Why Free Apps Can Be Time Wasters, Not Productivity Boosters

When it to business apps, free doesn't always mean best. And they're not always easy or convenient, .

cash-strapped entrepreneurs can be tempted by free online apps promise to simplify any number of business functions, reality is that many no-cost applications require as effort as sophisticated enterprise software to up and use profitably.

Here are five tips avoiding some of the biggest stumbling blocks it comes to using low-cost online tools:

1. Don't rush deploying a free app.
Even a business function can be automated a free app, that doesn't mean it should be. Seemingly basic apps as Gmail or Zoho Documents require a significant amount of work to set and deploy in an organized, effective . A more complex, but free app such as Do.com, task management program by San Francisco-based Salesforce, can be overwhelming if you don't time to manage it properly.

Keep in that any tool adds another level of complexity to company. So before rushing use a new Web tool, wait until you face a recurring problem. invest in a solution that sense for your company -- whether it's or low-cost.

2. Know what you need.
If you have a significant business problem solve, resist the impulse to grab the first tool claims to solve it. Online marketplaces such GetApp, Google Marketplace and Downloads Marketplace for Microsoft Office are gatekeepers thousands of business apps, but window shopping isn't effective way to pick business software. Think of these sites the final stops before committing business software -- not the first.

Before you choose an app, yourself: "Where does this specific app fit my business?" Then, get a understanding of your workflows and what you're trying accomplish. Several online diagramming tools can help you select right kind of workflow solution, Cacoo, Mockingbird and Lovely Charts.

3. Understand that less is usually .
Don't be reluctant to start simple tools, including ones you may already using. Can any of them double duty? For example, shared spreadsheets downloaded premade templates from Google Docs or Microsoft Office can be useful keeping task and project lists.

Also, remember using multiple apps requires managing multiple passwords, user identities and administrator accounts, and perhaps worst of , creates a serious hassle when it to migrating and uploading company and employee data.

To things simple, use as many apps as you can in the family of products to simplify and centralize management and the ways employees access . Google Apps, Zoho and Microsoft Office all have grouped products. Choose a service offers paid upgrades once your business outgrows the version.

4. Ease your team using new apps.
A tool is only as good the people who use it. Don't be too surprised if your employees resist using a new tool, if it seems to come out of nowhere. Even small changes your employees' routines can be disruptive and possibly stressful.

Start using a new service one project or one account and get everyone's feedback about how the system can work your shop. If it's a bust, you'll know early and won't face an office revolt.

5. Find out the actual cost of "free" tools.
No matter how little cost, free tools never cost nothing. Even if they don't cost you money to use they require one of your most valuable assets: time.

Plan how many hours you will need to invest learning the new tool, so you can spend the rest of your time most effectively. You'll need to consider the time it will to choose which app is right, to set it , to train employees how to use it, handling administration and troubleshooting.

To you an idea, time managing tools as Klok and Toggl can show what you and your employees invest deploying new systems. If it looks using a new app won't be time-effective for your business then you might want consider another option.


Adapted and abridged from: entrepreneur.com, July 11, 2012.