Enabling remote work for small enterprises

We reside in a world filled with unknowns, yet we tend to create future plans as if we can predict what lies ahead. Unexpected changes in circumstances often catch us off guard, leaving us unprepared to respond.

This unexpected turn of events can happen unexpectedly, even involving highly anticipated individuals, as not everything is within our power. Looking back at history, we can see the numerous challenging situations that the world has encountered, whether due to human actions or natural forces.

These circumstances highlight the need to be prepared to tackle challenges, especially in the face of widespread closures and restrictions on work. The key question is: how can businesses adapt to remote operations during these times?

Not all businesses can fully benefit from technology, but I believe there is potential for even those who have not yet ventured into this realm.

Having worked in the online industry for several years, I aim to offer advice on maintaining business operations remotely by utilizing various online tools, many of which are accessible for free to benefit a wider audience. 😊

Handle tasks and projects from a distance.

One crucial tool for team productivity is the task and project manager, particularly essential for remote work situations. This tool aids in planning and organizing work tasks, providing visibility and control over company activities, and is beneficial for companies of all sizes as well as individual workers.

This type of solution is crucial for remote work as it enables individuals to communicate and monitor work progress from any location without the requirement of physical proximity. Additionally, the tool can be accessed via a mobile device, eliminating the necessity of using a computer.

Consider replacing your trusty task notebook with a more modern and collaborative alternative to easily stay updated on company activities and keep all team members informed about ongoing tasks and responsible parties.

Having used various task and project management tools, I recommend some of my favorites that offer free versions, with most available in Portuguese.

• Asana is currently my top choice as it combines numerous features in a user-friendly manner and is also accessible in Portuguese. The free version accommodates teams of up to 15 members.
• Basecamp was among the initial tools I utilized and appreciated for its straightforwardness. The company provides a free version for up to 3 projects and 20 users, but it is solely accessible in English.
• Runrun.it offers various functions, such as tracking time and costs for each activity and project, which is beneficial for users requiring detailed information. The tool’s free version supports up to 5 users and 50 open tasks and is accessible in Portuguese.
• The tool Quire emphasizes simplicity and provides essential features for task and project management. It is completely free but has restrictions on the number of organizations, projects, and members allowed.
• Trello, which is straightforward and user-friendly, is perfect for processes that require a specific task order. Trello offers a free version with limitless projects and lists, and it is also accessible in Portuguese.
• Milanote is a visual organization tool suited for designers, agencies, and creative professionals, enabling the addition of notes, tasks, files, and images from various sources. The free plan includes unlimited boards and up to 100 notes, images, or links, and supports English language.

Utilize tools for productivity and collaboration in the cloud.

Companies still heavily rely on email as their primary mode of communication, however, it has evolved into a more comprehensive tool with advanced collaborative features offered by providers such as Google and Microsoft.

The services provided consist of email, calendar, document editing tools, file storage, instant messaging, and various other resources essential for collaboration. Being cloud-based allows for real-time collaboration and secure access from any device or location.

Besides sending and receiving emails, you can also schedule meetings, participate in group voice or video calls, collaborate on real-time document creation and editing, and access company documents remotely.

Do you know that crucial document you store in your drawer? Or that file saved exclusively on the computer left in the office? With this solution, you no longer have to transport items wherever you go.

Google Workspace is a top-tier service that I personally use and endorse. There are also other excellent tools available with similar features and free versions for small teams. Here are some recommendations:

Google Workspace – a suite of productivity tools offered by Google

It is a highly durable tool available in the market, but the cost may be steep for businesses with numerous staff members (R$ 24.30/month per user). Those who wish to try it out can do so for free for 14 days and receive a 10% discount for the initial 12 months by using a Google Workspace promo code provided on this website.

Nonprofit organizations can receive complimentary access to Google Workspace tools by participating in the Google NGO program. This guide outlines the process for registration and gaining access.

If the document is brief or there is no desire to use Google Workspace, you can rely on the complimentary versions of Google’s tools. Despite being more restricted, it may suffice for numerous professionals and businesses, particularly when cost-effectiveness is a priority. Simply establish a free Google account to begin using these tools.

Google Drive for businesses: an overview of the professional cloud storage version

Microsoft’s Office 365

Microsoft tools have been widely used and dominant in the market for a considerable period. The Office suite (Word, Excel, Power Point, etc.) and Outlook email are well-known and utilized by many.

If the tools were bought and set up on a computer before, they now work under subscription and can be accessed online. Office 365, which includes apps, professional email, and cloud storage, starts at $23.60 per user monthly, with costs potentially rising for small businesses.

Microsoft also provides a free version with limited features, similar to its competitor. Simply sign up for a Microsoft account to get started.

Zoho Workplace is being discussed.

Zoho WorkPlace is the most affordable option among the three companies and has become popular by providing comparable solutions at a lower price. The India-based company caters to a global customer base, including Brazil.

Competitors can access the same collaboration and productivity tools for a starting price of R$ 12 per user per month, with a free 15-day trial available.

The company offers a wide variety of paid services, along with some that are free. One notable service is Zoho Mail, which provides a free professional email option for up to 5 users. To access additional features, you can opt for a paid plan starting at R $ 5 per user per month.

Bring your business online.

It can be challenging to find time to establish an online presence for your business amidst the daily operations. A forced break could provide the perfect opportunity to transition your physical business model to an online platform.

Establishing an online presence is crucial in today’s world, and taking steps in this direction will positively impact your business, regardless of when you start.

Communicate with customers using social media platforms

Use your existing social media platforms like Instagram or Facebook to stay in touch with customers, even if your business is not operating at full capacity. WhatsApp can also be a useful tool to keep your audience updated.

Consider displaying a message on your door with details about your operating hours and digital contact information.

Companies and businesses across different sectors, such as the food industry, can maintain customer service through online sales and home deliveries. Social media platforms offer an effective means to sustain business operations during challenging circumstances.

Sell products through your website or online store.

If your company already has a website, consider upgrading it to enable online sales. E-commerce in Brazil is growing, with around 930 thousand e-commerce websites in 2019, mainly small sites with up to 10,000 visitors. Explore the concept and workings of a virtual store in this article.

There are numerous e-commerce options accessible in the market, catering to various budgets. This discussion will specifically concentrate on tools designed for micro and small entrepreneurs.

Bringing together website and online store solutions.

A website builder such as Wix or WordPress.com can be a helpful solution for individuals looking to have both a website and an online store. These tools allow users to create an institutional website and incorporate an e-commerce platform. Wix offers the most affordable e-commerce plan among the two.

Virtual shops available for beginners

Individuals looking to establish a standalone store and are new to this realm can choose from pre-designed virtual store options like Cloudshop and Integrated Store. These solutions cater to those interested in creating their own store effortlessly, without requiring technical expertise.

Online shops for individuals looking for more customization and authority

To create a stronger online store with enhanced customization options, individuals can utilize platforms such as Magento, WooCommerce (WordPress), Prestashop, and Opencart. These open-source tools can be downloaded and installed on hosting services suitable for e-commerce needs, ranging from shared hosting for smaller stores to dedicated or cloud solutions for larger operations, depending on store size and traffic.

The initial action is the most crucial aspect.

If the previous recommendations appear overwhelming, don’t lose hope. Begin by creating a website, even a free one. Incorporate a free online chat feature to assist site visitors. Utilize WhatsApp and social media for sales, and include a payment button on the website or conduct offline transactions. Just take that initial step!

Transitioning your business to the digital realm may present difficulties, but it is feasible to make this shift over time. It is important to involve all departments within your organization in this process. Simply adopting the tools mentioned will not be effective if your company’s operations continue to rely solely on paper-based methods.

If you have any inquiries or require assistance, feel free to leave a comment and I will gladly assist. Wishing you success in your endeavors! 🙂

Publication date: 23/03/2020 (last updated on 05/09/2024)

Google Workspace tags are used for organization.