SYS 093: How To Use Small Business Apps The Smart Way To Reduce Operational Costs

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Reduce Operational Costs. If you are in business, you will most likely have several apps you use for your daily operation. With the proliferation of functional business apps on the market, paying for all the ones you need can become complicated and expensive.

In this episode, Steve explains how to get the best out of your business apps. He also shares how to get all the features you need to make your operation run smoothly. You can achieve it without paying a fortune for individual licenses for each staff member.


💡 One of the main problems is understanding the difference between email versus logins.

💡Provide your staff with a free email address (i.e. Gmail, Hotmail etc.). You can then use these free logins to set up all software accounts.

💡 Set up one customer contact email for your business. You can then share the login credentials via LastPass so that all your staff can communicate with customers as required. If necessary, you can also create an alias for each staff member.

How To Use Small Business Apps The Smart Way To Reduce Operational Costs

MORE TAKEAWAYS – Reduce Operational Costs

💡You can also share the login credentials with your staff via LastPass for non-mission critical apps. This saves on multiple licences.

💡Use a 'super user' account with an admin licence for operations delegation. And one more licence for all your staff with limited access to the tasks delegated to them. This also protects you from possible malicious access in the future.


3:44 – 💬 You can still give people access to the apps but not pay for them. And that’s simply by not using 'domain name' email addresses.’

11:57 – 💬 ‘Using LastPass, you can share access to multiple people but never share your login to any of your mission-critical apps because if somebody went rogue, it could be devastating to your business.’

16:04 – 💬 ‘Doing this and being clever and savvy about it will keep your cost down but give you a better functionality.’


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Steve used to be a slave to his business, but when he moved to Sweden in 2015, he was forced to change how he worked. He switched to running his businesses remotely. And after totally nailing this concept, he also decided to spend his time helping other small business owners do the same. Steve's been investing in property since 2002. He has a degree in Computing and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants.

Do you have Time to be the Leader your Business needs?

Most business owners are overwhelmed because they don't know how to create systems or get the right help.

Our systems and outsourcing Courses and coaching programme will help you automate your business and also work effectively with affordable virtual assistants. That way, you will stop feeling overwhelmed and start making more money.

How do you reduce operational costs in your business? Share your thoughts in the comments!

And if you also want to know more about LastPass, check out this helpful episode:
Small Business Security: How To Safely Share Logins With Your Team


Apps, podcast

Steve Day

About the Author

Since 2016, Steve has helped hundreds of business owners to systemise their businesses and outsource their work. In doing so, he has helped them regain control of their lives and create the businesses they set out to build.

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