Smart Tools for Your MLM Home Office

Some of the smart tools you need for your home office are described in this sub-section. We have called them 'smart tools' because they are electronic devices and the electronics comprises a computer. Even phones are controlled by computers.

The tools described in this sub-section are not the only tools for a successful network marketer. Click here to go to the 'Office equipment' sub-section where more (physical) tools are described. Click here to go to the 'Software' sub-section where computer package tools are described.

We have divided the smart tools group into three categories:
If you would like to see more detail on any of these smart tools, click on the particular item of interest.

A.  Smart tools that are computers or are part of the computer scene
If you would like to see more detail, click on the particular item of interest.

• Software
  We have included some comments on software in the ‘Filing systems and record keeping’ sub-section of this section.

• Accessing the Internet via computer
  Amongst many functions, computers provide you with access to the Internet.

• Accessing the Internet via other devices
  It is convenient to be able to connect to the Internet using a hand held device or mobile broadband (phone network access) sometimes.

• Computer effectiveness
  Except for a few situations where portability is essential you will find that a desktop computer runs programs more effectively than hand held alternatives.

• Portable computers
  Laptop notebooks and netbooks are portable computers that provide you with the power of a computer remotely from AC power outlets.

• iPad
  The iPad is not a substitute for a conventional computer (either desktop or laptop) for your network marketing business 

• Business computing environment
  Some of your business operations (e.g. printing, scanning, faxing) can be performed only in a business environment.

• Backup
  You must have at least two copies of everything that's stored electronically.

• Conclusion
  You need to use a computer

B. Peripheral devices—Printers, Faxes, Copier/Scanners
If you purchase a new printer today, most probably you will acquire a multifunction unit that performs all three of the functions mentioned above. Whether or not the device is multi-functional is irrelevant to this discussion. We are concerned with your need to perform the function, not the physical device that does it.

• A printer in your business

• A business fax

• Copier/Scanner
   

C.  Smart tools that are Phones, Personal Digital Assistants (PDAs), Audio Recorders, GPSs
Many businesses have multiple phones. No one would consider trying to run a business without a phone. The other hand held devices are not essential.

• Phones

• Audio recorder

• Personal Digital Assistant (PDA)

• GPS

A. Smart tools that are part of the computer scene
 

Software
Computers require software (programs) to ‘drive’ the hardware and the computer user. Software is not considered in detail here. Click here to go to the 'Software' sub-section where software tools are described.

Accessing the Internet via computer
The Internet is essential for your business activities. In the section on web sites we describe how your business and a website can enable you to participate in the e-commerce explosion.

Your smart tools should provide you with constant Internet access. You will need a computer for email to and/or from: customers: your upline and downline; and the company.

Accessing the Internet via other devices
To access the Internet it is not essential to have a computer. However, your home office should have a computer and a Broadband service provided by an Internet Service Provider (ISP). Broadband access permits operations that are not possible with a ‘phone’ device, e.g. scanning documents for faxing, printing.

However, you should connect to the Internet using a hand held device or mobile broadband (phone network access) when this is convenient. i.e. when you are away from your home base.

Computer effectiveness
Computers support a variety of applications many of which also can be run on hand held portable devices. Except for a few situations where portability is essential, you will find that a conventional computer runs programs more effectively than hand held alternatives. Smart tools like lots of power

It is much easier to handle your email, look up the company web site, etc. if you have a full sized screen and keyboard. Your phone is a great substitute when you are away from your home office. Portability is not confined to hand held devices, and a netbook is another alternative to consider if you are away from home.

Portable computers
Laptops notebooks and netbooks (baby notebooks) are portable computers that provide you with the power of a computer that you can carry with you and use without connecting to power. That is not to say that these devices are as portable (convenient) as mobile phones. You will find that you require both a computer and a convenient portable device that will connect to the cell phone network. Joy uses a laptop all the time, it is her personal smart tool, and connects via the wireless phone network.

iPad
At the time of writing, Apple Computer had only recently released the iPad. This device can connect to the Internet via broadband or wireless. The first model released can not be used as a mobile phone even though connection to the Internet may be made via the phone network.

The current release iPad is aimed at the book and news-reading public but has many apps. You are likely to find that, at the moment, the iPad is not a substitute for a conventional computer (either desktop or laptop) for your network marketing business. Even so the iPad is a 'smart tool'.

Business computing environment
A business environment is the place for your business computer. Some of your business operations (e.g. printing, scanning, faxing) can be performed only in a 'business' environment (e.g. your home office). There is a separate sub-section that considers these devices that attach to computers or computer networks.

Backup
Have you ever lost your mobile phone and all the phone numbers stored in it? How about having a hard drive crash on your computer and losing all your photos? If either of those have ever happened to you, you probably already back up now. It is essential with a well run business to regularly backup your computer to an external device which you store away from the computer.

You need to run your own computer
In summary, it is foolhardy for you to contemplate operating a business without having a computer. If you do not have computer skills and you want to operate a business, any business, but particularly one that interfaces to the Internet, then it is imperative that you use one. It is the central point of your home office, with your filing cabinet nearby, and other devices around it. Your computer is your ultimate smart tool.
 

B. Peripheral devices—Printers, Faxes, Copier/Scanners

Printer in your business
We are not going to advance arguments that you should have a printer to use in your business. It is hard to imagine any business not having access to a printer on the premises. Not being able to print your own output seems inconceivable. As well as being essential, some printers are also very smart tools. It is worth spending a moment or two on the type of printer that may be most appropriate for you—see below.

1. Network printer
   If you have more than one computer being serviced by the printer, one approach is to have a ‘network’ printer that is not connected to any one computer but that all computers in the network can access the printer. The printer connects to the router, and isn't then reliant on any one computer being turned on in order to print.
   
   It is also possible to have a printer that is connected to one of your computers, but is accessible by other computers in the network. Generally, this arrangement is less flexible for you than a network printer because the computer with the printer attached must always be running so that the other computers can access the printer.
    

2. Inkjet or laser
   Another issue is inkjet versus laser. The main advantage of laser printing is that it is more robust and won't run if the ink is wet. If your output may get ‘wet’ later (e.g. in someone's letterbox), it may be better to use a laser. However, good colour lasers are definitely more expensive than inkjet printers. If buying an inkjet printer, you will find that printers with at least three colour cartridges are more economical then those with a single colour cartridge.
    

3. Functions
   Multi-function inkjet printers are able to copy and scan, and possibly can be used as a fax also. Some printers are able to print automatically on both sides of the paper. There are printers that can print on CDs. These latter two are probably unnecessary, unless you can clearly see a need for them. You may find that two printers are the answer to you printing needs, e.g. a multi-function colour printer and a laser printer.
    

4. Volume and quality
   A printer's price is influenced by its speed and the quality of print. Different businesses will have different print volumes and different needs as to quality of final product. It never hurts to seek advice from someone whose opinion you trust, or to learn to read the specification documents issued by the manufacturers.

Fax
Many business functions are still dependent upon faxes, and many MLMs still require forms to be faxed to them. It is likely that you will discover fairly quickly if a fax is going to be an essential part of your business.

1. Signature verification
   Some MLMs require that when ordering a product and/or when a new recruit joins the business a signed version of the associated form be transmitted via fax. Even when online orders/joining is available it may still be necessary to fax a form with a signature.
   
   If you have a fax at home you are likely to discover other uses for it.
    

2. In-house fax
   As already mentioned, many printers have fax and scanning functions, so it is not necessary to have a separate fax. However, in the absence of a fax at home you may find yourself visiting the local shopping mall to access a public fax facility.
   
   Obviously, this is not a sensible solution to using fax in your business (particularly if you forget to pick up the form before you leave). Using your own fax is another example of you being smart. When your actions are smart you can turn your tools into smart tools.

Copier/Scanner
You will find that in your business there is a fairly frequent need to copy a document, or a form. Traditional scanners can do this, but a copier or multi-function printer can do it much faster.

Photos - images
If there is a scanner available, either a separate device or part of your multi-function printer, it will be possible to reproduce photos and layouts for your publicity flyers, business cards etc. Scanning also permits you to send documents and images as email attachments. A scanning facility is an important addition to any business operation.

C. Smart tools that are Phones, Personal Digital Assistants (PDAs), Audio Recorders, GPSs

Phones
As already observed, similar to printers, you would not consider trying to run a business without a phone. Of course, many businesses have multiple phones. The range of phones is enormous and the number of services and plans for accessing those services is even greater still. Fixed line, mobile, blackberry, iPhone, VoIP (or digital) are just a few terms that you are likely to know about.

A close friend of ours believes his iPhone is the best smart tool ever invented. Others we know believe their androids are even better than the iPhones. One acquaintance recently flung his Blackberry across the room just to show that it was more robust than any other phone.

We are not going to make suggestions here about particular phones or services except for one. If your business operates across a wide geographical area, on most occasions it will be necessary for you to speak with your business associates and customers by phone rather than being in their company for business discussions.

Not being in face to face contact is a disadvantage that can be overcome to a great extent by the use of video communications. Phones are now on the market which transmit video along with voice. We strongly urge you to consider video on your home or cell phone. Of course, you need to have people to talk with who have the same. As we remarked earlier it is smart to use smart tools. But it is even smarter to use smart tools smartly.

Audio recorder
A device that may not be considered by many people as a requirement for their business is an audio recorder. These devices are not much bigger than a USB memory stick and are truly portable. They can be connected to your computer for easy transfer of the recording, and from there they can be recorded onto a CD.

A recorder has many uses. We use it as a sort of scratch pad to make notes when immediate note taking is required but writing with pen and paper is not convenient. A solution to a business problem that comes to you while you are in bed can be alive again in the morning if you record it at the time that you think about it. We think our recorder is really one of of our smart tools.

These sorts of devices enable the whole of a business meeting or training session to be recorded. This makes it possible to analyse what was presented and discussed at a later date. Training sessions can be played back many times.

Get it recorded immediately and then it’s available for subsequent processing. Speed can be the important factor. Jump in the car after a meeting then record those bits about what just occurred that you want to put on your data base  Do it while it’s fresh in your memory. A final point, audio recorders are very useful but can not be classified as essential. A pen and paper is a much cheaper alternative.

Personal Digital Assistant (PDA)

A PDA is a hand-held electronic device designed to fit in your palm (or your pocket). It  allows you to collect, organize, and access various kinds of information. You can communicate with a PDA via its interactive screen area and its special pen (the stylus) for touching that screen. Also PDAs can recognize some hand writing.
 

The basic functionality of a PDA is to store and retrieve phone numbers and addresses, maintain a to-do list and a calendar. It is also a memo pad for taking notes and personal comments. It's a smart tool in its own right. Click here to go to the sub-section where 'To-do-lists' are covered.
 

There are two main features that put a hand-held PDA much above a basic personal organizer. One is the PDA’s ability to connect and communicate with other electronic devices, like a PC or digital camera. The other main feature is the extensive abilities of the PDA software (its computer). An additional feature, the "always with you" feature, combines with the two main features to make a PDA a powerful and versatile personal assistant.

PDA software applications include word processing, spreadsheets, games, money management, weight or fitness monitoring, electronic book reading, street maps, a PowerPoint presenter and many more. Some PDAs allow e-mail and internet access. Like a digital (audio) recorder, a PDA is not essential but its convenience for any business manager is outstanding.

It may occur to you that many functions of a PDA are often found in smart phones such as the iPhone and the various androids. If you have such a phone it would pay to exhaust its features before you decide to invest in an addiotional smart tool. PDAs were around before phones became this smart, and are likely to disappear from stores' shelves over the next few years.

GPS
It's one of those clever little devices that tell you when and where to turn. While this may seem a luxury if you don't already have one, you will quickly discover it's benefit when trying to get to an appointment in an unknown suburb on a stormy night. Many mobile phones have a GPS capability.

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