Patrick Biddiscombe shares five free tools to save time: screen recording instead of long emails, Sejda for PDFs, WeTransfer for files up to 2 GB, Google Contacts labels for group emails, and Calendly or HubSpot Meetings to schedule without back-and-forth.
Questions this video answers
28% of work time
11 times per hour
Up to 2 gigabytes
March 30, 2023
Chapters
On average, 28% of work time is spent on email. We check email 11 times per hour. That's the type of time that you can't afford to give when you're a small business with a ton of other tasks that need your attention. In this video, I'm going to walk them through five hacks that you can use to get more done in less time for less money. Hack number one Utilize Screen Recording Knowing how to screen record is especially useful if you want to create training videos or tutorials for clients, customers or yourself, which you do. It lets you say with one sentence what would have taken five emails. You can get started with QuickTime, which comes pre installed on most Mac computers. Just open QuickTime Player, click File, and select New Screen Recording. Click the downward facing arrow next to the Record button to choose your microphone options. None Will record your full screen with no sound built in. Will record it with sound. Click Show Mouse clicks in Recording to have your clicks appear as circles during your on screen recording. Then click Record and you can either record your full screen or in just a section. To finish recording, click the Stop button in the menu bar, which will be to the left of the WI Fi button. Then save my Clicking file, press Save and name your recording. Another easy introduction is Loom. It's a free tool that allows you to capture audio and visual content when your computer screen. Hack number two and editing PDFs. A PDF format allows your clients and collaborators to view your file no matter what software they may be viewing it with. If you're someone who frequently sends files back and forth, you have to learn how to edit PDFs quickly and easily. A great free online tool you can do this with is called Sejita. Just upload your file. Use the toolbars to choose the type of edits you'd like to make. Put your cursor on the area of the document you want to change and then start editing. To edit existing text, choose text from the toolbar and highlight the text you'd like to edit. Save your changes and download your edited PDF. Hack number three Sending Large Files have you ever sent someone an important large file over email, only to have it end up in their spam folder? It's a nightmare. You probably know all too well. To completely avoid this situation, look into using cloud storage platforms like Dropbox or Google Drive. They both offer free tiers and come with plenty of initial space so you won't have to worry about any issues when sharing your files with others. When you want to send a file, simply share it with someone and then notify them via email that you've done so. Services like WeTransfer lets you send up to 2 gigabytes worth of data for free by simply uploading whatever the file is and then entering the recipient's email address. No account sign up required. Hack Number four Create Group Emails in Gmail Creating group Emails in Gmail can save you way more time than you're probably thinking right now. This is a feature that allows you to quickly communicate with multiple people at once without having to manually type out each recipient's email address. All you need to do is go to your Google Contacts. You can choose from Contacts, Frequently Contacted or Directory to see a list of everyone at your company. To build a list from, choose the contacts you want to include in your group. Then choose the label icon at the top of the screen and press Create Label. Name your group now just type your group's name in the recipient's box to send an email to that specific group. Easy Hack Number five Meeting Scheduling Software if you've ever mistakenly missed a meeting, this hack is for you. Meeting scheduling software allows you to not only book appointments, but also manage attendees availability and keep track of upcoming obligations easily, all from your desktop, browser or mobile. Many of these tools sync directly with your calendar and send out meeting reminders automatically so you won't have to deal with any more missed appointment. With Calendly, you can book unlimited meetings while customizing each experience using an exclusive link that automatically sends out notifications and reminders to all participants. This makes sure that they never miss a meeting with you. With HubSpot's Meeting Scheduler, it's easier than ever to book a meeting quickly and effortlessly. Prospects can set up an appointment with you or multiple people on your team. Plus, all the information syncs automatically to your HubSpot contact database so you're always up to date with who is actually booking meetings with you. And Doodle, which finalizes the most voted for meeting time slot into a meeting for all involved. Cutting back that dreaded what time works for you what time works for you Email loop that you may often find yourself in. Each of these offer unique features tailored toward the different needs, which make sure that no matter what type of business you are, there's something out there perfect for your workflow requirements. I hope that these five hacks are helpful in streamlining your everyday business tasks while saving you some money and time along the way. What time saving hacks do you use in your day to day? Make sure you comment below and let the world know Till next time. Bye. Bye. I can't find this client info.
Have you heard of HubSpot? HubSpot is a CRM platform. So it shares its data across every application. Every team can stay aligned. No out of sync spreadsheets or dueling databases.
