Ten Technology Tools That Make Your SOHO Productivity Soar

If you’re a SOHO or small business user, finding the right technology tools is an absolute necessity, especially if you’re competing with bigger companies for customers. You’re virtually certain to save time, cut costs, and winnow your competitive edge if you can cut back on the numbers of products you buy, while building up features and functionality.

Fortunately, tons of tools are available these days that let you spread your resources wisely by doing just this kind of “multitasking.” Some of these work double- or triple-duty by combining multiple capabilities – such as phone calling and picture taking, printing and faxing, or even Internet access and TV watching – in a single gadget.

Other tools of this type -- generally in the software and Internet services categories -- prevent the need for more expensive extras by letting you accomplish more tasks on an existing PC.

But no two businesses of any size are exactly alike. How well a specific tool works for you will depend on what tasks you need to do, what tools you already have on hand, and how much spending your budget will allow.

Here, in no particular order of importance, are ten top productivity tools that might just turn you into the ultimate multitasker. Most of these tools can be purchased for a few hundred dollars or less, and some are even available free of charge.

1. Multifunction Printer (MFP)
Benefit: Handles printing, along with scanning, copying and/or faxing.

The MFP is one of the most clear-cut examples of a multitasking hardware device. Instead of buying separate machines for printing, scanning, and faxing, you can get all of this functionality rolled into one. Gone, too, is the need for different paper and ink supplies for multiple machines.

As MFPs rise in popularity in small and large offices alike, prices are coming down fast. You can choose between inkjet and faster laser printer technology, but a good color inkjet MFP can run you as little as $200 or so. Obviously, though, an MFP isn’t the best way to go for offices that have multiple well functioning devices already in place.

2. Software Office Productivity Suite
Benefit: Combines a word processor, spreadsheet, and presentation package
all in one, with maybe some drawing tools or a project management apps thrown
in, too.

As most of us know, a software suite brings together several different software applications into a single integrated package. Suites are available for all sorts of functions, ranging from customer relationship management (CRM) to PC maintenance and security, for instance. Yet office productivity suites are some of the best known suites around. While it’s true that licensing prices for Microsoft Office can be costly, you’d be spending even more by making separate purchases, at various points in time, of products like Word, Excel, and PowerPoint.

What’s more, you can get hold of a lot of open source and online software suites free of charge. In some cases, alternatives to the big commercial suites add functionality you wouldn’t get otherwise. The open source Gnome Office, for example, adds a database management program, tools for drawing and mathematical equations, and other goodies to the basic word processor/spreadsheet/presentation package mix. KOffice, another open source office suite, throws in the KPlato project manager application.

3. Smartphone
Benefit: Mobile voice calling, e-mail, instant messaging (IM), Web browsing,
and photography, plus assorted additional functionality through new mobile
software apps.

Many people in small businesses spend much their time out of the office visiting customers. Cell phones have long served as a boon to SOHOs for mobile voice calling. The advent of so-called feature phones earlier in this decade added text messaging and e-mail capabilities, along with some limited Web access.

But with the newer wave of iPhones, Droids and other smartphones, users now get full Web browsing from their handheld devices, built-in cameras for shooting photos and videos, and GPS capabilities to help them navigate the business terrain. Smartphones also differ from the earlier feature phones in that they’re able to run downloadable mobile software apps (both business-oriented and not). Smartphones do cost more. But you can typically purchase a carrier-subsidized model for $200 or less if you sign a two-year contract for wireless services.

4. VOIP and Virtual PBX Software
Benefit: Slashes phone costs while making your business look bigger.

Although all phones support voice calling, anyway, VOIP (voice over the Internet) services can reduce your costs by letting you place calls over the Internet instead of through carrier-operated networks. Virtual PBX, on the other hand, can provide you with keener weapons against otherwise daunting rivals through its sophisticated call routing options.

Many companies today offer products enabling small business access to either or both types of services. Phone.com, for example, now supports these with mobile software apps for smartphones. Although wireless customers still need to pay monthly carrier fees, the VOIP services keep you from using up voice minutes. International calls can be placed either free of or at reduced rates. Through the virtual PBX services, you can use a single phone number from Phone.com for multiple phones – such as the office phone and home and mobile phones – and choose how calls are routed to those phones. Phone.com also offers multiple phone greetings with selectable professional-sounding voices. While the smartphone apps are free, Phone.com charges monthly fees which vary according to which services you choose.

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