A few weeks ago Detroit Labs started up. And in that period my eyes have been opened to the world lean startups live in. There are so many amazing free tools out there for a tiny new company! Things that would have required money, time, and suffering a few years ago are polished and incredibly useful and just waiting for you to use them. Most of those free tools have upgrades available, for a reasonable price, that makes them appropriate for growing companies. Here’s a few of the most common and useful apps I’m using on a daily basis or have been most impressed with.
Exchange is the enterprise standard for email. It requires servers and administrators and licensing (there are plenty of hosted solutions as well, Rackspace charges $10/mailbox/month). For $0.00 you can get email addresses with unlimited storage and amazing search capabilities. ’nuff said. You can pay $50/year/person and upgrade to Gmail for Business, which gives you email to your own domain and access to the Google Marketplace, itself a treasure trove of free and cheap utilities.
Exchange is also the calendering solution of choice for the enterprise. And I have to admit they do get the large meeting scheduling, resource planning, and free/busy time down. But see above re: costs. Google Calendar is free, and with a little configuration you can use it to view multiple calendars on one page. And the next app can help with the scheduling…
Hopefully your startup isn’t doing much meeting scheduling (already). But it is inevitable, and if all of your startup friends are using Tungle, you can get some help with free/busy schedule planning. Tungle is a service that pulls in meeting information from you and your contacts who have also signed up with Tungle and provides a great little interface to find free blocks of time.
I’ve spent many (company dollars) solving file sharing, backup, recovery, and versioning problems. Dropbox can solve these problems, and is free for 2GB of storage or less. Dropbox uses your native file management, Finder in OSX, Explorer in Windows, synchs files between any computer you install Dropbox on, and most importantly Just Works. You can quickly share documents with other people by right clicking and adding users (by email address) to a file or folder. You can pay to upgrade storage space, and Dropbox also offers a team version with additional features perfect for the startup with a few paying customers.
Yammer is your own personal social network. Taking its user experience cues from Facebook, you can setup a free Yammer account and share and interact with the other people in your Startup. What makes this tempting for a startup is information posted to Yammer is available to everyone, much easier than everyone looking through their email for a thread.
Mind maps are ways of organizing information and data around linked central points. It’s a great way to deconstruct complicated topics, keep on top of large volumes of information, and take notes. Xmind is an open source tool available for OSX, Windows, and Linux to create mind maps. It can be navigated completely with the keyboard, making it a very fast way of entering information.
Any business will find it difficult to survive long without Excel, the swiss army knife of business programs. But Google Docs can take you pretty far. MS Office power users will find a lot lacking in the Google Docs tools, but they may be swayed by the near-magical ability for multiple people to edit the same Google Doc at the same time, and see what each editor is doing while they are doing it. With Google Docs you never have to go through the ‘mail out the spreadsheet, each person makes their one edit to their one line, email a spreadsheet back per person, and some poor slob combines it all back into one spreadsheet’ game. The documents are stored in the cloud and available from any machine with an internet connection, and can be shared with other users (read only or full access). And if you’ve never tried it, get a buddy to open up a document while you also have it open and check out the collaboration.
Create search terms in your industry, for your company name, or anything else you can think of and save them as Google Alerts. On the time period you specify, your search will be executed and any hits will be emailed to you. Free and easy way to keep up.
Project collaboration and lightweight project management can be had for free in the highly usable, clean, and simple Basecamp. Free accounts have a limited number of projects and users, upgrade as you have more projects (and hopefully more money) you need to manage.
Contact management and CRM, from the same fine folks that bring us Basecamp. Takes a little getting used to to fully understand the capture mechanisms, but good collaboration possibilities for your fledgling sales empire.
Your startup needs a website, and WordPress might be all you need for a long, long while. For look and feel options there are many different themes available for free, many more available through WordPress’ marketplace for reasonable prices, and freelance web developers everywhere have built expertise in creating custom themes just for you. WordPress.com is the hosted solution, if you outgrow that or ever want to host your WordPress blog on your own site, WordPress.org gives you the software itself.
Delicious.com is a bookmarking site. Recently its future was in doubt as Yahoo, the then owner of Delicious, looked like they were preparing to shut it down. Luckily a buyer was found and the service remains. To use Delicious you save the page you are currently viewing in your web browser to Delicious, much like you’d save a bookmark or favorite in your browser. The bookmark is stored in the Delicious database with whatever tags and metadata you add to it, and are available to you from any machine. You can add bookmarklets to your browser to make adding new bookmarks quick and painless. The value comes from being able to access these bookmarks from any other computer or mobile device, and also by being able to search and organize the bookmarks by categories you create.
Finally, a personal favorite and powerhouse, Evernote. Evernote is a capture system for digital files of any kinds; text, images, PDFs, etc. But more importantly, Evernote incorporates an OCR mechanism that searches for words in any uploaded image or picture, and makes those words searchable through the Evernote interface. There is a good web client to access your docs, as well as PC, Mac, and Mobile clients, keeping all your data at your fingertips.
So, there’s a few of my favorite and most useful free apps that are making the startup life much easier. There are many more, especially on the programming and application development side. I’ll cover more in a future post.
So, what are some of your favorite free apps?