Incase you missed our comprehensive 40 minute live webinar, you can grab that recording here. Below are the key tools that we mention and feature in this webinar and how we use them:
Zapier - Zapier is an affordable technology that allows two different systems to communicate with each other and moves information between them automatically. It exists to remove very simple busy work from everyone’s plate. Try zapping things like birthday reminders from your GCal to Gmail emails that go out to clients.
Calendly - Help avoid the wasted time of the back and forth of trying to find a good time to meet. Simply set up a free or paid calendly account with your desired meeting length, set your availability and you are ready to go. You can even add a few questions to the form where people schedule time with you (for example, “What would you like to gain from our call?” or “How did you hear about us?”. You can also schedule auto confirmations through calendly, saving you the time of doing that manually.
Slack - Our Instant Message platform of choice. Check out all of our favorite hacks here.
Wufoo - Wufoo is an online form builder with lots of possibilities for use.
So quick use study: one of our clients was having her contractors send their invoices to her via email, creating a series of to dos for her that she was trying to manage via her inbox. We really push clients to stop using their inbox as a to do list and manage tasks in a task management system like asana.. To help, our team created a wufoo, form that integrates into Asana, so all of the invoices go into Asana as tasks. Then her assistant is able to go into Asana and handle each invoice item in the task list, rather than trying to sift through her email to find them all. It also creates a really organized way to manage a filing system of invoices received and paid.
Boomerang - Boomerang works with gmail, outlook and android mail and it has a free version and it exists to let you take control over when you send and receive messages. You can also use it if you want a cleaner inbox, but don't want to lose track of important messages. Use it to take messages out of your inbox until you actually need them. At the time you choose, it will come back to your inbox, marked unread, starred or even at the top of your message list. You can also use it to remind you if you don’t hear back from someone. You can use it to make sure you follow up within a specific time frame after sending a message, or be reminded if nobody replies. This way you won't let messages slip through the crack and will never forget to follow up with people. You can also read this article on how delegating your inbox can give you more time back in your day.
LastPass - A password management tool that remembers all of your passwords for you. As with most of the tools we’ll discuss today, they offer a free or paid version. Our team loves this tool because it’s an easy way for them and their clients to access passwords quickly when needed. This tool also helps you to generate strong passwords to protect against hacking, it can store digital records, and allows you to share passwords conveniently and safely.
Asana - A core tool at Delegate. It’s a web based project and task management system. We use it to capture process and create accountability and alignment around who is doing what by when. We also make sure that all task level communication is happening in the tool and NOT over email!
Earth Class Mail - If you hate paper like me, or if you travel alot or are a “digital nomad” check out this service which allows you to have your mail forwarded to a virtual address in a city of your choice, every piece of mail you receive will be logged, scanned, organized, and stored securely by one of their certified technicians. When it’s time to check your mail, you can log into your Earth Class account from your computer or smartphone and review the front and back of each piece of mail as a PDF document with searchable text. You can then go in and decide what actions to take on your mail. You can trash and recycle junk mail, deposit checks, download documents to save, forward items, and more! And, this tool integrates with other tools like Google Drive and Dropbox. With this tool you will always have access to the mail you need anywhere you are.
Shoeboxed - Simply collect all of your paper receipts and mail them to the Shoeboxed processing facility for free in their pre-paid envelope or upload pictures of your receipts using the mobile app. This tool will also extract the most important data points on your receipts and automatically categorize them by vendor, total spent, date, and payment type. You can also quickly and easily create expense reports using this tool.
And one bonus hack, courtesy of our Tech Guy, Eric: Virtual Credit Cards for online subscriptions - You can create virtual credit card numbers for your credit card and use a different virtual number for every online service you pay a subscription to. These virtual credit card numbers are connected to a traditional account as a free add-on for improved security. Virtual credit cards decrease the likelihood of credit card fraud and are hard to hack. You can create as many virtual card numbers as you want, without affecting your credit score or account standing.Virtual cards are locked to only that domain. But you can also use virtual card numbers for your VA's so if you end up parting ways, you just lock that virtual card number and never compromise the original.The process of getting a virtual credit card may differ slightly depending on the issuer. Generally, though, getting a virtual credit card is pretty simple. Most major credit card issuers now have virtual credit card options [Cap One, Citibank, Mastercard, Am Ex, Visa, Chase, etc.]that you can quickly and easily add on to your existing account.
So which of these hacks are you going to implement next to save some time?