinar series. Today is Week
7 of the series and we will be talking about the tools, technology and equipment we use in
business.

(Slide 2)
Training Overview
So far, we’ve talked about:

Business Ownership and if it is right for you
Writing Your Business Plan
Legal Business structures
Business Registration, Licenses, Permits, Insurance requirement
Financing your business and managing your money and
The all import question, where your business should be located

(Slide 3)
Topics
When it comes to tools of the trade, pretty much every trade will have its own specialized
equipment to perform the requirements of the job. A lawn mower business will not be able to
operate without a lawn mower; an online researcher will not be able to operate without a
computer and Internet connection and a photographer will not be able to get any work done
without a camera.

However, a business is a business, no matter what industry so there are common tools,
technology and equipment that would be necessary to operate the business, interact and
work effectively with customers, suppliers, business associates etc, regardless the type of
trade you are in and this what we will be talking about today.


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We will cover tools, technology and equipment used in:

Office, Administrative & Communication
General Office Supplies
Computer Hardware
Computer Software
Forms, Documents, & Templates
Web-Based Tools & Technology

Some tools and equipment serve a dual or even multiple purposes which could be ideal in
terms of cost and space savings but then again, like the TV-VCR-DVD combo, if the TV goes,
you may have to replace all three devices.

In today’s business environment, businesses that have not been touched by technology are
becoming fewer so, for each category we address to, we will address some of the online tools
and technologies as well.

This is by no means intended to be an exhaustive, just some common tools, technologies and
equipment.

(Slide 4)
Office, Administrative & Communication
Every business has administrative tasks that would need to be performed by the business
owner at some point. The business would also need a space perform these task in. It can be a
small area in room or a dedicated, separate space. Whatever it is, you will may need:

 Work/Computer Desk
 Comfortable chair
 Secure File cabinets
 Client seating
 Fireproof safe
 Desktop and pocket calculators
 Calendar


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 Paper shredder
 Photocopier
 Security/safety alarm system

(Slide 5)
General Office Suppliers
 Business cards, Brochures
 Envelopes
 Stationery
 Postage stamps
 Printer cartridges
 Pencils and pens
 Printer paper
 Fax paper
 Notepads
 File folders, labels & tabs
 Stapler, staples & staple remover
 Scissors
 Mailing & packaging supplies
 Hole punch
 Tape
 Paper cutters
 Paper clips

Again, buy what you need and keep a supply so you don’t have to make unnecessary trips to
buy more, especially if your customers come to your office. You will not want to have to ask
your client to wait while you go buy a pen so they can sign a new contract with you. This will
not give some confidence in your business.


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(Slide 6)
Computer Hardware & Accessories
Computers are becoming a necessity in more and more business. Buying a computer is a
relatively large investment therefore the decision to purchase one should be carefully
considered not only for the initial cost but maintaining and upgrading it during the life of the
business because once you start using a computer in your business, you usually cannot go back
and you will need to keep up with ever changing technology.

Considering the amount of money involved and the fact that not everyone has the technical
knowledge, you should try and get some input from a professional or family/friends that can
help you

 Desktop Computer System – monitor, base unit, keyboard, mouse
 Laptop/Notebook computer. If you are on the go or have to work in the field, this can be
a necessity
 Printer
 Modem - To connect the Internet
 Wireless Router
 Projector – For making presentations to client
 Handheld organizer – May not be necessary if you have a smart phone, tablet or laptop
 Surge protector – when power suppliers fluctuate, it can damage your computer
 Uninterruptible Power Supply UPS – Backup power supply that can come in very handy
when power fails. A UPS is not the same as nor can it a power generator. It is intended
to protect from loss of unsaved data
 Computer locks – physical cables and locks to physically secure computer prevent theft.
 Scanner
 External hard drive/USB drives - For backing up data. The importance if back up cannot
be over-emphasized
 Webcam/Microphone – For video chats, webinars and online conferences


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(Slide 7)
Computer Software
All computers need software to operate and while most computers come pre-loaded with
some software, there usually would be a need to purchase software for the business to use,
whether for regular office and administration work or for specialized business operations.
Software also should be purchased as needed however, software such as virus protection,
malware and spyware to should always be a priority.

 Word processing software
 Spreadsheet Software
 Virus & malware protection software
 Backup software
 Accounting software
 Desktop publishing software
 Multimedia software
 Contact management software
 Social Media
 Customer relation management software
 Database management software
 Website design and maintenance software
 Payment processing software
 E-commerce software
 Inventory management software
 Industry specific software

As with any technical equipment or tool, if you don’t have the expertise to operate it, learn
how to or consult a professional for advice and guidance


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(Slide 8)
Communication Tools
 Telephone line
 Internet connection
 Toll-free line
 Desk telephone
 Fax machine
 Desk telephone
 Answering machine/service
 Cellular (smart) telephone

Communications plays a major role in a business’s image and can be help reach a wider client
base therefore having all the necessary systems and devices your business needs can be
crucial. Fortunately, the Internet, mobile access and today’s world of less-is-more technology
is making it faster and easier if planned and maintained well.

(Slide 9)
Forms, Documents & Templates
 Accounting & financial – Daily cashflow sheets, petty cash log, bank reconciliation
 Human resources/employees – referral forms, reference request letter, emergency
contact forms, incident reports, work schedule sheets, timesheets
 Business operations – operations procedures, inventory reports, bill of sale, client
information, Company information
 Orders, invoices, receipts, contracts – sales order forms, customer invoice, purchase
order forms
 Business letters – Thank you letter, Demand for payment,
 Office management – Fax sheets, Letterheads, memo forms,

For free business documents, forms and templates, check out the following sites.

Frugal Entrepreneur
Bizfiling Business Owner’s Toolkit


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IBM SME Toolkit

Remember that these resources may need to customize to fit your needs and don’t use legal
templates without professional advice.

(Slide 9)
Web-Based Tools
There are thousands of online business tools and applications on the Internet with hundreds
of new ones coming out each year for every possible aspect of running an online of brick and
mortar business. The choices seem endless and with every site claiming to have the best
solution, it can quite frankly be confusing, overwhelming and intimidating.

Verification can be problematic with online activities and transactions thus care needs to
taken before downloading or signing up for any online service or application, whether there is
a charge or whether it is offered for free. Look for services and application that have been
featured and/or endorsed by reputable magazines, websites, or blogs or ask recommendation
from professional or people you know and trust.

For startups and small businesses, the need or desire to save money may tip the scales
towards free online tools and services in the debate between free vs. charge. However, one
should bear in mind that the availability of free tools is in the hands of the application
developer and if problems arise, the developer(s)’ accountability may be very limited

 Instant Messaging & Video Chatting – Skype, ooVoo, Google Talk, Google Chat
 Task, collaborative & project management – Basecamp, Central Desktop, Podio,
 Social networking & social media – Facebook, Twitter, Google+, Pintrest, LinkedIn
 Conference, presentations, & meetings – Gotomeeting, FreeConferencecall, Anymeeting
 Email marketing – Opt-in marketing – Constant Contact, iContact, Aweber, Email Angel
 Event planning & marketing – create, organize, manage online or offline events for free
or charge. E.g Eventbite
 Website traffic optimization – Google analytics
 Password management – Clipperz, LastPass, IronKey


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 Time Tracking & Management - toggl
 File, document storage & sharing – Dropbox, Google Drive
 Job posting & hiring – oDesk, Elance
 Online Audio/Video recorder – Audio Acrobat, Apowersoft, Screenr
 Backup – Mozy, carbonite
 Office Tools – Google Drive (former Google Docs)

Visit here for more tools online business

(Slide 10)
What To Do / What Not To Do

Do Don’t
 stick to what you need  buy just to be trendy
 keep up with technology  focus features
 secure your investments  relay completely on tools and
 your homework, evaluate & compare technology
first  overlook back up
 be frugal  be cheap

(Slide 10)
This completes our session today but before we leave, I want to address our error in
scheduling the training. It seems like we only scheduled for 8 hours of training instead of 10
which means that the last day of training will be Mark 15th instead of March 1st. Our sincerest
apologies for the oversight. We hope you can make it to the end.

Please join us again next week when we will be talking about staffing your business. As
always, please help us improve this training by giving your feedback in the survey at the end of
this training.

Have a great weekend!


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