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Top 10 Document Management Software For Small To Midsize Businesses

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Are you looking for a reliable tool to help you organize your digital documents or digitize your existing paper records? Document management software is the solution to your worries. It encompasses variety of features essential for efficient business operations. Small and midsize businesses (SMBs) nowadays want to go paperless and are searching for the right solution. So, if you’re one of those SMBs who want to succeed, choose one from the top ten document management software especially designed for you. 

1. Ascensio System OnlyOffice

Ascensio OnlyOffice screenshot

Store your files in one place and access them anywhere, from you computer, smartphone, or tablet with Ascensio System OnlyOffice. It is an effective document management software for SMBs with cloud-based and on-premise plans. 

Key Features: 

  • Document Editor
  • Spreadsheet Editor
  • Presentation Editor
  • Form creator
  • PDF reader & converter
  • Security

Pros: 

  • Budget-friendly plans
  • Strong set of features
  • Simultaneous document editing makes collaboration easier

Cons: 

  • Compliance features need improvement
  • Corporate directory integration for cloud version is not available

2. Microsoft SharePoint

Microsoft Sharepoint screenshot

If you’re looking for a tool that combines workflow, document management, and team collaboration, Microsoft SharePoint Online is a number one choice. Microsoft SharePoint is a leading document management and collaboration space because of its comprehensive platform for businesses. It allows you to create personalized metadata fields for files stored in the system, making it easy to customize the way you organize your documents. 

Key Features: 

  • Business intelligence 
  • Document library accessibility 
  • Expanded file names 
  • Folder sharing 
  • Better integration with Office 365
  • Large file support 
  • Security 

Pros: 

  • Robust ecosystem of third-party integrations.
  • Much easier to use than before.
  • Available separately or packaged with Microsoft Office 365.
  • Highly configurable workflows.

Cons: 

  • Experts are needed for installation.
  • Expensive 

3. M-Files

M-file screenshot

M-Files is a comprehensive document management system with an intuitive and easy-to-learn interface. It can serve a variety of industries, including accounting, consulting, engineering, energy, financial services, manufacturing, real estate, and professional services.

Key Features: 

  • API
  • Access Controls/Permissions
  • Archiving & Retention
  • Audit Trail
  • CRM
  • Collaboration Tools
  • Compliance Tracking
  • Content Management

Pros:

  • Easy to use
  • Document management
  • Version control

Cons:

  • Inadequate customer support 
  • Set-up not user-friendly
  • Incomplete admin tools

4. DocuWare Cloud

Docuware Cloud screenshot

DocuWare Cloud is a superior cloud-based document management software for teams and businesses of any size. However, it is lacking some of the features found on competing systems. 

Key Features: 

  • Capture and organize information
  • Process documents 
  • Manage workflows 
  • Access and view content for decision-making

Pros:

  • Exceptional form capabilities
  • Strong document import and data field capabilities

Cons:

  • Limited integrations
  • Some features require a separate download
  • Sharing functionality needs improvment

5. Hightail Business 

Hightail screenshot

Hightail Business is a document management system that helps creative businesses. That is why it focuses on large files like photos and videos. It has a wide range of  features for efficient workflows on small and mid-size businesses. 

Key Features: 

  • File Sharing
  • Creative Collaboration
  • Project Management
  • Apps and Integrations

Pros: 

  • Targets creative professionals.
  • Includes comment and approval tools that initiate a feedback loop with customers.
  • Enables easy receipt of files from clients through uplink feature.

Cons: 

  • Limited support for standard office document types

6. Rubex by eFileCabinet

Rubex screenshot

Rubex by eFileCabinet Online is a cloud-based solution that allows remote employees to log in from any computer with internet access and have the exact same functionality as they would have when working from the office.

Pros:

  • One-stop solution for securely storing, managing, and sharing business documents and files
  • Solid optical character recognition (OCR)
  • Search functionality
  • Powerful audit trail features

Cons: 

  • Unable to edit documents online
  • Poor mobile application integration

7. Ademero Content Central

Ademero content central screenshot

Ademero Content Central has outstanding document scanning capabilities. It specifically features zonal recognition which make gathering metadata faster. However, the solution seems  deficient in cloud storage integration and sharing areas.

Key Features: 

  • Integration
  • Access anywhere
  • Security 
  • Document sharing and collaboration

Pros:

  • Intuitive administration tools.
  • Easy integration with Workaday and Quickbooks.
  • Smooth workflow implementations.
  • Zonal recognition that improves overall image capture in forms.
  • Highly configurable.

Cons: 

  • Sharing and storage options are limited.
  • Pricing for on-premises variant is expensive.
  • Pricing options fall behind Editors’ Choice product in value.

8. Adobe Document Cloud Standard

Adobe document cloud screenshot

Adobe Document Cloud Standard seems behind its competitors in some functionality. However, it is excellent when it comes to working with forms and legal documents. Your primary focus need to be PDF files to avail Adobe Document Cloud Standard plan.

Key Features:

  • Acrobat Standard DC desktop software
  • New Acrobat mobile app (iOS, Android)
  • Free Document Cloud services

Pros:

  • Solid PDF file management, form entry and document export
  • Mobile support is an added bonus.

Cons:

  • Weaker sharing and collaboration features
  • Limited support for other file types besides PDF.

9. Fluix

Fluix screenshot

Fluix features impressive document workflows and integration with popular cloud storage providers most SMBs already use. But the tool’s lack of support for sharing, document storage, or enterprise-level features.

Key Features:

  • Form Filling
  • Form Builder
  • E-signature
  • TaskStream
  • Data Reporting
  • Integrations

Pros:

  • User-friendly and easy to set up.
  • Designed for Apple iPad
  • Strong cloud storage and integration features.

Cons:

  • Lacks support for collaboration basics such as document creation and sharing
  • Focus on iPad for client devices
  • No Android support

10. PaperTracer

PaperTracer screenshot

PaperTracer is a cloud-based contract management solution offered by Health Asset Management, Inc. (HAMi). The software helps businesses to streamline their contract management process and automate workflows.

Key Features: 

  • Audit management
  • CRM
  • Completion tracking 
  • Compliance management
  • Contrack drafting
  • Data extraction, import/export
  • Document storage
  • Digital signature

Pros:

  • Great granular control.
  • Superb data handling.
  • Abundant workflow templates.
  • Many customization features.

Cons:

  • Limited to PCs with Microsoft’s IE 11 browsers running the Silverlight 5 plug-in.
  • Minimal collaboration and sharing features.
  • Storage requirements can quickly drive up costs.

Conclusion

Scattered and disorganized documents in a workplace can ruin productivity. That is why you need a trusted document management software. It plays a huge role in making the tasks related to documentation a lot easier, faster, and more efficient.

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Business

Top 10 Instant Messaging Apps for Businesses (Free and Paid)

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The popularity of instant messaging (IM) has skyrocketed in recent years. A study shows that the number of instant messaging accounts worldwide will reach eight billion in 2022. Team messaging apps help people accomplish their tasks either in person or remotely. But the real question is whether you are maximizing the benefits of instant messaging. Check out the top instant messaging apps for businesses to use for efficient internal and external communications. 

1. WhatsApp 

whatsapp screenshot

WhatsApp is the most common instant messenger app around. With more than 2 billion users, there’s a good chance your customers are using its texting, group chats, file sharing, and voice and video calls features. There’s a group chat feature allowing only admins to send instant messages.

WhatsApp has an exclusive business tool to connect small enterprises with their customers. WhatsApp for Business offers a business profile, a greeting message, a quick reply, and an away reply.

2. Facebook Messenger

Facebook Messenger screenshot

Facebook Messenger is on WhatsApp’s heels as a step to boost your business’s external communication capabilities. It is available in almost every country except China. Your company’s Facebook page comes with a Messenger app that can be reached by customers who don’t have Facebook accounts.

3. Skype

Skype screenshot

Skype is a famous communication platform that allows users to make voice and video calls, send instant messages, and share files with other Skype users. It has evolved into a comprehensive tool for online communication. Particularly, it’s one of the widely-used instant messaging apps for businesses.

Skype provides real-time translation of voice and text conversations between users speaking different languages. Users can also make landline and mobile calls to non-Skype users at a low cost. Overall, Skype offers a variety of features to enhance online communication and collaboration.

4. WeChat

WeChat screenshot

WeChat is a multi-purpose social media app developed by Tencent in China. It is one of China’s most popular messaging apps, with over 1 billion monthly active users. On top of instant messaging, this app offers other features for comprehensive communication and lifestyle platforms. 

For example, users can make voice and video calls, send text messages, photos, and emoticons, and share their location with others. WeChat also includes a feature called “Moments,” which allows users to share their life events and experiences with friends and followers in a social media-style feed. 

5. Telegram

Telegram screenshot

Telegram’s user base is lower than other instant messaging services on this list. The messaging app is gaining popularity among businesses because of the features like supergroups, bots, and secret chats. Telegram also allows users to send files up to 1.5 GB, especially in countries with tight restrictions on messaging apps. However, several unique features can boost your lead generation. This instant man, like public channels, groups, and supergroups, allows up to 100,000 users per group.

6. Slack

Slack screenshot

Slack is a team collaboration platform that provides a central hub for communication, organization, and project management. It was founded in 2013 and has become one of the most popular instant messaging apps for businesses.

With Slack, users can send direct messages to individuals or groups and participate in public or private channels for specific topics or projects. The platform integrates with many other tools, like Google Drive and Dropbox. Slack also has a searchable archive of all messages for easy searching and access to information. It is popular among remote teams for being s a comprehensive communication, collaboration, and project management platform. 

7. Discord

Discord screenshot

Discord is a communication platform established in 2015 for online communities and gamers. It provides various tools for text, voice, and video communication, as well as file sharing and collaboration. 

The platform includes voice and video calling, direct messaging, server-based text channels, and file sharing capabilities. Discord also offers a range of customization options, including creating custom emotes and adding integrations from other tools, such as Trello and Spotify. Discord is a versatile platform for communication and collaboration, making it a popular choice for online communities and gamers.

8. Microsoft Teams 

Microsoft teams screenshot

The Microsoft Teams features a few key selling points, one being its in-messaging word-like formatting. You can change font styles and create bulleted lists within each IM. Then there’s Teams’s deep integration with Office 365. Collaboration within the entire Microsoft Office toolkit without leaving the app makes it great for the corporate environment.

9. Brosix

Brosix screenshot

Brosix has been providing an all-in-one business instant messaging app for enterprises of all types and sizes since 2006. It is a versatile business solution with dynamic productivity tools, robust security, and comprehensive administrative control.

Voice and video capabilities, screen sharing, and a native whiteboard solution streamline communication and collaboration. Broadcast messages let you target your message to a handpicked audience.

Unlike other instant messengers for business, Brosix’s unlimited-size file transfer never restricts file transfers, neither by size nor volume. Companies looking to boost customer support can quickly deploy the engaging live chat solution.

10. Fleep

Fleep screenshot

Fleep is an excellent tool for inter-business communication. With Fleep, you can chat with other Fleep users and teams outside your organization. The app delivers the core messaging capabilities you’d expect from an instant messaging app. There’s also unlimited messaging history, native task management, and the ability to send emails through the app. The disadvantage, however, is that Fleep doesn’t have collaboration tools. Moreover, you don’t get native voice and video calling.

Conclusion

The rapid growth of messaging apps as a communication channel for billions, not to mention the enhanced security and productivity of business instant messengers, make IM technology an essential business tool. When choosing the right messaging app for your business, examine your internal and external communication needs.

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Technology

Top 10 Presentation Software To Use in 2023

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Are you looking to create a stunning presentation that keeps your audience engaged? It would be best if you had excellent presentation software to take your slides to new heights. Let’s review the ten best presentation software so you can choose the best for your business.

1. Visme

visme screenshot

Visme is a cloud-based presentation software that enables users to create visually engaging and interactive presentations, infographics, and other visual content. Its user-friendly drag-and-drop interface makes it easy for users to add text, images, charts, and other elements to their presentations. Likewise, it offers design options like custom color schemes, fonts, and layouts. On top of that are interactive features like videos which can engage audiences and make the presentation more interactive.

Visme also offers collaboration features that allow multiple users to work on a presentation simultaneously. Users can also share it for feedback and review. 

Best for: Visme is perfect for small and large businesses, marketers, project managers, content creators, and educators.

Pricing: 

  • Personal: $12.25/month paid annually
  • Business: $24.75/month paid annually
  • Enterprise: Custom

2. Prezi

prezi screenshot

Prezi offers a great alternative to the typical presentation format that goes slide by slide. Prezi’s creative idea is to create an animated, non-sequential flow of slides with hidden topics and subtopics until you zoom in. While Prezi’s interface can be slightly complicated, it is a good option for people who wants to add a creative touch to their slides.

Best for: Businesses and educators.

Pricing: 

  • Free plan: $0
  • Plus: $12/month
  • Premium: $16/month
  • Teams: Custom, contact sales team to Request pricing information

3. Google Slides

Google Slides screenshot

Google Slides is a web-based presentation software part of the Google Suite of productivity tools. Google Slides is a web-based presentation software part of the Google Suite of productivity tools. It enables users to create, edit, and share presentations online, and it is similar in functionality to other presentation software such as Microsoft PowerPoint.

With Google Slides, users can create a new presentation from scratch or use one of the many templates provided by Google. Users can add text, images, charts, and other elements to their presentations using a simple drag-and-drop interface. Google Slides also offers a wide range of design options, including custom color schemes, fonts, and layouts, as well as the ability to add animations, transitions, and other effects to slides.

Best for: Business professionals, educators and students

Pricing:

  • Free to use for anyone with a Google account.
  • Plans for business accounts tart at $6/user/month.

4. Keynote 

keynote screenshot

Keynote is an Apple presentation software and one of the original alternatives to Microsoft’s PowerPoint. The best thing with Keynote is that it is the most similar to PowerPoint and Google Slides.

Best for: Keynote is good for businesses, educators, and individuals.

Pricing: Free for anyone with Apple ID

5. Microsoft PowerPoint

Microsoft PowerPoint screenshot

Microsoft PowerPoint is the world’s most widely used presentation software. It is similar in functionality to other presentation software such as Apple Keynote and Google Slides.

PowerPoint also offers collaboration capabilities, including sharing presentations for feedback and review. It also allows users to work on presentations with other users simultaneously. Plus, it enables users to export their presentations in PDF, PPTX, and JPG formats.

Best for: Businesses, individuals, students, teachers and individual who use a Windows PC or device.

Pricing: 

  • Free to download on desktop or mobile devices 
  • Business plans start at $6/month

6. Ludus

Ludus screenshot

Ludus is one of the coolest presentation tools available online. The main attractions of Ludus are the clean black screen to edit on and the number of integrations that provide importing capabilities for all sorts of content.

Best for: Designers and business owners

Pricing: 

  • Starts at $14.99/month for teams of 1-15 people. 
  • Offers a 30-day free trial

7. Slides

Slides screenshot

Slides promote itself as “pixel-perfect” presentation software. Its editor includes a built-in grid to help with composition. Slides have a lower cost at the highest price tag, which suits smaller businesses.

Best for: Small business owners, startups, and individuals.

Pricing:

  • Free plan
  • Paid plans start at $5/month 

8. Slidebean

Slidebean screenshot

SlideBean is a cloud-based presentation software that enables users to create visually engaging and professional presentations quickly and easily. The software is developed as user-friendly and intuitive, making it easy for users to create high-quality presentations without any design experience.

Best for: Small businesses, startups, and entrepreneurs.

Pricing: 

  • Free plan
  • Paid plans start at $8/month

9. Beautiful.ai

beautiful ai screenshot

The cloud-based presentation software Beautiful.ai uses artificial intelligence to help users create visually stunning and professional-looking presentations. It has user-friendly and intuitive features, making it easy for users to create high-quality presentations without any design experience.

Best for: Beautiful.ai is a perfect tool for beginners and non-designers.

Pricing: 

  • Pro plan: $12/month, billed annually
  • Team plan: $40/month, billed annually
  • Offers a 14-day free trial

10. Zoho Show

Zoho show screenshot

Zoho Show is a web-based presentation software developed by Zoho, a company that provides a suite of productivity and collaboration tools. It is part of the Zoho Office Suite, which also includes tools such as Zoho Writer for word processing, Zoho Sheet for spreadsheets, and Zoho Meeting for online meetings.

With Zoho Show, users can create a new presentation from scratch or use one of the many templates provided. Users can add text, images, charts, and other elements to their presentations using a simple drag-and-drop interface.

Best for: Businesses, entrepreneurs, educators, and students. 

Pricing: 

  • Free plan: up to 5 users
  • Paid plans start from $3/user/month, paid annually

Conclusion

Presentation software is the most common tool used to pitch an idea to investors and present proposals to prospective clients. Likewise, it is utilized by many organizations to introduce new products or services, train staff on new policies, or teach students new or complex concepts. The collection of the best presentation software will help broaden your choices regarding the tools that will improve your productivity.

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Business

Top 10 Public Relations Tools Every Entrepreneur Should Check Out

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Public relations is crucial to any business, as it helps build and maintain a positive image and reputation. In today’s digital age, there are a plethora of tools available to help entrepreneurs with their PR efforts. Continue reading as we explore the top 10 public relations tools every entrepreneur should check out to help them effectively reach their target audience and enhance their brand’s visibility.

1. HARO (Help a Reporter Out)

HARO screenshot

As its name suggests, Help a Reporter Out (HARO) is a platform connecting journalists with their stories’ sources. It also allows businesses, organizations, and individuals to share their expertise and insights. They can get in front of a wider audience by offering quotes, facts, and other information to journalists looking for sources for their articles. 

By using HARO, entrepreneurs and PR professionals can get their brands in front of a large audience and improve their visibility, credibility, and reputation. It has a free plan aside from its paid ones, with subscriptions that start at $19 per month.

2. Ahrefs

ahrefs screenshot

Primarily known as an SEO tool, Ahrefs can also be used as a public relations tool. It provides a comprehensive analysis of a website’s backlink profile. It enables PR professionals and entrepreneurs to see who is linking to their websites. Plus, you’ll know what content is attracting the most links. Through Ahrefs, PR professionals can identify key influencers and potential media contacts in their industry and reach out to them for possible coverage. 

Ahrefs can also be used to monitor competitors’ PR and marketing activities. This will provide valuable insights into successful PR strategies. The platform offers four premium plans with pricing that starts at $99 per month.

3. Google Alerts

google alerts screenshot

A free, web-based tool, Google Alerts allows you to monitor mentions of specific keywords or phrases on the internet. This tool can be helpful for PR professionals and entrepreneurs as a way to keep track of their online reputation and brand mentions. By setting up Google Alerts for your brand, products, industry keywords, or even your competitors, you can receive email notifications whenever your specified keywords are mentioned online. 

This helps PR professionals stay informed and promptly respond to negative mentions, track positive coverage, and share it with their audience. 

4. BuzzSumo

Buzzsumo screenshot

If you need to get insights on what’s popular, viral, and being shared across the web, BuzzSumo is one of the public relations tools you need. It is a content analysis tool that helps PR professionals and entrepreneurs monitor their online presence. And they can reach their target audience effectively. It provides insights into viral content, competitor analysis, influencer identification, and performance metrics. 

Its ability to track and measure the impact of PR and content efforts makes it a valuable tool for businesses looking to stay ahead of the competition. It offers a free plan, but its paid ones have pricing that starts at $99 per month.

5. PRWeb

PRWeb screenshot

Another valuable tool for PR professionals and entrepreneurs looking to promote their brands, products, and services is PRWeb. It is a PR distribution service that helps businesses and organizations reach their target audience and improve their online visibility. 

PRWeb offers a wide range of distribution options, including national and local media outlets, social media, and industry-specific websites, ensuring that press releases reach the intended audience. You can choose from PRWeb’s four plans with subscription fees that start at $105 per month.

6. Respona

Respona screenshot

One of the most underutilized public relations tools you need to check out is Respona. It effectively helps organizations manage their media and public relations efforts. It provides a centralized platform for monitoring media mentions, conducting outreach to journalists, and measuring the impact of PR campaigns. 

The tool includes email automation, press release distribution, and real-time media monitoring to help PR professionals streamline their work and communicate more effectively with their audience. It offers a free trial, but if you want to continue using it, pricing starts at $99 per month.

7. Coverage Book

Coverage-Book screenshot

If tracking and showcasing your media coverage is a priority, Coverage Book is the public relations tool for you. It provides a platform for organizing and presenting media coverage from online and offline sources, including press releases, articles, and social media mentions. It also includes analytics to measure the impact of PR campaigns and provide insights into the performance of media outreach efforts. 

Coverage Book is designed to help PR teams demonstrate the value of their work to internal stakeholders and clients. This is a good investment, with prices ranging from $99 to $599. 

8. Business Wire

Business-Wire screenshot

A news distribution service and PR tool, Business Wire is used by organizations to distribute press releases and other news content to media outlets and stakeholders. It provides a platform for organizations to reach a global audience through distribution to a vast network of media outlets and websites, including major search engines, news databases, and social media platforms. 

Business Wire is a paid service with varying costs based on distribution and features needed. It offers different packages available to meet the needs of various organizations.

9. NinjaOutreach

NinjaOutreach screenshot

A public relations tool that offers a platform for simplifying your outreach efforts and building relationships with journalists, bloggers, and other influencers. NinjaOutreach provides email outreach automation, influencer database search, and analytics to track PR campaigns. It saves time and effort by automating repetitive tasks and providing insights into effective audience outreach. 

The tool is designed to help organizations improve their media coverage and build relationships with key influencers. Pricing ranges between $389 and $849 per month.

10. SourceBottle

SourceBottle screenshot

A journalism tool that doubles as a public relations tool is SourceBottle. It connects journalists and bloggers with experts, sources, and content for their stories. It provides a platform for experts, organizations, and individuals to offer their expertise and resources to journalists looking for references and information. 

SourceBottle also offers analytics to track the success of PR campaigns and provide insights into media outreach efforts. The service fee is based on the desired features and the number of journalists and bloggers to be reached. But for starters, you need to create an expert profile for a monthly cost of $25.

Final Thoughts

The world of public relations is constantly evolving. Entrepreneurs must stay up-to-date with the latest tools and technologies to get their messages and stories in front of their target audience. The public relations tools discussed in this list are some of the best in the industry and offer a range of features and capabilities to meet the needs of different types and sizes of organizations.

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