When I was in, what felt like, the infancy of my career, my manager at the time sent me to a workshop called “Work Smarter, Not Harder.” I don’t remember any of the actual details from that event now, but I do remember how profound the idea of working smarter (not harder) felt at the time and it’s something I still try to implement to this day.
At one of Heléne Blewett‘s networking events, she shared some tools and apps that are brilliant for small businesses. I’ve since tried a few, and here are the ones I’m loving most – my blueprint for Working Smarter, not Harder.
An absolute lifesaver if you work with documents. You can merge, compress, convert, and even edit PDFs for free.
Here’s something not everyone knows: if you open a PDF using Google Docs, it opens it in an editable Word-style format. That’s a great help when you need to make quick changes without needing fancy software.
This one helps you write. It’s especially useful for emails, blog posts, or social captions when the words just aren’t flowing. It won’t replace your voice, but it helps you put your thoughts into clear, confident words. 
If you’ve got ideas everywhere – sticky notes, WhatsApp messages, the back of a receipt (this one I’m really good at!) – this is worth trying. It creates a visual map of your thoughts, which helps you see patterns and make sense of what’s in your head. 
A great tool for creative thinkers and content planners.
I find this perfect when I need a quick image to go with a post or message. I use it for free, no-fuss graphics when I know I wouldn’t pay a designer to create something for that use; for example, posting in a neighbourhood WhatsApp group or adding a fun visual to a once-off blog post.
That said, if you’re working on a project where you would normally pay a human artist, then please still do. AI graphics have their place, but they definitely shouldn’t replace actual creatives.
This one really impressed me. You don’t need a card machine to accept card payments anymore. If your phone is NFC-enabled, you can tap and go right from your device; this was fabulous at some of the Christmas markets last year!
You can also create payment links, which I’ve found invaluable when invoicing international clients. 
Even better, you can set up a basic online shop without needing a full website. It’s a great low-cost way to start selling online without relying on other service providers.
Still one of my go-to tools. I use it for storing and sharing client files, creating documents and spreadsheets, and keeping everything in one place. It also links to Gmail and works from any device. 
AND … did you know you can access Google Drive straight from a folder on your PC? By just installing Google Drive for Desktop (free from Google), it will add a Drive folder to your File Explorer. You can open, save, and organise files just like any other folder on your computer and everything syncs automatically to the cloud. SUPER COOL!
If you run any kind of business, having a Google Business Profile is an absolute MUST! It’s free, helps people find you on Google Search and Maps, and gives your business credibility. You can display your contact details, business hours, photos, website link, and customer reviews all in one place. It’s also a great way to appear in local search results, especially if people are Googling services “near me.” Even if you don’t have a website yet, this profile helps you get found online. This is honestly a no-brainer and if you don’t have a Google Business page yet, PLEASE contact us now! We’ll help you get seen for as little as a R100 once-off fee!
Just a note about AI tools like Claude, Napkin, and Gemini: they’re not here to replace how we think or create, they’re here to help us work more efficiently and with more ease. Just like Spell Check and Grammarly helped us write better, these tools help get our ideas out faster and reduce the pressure when time or budget is tight.
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