- 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 are a small business
with a ton of other tasks that need your attention.
In this video, I'm gonna walk you through
the 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've 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 recording 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 onscreen 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 wifi button.
Then save by 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 within your computer screen.
Hack number two, 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 are 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 Sejda.
Just upload your file.
Use the tool bars 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 two gigabytes' worth of data for free
by simply uploading whatever the file is
and then entering the recipient's email address,
no account signup 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 in your company
to build a list from.
Choose the contacts you wanna 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 recipients 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 appointments.
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 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 link features
tailored towards the different needs,
which makes 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're comment below and let the world know.
Til next time, bye-bye.
(dramatic music)
- I can 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.
HubSpot, grow better.
(upbeat music)