Web-based Software Options for Small Business

If you have a small business, then you know that each and every penny counts. You know that anywhere you can save a little bit of money, or better a lot of money, is a good thing for your business. Web-based software is often free and can save you money both on the initial investment and down the line.

The money you save can be used to reinvest in something else, to expand, or just held in a bank account as operating capital to keep you afloat during tough times. In fact, in these hard economic times learning to save your money where you can may end up becoming the difference between staying in business and going out of business.

For many businesses, the expense of meeting your software and computer needs may be a major cost for your business. How big of a cost it is will depend greatly on the type of business you own. If you run a retail store, software expenses probably are not one of your major operating costs.

If, however, you run a service-based business, a home-based business, or a consulting business, then software may be one of your major costs, especially during the initial start-up phase or in upgrade years. Either way, it would be wise to mitigate the cost of your software in order to save yourself some cash and run more efficiently.

One of the best ways to get inexpensive software is to use web-based software. This will give you the added benefit of having less in the way of storage needs, as the online system will come with its own storage. Before we talk about specific software for your business, we should take a look at the general types of software that you are going to need, or may conceivably need, to run your business.

Business software needs

Word processing software

If you want to type anything, store information in a document and generally do the dozen other things you would do with a word processor, you are going to have to get one.

Spreadsheet software

If you want to be able to keep track of your finances or cash flow, then you are going to need some kind of a spreadsheet to keep all that information organized neatly.

A secure web browser

If you going to be using web-based programs, you are going to need a secure web browser on which to run them -- otherwise, the whole plan falls apart.

An e-mail program

If you want to stay in touch with your clients, any employees they might have, or your vendors, you're probably going to need e-mail, and managing your e-mail online couldn't be more natural.

A database program

If you want to keep track of your information, look for your clients or which vendors you ordered from in the past, then you're going to need a database. Databases are also good for your marketing efforts, the newsletters you might send or general communications list making.

Project management software

If you're going to start any new initiatives, project management software might be just what you need to help you track the goals you have set and see if you're achieving them on time and within budget. In the initial stages, project management software can help you develop your plan.

Instant messaging software

Depending on your demographic and your business, you might need to contact your customers in real time. These days, many things can be handled quickly via instant message. Many offices even employ it to help widely scattered employees stay in touch.

Forms, online communities, or social networking venues

Once again, this will depend greatly on your customers' demographic: where they want to be, and what they want to be doing. If your customers are primarily web-based, or if you just want to use these options to expand on your brand, then you'll need software for that too. This category will include any blogs that you might want to use.

Presentation-making software

If in the course of business you need to make presentations to clients, or you just anticipate using them in general, then you are going to need software that helps you make presentations.

As you can see by now, that is a tall order to fill. Don't worry; by the end of this piece you will have a least one option available to you that will eliminate your costs without losing function. Not one of these options will cost you in general. You may find one or two exceptions that require you to buy after a certain number of uses, butt you always get a chance to try before you buy, and the cost will be nominal. After all, there is hardly a person, given the state of the economy, who doesn't understand that costs have to be controlled in a major way for any of us to be fiscally solvent.

Your word processing software

In this arena, you are lucky enough to have a few options at your disposal before you choose.

Word processor, spreadsheets and presentations

When it comes to word processors online you have a lot of options, but to be honest, you don't really want to use one program for word processing, one for your spreadsheets and one for your presentations. No, that would make things so wasteful of your time that you would find it to be more effective to shell out for software. An all-in-one is decidedly the way to go for these three pieces of software. That being said, you will still have to get a great office suite.

Some of your options for an office suite include:

• Google documents and spreadsheets
  
• The zoho office suite
  
• More options

Now you need an email manager. It is, of course, easier to use web-based e-mail by itself, but if you can't, or you just want the ability to work with your mail offline, then the product that I recommend is Mozilla Info.

Creating an online community

Of course, if you want to grow your brand, then you are going to need a place for your customer or end users to get together and peruse online. You could get a simple forum such as a Yahoo Group, but for the real and complete social networking experience for your customers, I am going to recommend a company called Ning.

Ning can give you the full package on a sub domain for free, or on your own domain at a cost. Either way, this software can more than do the job. It is a great no-cost way to make new connections, share photos and videos and create custom messaging to your customers.

Secure web browser

Of course, if you are going to be doing all of this business online you must make sure that you're secure, and that starts with a secure web browser. After all, you don't want to be hemorrhaging data left and right, do you?

That is why I am recommending Firefox. It is:

• Secure
  
• Fast
  
• Compatible with both Windows and Mac
  
• Easy to use

Also, even though this is a piece of web-based software, I am going to mention that you need virus protection if you are going to be working with a lot of files or sites online. I suggest Clamwin if you don't have protection currently. Sorry for the aside, but you need to know about these kinds of things, and if I do not tell you, then who will?

Now that you have an idea of the web-based software options that are available to you, let's talk about some of the cost savings.

Office suites can run up to $700 to buy, and an inexpensive version of Photoshop will set you back about $500. To run a blog or site for customers could easily run you $10 minimum for hosting and another $10 every month. That's only for basic hosting. Let's run those numbers:

$700+$500+$130=$1,330

That's $1330 saved on each work station you equip with web ware only. This means if you have to do 10 computers you would save $13,300 in expenses right off the top. That is way better than the thought of a tax write-off at the end of the year!

Image editing

If you do anything with photos like designing a newsletter, a web site or marketing materials, then you will need an image editor to make the photos work.

Image editor

Pass by that expensive copy of Photoshop and get GIMP instead. Sure, there are a lot of other image editors out on the market, but if you want a piece of software that is comparable in quality and will give you multi-layer editing and the full array of features that you are used to as a Photoshop user, then GIMP is the way to go.

In the end you can save yourself a lot of money, which is a great thing whether you are a new start-up or an established business looking to save some lines on your budget report.