Make your work easier by using digital tools

The present is digital. And above all, the future will be like that. That is why most of us can practically no longer imagine doing business without the use of digital tools or applications. Nevertheless, at MPIK we meet many potential entrepreneurs and companies who do not use these tools or do not use them to the fullest extent due to lack of knowledge.

In this article, we will therefore reveal the myths and advantages of using digital tools from the perspective of micro and small businesses. We will also present some of the practically endless number of digital tools or applications that can significantly facilitate and speed up your daily work and improve productivity.

Myths about using digital tools

There are quite a few myths about using digital tools that discourage many people from using them. Among the most common are the following:

Digital tools are too expensive for small businesses: Many entrepreneurs believe that digital tools are too expensive and only accessible to larger companies. In fact, there are many affordable or even free digital tools that are specifically tailored to the needs of small and micro businesses. Also, the cost of using these tools is often lower than the cost of manually managing business processes.

Using digital tools is too complicated: Many people believe that using digital tools is difficult and requires special technical knowledge. In fact, most modern tools are designed to be user-friendly and easy to use, even for those without special technical knowledge. Most tools also offer extensive user support, and there are countless free tips, video tutorials, etc. available online.

Digital tools are not secure: Some companies are concerned about data security when using digital tools, especially in the cloud. While risks exist, many digital tools include security measures such as data encryption, regular backups, and strict authentication protocols. Using properly secured tools is actually more secure than outdated methods of performing tasks.

Digital tools replace the human element: There is a fear that the use of digital tools means a reduction in interpersonal contact and a personal approach to customers or employees. In fact, digital tools often improve communication and collaboration by enabling faster and more efficient exchange of information. Also, the automation of routine tasks can free up time for more personal and strategic activities.

Digital tools are not necessary for small businesses: Some companies believe that digital tools are not necessary because small teams can function effectively without them. However, digital tools allow small businesses to remain competitive, increase their productivity, and improve their organization, which is key to growth and success in the long term.

Six concrete areas of application of digital tools

There is probably no area of a company's business for which there are no digital tools and applications. This time we will focus on very specific areas and present examples of tools for each of them. We emphasize that the selection of tools is by no means exhaustive; the tools listed are among the most frequently used, most of which we use ourselves at RRA Koroška. However, there are many alternatives for each of them.

1. Cloud file storage and management

These are tools that offer easy storage, management and sharing of files in the cloud. The main advantages: access to data anywhere and anytime on all devices and greater security against data loss than if we only have it stored locally on our devices. The following applications are commonly used:

• Dropbox,
• OneDrive (Microsoft service),
• Google Drive.

2. Online calendar for easy time management and event organization

You've probably forgotten an event you're supposed to attend. Or you can't remember what time a meeting starts. Not to mention your loved ones' birthdays! A simple solution is an online calendar, where you can enter all your events and set reminders for them so you never miss them again. Believe me, the people around you will be impressed by your punctuality, organization, and attention to detail. Here are some examples of tools:

• Google Calendar,
• Microsoft Outlook Calendar,
• Apple Calendar (iCloud Calendar).

3. Effective task and task management

How many times have you started work and immediately felt like you were completely overwhelmed with tasks. You didn't know which tasks to tackle, which ones had priority, what the deadlines were, what had already been done on each task. The ideal solution to these problems are task and task management applications that allow you to create to-do lists, assign deadlines, set priorities and reminders, assign tasks to others, track progress, and much more. Applications:

• Microsoft To-Do,
• Asana,
• Trello.

4. Graphic design, creation of invitations, flyers, posters, logos, presentations, social media posts, infographics, etc.

In recent years , Canva has become an extremely popular tool for this purpose, popular for its ease of use, wide range of templates, and customizable design options. And because even the free version offers a lot.

5. Creating surveys, forms and questionnaires

We are often faced with the task of collecting registrations for an event, checking the satisfaction of our users with a service or product, or conducting a survey. Online tools for creating surveys, forms, and questionnaires offer us an easy way to do this. They also make our work easier by automatically collecting and displaying data in the form of tables and charts. Some of the more well-known tools include:

• Google Forms,
• Microsoft Forms,
• 1ka.

6. Artificial Intelligence (AI)

We can't ignore AI tools, the list of which is practically endless and growing longer every day. Many of the tools mentioned above also contain AI elements. Artificial intelligence can help us in various areas: content creation and writing, production of various graphic elements, data processing and analysis, customer support and user assistance, task automation... Among the currently most well-known and frequently used tools are:

• Chat GPT (language model for text generation, question answering, writing assistance and data analysis),
• Google Gemini (a natural language processing language model for understanding texts, generating content, and assisting with information search and data analysis),
• Microsoft Copilot (an AI tool integrated into Microsoft applications such as Word and Excel that helps with writing, data analysis, and content creation),
• Midjourney (image creation),
• DALL-E (image creation),
• Grammarly (grammar and spelling checker).

Whatever tools you use in your work will save you time, increase your efficiency, and, most importantly, improve your results in the short term. You just need to take the first step towards using them!

At the Online Business Incubator of Koroška (MPIK), we offer a free mentoring and consulting program. Mentors and experts can also help you with questions related to the implementation of digital tools in your business.

Author: Jure Knez, RRA Koroška doo – Network Business Incubator Koroška