Introducing new software into a typical small business environment can be costly, to say the least. Depending on the size of your business, buying multiple copies of a programor its licensescan quickly drive your balance sheet into the red.
The alternative isnt especially appealing, however. Sifting through the Web in the hopes of finding an effective no-cost software solution could wind up costing a small business just as much time, money, and manpower to use effectively as it would have cost to buy a fully functional app in the first place.
Whats a business owner on a budget to do? Simple: Read this article.
Below, youll find 10 superb pieces of software that can increase productivity without decreasing your bank account. We included options for most major business functionsfrom productivity to human resource management to the operating system itselfin an effort to create a front-to-back resource for getting your business up and running for the low, low cost of nada.
A word of warning, however: Free software isnt always the deal it appears to be. While premium software typically comes with frequent updates and a helpful support staff thats just a phone call away, gratis software can be a bit more rough around the edgesespecially when it comes to documentation, ease-of-use, and nuanced feature support. That being said, the utilities outlined here are amongst the cream of the free software crop, so you shouldnt have to roll up your sleeves and dive into a technical support forum too often.
Operating system: Ubuntu Linux
The cost of Windows licenses adds up quickly, whereas open-source Linux costs nary a dime. Ubuntu is a pretty darn good operating system, too, provided your workforce doesnt mind abandoning the familiarity of the traditional Windows desktop for more uncharted waters. The Linux software selection is different than the Windows app lineup, but every piece of software mentioned in this articlewith the obvious exception of Microsofts security suiterun just fine on Ubuntu.
While its often joked that Linux is near-impossible to use, Canonical and a host of open-source enthusiasts have put a lot of work into making Ubuntu extremely user friendly. Wed also argue that its going to be equally frustrating to try and stuff Windows 8s modern UI into the business environment. And dont even get us started about how great it is to run Linux on low-powered systems that would wither and choke at the mere sight of Microsofts main OS. But if youre still not convinced&
Productivity suite: LibreOffice
Its fair to say that one of the biggest challenges businesses face in abandoning the tried-and-true-(and-pricy) Microsoft Office suite for a freeware office package like LibreOffice is compatibility. Specifically, the worries that newly created documents or spreadsheetswhose extensions end with the letter xwont work with LibreOffice and, even if they do, they wont quite look the same.
While its certainly true that there might be a couple of general differences when opening up a Microsoft Excel spreadsheet in its original app versus LibreOffices Calc, and that wed much rather use PowerPoint than LibreOffices more lackluster Impress (sorry!), the suites Writer app is downright excellent, especially for its price. And yes, LibreOffice Writer will open DOCX files, though you may run into some slight formatting issues in documents with major bells and whistles.
Our recommendation? If its not too much hassle, start saving your key Word documents in older file formats that LibreOffice will have less issues withlike Word 97-2003 documents, RTF or ODF (OpenDocument Format) filesfor fewer issues during your switch.
Security: Windows Defender / Microsoft Security Essentials
Two security apps at once? Not quite, though this'll require a quick explanation.
In all versions of Windows prior to Windows 8, Windows Defender is an anti-spyware app. Its good to have, but not as mission critical as a real-time virus scanner. Microsoft Security Essentials fills that role in Windows XP, Vista, and Windows 7. For Windows 8, Microsoft merged AV and anti-spyware apps into a single, unified program calledyou guessed itWindows Defender. Got it?
While different kinds of businesses might need more robust security options than Microsofts free solutions provide, theres absolutely nothing wrong with keeping Microsofts highly functional (and highly free) antivirus app in your back pocket for any systems that need basic protection. Just don't expect the apps to do a great job of reporting to a centralized authority about viruses found or updates needed.
Another powerful app worth checking out is the free version of Comodo Internet Security. With it, you can get the best of the aforementioned Windows Defender and Microsoft Security Essentials in a single app: Anti-spyware, firewall, and antivirus capabilities, automatic sandboxing for locking out unknown files before they can do damage, and a locking capability that keeps your critical Windows files from being affected by problematic apps. Comodo frequently asks users to make security decisions, however, whereas the Microsoft software works more behind the scenes.
Email: Zimbra Desktop
Since Mozillas Thunderbird is basically on life support at this point, the world of freeware alternatives to Microsoft Outlook has taken a hit. However, Zimbra Desktop offers a compelling suite of features as a desktop email clientespecially for employees tasked with monitoring your business's social channels.
Zimbra Desktop includes all of the staple elements of a desktop email client, such as a mail interface, a calendar, task lists, an offline mode, et cetera. The app also includes a section that allows users to keep tabs on social hotsposts like Twitter and Facebook; more business-friendly services like WebEx and LinkedIn; and general services like Yahoo Web Search and Local lookups.
Zimbra Desktop supports POP and IMAP email out of the box, along with Yahoo Mail, Gmail, AOL, Hotmail andof courseZimbra Collaboration Server accounts.
Project management: Freedcamp
Freedcamp sounds a lot like Basecamp, doesnt it? There's a reason for that. This free project-tracking tools feature set has a lotin common with its costlier project tracking-counterpart.
If youve ever seen the Basecamp interface, you know what were talking about. If not, heres a crash course: Freedcamp allows you to create projects, within which you can create and assign tasks to various users within your organization. (Due dates appear on a separate calendar.) When users log into their accounts, theyre presented with an easy-to-digest dashboard featuring all the activity thats going on within a particular project, as well as to-do items and larger Where are we on the overall timeline? milestone elements that define what youre working on. Users can even track their time on a particular task, which comes in handy if your business bills by the hour.
Human resource management: OrangeHRM
Managing your human resources is critical in all but the smallest of one-person businesses, and keeping track of your employees' information in a thrown-together spreadsheet just won't cut it. That doesn't mean you need to spend an arm and a leg on premium human resource management software, however. OrangeHRMa completely free and open-source HR systemspins a number of common HR modules around a single, centralized controller system.
In other words, functions such as the suites central employee database, employee leave tracker, timekeeping module, job applicant tracking system, and performance review systemto name but a few of the available optionsall tie into a single administration module that allows a universal admin to assign out different rights and permissions for the aforementioned features at will.
Sounds complicated? Its not. The easy learning curve of OrangeHRM is as big of a selling point as its comprehensiveness. If you need more advanced features or don't want the hassle of maintaining HRM software on your own hardware, however, a paid software as a service (Saas) version is available. You can also pay for training or customized software.
Website design: Weebly
If you know absolutely nothing about Web design but still want some kind of Web presence thats better than an about.me page or a default parked domain page, Weeblys your ticket.
The free version of this Web app allows you to create a simple sitehosted by Weebly itselfthat you build by dragging and dropping various page elements over a variety of preset templates. While certain parts of the templates are locked, you can grace editable sections with paragraphs, pictures, contact forms, or even a little bit of custom HTML if youre so inclined. Fancier elements like embedding videos require a premium Weebly account.
Not only can you have multiple pages on your site, but you can also assign other users to act as editors for collaborative Web-building.
Customer relations management: ZohoCRM
If your SMB really stresses the S bitas in, youd only need three or fewer users for your customer relationship management softwarethen ZohoCRM is the SaaS app for you. At its core, ZohoCRM helps businesses keep track of customers (and potential customers), conduct email marketing campaigns, capture opt-in lead generation, keep a finger on the pulse of sales pipelines, manage sales opportunities, and moreall through a single, easy-to-use Web interface.
ZohoCRMs free version supports 100 megabytes of total storage and up to 100,000 records.
If youre looking for more flexibility (or users) than the free version of ZohoCRM provides, you can upgrade to a premium tier for a reasonable price, or you might want to check out SugarCRM Community Edition. Its more powerful than the free version of ZohoCRM, but it also requires hosting and setting up the software on your own server. Youll need a bit more technical expertiseand the willingness to take to the robust SugarCRM help forumsto get this full-fledged tool up and running smoothly.
GnuCash is an open-source accounting program that uses a checkbook-style interface to track basic incomes and expenditures. And, because this apps uses the double-billing accounting method, it assists you in balancing your books by ensuring that your cross-account transactions match up. In other words, money going in and out has to match your business assets and liabilities.
GnuCash allows users to set up transactions and reminders on a highly customizable schedule. The software was built with small business accounting in mind, complete with myriad report options (including profit and loss statements), customer and vendor tracking, invoice management, check printing, payroll management, and tons more. It does not, however, include dedicated inventory or POS tools.
Email marketing: MailChimp
MailChimps free as in freemium, but its gratisoffering is actually pretty gracious. The free tier of this popular email marketing management service lets you send up to 12,000 emails per month to a list thats no larger than 2,000 email addresses. In other words, you cant blast the world, but the typical small business can certainly email a significant portion of its customer base.
The free version of MailChimp is relatively unrestricted when it comes to creating and using templates, mailing to your subscribers according to location, and using dynamic content to email quasi-customized to different slices of your customer base. And no matter whether youre using MailChimps free or pro versions, you get access to the apps comprehensive reporting and A/B split testing.
If youre looking for additional no-cost options, our guide to The Best Freeware for Small Business examines the best free options available in the productivity, photo editing, website design, and project management categories, while our roundup of the 15 Best Free Business Tools, Apps, and Services of 2012 covers even more useful (yet free) software, including no-cost backup and audio recording tools.