9 Hacks Every Small Business Should Use In Their Operations
We throw no shade at small businesses that still rely on spreadsheets to manage their data or need to dig through a clutter of digital folders and old documents to get to pertinent files. We get it – operational tasks and learning new tech can often be pushed to the side when clients are knocking on the door and deadlines are pressing.
The irony is that operational and tech upgrades can be a game-changer in delivering better results. First, outdated practices can become not only unmanageable but also create big errors. Secondly, getting on board with the right tools can seriously increase efficiency, save you time and improve productivity.
We’ve put together 9 hacks and solutions that can help elevate your operations and set you up for long-term success.

Use a password manager
With so many platforms businesses are on nowadays – social media, website, email, banking, accounting, the list goes on – most business owners have a long list of logins. A thing of the past is using the same password across platforms (not safe), storing passwords in a spreadsheet (also, not safe), or using “forgot password” to retrieve logins (not efficient). While using a browser-based password manager like Chrome is a step in the right direction, there are still some security limitations. Experts recommend using a dedicated password manager for optimal security. The one we use? LastPass – but here is a roundup of the best password managers available to choose from.
Consider cloud storage
Cloud storage has a host of advantages and it’s difficult to imagine any business not taking advantage of this technology. It is a huge convenience to be able to store and sync documents (no more confusing duplicates or multiple versions!) as well as have access to files easily in the event something should happen to your hardware. Consider trying one of these 10 best cloud storage solutions for small businesses.
Get comfortable with Artificial Intelligence (AI)
Love or hate the idea of bots of superb ability, AI is here to stay. More and more businesses are testing what can be done with artificial intelligence – it’s a leap from chatbots to today’s current capabilities. From graphic design to writing code to automating business processes, this new age of AI is really just beginning. But AI is not perfect and still needs a lot of human assistance – afterall, it relies on what already exists and does not truly innovate or work with nuance. But small businesses can take advantage of AI as a way to get things rolling, like using AI to build the base of a website then working with a web designer to bring the ideal design to life.
Use apps to elevate your work
There’s an app for pretty much anything nowadays. Proofreading your grammar in your digital communication? Check, thanks to Grammarly. Batch scheduling content for your social media and easily discover social trends related to your business? Check and check, thanks to platforms like Hootsuite and Buffer, among others. Sending promotional emails to clients and potential clients? Check, thanks to MailChimp, Drip and others. These apps will not only elevate your work, but will also save you loads of time.
Make the project management tool your best friend
The list of to-dos can run long when juggling multiple tasks and projects. That’s where a project management tool can come in. Apps like ClickUp and Asana can help break down tasks so that they are more manageable. You can assign tasks to members on your teams, ensure task deadlines are being completed, tag members with comments, and so many more features. Here’s a list of some of the project management tools our clients like to use.
Organize your digital desktop
If your desktop is covered in thumbnails and there’s a gazillion tabs open when you open your browser, well, then this might be a sign your digital space needs some organization. The more difficult it is for you to locate what you’re looking for, the more chaotic your operations will be, hindering productivity and increasing preventable stress. Make time to audit your digital workspace weekly – delete unnecessary files, clear out your email inbox, and organize files with systematic naming conventions.
Lean on a Virtual Executive Assistant (and other experts)
Don’t have time to organize your digital desktop? Or to get set up properly on a project management tool? It might be time to hire a Virtual Executive Assistant (VEA). Just as you might hire a bookkeeper to do your bookkeeping, or a photographer to take a professional headshot, it’s advantageous to hire a VEA who is skilled at executing and completing administrative tasks. Sure, you can do all these tasks yourself, but outsourcing work to the experts can save your business time and ultimately money.
Be on top of integrations
For the less digital savvy, the concept of integrations may go over your head. But once you get onboard the tech train, you’ll be so glad these apps exist. You’ll no longer have to visit multiple platforms to get the job done. Instead, you can login into one platform, such as a project management tool, and have it be integrated with other technologies. You can learn more about the power of integrations here. (Note: This is something your VEA can also help with!)
Restart your computer regularly
We’re all guilty of just letting our desktop sleep or closing our laptop while it’s still running. It’s convenient to be able to hop back online quickly without waiting for our device to start up again. But it’s important to reboot your computer weekly to clear any technical issues and free up memory from background apps that haven’t closed correctly. Think of it as good hygiene for your computer to prolong its health. If you think you may not use your computer for a period of time, it could be beneficial to shut it down completely until the next time you use it.
Want help on one or more of these tools and tasks? Get in touch to find out how a VEA can improve your operations.