This featured article is brought to you by: Ana Natkins, Operations & Systems Specialist, DOO, ClickUp & Airtable Guru

You didn’t start your small business to be constantly searching through email, losing documents, and entering information… yet AGAIN into another tech tool. These irritating issues stem from an unorganized business system that may be small to begin with, but as the business grows will overwhelm the business owner. 

Small businesses need to be efficient and productive in managing their operations, and although there is a large landscape of tools out there to choose from, I feel as though one of the most powerful tools Airtable, is often looked over because it doesn’t sell itself as a specific solution to specific business processes.

Airtable, for those that may be unfamiliar with it, is a platform that combines the functionality of a spreadsheet with the capabilities of a database, which is… actually what most software is created utilizing. In fact, databases are pretty much what all websites, apps, and most programs are created from.

I’ve been working in software in some way shape or form since I was old enough to read (go go 80’s Compaq computers!) and have seen all sorts of software and Saas products come and go.

Since I started my business in 2019, I have been through the gamut of project management tools, CRM’s, and a multitude of other things that have made things more complicated than they needed to be. At the end of the day, the only true all-in-one tool I’ve found that has worked all sorts of magic for me and my clients is Airtable.

Let’s look at how this simple yet effective tool can do so much for small businesses, including helping with Sales, Project Management, Marketing, Client Maintenance, and a variety of other business systems!

Understanding Airtable And Its Benefits For Small Businesses

In a nutshell (how did I get in this nutshell?) Airtable is a digital organization tool. It’s easy to use and you can make it work for you by choosing what kind of information you want to keep track of. It can even help you get things done faster by doing some things for you automatically. It also works well with other apps you might already be using (integrations baby!) and has templates to help you get started.

Overview Of Airtable

So… what IS Airtable? 

Imagine Airtable as a big, flexible digital notebook. It’s a lot like the spreadsheets you might use in for planning, but with way more power. In Airtable, you create tables which are kind of like pages in this digital notebook. These aren’t just ordinary tables though, they are tables that can connect to other tables and create a high-level view of your whole business. You can fill them with all sorts of stuff, like your branding information, lists of your content creation, or details about an upcoming project.

You are also able to set up these tables any way you like. You can have a column for dates, another for your notes, maybe one for pictures, and even one for checkboxes. It’s like you’re crafting your own custom organizer on the computer, making it just right for what you need.

One of the best things about Airtable is how it lets you connect information between different tables. For instance, if you have a table with all your school projects and another with a list of your classmates, Airtable can link these tables. This way, you can easily see who is working on which project, all in one place.

Another great thing about Airtable is how easy it is to share your tables, or what they call ‘bases’, with team members or clients. This can be extremely helpful for a variety of situations.

Airtable Key Benefits For Small Businesses

Have you ever had trouble finding something you need in your business that you know you just saw yesterday? Having to log into Canva to grab your brand colors… logging into your website to see when you published your last blog?

One of the first things that my clients have noticed is how organized Airtable has helped them be once they implement some of the templates and use it consistently. It’s capabilities of keeping things organized, not needing to enter in information multiple places and even being able to automate certain tasks based on the information in the system (like sending an email on a certain date).

You can also have all of the same information in one base, but be able to see it from different points of view… in fact, “Views” is what they call the ability to filter the information and show it in multiple formats (like grid, kanban, gallery, plus more).

When small businesses use Airtable, it helps them do things better and faster. It’s like having an extra set of hands that makes managing a business a lot easier and more efficient. It may be overlooked, but is a great option to consider for those who may be looking to be more digitally organized.

So… What Are The Pros And Cons Of Airtable?

Okay, so if you know me, you know that I don’t think any technology is perfect. The software has as many varied personalities as people do sometimes. But I find that the best tools are generally the ones that have more possibilities within their design, allowing for more functionality once the original learning curve is out of the way. 

Advantages Of Using Airtable

1. Super Organized: Airtable is like having a digital assistant that helps keep everything neat and tidy. You can track all sorts of stuff, from little tasks to big projects, and see it all in one place and workspace.
2. Customizable: It’s like a Lego set for your information. You can build your tables any way you like, which is super cool because you get to decide how you want to see your stuff.
3. Automates Stuff: Airtable can do some of your work for you. It can send reminders or update things automatically, which is like having a little robot helper.
4. Easy to Share: Sharing with Airtable is a breeze. If you’re working with a team, everyone can see and update things in real-time. It’s like everyone’s on the same page, literally. A bonus is that it’s mobile-friendly too.
5. Great for Different Jobs: Whether you’re keeping track of customers, planning projects, or watching your budget, Airtable can handle it. It’s like a Swiss Army knife for your business or projects.

Airtable offers a diverse range of field types to meet various data needs and its spreadsheet-like interface ensures an intuitive data entry and manipulation process.

Potential Limitations To Consider

1. A Bit Complex at First: When you first start using Airtable, it might feel a bit like learning a new game. There’s a lot to figure out, which can be a little overwhelming… but once you figure it out, it can be a bit addictive (not that I’m speaking from experience at all… 😉 )
2. Limited Free Version: The free version of Airtable is like a basic ticket to an amusement park. You get to try some rides, but the really cool ones are behind a paywall. That is typical for most software, but there is a ton of general functionality making it very useful, even if it is the free version.
3. Might be Overkill for Simple Needs: If you just need something simple, like a basic to-do list, Airtable might feel like using a rocket ship to go to the grocery store. It’s really powerful, but sometimes it’s more than what you need.
4. Internet Reliant: Airtable lives online, so you need a good internet connection to use it consistently (like most SaaS products)

Using Airtable To Track… Stuff

Okay… I’ve touted the basic benefits and the things you may need to take into consideration. now let’s see how it actually WORKS with a small business.

Basically, Airtable tracks… stuff. Sales stuff, contact stuff, project stuff, etc. Here are some use cases that I have developed not only for myself but for clients and friends as well. (It’s like a grown-up version of playing with legos…. although I have 2 little boys so I STILL play with actual legos as well)

Leads & Sales: Airtable As Your CRM

I have used all of the CRMs out there for my sales process. From Hubspot to Dubsado, I have been on the development end of setting up clients’ CRM systems… and EVERY SINGLE TIME they want a report or a functionality, that I can’t provide them in a tool that wasn’t made for their business. Now, these are great tools, but depending on what you actually want from your CRM, they may or may not support you. At the end of the day, a CRM should be able to collect, track, and categorize any potential lead to your business, and assist you in turning those leads into sales. Amiright?

All the additional bells and whistles on a CRM tool are just that… additional bells and whistles. They are nice to have, but without the basic functionality, it starts to become something else, not a CRM anymore. Some of these are great, some are not as useful for your business.

I had personally used Dubsado for years. As a small business, I really enjoyed the proposal creation and contracts, as well as the payment structure. But at the end of the day, it wasn’t as straightforward and intuitive as I needed it to be for the way I work.

Recently I’ve created my own CRM within Airtable, and love the functionality, how all interactions are joined to the Leads, able to track how many weeks a lead has gone without contact, track my sales pipeline in real-time and being able to follow up within Airtable itself. As I use it, it seamlessly collects my sales data and displays it in an interface with easy-to-read data visualization.

At the end of the day, all of this information can create some powerful metrics using the Interface Module within Airtable as well. With a seamless small business Airtable base, lead and sales tracking becomes effortless, making it an excellent option for sales teams seeking workflow automation.

Project Management And Workflow Capabilities Of Airtable

The heart and soul of any small business, the heart that keeps everything running smoothly is the operations and Project Management center.

Admittedly, there is a large amount of project management tools out there, and I think some of them are phenomenal (*cough* ClickUp *cough*) but Airtable also works as a decent PM tool as well, especially in businesses that don’t have too many clients or projects going on at the same time. I have even seen larger production companies use Airtable as well, because they know how the flexibility of the tool can fit what they need.

The linking records functionality is actually what makes it such a good option for project management.

Last year I created a project management in Airtable to explain how to connect projects to team and business goals and was thrilled with how well it worked, so much so that I know several people who still use it for their own project and goal planning. You can see how I use that here on YouTube and get a version of your own functionalities that make it awesome for project management other than the linked fields would include:

1. Different types of Views of the same information, from grid to kanban, and even a resourcing view that allows project managers to see the workload of their team.
2. Integrations with other tools. Because of the column and row format of Airtable, it is able to be integrated with a wide variety of other tools including Google products and Slack (two of the most common tech systems in small businesses).
3. The ability to store files and images: Unlike other PM tools, Airtable has a good amount of storage space for files with associated tasks. While it is not limitless (between 2GB and 1,000GB depending on your plan), it can be helpful to share files with your team or clients in your PM tool.

These features, plus Gantt chart and resourcing functionality enable comprehensive planning, while its Kanban feature ensures effective project organization. With a flexible data-based tool like Airtable, small businesses can streamline their project management processes and achieve optimal efficiency.

Using The Airtable App For Content Management

Perhaps one of the best uses for Airtable is using it for Content Management. Nothing in business seems to be more “all over the place” like the creation of content. You have Facebook posts and ads, Instagram reels, posts, stories, blog articles, email campaigns, TikTok reels, and throw in a few YouTube videos and shorts while you are at it.

There is nothing more overwhelming for my brain than trying to do all of my content that doesn’t help support the repurposing of it for other means…. Airtable is hands down, the best content organizer tool out there.

Being able to write for one major piece of content, be it a blog or a YouTube, connect all graphics, the date and time it was posted, and then be able to reutilize pieces of that content over months using the calendar system in Airtable is extremely freeing.

With a bit of know-how and a little help from some third-party automation software, it’s even possible to automate some of the posts to your platform of choice.

Airtable In Small Business FAQs

Is Airtable the right tool for your small business?

Considering its solid functionality, multiple views, and integration capabilities, Airtable may be the ideal choice for small businesses. Of course, it’s important to understand your business processes and culture while choosing a Project Management tool.

What do companies use Airtable for?

Companies rely on Airtable for streamlining their data, projects, and workflows. It serves as a versatile tool for various purposes such as customer relationship management (CRM), project management, and content management system (CMS). With its customizable features, Airtable caters to businesses across different industries. Popular use cases include event planning, inventory management, and team collaboration.

Is Airtable a spreadsheet or database?

Airtable is a unique combination of a spreadsheet and a database, offering the best of both worlds. It provides the flexibility of spreadsheets while harnessing the power of databases. Unlike traditional spreadsheets, Airtable can handle complex data structures, allowing users to customize views, filters, and sorting options.

Watch my YouTube here regarding Excel (Google Sheets) or Airtable. 

What are your best use cases for Airtable?

Some of the best use cases for Airtable in small businesses include project management, CRM, content planning, inventory tracking, and event planning. Airtable’s customizable and flexible features make it a versatile tool that can be tailored to meet the specific needs of small business operations.

What can I manage with Airtable?

Airtable is a versatile tool that can help you manage various tasks, information and automations. From project management to inventory tracking, and even customer relationship management, Airtable can be customized to fit your specific business needs. 

Conclusion

I hope this has given you some ideas of the usefulness of this somewhat ambiguous tool that you may have heard of, but never really got a good idea of how to use it in your business. As I have moved through numerous tech systems in my time in corporate, and with clients, the flexibility and ways you can make it fit what I (or you) do, is what makes it so attractive.

To be honest, I don’t use it as my project management tool, but I do use it to organize my entire business outside the process of creating projects and tasks.

I have created an intranet of sorts and a business hub that organizes everything I need or my team needs almost instantly. It’s like the old-style card indexes of a library, but faster (and much less dust). 

If you are interested in seeing my this business hub, I’d love to show you! 

Check it out here https://www.anasimplesolutions.com/airtable-business-hub/ 

For more on my blog and about what I do, please visit me at https://www.anasimplesolutions.com

Join my email list here!

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This featured article is brought to you by: Ana Natkins, Operations & Systems Specialist, DOO, ClickUp & Airtable Guru

Ana Natkins, Operations & Systems Specialist, DOO, ClickUp & Airtable Guru, is from Chicago, IL and is a wife and mamma of 2. She works with neuro-spicy entrepreneurs and business owners to help calm the chaos through system and habit implementation. The two main tools she uses are ClickUp and Airtable as they are the most robust and simple tools to streamline and automate business through. (And I couldn’t agree more!)

Ana’s #1 goal is to simplify and streamline all the pieces of our business and to help support client’s dreams and aspirations, freeing them to shine in their brilliance. Ana is a self-proclaimed tech “nerd”, she thrives in situations where she can solve problems, teach others and make a difference in the lives of the clients of AK. 

Ana has worked in multiple industries, from education and graphic design to project management and data analytics, a testament to her thirst for knowledge and ability to pivot her skills to the needs at hand. There is no life-hack or efficiency that she hasn’t heard of or tried at some point to make more effective use of everyone’s time. Communication, whether it is through systems management, organization of documents, spreadsheets of project tasks or an effectively designed landing page is the cornerstone of all business and Ana’s a badass at cutting out the fluff and getting the work done. 

When Ana is not simplifying the world, she is running around with her two little boys, ages 7 and 3, and husband, who keep her busy laughing and giving up on a clean house. After all, i t’s much more fun to play nerf football than nag on them to constantly pick up their toys. (Keep the mess in your room boys!). She loves to go camping when the weather is decent. She is a pianist and singer, though rarely has time to tickle the ivories like she used to, but will always bust out a Christmas tune or Disney ballad when prompted. She may even give you a serenade if you ask REALLY REALLY nicely! 🙂

>>>>>> Ready to say Goodbye to all those countless & misplaced Google Sheets for good? Grab Ana’s FREE Centralized Business Hub for Airtable HERE! This Airtable Template is designed to be the central hub of your business, connecting all of your Links, Courses & Notes, Team List, SOP List, Goals and Offers. You will no longer waste time endless searching for that “one thing you just saw yesterday”.

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