Online collaboration tools, like project management systems and scheduling apps, allow freelancers to make the most of their time and energy.
One of the biggest benefits of being your own boss – whether that’s full-time, part-time or in your free time – is getting to work in the way that suits you best! That means using fun, new online apps, messaging software, and whatever other tools keep you on track and staying productive.
There is a wide array of tools at your disposal to make your work life easier – it’s truly an amazing time to work in the online space. Whether you’re looking for a time tracker to better manage your work day and measure how long any specific task takes or to simply schedule your meetings more efficiently, there’s a tool for that.
Better yet? There’s probably a free version of it, too.
We’ve gathered some of our favorite online tools (and threw in a few great resources for good measure) to help you remain super organized and continue rocking your business in the best ways possible this year.
Dive into our comprehensive online guide for freelance workers, below.
Where to Look Online for Collaboration Tools and the Latest Business Hacks
Before we dive into the “what” and “how” of online collaboration tools, let’s talk about the “where.”
It’s important to stock up on and bookmark quality websites in order to stay on top of the latest online trends. We know you’re already following Mashable and Fast Company, but it’s time to discover some of these lesser-known gems:
Social Media News:
Business + Tech Updates:
Design & Business Branding:
Now, let’s explore the specific types of online collaboration tools that will benefit your business.
Online Calendar Scheduling That Takes the Headache out of Meetings
Regardless of whether you’re operating as a solopreneur or among a small team, properly scheduling your time is vital to remain organized within your business.
Things to consider when picking a new calendar tool:
- Pick a calendar system that is compatible with a variety of platforms such as Google, Outlook, Apple and others. This will ensure your meetings and appointments pop up on all your systems, and you never overbook yourself for a meeting!
- Choose a platform that automatically detects users’ time zones to avoid your team members (and your clients) ever botching a meeting time again.
- Consider the need for things like buffer blocks in between meetings, private meeting settings and more. The more smart features, the better!
- Look for a project and client management tool that syncs with your calendar and inbox to avoid having to toggle between screens and windows.
Look for extensions like Inbox When Ready (which hides your inbox so you don’t happen to check an email or two when you go to send that quick update to a client) and Assistant.to to help schedule meetings faster and avoid the email back-and-forth.
Video Conferencing Apps That Get You Face-to-Face with Clients
Working remotely means video conferencing tools are an absolute must. Whether you are dialing in for your morning conference call or doing a screen share with a sub-contractor, equip your business with the best options to ensure your virtual meetings go off without a hitch.
Things to consider:
- Mobile is a must. It (should) go without saying that you want your video conferencing system to offer an iOS and Android app as well as a desktop version.
- Consider the type of supporting files and documents you’ll want to share during meetings; spreadsheets, Word Docs, audio files, presentation documents and more. Pick an app that has all of your needs covered.
- Don’t forget security. The best video apps will provide SSL encryption, HTTPS access, participant-based access control features and much more.
- Keep in mind the ease of having multiple people join via different devices – your collaborators may want to dial in via phone while they’re at the airport and you’re at home on a computer.
Remember that user experience makes a difference when it comes to making business easier and presenting you as a professional. Having unique dial-in numbers, easy access to screen shares and recordings will help you manage projects and keep everyone on the same page.
Project Management Apps to Take Online Collaboration Beyond Your Team
Oft-overlooked when talking about online collaboration tools, a client management system is a must for your freelance business. Your system should allow you and your team to seamlessly work with your clients, in one easy-to-use system.
Things to Consider:
- Make your clients a part of the conversation with a dashboard that gives them access to view projects, invoices, messaging and more.
- If your team operates on a ticketing system for specific tasks, consider a platform that allows your clients to have limited access to these tickets. This way, they’ll feel like they’re able to easily track work progress whenever they want.
- Look for an easy to use, built-in messaging system that lets your team communicate about anything from a project’s status to an overdue invoice.
- Think about how many log-ins you’ll need now and in the future, looking for a platform that can grow with your team.
If you’re currently juggling several apps and website logins to communicate projects, deadlines, invoices and more with your clients, it’s time to upgrade ASAP.
Better Invoice Software for Everyone
Lest you think invoicing isn’t a part of collaboration, think about doing a project with a fellow freelancer or for a client and not getting paid. Now, think about taking your business to the next level by ensuring your invoices are on point, automated and professional.
Things to Consider:
- Opt for an invoicing tool that lets clients pay however they prefer – from eChecks to ACH, credit cards and online transfers.
- Make the process easier for clients, by giving them a way to view invoices and pay instantly with the click of a button.
- Upgrade to a system that automatically tracks clients’ payment statuses, such as partial payments or overdue payments.
- Customize your client invoices with your business information and logo.
If you’re working online, it’s time to say goodbye to the days of only accepting a physical check via the snail mail. Remember, every touchpoint you have with your customer communicates something about your brand – and your invoices are no exception.
Task Management Tools That Make Sure Nothing’s Forgotten
Consider the project-related tasks that you (and possibly your team) regularly execute within your business. Is there a way you could become better organized to save some serious time? That’s a definite YES!
Things to Consider:
- Your project management system should clearly showcase and track the work that needs to be done at all times by everyone involved.
- Consider a platform that utilizes a Gantt chart tool to easily see who is doing what and how resources are being used.
- Working as a solopreneur? Or simply need an extra layer of organization for your team? Consider downloading and implementing a simple to-do list app.
- Find an all-in-one online collaboration tool that lets you sync clocked hours on tasks to invoices and streamline your billing process even more.
Great task management equates to less time juggling last-minute deadlines, meeting with collaborations and clients about priorities and simplified task-delegation. Hooray!
File Storage to Centralize Your Business
Easy, cloud-based access to information also comes in handy when you’re trying to get content in the hands of your clients, subcontractors or partners.
Things to Consider:
- Find a cloud-based storage solution and create folders for each of your clients, as well as one for your business. You can easily set permissions to each folder.
- Opt for a system that offers specific editing features like view-only copies of working documents.
- Begin by selecting a free platform (some of the most common offer up to 15 GB of storage) and reevaluate your storage needs after a month or two.
- Look for options to sync with other systems, programs and devices to make sharing even easier.
It sounds obvious, but keeping all your files and documents in one place is a must. If you’re still saving files on your desktop, this will be a move that streamlines your process and enables you to work from anywhere and any computer.
Level-Up Your Online Business with the Right Online Collaboration Tools
If you’re looking to make better use of your work day, it’s time to implement some online collaboration tools that increase productivity and decrease the time you need to spend worrying about day-to-day tasks.
When it comes to looking for the right tools and apps, use the tips above to start thinking about what you really need in order to streamline your workflow.
Or, you can leave the thinking up to the team at Spera, where we’ve built a freelance platform – complete with the most important online collaboration tools mentioned above – around the specific needs of solopreneurs and small teams.
Time tracking, customized Gantt charts, seamless client management and dashboards, automated billing – it’s done for you, so you can kick back and relax (or, you know, get to work on the important things).
Schedule a free demo today and see how Spera can work for you.
