The Best Applications for the Self-employed and Small Businesses: How Software Can Help You Boost Your Productivity

If you are self-employed or own a small business, there is a strong possibility that you need to migrate to the right software to maximise your productivity. With the right applications, you can get a lot of work done faster without spending a great deal of time. What’s more, you can do it with the least possible trouble.

However, choosing the perfect app is not as simple as it might seem at first sight. There are a lot of apps available in the market and the choice might be very difficult.

In this article, you will find the most useful software tools that you can use to save time and improve your productivity as a freelancer or the owner of a small business.

1. Office suite: ONLYOFFICE Docs

Among all the office suites that are available now, ONLYOFFICE Docs is perhaps the most suitable option for the self-employed and small businesses. The solution includes web-based editors for documents, spreadsheets, fillable forms and presentations, and comes with a viewer for PDF and DjVu files, all accessible in any web browser.

The ONLYOFFICE online editors are fully compatible with Microsoft Office file formats (Word, Excel and PowerPoint) and support OpenDocument Format (ODF). The suite has the following advantages:

• Tabbed interface — all the functional tools are organised in tabs for better navigation;
• Multiple editing features — you can add links, tables and charts, insert and format images and work with shapes, equations or TextArt objects and more;
• Real-time collaboration — you can comment on documents, communicate with your co-authors via the built-in chat, switch between two co-editing modes (Fast or Strict), compare documents online and activate review mode with the Track Changes feature;
• Different access rights, including full access, commenting, viewing only, reviewing, form filling, and the ability to restrict the copy, download and print options;
• Third-party plugins to add on new features, e.g. grammar correction, translation and communication (via the Telegram, Jitsi and Rainbow services);
• Flexible deployment — you can install ONLYOFFICE on-premises or deploy it in the cloud.
• Improved security — data encryption in transit, JWT, open source code;
• Free desktop and mobile for all popular platforms.

What is also important is that ONLYOFFICE Docs integrates seamlessly with many file synchronisation and sharing platforms, document and content management systems, and groupware solutions, such as Nextcloud, Seafile, ownCloud, Nuxeo, SharePoint, Redmine, WordPress, Confluence, Alfresco, Jira, etc.

If you don’t have a business platform like this, you can try ONLYOFFICE Workspace. It’s a combination of the ONLYOFFICE suite and a collaborative platform with additional features, like CRM, email, project management, calendaring. This way, you get a all-in-one solution to manage all business processes.

Alternative solutions: Google Docs, Zoho Docs, CryptPad

2. Cloud storage: Dropbox

The next solution on the list is a cloud storage and document management application. The vast majority of self-employed people and owners of small businesses create different documents for their clients: design files, spreadsheets, presentations, PDFs and so on. Therefore, you should have a good cloud file management solution that allows you to access your files from anywhere, keep a secure backup and, most importantly, easily share your work with your clients.

Dropbox is a cloud storage that is considered one of the oldest and most popular cloud storage services in use today, although there are many alternatives, such as Microsoft OneDrive, Box, Sync and Google Drive. Using Dropbox, you can store your files in a safe and accessible place from your computer, phone or tablet. Backing up important folders and synchronising any changes is also possible.

Dropbox also comes with a simple word processor, so it allows you to work with text files, collaborate in real time and even assign tasks.

Alternative solutions: OneDrive, Box, Sync, Google Drive

3. Time-tracking app: Toggl

The most basic productivity tool for everyone is a time-tracking app with project planning features. A good app of this kind will not only help you keep track of every hour of work, but also help you maintain productivity and work-life balance and automate many administrative tasks.

If you need a simple but powerful time-tracking app, we recommend Toggl. It is an easy-to-use tool that allows you to track time in the web app, desktop app, mobile app or browser extension. This means you can manage time even on the go. All your entries will automatically sync across all your devices.

With Toggl, you can create work schedules without having to deal with Excel worksheets or third-party complex software and get your tasks done by deadlines.

Alternative solutions: Time Doctor, Harvest, TimeCamp

4. Budget planning app: Mint

It’s no secret that smart financial management is a challenge for every small business or self-employed person. In order to keep track of your budgets, we recommend Mint. It is a free budget planner and controller that helps you manage your finances: you can track your invoices and financial goals, manage your budget, as well as receive financial alerts and tips.

With this app, you can synchronise your bank accounts, credit cards and PayPal account. Also, the app allows you to:

• receive a reminder when you go over budget on your projects;
• use a simple transaction tracking system;
• receive weekly summaries of your financial status.

In case your phone is lost or stolen, you don’t have to worry about your sensitive financial data being compromised. Instead, you can easily disconnect your Mint account and phone number from your browser account at any time.

Alternative solutions: Spendesk, Budgeto, YNAB

5. Communication applications

When it comes to communication applications, the situation is quite complicated. The problem is that you cannot choose just one application that you prefer. Your clients might use different communication applications, and you often have to adapt to their preferences. These are the most commonly used applications:

• Skype
• Zoom
• WhatsApp
• Telgeram
• Microsoft Teams

Most self-employed people and small businesses have to install most of them and then use different tools with different clients. And that’s fine. What is more important is that you don’t let all the communication apps interrupt your workflow.

Did we miss any important apps? Leave a comment to express your opinion.