The Best Essential Business Tools Every Business Should Have

Many business owners know when it comes to running your business you need the right tools you can trust.

In my long career as a business entrepreneur, I have used a large variety of essential business tools, and I found they make the difference between success and failure.

However, the true art lies in finding the right combination of tools, so they can help you run your business effectively.

With the many different solutions available, it can be tricky to pick out what’s right for you. That’s why, I help you out, so you don’t have to waste your valuable time on research.

There are around nine basic categories of software basics that most companies will need, so I put all the essential tools into their individual category.

Document Management Tools For Businesses

From business plans to invoices and proposals, storing your important business documents is essential.

Whenever I speak to business owners, I hear that they are moving away from paper storage towards a digital solution.

The right document management tool will help you organize all files and documents in one place speeding up your workflow.

Here are some of my best document storage and management platforms for businesses.

Google Drive

If you have a smaller team and also a smaller number of documents that you want to manage, then Google Drive is ideal.

It provides some solid free storage features that also allow you to collaborate with colleagues and across other teams.

From my perspective, one of the biggest benefits of Google Drive is that you can also use Google’s entire tool suite, from Google Sheets and Google Docs to presentations and forms.

Key Features

• Integrates with other Google tools
• Free mobile app
• Sharing and collaboration

Storage Space

• Free for up to 15GB storage, and a tiered plan for additional storage space

You can try out Google Drive here

Bit.ai

While Google Drive can be used for both business and personal documents, Bit.ai has been specifically designed for companies and team collaboration.

You can organize all your content in different folders and workspaces, and set sharing and privacy options for individual documents or folders.

If your team wants to collaborate more actively, then they can leave comments in the document or edit directly. They can also chat with co-workers.

Similar to Google Drive, Bit.ai also has a search functionality which allows everyone with access to the platform to find what they are looking for.

Key Features

• Upload, create, and track changes for all your documents
• Solid search functionality
• Real-time notifications and chats for better collaboration
• Integrations with other platforms and document management solutions

Storage Space

• Free plan with a storage limit of 1GB, but the option to buy additional storage at an affordable price

Try out Bit.ai here

Project Management Tools For Businesses

I noticed that sometimes not even larger businesses use project management tools because they think they can manage everything with a spreadsheet.

But I have also seen far too often that a simple spreadsheet doesn’t work for managing project resources, assigning tasks and keeping track of all the project deliverables, including the project deadline.

These are complex processes, even for smaller projects, so it’s a good idea to consider a project management tool.

Paymo

Specifically designed for project management of any size and complexity, Paymo has a large range of great project management features.

Business owners, project managers and project teams can track all project-related actions in real-time, including resource assignments and task allocation.

One interesting feature that I particularly liked was that project managers can also create an estimate based on the project plan. This can then be shared with other stakeholders or clients.

Key Features

• Monitor and schedule project-related tasks with Gantt charts
• Track all resource expenses, including invoices
• Create estimates that can be shared with clients and other stakeholders

Price

• Paymo’s free plan includes the basics, and you can also upgrade anytime to one of the reasonably priced paid plans with more features

You can find out more about Paymo’s Project Management Software here

ProofHub

ProofHub calls its platform the “all-in-one project management and team collaboration solution”. And, indeed, they have a lot of features that a growing business would need.

ProofHub’s goal is to bring remote teams, project managers, and decision-makers closer together with better project communication and management.

The platform offers the standard features, including collaboration, project scheduling and task management.

There is one feature that I found particularly useful, and that’s the time tracking feature where individual team members of a team can monitor their time spent on each task.

This streamlines the project workflow and saves so much time – and money – on resources.

Key Features

• Kanban boards and Gantt charts allow project teams to manage tasks effectively
• Easy integration with third-party tools
• Personalized and group chat options
• Announcement and collaboration boards

Price

• A little more on the pricey side, ProofHub’s Essential plan isn’t as cheap as some of the most expensive plans of other project management tools.

Try out ProofHub’s Project Management Platform here

Communication Apps For Businesses

One of the most valuable things I learned early on in business was how essential communication is – within a team, between other teams, and across the organization.

With working from home and more flexible working, it’s a great idea to look at some other ways to share ideas, brainstorm, and even just have a friendly chat to bring your teams closer together.

Slack‍

Slack has been around for a while and it used to have a reputation as a quick messaging app for startups and small businesses but, in my experience, Slack can also work well for much bigger companies.

Slack allows you to create channels based on departments, projects, interests, and even personal conversations.

Its simple design makes it so easy to use for even less technical team members, so everyone can join in a conversation, share, and collaborate.

Key Features

• Messaging and file sharing
• Also includes voice and video call functionality
• Connects with thousands of other apps for better teamwork

Price

• The free plan is a good starting point for smaller teams, and even the paid plans are good value for money

Try out Slack here

Microsoft Teams

Microsoft Teams has been the traditional enterprise chat app for larger companies and organizations.

The service that’s part of the Office 365 suite does not just allow you to message, voice and video call but your teams can also edit and share Word documents, Powerpoints and Excel sheets.

Key Features

• Integration with all Microsoft applications
• Collaborate with up to 250 people
• Mobile app for teamwork on the go

Price

• Microsoft offers a free trial for Teams but after that, you will need to pay a monthly fee per user.

Try out Microsoft Teams for your business now

‍Meeting Apps For Businesses

While the communication apps mentioned help to keep your teams talking, sometimes you do need to bring people together in one meeting.

Here are a couple of meeting apps that replace traditional office meetings.

Google Meet

I found that when you already use a number of different Google apps, then Google Meet appears to be a natural alternative to the traditional meeting platforms, such as Zoom or Skype.

You simply set up a meeting in your Google calendar and share the link with your colleague or team.

Google Meet allows up to 100 participants to enter the virtual meeting space.

Key Features

• Securely encrypted video calls
• Noise cancellation and live captions
• Includes a dial-in number, so everyone offline that also join the meeting

Price

• You can use Google Meet’s basic features for free but any features, such as a dial-in number, are only covered under their paid plans.

Set up a meeting with Google Meet here

Zoom

Zoom has seen a huge increase in popularity in the last few years. This platform has been fully designed for team meetings and everything you will need, from sharing screens to video recordings

It’s so versatile that even schools and other organizations started using it for classes and webinars.

Key Features

• Host an unlimited amount of meetings with up to 25 participants
• You can also share files and messages

Price

• The basic Zoom features are free but if you are a business with more users or participants, then it’s a good idea to opt for one of the paid plans.

Start video conferences with Zoom here

Whiteboard Tools For Businesses

Whiteboards have been an office staple for a long time, and you don’t have to miss out on the brainstorming benefits with the following digital whiteboard tools.

Microsoft Whiteboard

Microsoft digital whiteboard solution isn’t very well known but it allows you to brainstorm on your own digital canvas.

Your data is safely stored in the cloud, and you can access your content on different desktop and mobile devices.

Key Features

• Just like with a real whiteboard, you can choose what you want to write with (keyboard, pen or stylus)
• Extra secure thanks to Microsoft’s suite

Price

• You can try Microsoft Whiteboard for free with limited features but if you get a Microsoft 365 subscription, you can get unlimited access to the platform.

Try out Microsoft Whiteboard for your business

Miro

Specifically designed for remote teams, Miro’s digital whiteboard offers everything you can do with a physical whiteboard.

It allows you to write, add sticky notes, diagrams, drawings, images, spreadsheets and even some prototypes.

Miro also offers templates that help to kick-start your brainstorming session and creativity.

Key Features

• Easy integration with a lot of other apps, such as Sketch, Google Drive, Jira, Invision, Confluence, and many more
• Real-time collaboration with instant syncing

Price

• The free plan gives you access to Miro but comes with limited functionality. It’s best to choose a paid plan when you know that you’ll use the platform more often.

Start brainstorming with Miro here

Digital Marketing Tools For Businesses

There is such a large variety of digital marketing tools available that this was a difficult category but here are a couple of platforms that every marketer should use.

Google Analytics

I think it’s fair to say that Google Analytics is the golden standard of the digital marketing world.

Almost everyone who is in any way involved in running a business that runs marketing campaigns has heard of Google Analytics.

This platform offers insights into detailed analytics and figures for your website. Your marketing team can create dashboards that are easy to use and interpret.

With GA, you can track almost everything related to your website, including products, website visitors, conversions and customized marketing goals.

It’s a powerful tool that allows you to make data-informed decisions for your campaigns and the business.

Key Features

• In-depth analytical intelligence and detailed reports
• Easy integration with Data Studio, Google Ads, and other Google tools
• Options for A/B testing to get better insights into your customer’s choices

Price

• One of the best things about Google Analytics is that it is absolutely free, although larger organizations may also want to consider some of the paid plans.

Set up Google Analytics for your website here

Elink.io

Elink.io is a classic content creation and marketing platform that helps your marketing teams publish content via newsletters and on web pages.

You can even embed your web content with just a simple link. The software provides a number of different responsive website page layouts.

Key Features

• Collate content for social media and your website with just a few clicks
• Create a newsletter quickly with well-designed templates
• Track engagement numbers on all your shared content

Price

• Their free plan offers the basic features, and the paid plans are reasonably priced.

Try the marketing tool from elink.io here

Accounting Tools For Businesses

If you are a bit like me and you find account more of a necessary task than enjoyment, then these accounting tools will make life easier.

Xero

Xero has been around for some time but it has seen a real boom in popularity in recent years.

Designed as an accounting tool for small businesses, its interface is easy to understand and you can manage all your invoices in one place.

You can also track your inventory, receive notifications for your invoices, handle expenses and create individual purchase order numbers.

Xero even allows you to schedule payments to your suppliers and send out batch payments.

Key Features

• Connect your bank account to the app for quicker payments
• Automated reminders and an option to add “pay now” buttons on invoices
• Cash flow charts and reports

Price

• Choose the free plan if you are just starting out. You can always upgrade to any of the paid plans available.

Try Xero’s accounting software here

Freshbooks

Similar to Xero, Freshbooks also allows you to manage all your invoices in one place. You can track all invoice and expense payments.

Freshbooks focus very much on automation, so you can set up individual reminders for invoices and payment collection.

Key Features

• Clear reports and dashboard
• Automatically log hours and add them to invoices
• Standard checks and balances

Price

• The free plan comes with some basic functionality, but the paid plans are not too expensive if you wanted to upgrade.

Try a new way of accounting with Freshbooks here

Outsourcing Tools For Businesses

This may not be as relevant for startups or smaller businesses, but that depends very much on your type of business.

In my experience, it’s always worthwhile connecting with freelancers and other business owners, either for more business or to find a helping hand.

Fiverr

Fiverr allows you to find freelancers in over 300 categories.

Whether you are looking for someone with experience in graphic design, website development or video editing, there are always plenty of different options.

I particularly liked their customer support and their payment protection policy.

Key Features

• A dashboard allows you to track all activity
• Great customer support
• Large choice of freelance categories

Pricing Model

• You need to pay a processing fee depending on the purchase price

Find a freelancer on Fiverr here

Upwork

Projects on Upwork have had over a million reviews, so this platform has seen a lot of positive traffic.

Whether you are looking to outsource some of your work for long-term contracts or a one-off project, a dashboard offers you a full overview of all job listings, payments, and interviewing.

Key Features

• Ideal for long and short-term contracts
• A large range of categories, including marketing, accounting, writing, customer service, and web development

Pricing Model

• The free plan has limited features, and paid plans are quite steep for smaller businesses

Final Thoughts

Finding the best tool for you depends on many different factors, including the size of your company, any particular business problem you may want to solve, and your budget.

Running a business isn’t easy but, from experience, I can say that working with the right business tools, you can make your life and the life of your teams much easier.

And while the implementation of these tools can take some time, it is well worth it in the long run.

https://www.youtube.com/watch?v=qQdXB8qSY-E