Ostratto - Blog | Ostratto #improvement

COVID-19: Our Favourite Remote-working Tools

Sun, 12 Apr 2020 13:02:41 +0000

Whether your business had already implemented remote-working ideologies or it's all very new to your business, it's definitely been a general-culture shock to the working world. Businesses that never thought they could work from home are now embracing wonderful and sometimes whacky ways to get their work done remotely, sometimes whilst even compromising security (yes Zoom we are talking about you).

Our partners are generally well equipped already. More than 80% of what Ostratto helps our partners' businesses with, resides on cloud technology. That's smart business solutions that are accessible from anywhere at anytime.

For the businesses that we don't yet have a relationship with, firstly; welcome(!) and secondly; this article is for you. It's a quick run through of our favourite tools that will help you conduct your business from pretty much anywhere.

We'll firstly break it down a bit into some sub-categories of the products we offer today. Select to jump to the sections:

Communication Collaboration Productivity

Looks uncomfortable. Credit: unsplash

Communication

Communication during these tricky times is absolutely vital. It's the difference between a happy and productive worker and a very unhappy unmotivated one. Here's some of our favourite communication tools.

Google Meet

Video meetings for your business. Meet takes the headaches out of joining a video call at work. Just set up a meeting and share a link. No worrying about whether teammates, clients, or customers have the right accounts or plug-ins. With a fast, lightweight interface and smart participant management, 100 + person video calls are a breeze.

Meet is perfect for keeping connected with your team and your customers from one product, and it comes included in the G Suite package as standard.

Google Chat

A messaging platform built for teams. Hangouts Chat makes it easy for teams to stay in contact with instant messaging. From direct messages to group conversations, Chat helps teams collaborate easily and efficiently. With dedicated, virtual rooms to house projects over time — plus threaded conversations — Chat makes it simple to track progress and follow up tasks. Chat currently supports 28 languages and each room can support up to 8,000 members.

RingCentral

RingCentral is our preferred cloud phone solution. Get an all-inclusive business phone system with online meetings, messaging, and more. Integrated perfectly into your business systems, you can expect big business benefits without the high cost and complexity. Your teams will have all the accessibility they need to seamlessly communicate and collaborate from anywhere, becoming more productive, effective, and efficient as a result. You can host video meetings with up to 1000 participants too - which is pretty cool.

We love it because it's super reliable and it provides a one-stop shop for all business communications.

Zoho Campaigns

Email marketing software that drives sales. Create, send, and track email campaigns that help you build a strong customer base. From beautiful email templates to an easy-to-use editor, and automation tools to real-time analytics, Zoho Campaigns has it covered.

We use this to keep in touch with all of our partners with ease, updating them on the current situation and also providing regular tips on staying productive.

Collaboration

Even the most communicative team still need ways of collaborating effectively. If your team is still saying 'are you done with that spreadsheet as I need to make edits', then this category is for you. It's 2020 and things have changed now, you old-timer you.

Google Docs

Create and edit documents directly in your browser – no dedicated software required. Several people can work at the same time, and every change is saved automatically. Work on a single document with team members or people outside your company. See edits as others type, communicate through built-in chat and ask questions by including comments.

It really is powerful word editing, made simple and accessible with the power of the cloud. It comes with even the most basic version of G Suite.

Google Sheets

Collaborative, smart, secure spreadsheets for fast-moving organisations. Sheets was designed with the needs of agile organisations in mind. As Sheets is cloud-based, it enables you to collaborate with anyone, anytime, anywhere. It's built on top of Google’s infrastructure, which gives you the freedom to create, while helping to keep your information secure.

Again, no software to install and super simple to use.

Google Slides

Slides is Google's offering of a presentation tool. It allows you to create and edit polished presentations in your browser – no software required. Several people can work at the same time so that everyone always has the latest version. It helps you to make your ideas shine with a variety of presentation themes, hundreds of fonts, embedded video, animations, and more. All included in G Suite.

Productivity

Productivity is often the measure of a successful migration to remote-working strategies. With recent developments in the technical industry it's still very possible to maintain a very high level of productivity. We've covered a few excellent communication products and we've also covered a selection of smart collaboration software.

G Suite

G Suite - our bread and butter. It provides all the tools a business needs to do business, in an extremely affordable package. An integrated suite of secure, cloud-native collaboration and productivity apps powered by Google AI. Includes Gmail, Docs, Drive, Calendar, Meet and more, all in the same place accessible with the same login.

We use G Suite for our business email, communications and productivity needs. The prices start at £4.60 per user/month and there's no contract, so it's really ideal for new businesses who don't want to commit to anything serious in the early days.

What I think is pretty cool is that the likes of Netflix and Colgate are using exactly the same product as a start-up business of one user. It really is modern-day cloud computing, allowing the little guys play with the big guys with no capital required. Awesome!

Zoho Projects

When we do any commissioning work such as website design or a system setup, one of our most used products is Projects. It lets us track all ongoing tasks so that an overall project progress can be seen - and shared with clients if necessary. It can help you plan your work, track it efficiently, and collaborate with your team wherever they are.

The main features we use are the tasks, the activities, issues (at times a great tool to nudge clients if we're waiting on them) and also the integration with Google Drive so that we can share files securely within the project space without needing to upload anything.

A great tool for teams that still need to be working on projects from different places.

Zoho Bookings

We've noticed a large increase in online classes since the lockdown here in the UK. Classes for exercise and yoga type activities the most prevalent. Should you be needing to host this sort of event, you need a solid way of offering booking for your 'students' - Bookings has you covered. It syncs your calendars while letting students/customers self-schedule and pay for appointments. The user interface is completely customisable to fit your brand and there is an email function that sends emails to your customers automatically reminding them when an appointment is due.

This one is for personal trainers, coaches teachers, trainers and just about anybody else that needs a way to manage classes easily.

So there you have it. They are our favourite tools because they are cost-effective, smart and they are generally awesome. They all also meet our principles.

If you need any help with working remotely during these very difficult times please just reach out. We will be happy to assist and if we can help your business in any way at no cost, we absolutely will.

Stay safe.

Help me work smarter

2020: New Years Resolutions

Wed, 08 Jan 2020 11:04:25 +0000

The end of a decade! Can you believe it? Aren't we supposed to have flying cars by now? Or at least hoverboards? This year, and the past 10, have seen us through some pretty noteworthy stuff.

Let’s recall the launch of the first iPad and the inception of Instagram - yep, both happened in 2010! There have been Royal Wedding(s), auditory surgery (looking at you, 'Gangnam Style'), and addictive apps (long live flappy birds). From the rise of AI and voice assistants to Beyonce’s twins and Tesla’s takeover, I think we can all agree - this decade has been kinda interesting. But with the end of another year, it’s time to say adieu to the 2010's and hello to our next ventures.

Letting bygones be bygones, we’re ready to drop into 2020 with a bang, starting with some goals. Forget hitting the gym more or writing a novel (although those are definitely worthwhile objectives). This year, we want you to commit to taking your business to the next level and actually reach your goal (with our help of course).

Now is the perfect time to look ahead. Here are some ways you can resolve to grow your business in 2020.

A real life picture of me hovering into 2020

1. Build a Website

The fact of the matter is, if you’re running a business in the 21st century, you need an online presence. Even if you have endless tasks on your business to-do list, prioritising the presence of your own web content is critical. Users (read: potential customers) need to be able to find and connect with you virtually - this is basic stuff fellow resolution-er.

Building a website to showcase your business doesn’t have to be a complicated or confusing task. And the how-to aspects of updating said website don’t have to keep you up at night.

Any business, small or large can, and should, have a website. Start with a game plan and determine your goals, then get in touch with us - we will get it sorted for you without breaking a sweat. And we will even show you how we did it (well at least the fun bits anyway) so that you can have a crack at updating it should you want to.

Want a blog that’s low maintenance (hey, we so get it - you have enough to do!)? We’ll help you keep things simple.

If you want some autonomy, but still would like a little hand-holding, you can get a simple but snazzy site up and running in a jiffy with our help. Or, you can be guided through the entire site-building process with our training services.

The choice is yours - power to you in 2020.

3. Get Serious about Email

Look. It's 2020 now, people are more savvy than they've ever been. In fact, 85% of adults think that a company’s website when viewed on a mobile device should be as good or better than its desktop website. That's quite a forward thinking view of website usage.

We've discussed this before. Your @live.co.uk or @gmail.com free email address is doing your business no favours. It looks unprofessional and you are going to be in a sticky one when you need to take on more staff who also need an email address.

Make 2020 the year you invest in a real business email system and set your business to scale freely. We will be happy to help you.

4. Try Out Some New Tools

A new year means new opportunities for trying things that are, well, new. The end of one year and the beginning of another can motivate you to run, skip, or hop out of your comfort zone and expand your range of skills and knowledge, in turn, empowering your business for growth. Start by experimenting with some new tools that help you build your business.

Here's a few 'out-there' ideas:

Looking for ways to make your business look more established? Get professional emails with G Suite and a professional phone system with RingCentral. We can get you set up today.

Looking for a way to best manage your business finances? Take a look at Zoho Books. We use it, love it and would be very keen to help you use it.

Want to build your own website? Check out Zoho Sites. It's super powerful yet still so simple, and we can help you from start to finish.

Want to boost your SEO in big ways? Easy. There are tons of tools for that and we can help you.

Want to open up your own e-shop? Let's chat Zoho Commerce, Zoho Subscriptions and Zoho Checkout. We’ll show you how.

Tying out new tools will help you become a more well-rounded and knowledgeable biz owner - an advantage that’s bound to help you build a better business in the new decade.

5. Improve Your Email Marketing

We've mentioned it many times before. We even just mentioned it, you know, about half a page up from here. Sure, it’s often overlooked if you’re not in a ‘90s Meg Ryan/Tom Hanks rom-com, but truth be told, email can be very powerful. How powerful?

Well, a big 89% of marketers say that email is their primary channel for lead generation and email is still consistently ranked as the single-most-effective tactic for meeting their awareness, acquisition, conversion, and retention goals. This seemingly-archaic medium (which, FYI, was predicted to decline) is increasingly relevant for site owners looking to build customer relationships and augment sales.

And marketers aren’t the only ones with the hots for Email. 72% of consumers say email is their favorite method of communication with companies they do business with, and over 60% say they like to receive promotional emails every week from businesses.

So educate yourself: get smart on dodging the spam folder and providing valuable content that customers want to see enter their inboxes. Learn about the types of emails you should be sending your followers (like the increasingly prevalent email newsletter), set goals, work on building your ever-important email list, and start connecting with more of your customers in their inboxes. This is something we can even give you a hand with - just give us a holla.

6. Get Mobile-Friendly

OK, so maybe you are aware of this. But seriously, if you aren’t optimizing your site (and business generally) for use on mobile devices, you’re harming your presence.

Sixty-one percent of users are unlikely to return to a mobile site they had trouble accessing, and 40% will jump ship and visit a competitor’s site instead. What’s more, Google rewards mobile-friendly sites with better rankings. Ron Burgundy would say, "That’s kind of a big deal". sales, conversions, traffic, search engine placement, UX, responsiveness - all riding on mobile responsiveness.

Mobile rules e-commerce: during some parts of this past year, 79% of online shopping time is being consumed on smartphones, and that number is only predicted to increase. Not only are consumers using smartphones to search (more Google searches take place on mobile devices than on computers in 10 countries) and make purchases (69% of purchases were made by mobile users on one eCommerce platform), but they’re not letting mobile devices out of their sight: 55% of smartphone users admit they get anxious when they don't have their phone on them. There's even a name for the affliction: nomophobia, or "no mobile phone phobia."

Taking these numbers into account, you can see that mobile optimization affects nearly every aspect of your business, from brand building and traffic generating to establishing relationships with customers. Google will not be friendly in its rankings to sites that aren’t optimized for mobile, which harms your traffic-building efforts. You don’t want this. This is bad.

Having a website optimised for small screens is a 'thou-shalt' that simply has to be a part of your business commandments this year if you want a more successful business. The same goes for email formatting where over 66% of emails are read on mobile devices, your emails need to look great on a customers screen or they may just choose not to read them.

Start thinking mobile by taking a responsiveness test drive, working on improving your site’s load times, redesigning your site pop-ups, and making an app - if your business needs it of course.

And don't panic - we can help you with all of this.

7. Lose some (business) weight

Even the most successful companies have areas of their operations that can be streamlined. Staff, as we all know, is the highest cost to most businesses. Nothing beats the human touch in business but you'll be surprised which workflows can be automated by technology within your business. We are talking about the tasks nobody wants to do - the follow-up emails to leads, the monthly subscription payments you manually take, the backups of your data or even the VAT filing for your business finances. These are tasks that are easily automated...so why are you paying someone to do them?

Review your vendor pricing. There is no harm in shopping around to see if you can find goods and services at better prices – assuming that the quality and delivery are comparable. You'll often find that you aren't on the best deal compared to new customers (which makes no sense to us but we digress).

Let Ostratto do the heavy lifting - our partners have seen an average of over 40% savings in 2019 on their IT services. Your interests are our interests.

8. Remember to Breath

Running a business is no small feat. To give your best to your business, you need to resolve to achieve the a proper work/life balance. It can’t be all work and no play. You (or your employees) will burn out faster than those Christmas lights you still haven’t taken down.

When approaching the new year, set realistic goals, hustle hard to stretch yourself and make things happen, and then breathe. Taking care of yourself is crucial to the success of your business. Trust us.

Set boundaries for in and out-of-office hours and honor them. Automate any tasks you can, delegate responsibilities, and then unplug. Resist the temptation to 'just check' your inbox. Be intentional about stepping away from screens and/or your desk and engage in rejuvenating activities such as exercise. Make face-to-face connections and prioritize your physical, mental, and emotional well-being.

Remember: It’s OK to take off your business-owner hat and just have a good time. This doesn't necessarily mean a week break in Hawaii. A proper re-calibration of your priorities and work-life habits will help you be a better business owner and the small breaks you should take will pay you back. It's an investment.

At Ostratto, we love to succeed with you. In fact, we live for it. Whether your new year goals include boosting your bottom line, hiring a team, finding new customers or clients, or learning new entrepreneurial skills, we’re here to help you make them happen in 2020 and we would be honored to be part of your business success.

Here’s to a happy, healthy, and business-booming new year!

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