Business Management Software: Key Features Explained


If you’re a business owner, you know all too well that starting a business is easy. Keeping it going, well … that’s another story.

Managing a small roster of clients with a small team can be smooth and simple, but when you’re scaling up, your work can get super chaotic.

You need to plan much in advance — not just about sales but process management as well. How will you deal with increased complexities in the business processes when you scale operations? 

With technology making rapid advancements, it makes sense to deploy the best business management software you can, and make business processes less time consuming, more efficient.

A great business management software make your life easy — it takes dozens of repetitive tasks off your plate. 

This leaves you in a position to serve your customers better, and grow your business.

So what does a business management software really do? 

Is it worth investing in?

Will business management software help your employees work better?

The answer is a big YES.

With the right combination of features, a business management software can help you achieve all this and more. 

In this blog post, we dig deep to explain how a management software for small business is just what you need today.

Benefits of a Business Management Software


#1. Organize Your Business Information

Right from customer emails to phone numbers, addresses and other key information that your business needs  to manage — a business management software organizes it all for your team.

This means hours are saved every day. 

With simple and easy storage and management of your data, a business management software increases your productivity.

It makes tons of information accessible to you at the click of a button, whether you’re looking for the latest update on a sales deal or a document that someone shared.

#2. Cut Down Work Hours

A business management software is a great addition to your work toolkit if you’re looking to get more done in less time. Let’s be honest, who doesn’t?

So, how does this work? Through automation. 

Business management software helps automate mundane and time consuming processes

This reduces your team’s manual work, errors in documentation, and other business complexities. 

Your team is left with more hours to ideate, plan, execute, and track results for business growth.

#3. Save Money and Time

With most of the repeat work automated, you don’t have to go on hiring.

Your team can consist of just a few key people.

Your customers get to reap the benefits of your controlled business costs — so you can offer them more affordable products and delight them.

#4. Help Your Team Communicate Better

With all your business information in one place and automated processes visible to all departments, the coordination between your teams improves tremendously.

What’s more? Automation workflows can be set up by one team and improved by another, so business growth accelerates without additional manual effort or new hires.

#5. Work From Anytime, Anywhere

Most small business management software are cloud-based and optimized to work efficiently on any device — unlike clunky old software that are hard to install and run. 

A good internet connection and your business is up and running, from anywhere, anytime.

Additionally, a small business management software isn’t just for small teams. 

In unexpected times like the pandemic, it helps various teams from across the world work together with no confusion.

Everything is documented and tracked on the go with little effort from your side.

Top Features You Should Look For In a Business Management Software

#1. Clutter-Free User Interface

Business management software does a lot, but it shouldn’t confuse you.

A good User Interface plays a crucial role in organizing a tool’s functionalities and options. 

Your software’s UI has to be clean, clutter-free and easy to understand. 

If your team takes more time to work on the software than to complete the tasks, it is counterproductive and a waste of your efforts. 

EngageBay offers every automation and organization tool your business can need. But it doesn’t overwhelm or confuse you; in fact, it is designed for small business owners with no tech skills.

The clean and clutter-free UI ensures you only see what you need in the moment.

#2. Data Security

They say data is the new oil. 

With your business management software constantly handling tons of data, it’s extremely important that all of it is stored securely. 

The software you choose should come with strict safety protocols to safeguard you, your clients and your business. 

Even simple things like multi-level authentications and email login verification’s go a long way in ensuring the safety of your business data.

#3. Smart, Accessible Data

The idea of using business process management software is to make your job easier and faster. 

With the data available at your disposal, an intelligent software should be able to assess patterns for you. 

Through intuitive analysis, your software should provide real-time reports of how your business is doing, for many default metrics and also a few custom ones.

Team members should be able to readily access this data to drive key business decisions. 

#4. Efficient Progress Tracking

With different departments using the same software for tracking all their work, you should be able to get an overview of how your projects are progressing. 

The idea is to have both high-level and in-depth reports and measures to check if there are any bottlenecks in your projects.

How to Choose The Right Business Management Software for Your Business?

Managing different software to streamline operations for distinct business processes is a task in itself.

How do you break that cycle?

To begin with, look out for business process management software that integrate a lot of diverse tools and make them all accessible from one place.

business management software

Your team’s focus should be on completing their tasks, and not learning how to navigate new applications every week.

Well-designed business software should be able to incorporate the needs of multiple departments at once and address their issues.

If you’re exploring different software to aid your business, here are the key functions you should be looking for:


Getting new customers is a dream come true for all businesses. However, you should be able to follow up and service your larger customer base with the same care and attention.

Most businesses fail to acknowledge this, and go in search of new and large customers while ignoring the ones they already have.  

Whether you’re a B2B or a B2C business — great customer service is the absolute backbone of your business. 

Customer Relationship Management is a simple solution to help you with this. 

A CRM helps you stay on top of your customer service game. 

A robust CRM helps maintain your customer contacts, schedule regular messaging to customers and keep them engaged.

It’s the easiest way for your team to keep in touch with a large base of customers.

A good CRM should make your job easy with intuitive features like ‘Smart Lists’which lets you define conditions so your contacts are filtered automatically into different categories. 

You can then customize your messaging to different audience segments with exclusive content and offers.  

A CRM should also let you customize workflows as per your unique business requirements.

When used well, a CRM creates a win-win for your team and your customers.

Your customers are happy with the prompt attention they’re getting, and your team is buoyant with the minimal effort they have to put in.

Live Chat

Few business management software integrate this essential tool. EngageBay is among the rare.

If the pandemic taught us something, it’s that in-store or in-person interactions are important.

The one thing that helps convert a lead or bag a sale is great interaction.

Live chat integration, with intuitive bot responses, Help Desk and Knowledge Base can do that for you.

The Live Chat module lets you automate responses to some frequently asked questions, and escalate customer queries when the bot can’t answer them. 

Project Management

This is especially useful if you run a small- or medium-sized business.

With a small team managing multiple tasks at once, it’s necessary to organize well.

With a good project management software, you can set up detailed goals and track their progress in real-time.

This is even more useful if different teams within your company have overlaps in business tasks.

For example: A sales team cannot take their work forward unless the marketing team has secured leads for them.


Changing times need dynamic business solutions.

If you’re in an industry with fast-changing market dynamics, you may need to switch up your marketing/sales plans at the very last minute.

Say you wish to launch a new offer or sale on your website. Typically, this would involve creating a new landing page, an email for your customers and possibly new forms for first-time customers.

Ideating these things is easy, but actually executing them is time-consuming.

*Fight between marketing and creative teams ensues*

Just kidding — you can avoid this completely with a Content Management Software that lets you create important but quick communication.

The CMS should be easy and savvy enough for anyone to operate it.

content management software

EngageBay offers functionalities to create landing pages, pop-up and in-line forms customized to your brand guidelines.

It’s as easy as drag-and-drop, choosing between themes and adding text.

Once done, you get a readily available code to embed into your website. Sweet, right?

So go ahead and create your last-minute sale plans. Minus the side-eye from your creative team.

Social Media Management

With businesses going global, your social media is your digital store-front.

I don’t recall the last time I went to a business’s website first before I looked them up on social media.

With a customer base that’s getting younger by the day, it’s important to be on top of your social media game.

This, again, involves a lot of creativity and time.

However, it’s an investment worth making. So how can you make it work for you with little time and effort?

With intuitive social media management tools.

If you’re still using your phone to check for mentions/engagement on your socials – please stop.

Upgrade to a software that does the searching for you and notifies you of any activity on your feed.

social media software

EngageBay lets you manage all your social media handles from one place.

You get to track all that’s being said about your business, or your competition, through simple keyword search alerts.

You can schedule posts for all your social media accounts at once, without having to constantly switch between apps to get your work done.


Running a business automatically puts you in a competitive space.

Even if you’re in a blue ocean market, it’s essential to stay on top of the curve by adapting newer, faster, better techniques for your business.

This involves training yourself on how you can create better products and solutions.

It also involves making your job as easy as possible so you can focus on stuff that actually matters.

Getting business management software up and running within your team does just that.

In this blog post, we touched upon having tools that integrate different key functions like content management, social media management, contact management, project management, live chat and CRM .

EngageBay is the world’s most affordable all-in-one business management software, and it is loved by more than 30,000 businesses around the globe.

Even marketing guru Neil Patel recommends our product. Take a look here.

Leave a Comment

Your email address will not be published. Required fields are marked *

Scroll to Top