Apr 262015

Online Project Management for Freelancers, Virtual Assistants, Small Business With An Internet Presence

Team Building A Prototype - Good Case for SaaS Online Project Management Software Application

Project Management is the skills, tools and management processes required to undertake a project successfully. — Project Management Guidebook, Method123 Ltd.

Numerous options exist for managing tasks, projects, and client work.

Today I’d like to share with you what I consider important in an online project management application, what’s non-negotiable, and my own struggle with doing it online versus doing it on the desktop.

Just to be clear, online project management software is not the same as ToDo List applications, nor does it necessarily follow the popular Getting Things Done (GTD) paradigm for managing daily tasks.

While I read numerous reviews in my quest to select a solution for myself and several clients, this article is not a review of any particular online project management application.

Not sure of what online project management is? Or why you would use it? Click here for a quick recap.»

Change of Pace

This is a fairly comprehensive article. If you’d like a super-quick take on criteria and outcomes, you can jump to the tables. Then scroll back up and read more thoroughly.

Table: Must-Have Features :: Table: Negotiable But Nice-To-Have :: Comments: What Are You Using?

Old Habits Die Hard

Power concedes nothing without a demand. It never did and it never will. ~ Frederick Douglass 1Quote from master orator and writer, Frederick Douglass via the Black History Month: Frederick Douglass, The African American Clarion Call, 31 Jan 2010.

It is not easy to lay down old habits and pick up new ones. Neither is it easy to shift your thinking.

Douglass was speaking of a different struggle but the words hold true for any type of entrenchment that holds sway over you. In my case, whiteboards and desktop software held the power. And without a new way of thinking, traditional applications weren’t yielding to the new way, new age of online software applications.

WhiteBoard Overload

Critical Path From White Board Overload To Online Project ManagementI wasn’t thinking about clouds, online applications, or software-as-a-service. I was speeding along when another project came my way. Conceptualizing, designing, writing, working merrily on the projects in-house … when along came another. And another!

My whiteboards were overloaded.

Without a doubt, when it’s necessary for everyone in a meeting to get a visual take on what’s going on, what’s upcoming, and how it all fits together, a whiteboard is your oldest best friend. Have you ever had a time when you hated to erase that whiteboard because it provided a visual roadmap as you worked through a project?

Just how well a whiteboard works — even an extra-large one — as a project management system is summed up in Peter’s lament:

Every Monday we held a meeting and discussed the current projects – reassigned tasks and set milestones. We maintained a large whiteboard separated into 5 segments – Active Projects. Upcoming Projects, Sales, Meetings and Billing. The whiteboard was neatly organized and gave us a sense that we were organized…. but we weren’t. The meetings were taking longer and longer. We knew we needed a better system. ~ Peter Coppinger 2Peter Coppinger, software developer of TeamWorkpm, online project management software operating in the cloud.

Do you have a whiteboard in your office, beside your desk, hanging right in front of you?

Whiteboarding Ceased To Be The Ultimate Answer

I was starting to walk a tight rope and it became increasingly apparent that if I wanted to get a handle on what was happening around me, I’d need some help. So I turned to my trusted desktop computer because, after all, software is the answer.

Desktop Computing Is Was King

Desktop computing holds the power.

I come from an era where “desktop is king.” Serving as a small business technologist for many years, I installed, configured, and trained office staff on productivity software (including Microsoft Project).

project-chart-from-online-project-management-systemOnce upon a time, project management software could only be found on your desktop computer or the company network. Much of that desktop-based software was costly and difficult to master.

For these reasons it was rarely seen on the computers of freelancers, consultants, small shops, or web design professionals. As it was primarily created for big businesses and hardhat types – like construction managers, architects, and engineers — it is still missing in action on our computers today.

To fill the gap, simple task management software has become more robust, and other single-purpose apps — like software-based calendars — have tried to do more.

Still trying to supplement my whiteboad, I looked for a software solution that I could run alongside (and hopefully, interface with) my current desktop computer programs.

Initially, my search for something beyond my whiteboard, calendar, and note-taking software yielded a small application (Makagiga) that would work on PCs and Macs, Windows,Linux, and OS X. Happy I had solved my little dilemma, I was stopped in my tracks about a week later when I realized two very important things:

  1. My projects have external parties
  2. I need access when I’m not sitting at my desktop

The issues for both external parties (clients) and using traditional desktop software on-the-go are almost exactly the same. Back to the drawing board!

A Case For Online Project Management

As a business manager, I can fully appreciate the dire need for project management tools – the biggest worry for a manager is to ensure that all projects are on time and adhere to the quality standards – both internal; and customer’s. And a project management tool that can help achieve that is manna from heaven. — Sanjeev Sharma

Those two issues, more than anything else, caused me to seriously consider the idea of using some form of online project management.

(1) External Parties

I like desktop software but my projects have external parties, which means everyone would have to install the same desktop app, then there must be a way to sync it and keep it in sync. If those external team members had access to my internal network, that might work. That’s how you would use Microsoft Project (or similar) internally; but that is not the case, so out the window with that idea.

(2) I need access when I’m not sitting at my desktop

  • Using a laptop on the go, I’d still need to install the same desktop app.
  • If the software was a paid-for licensed application, you know what that means — another fee for every additional computer!
  • On top of that, there must be a way to sync the data, schedules, resources, time, billing.

Enter The Cloud: Using SaaS

The advent of cloud-based computing, and the latest wave of software-as-a-service (SaaS) (operating in the cloud) gives small businesses, freelancers, and consultants an alternative to desktop-only software and moves us squarely into collaborative space.

Because costs are down and ease-of-use is a high priority of every online project management vendor, the decision to find and use a cloud-based project management solution became easier to make. So I shifted gears and gave deeper consideration to what an online project management system would need to encompass in order to also work for my clients.

Conceding The Demand

Project Management Expected With Sign Contract (Online Project Management for Small Business, Freelancers, Virtual Assistants)Demand is probably a little strong when talking about what clients want in the way of project management.

First of all, not one of them asked for it. What?! No, really. Not one of my current clients (or my recent former clients) asked me anything about online project management or even hinted at the need for it.

Instead, they each have (or had) expectations. As a business owner yourself, you know just how high those expectations can go.

Tell me if I’m wrong . . .

They expect:

  • Quality work product
  • On time delivery
  • No budget over-runs
  • Constant (and immediate!) communication
  • Quick resolution of conflicts and misunderstandings
  • Miracles!

Most of all, they expect you and me to manage the process that gets their work done to their expectations — regardless of our project management abilities and irrespective of whether we are performing sole source or riding herd on a team.

So, such a “demand” is implied if it is (or will become) one of the systems within our small business or freelance toolchests that allows us to meet and exceed the expectations of our clients. This quiet demand makes a case for implementing an online project management solution — much like the reasons we added an invoicing system or other tools of the trade we use to get the job done and get paid.

Giving your clients what they need (before they want it) is the essence of customer relationship management. :)

Convincing Clients To Buy In

I have found that my business runs most efficiently when I have a system driving data collection, tracking tasks, and facilitating collaboration with all of the people that need to be in the know on a specific project. ~ Alyssa Gregory 3Alyssa Gregory, 16 Project Management Tools That Make Juggling Easy. SitePoint News and Trends (26 Mar 2009).

It’s not difficult to help your clients see how project management can benefit them. The real challenge is in getting them to use it at least as much as they call, email, and tweet you. Or to use it first.

Time Spent Communicating Progress

The time alloted to communicating with a single client might not seem like much, but add several clients at the same time, or multiple projects for one client, or an entire team from just one organization — and the time spent communicating increases exponentially.

On a regular basis, they need to know . . .

  • Where you are in the process of completing their projects.
  • Who did what when and what’s left to be done.
  • How moving, shifting, completing one task affects others.
  • Which resources are committed, whether or not others need to be committed.
  • Whether or not something they need to do is delaying something they’ve
    contracted you to do.
  • Reports on this or that.

And, ideally, they can do this on the go, from the coffeeshop, or at the airport!

Other Considerations

One of the difficulties I encountered was thinking about the app from my clients’ perspective. They come from different backgrounds, operate diverse businesses, have varying levels of technological savviness, and span the generations from baby boomer to Generation XYZ. Because of this diversity, something that rose to the top early on was aesthetics and ease of navigation.

Another thing that changed as I searched for PM was consideration of cost. From the start, I was actually hoping for an open source, fully-hosted, free solution. There are some out there. I tried a number of them. (You might remember me mentioning TeamLab in the Dance A Jig article.) I was willing to forego a hosted solution if I came across the right open source project management system and install it myself. (That means I would be responsible for maintaining, updating, and securing it.)

Throwing other people in the mix meant more work, more responsibility for it always being in tip-top shape. I quickly abandoned the notion of open-source, self-hosted project management!

Non-Negotiable: Gotta Have It or Gotta Move On

Online Project Management Features - Negotiable or Not - Happy Face Chart This is where the pedal meets the metal.

To help me make the best decision for both myself and external users, I created the grid below. These features and functions in the table are pretty much non-negotiable. If all these are present, we can move along to the testing phase.

(Nope, no trial runs, no testing until I can see where these items have been addressed in the feature list, the FAQs, the forums.)

Milestones Customizable emails
Task deadline with start and end date Variety of Reports
Clone and re-use templates for projects and tasks Export data in common format
Task Lists Interface with Google Docs and Google Calendar
Projects by company or department Good-looking user interface
Email assignments and reminders Client access
Uncluttered dashboard Strong permissions and role assignment
Contact details on team members, clients, subcontractors Branding: upload own logo both within system and on access page
Upload files, with a reasonable amount of storage space Intuitive, sensible navigation
Time tracking Detailed FAQs, video tutorials, and helpful documentation
Search Comments attached to relevant project
RSS feeds per project Recurring tasks

Negotiable, But I Want It!

Our non-profit benefits from having project management online because the data is easily accessible [over the internet]. When we’re engaged in our daily activities and on the go, we can check online to keep track of . . what our team members are currently working on. — A. Bradsher, Co-founder, The Community Way

What else is important, in my view?

Bradsher, speaking of “on the go” alludes to being able to access your project management app on your mobile devices and smartphones. This much-desired capability is often included — free of charge — with those online project management apps that are in tune with their markets.

The items below highlight capabilities I think are important but not critical to getting the most out of any online project management tool. I’d prefer to have each and every one of them, but if they’re not available, it’s not a deal breaker when the other must-haves (in the Table above) are met.

  • Tagging
  • Own domain or subdomain
  • Mobile Apps for Android, BlackBerry, iPhone, iPad
  • Timer within app
  • Desktop Timer
  • Task dependencies
  • Categorize or group similar projects
  • Billing
  • Interface with standalone billing systems
  • API available
  • Email (IN) task and status updates
  • Import contacts, task lists, notes
  • Tickets and Issue Tracking
  • File Versioning
  • Customer referral program

After satisfying most of these features, and addressing those I consider negotiable, the next thing I take a close look at is the personality and responsive of the company.

Being Present, Alive, Responsive

It’s important for the staff on online project management applications to interact, in some way, with their users and potential users. I like to see a roadmap or something similar that says where they’re going with the app, what they’re thinking about, how they plan to incorporate user feedback. Is there a built-in customer referral system, making it easy for my clients to invite their colleagues to use the same system they use?

Frankly, I also look for a social media presence because that lets me know they will be around for the duration. Responding to blog comments (especially after asking for comments!) is another indication of how much the company cares about its SaaS market. (Odds are, a customer who buys one service in the cloud is very likely to buy another.)

Tell me, what do you think? Do my choices fit with your own ideas?

What Would I Recommend?

There are so many online project management solutions available it can make your head spin! I tested numerous ones. A few of those that fit my criteria are sometimes rotated in the Manage Your Business section in the sidebar.

All of them have free trials.

My Shortlist

These two made my initial shortlist. Teamwork (formerly TeamworkPM) and 5pm Project Manager.

I’m currently using the feature-rich (and smart!) TeamWork (of which Peter, quoted above, is a co-founder). At some point I’ll do a review of Teamwork. In the meantime, help yourself to their 30-day free trial. (They also have an always-free account in case you don’t have more than 2 projects you want to track at the same time.)

This article has been updated since the original incarnation, so I want to give an honorable mention to Apptivo, which is not just a project management tool but a complete business solution with CRM, sales pipeline, contact management, invoicing and a very decent project management module.

I use Teamwork for the heavy projects with lots of moving parts; for less involved projects I use the Apptivo PM module because it integrates billing/invoicing.

What are you using for project management?

It’s time to power up your freelancing, web design, or consulting small business! Hope you found this useful. See you next time … but before you go, dive into the conversation!

  • A super-sized whiteboard
  • A task or project management software?
  • Hybrid combination — online and offline?
  • Thinking about it?
  • What else should be considered?
  • What’s most important to you?

Share your insights and opinions in the comments below! :)

Image Credits: Team Building A Prototype Cartoon 4Team Building A Prototype Cartoon courtesy of Frits Ahlefeldt-Laurvig/HikingArtist.com via Flickr, licensed Creative Commons Attribution 2.0 Generic. and Blackboard Smileys 5Blackboard Smileys courtesy of Frits Ahlefeldt-Laurvig/HikingArtist.com via Flickr, licensed Creative Commons Attribution 2.0 Generic.
Definitions: Software as a Service 6Definition of SaaS (Software-as-a-Service) is taken from Wikipedia: Software As a Service. Cloud Computing 7Definition of Cloud Computing is taken from Wikipedia: Cloud Computing.

Link to this page:

Disclosure — Material Connection: Affiliate Links. Some of the links in the post above are “affiliate links.” This means if you click on the link and purchase the item, I will receive an affiliate commission. I only recommend products or services that I either use personally or have thoroughly reviewed, and believe will add value to my readers. I am disclosing this in accordance with the Federal Trade Commission’s 16 CFR, Part 255: “Guides Concerning the Use of Endorsements and Testimonials in Advertising.”

This article was originally published on April 6, 2011.

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Vernessa Taylor

Technology Consultant, Business Writer at Local Business Coach Online (LBCO)
Founder and editor of the blog here at LBCO. Thanks for reading, sharing, commenting and visiting. See you next time.

Online project management is simply using software served through your browser to apply the principles of managing projects.

You can use online project management software to manage your own, in-house projects (i.e., write, promote, sell an ebook) and/or your clients’ projects (build a web presence, design and setup an ecommerce store).

Web designers, management consultants, virtual assistants, local business owners, online store owners, life coaches can all use the features of multi-faceted project management applications to stay on top of what needs to be done.

When you have too many sticky notes, stacks of notebooks with things to do scribbled in them, have run out of calendar space to slot deadlines and deliverables, it’s time to check out the benefits of online project management.


The whole idea of “your computer” is going away, and being replaced with “your data.” You should be able to get at your data from any computer. Or rather, any client, and a client doesn’t have to be a computer. (Graham 8Paul Graham, The Other Road Ahead, 2001. Accessed 24 January 2011. )

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Footnotes   [ + ]

1. Quote from master orator and writer, Frederick Douglass via the Black History Month: Frederick Douglass, The African American Clarion Call, 31 Jan 2010.
2. Peter Coppinger, software developer of TeamWorkpm, online project management software operating in the cloud.
3. Alyssa Gregory, 16 Project Management Tools That Make Juggling Easy. SitePoint News and Trends (26 Mar 2009).
4. Team Building A Prototype Cartoon courtesy of Frits Ahlefeldt-Laurvig/HikingArtist.com via Flickr, licensed Creative Commons Attribution 2.0 Generic.
5. Blackboard Smileys courtesy of Frits Ahlefeldt-Laurvig/HikingArtist.com via Flickr, licensed Creative Commons Attribution 2.0 Generic.
6. Definition of SaaS (Software-as-a-Service) is taken from Wikipedia: Software As a Service.
7. Definition of Cloud Computing is taken from Wikipedia: Cloud Computing.
8. Paul Graham, The Other Road Ahead, 2001. Accessed 24 January 2011.

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  24 Responses to “Redux > No Hardhats Allowed – Online Project Management For The Rest of Us”

  1. Hi Vernessa, first I would like to tell you that the site is beautifully designed. Second, the invitation stating “No time to read the entire article? Jump To Tables” is just brilliant. Of course, I did not take that invitation and read the entire article. As a business manager, I can fully appreciate the dire need for project management tools – the biggest worry for a manager is to ensure that all projects are on time and adhere to the quality standards – both internal; and customer’s. And a project management tool that can help achieve that is manna from heaven.

    One suggestion that I would like to offer – in the last section “what I recommend” you mention: “A few of those that fit my criteria are rotated in the Manage Your Business section in the sidebar. All of them have free trials.” I personally think that if there is a way to list the recommendations right there, it would be better. The manage your business section is right at the top of the sidebar and one has to look for it and move back up again – I did that – but still if possible…This will make it easier for the reader to take up for recommendations and hence get more clicks on them as well.

    I loved the article and I’ll be back for more!

    • Hi Sanjeev,

      First off, welcome to CoachNotes Blog. It’s a pleasure to have you visit; thanks for both reading and taking time to leave a comment.

      It’s interesting that you mentioned the recommendation section. I went back and forth a bit about adding some here and finally decided against it for this reason: I’d planned to submit this article to BizSugar. Seemingly, every article I’ve submitted — no matter how useful the content — if it had any “recommendations,” they’ve rejected it. I thought I’d give it another try, and attempt to rule this out as the reason.

      BUT, your point is well taken. I’d much rather make things convenient for my readers — so thank you for pointing it out. :)

      manna from heaven

      So true! And the whole idea of collaboration and information updates from wherever you happen to be really resonates with clients. (I finally selected TeamWorkPM because of extras like their smartphone app and desktop timers.)

      What are you using to keep your projects on track in your busy consulting practice and business blog management activities?

  2. Vernessa, what an excellent and thorough post! While I don’t need a lot of formal project management in my job, I’ve used some tools for group management that are similar (all SAAS). I agree that getting everyone to use the tool can be a big challenge. People will often default to habits and the path of least resistance, which is often to send an email instead of logging into the project portal and inserting their comments in the proper spot.

    While I haven’t really used Basecamp, I will give a recommendation on the company that makes it, 37 Signals. I use their HighRise product for CRM, and it is stable and easy for staff to learn. 37Signals is at the forefront of the software simplicity movement, so their products don’t always have the bells and whistles many are looking for (I doubt Basecamp would meet your checklist criteria), but the simplicity has its advantages and they work great. For the record, I have no affiliation with 37 Signals other than using their product for years.

    PS. I love that you use footnotes, a rarity in the blogosphere.

    • People will often default to habits and the path of least resistance, which is often to send an email instead of logging into the project portal …

      You really hit that on the head, Adam! Many of the SaaS project management tools not only recognized this entrenched behavior but figured out how to accommodate it. (It’s easy, with most of them, to reply to comments, do task updates, even create tasks, using the ubiquitous email!)

      I used BaseCamp for project management tasks, but what really got me excited was letting clients in on the action. Like most former BaseCamp users, I simply outgrew it and nothing (during that time) else came close.

      (P.S. Thank you for the footnotes comment. 😀 Another commenter and I had a laugh over them, too.)

  3. Vernessa, Wow. This is chock full of good information. As a matter of fact, I do have a whiteboard. :) I just have to say that I absolutely love the non-negotiable list! :) I like having something to look at that is concrete, that can’t, or shouldn’t be moved at all. Although I am not a business owner, I have an small online business, and although it is not all the same, it is a similar concept.

    I definitely will be looking into one of the softwares you recommend, it will definitely be helpful! Thank you for taking the time to write such strong posts, and rock on! :)

    • Hey Dakota! I like that “rock on” — sounds just right coming from a music professional! 😀

      Guess what? Having an “online business” counts. Makes you a business owner. Just like you say, they are some differences, but there are so many similarities. It is really just a matter of mindset, and I’d hazard a guess that you are already there!

      I’m working with a client now who has never owned a traditional brick and mortar business, but has started a dynamite online business. They’re using online project management as part of their suite of business tools.

      Hope you find one you like. And don’t hesitate to ask me any questions if I can be of any assistance. (And did I say Welcome to CoachNotes Blog?!)

  4. From someone who still keeps a composition notebook and a trusty three-ring binder on my desk, reading your post made me feel like I’m lingering back in the days of the dinosaurs!

    Honestly, Vernessa, project management sounds like a royal pain in the patootie (hope I’m not getting too technical here).

    And Lord above, the number of choices for P.M. software programs is staggering! You’ve done a bang up job of being perfectly clear on what your personal requirements are. And I can tell by your tone you’re not going to settle for second best! Love that kind of demeanor — never lose it.

    The only experience I’ve had with project management so far has been with a joint venture project I worked on last year with three other collaborators. Surprisingly enough, we took the easy peasy Google docs route and managed our project swimmingly from there.

    This is the only 2-mile long post I’ve ever read all the way through!

    Hope you just caught the “compliment” in that remark,

    • Hi Melanie,

      Yes, your compliment is much appreciated! It takes a true friend to walk 2 extra-long miles with you. :)

      Project management can indeed be a pain in the patootie, to borrow your words — especially when you feel you need something more than your trusty 3-ring binder and black-and-white composition book! 😀

      The trick is knowing when what you’re doing isn’t helping you get where you want to go. In your case, the tools you use still work well for you. My whiteboards worked well for aeons, and sometimes still do. But for those other times … there are PM tools!

      Surprisingly, the number of people looking for and using online project management tools, was off the chart! The ones I encountered — freelancers, consultants, small business owners — were trying to grasp how to sort through all the noise. I’m hoping this article will become one of those “evergreen” articles we talked about a few days ago, remaining appropriate for the task at hand.

      Thanks for leaving a “short” comment Melanie. LOL Always love it when you drop by to chat!

      • Vernessa, this post would most assuredly fall under the umbrella of “evergreen”.

        I have a feeling those freelancers, consultants, and small biz owners you mentioned will be offering to kiss your feet! The research for this post, alone, would have taken me weeks if not months.

        You Shine!

        P.S. Did you know your “Confirm you are NOT a spammer” shows up twice here? Just wondering.

        • Hi Melanie,

          I don’t know what the issue is with “confirm you are not a spammer” showing up twice. I’ve noticed it but wasn’t sure it was showing up for commenters. Time to do a little troubleshooting … thanks for bringing it to my attention.

          I appreciate your idea (via Twitter) about making this post into a mini-course. I’m actually working on another part of the series so your idea is being tossed into the mix to see what shakes out. :)

          Working with so many solomompreneurs, I wonder how your audience and clients handle project management tasks? Is it something you’ve ever written about, or polled?

          • Hi Vernessa,

            I’m ecstatic to hear you may have something in the works for all this glorious information! Doing a series of posts on this topic is a wonderful idea but transforming it into a “course” of some kind would be even better. You deserve to turn a buck with this project.:)

            You’re welcome for the little alert about your two non-spammer messages and boxes to click before posting a comment. The HTML code most likely got embedded twice by mistake. No big deal and an easy fix.

            No, I’ve never polled my target audience on the subject of project management. I was hoping YOU’D create a poll so I could send them over here to take it! LOL!

  5. Excellent post – and oh, so timely!

    • Hey Holly,

      You and your team have a major project in the works what with going head-to-head in the Survival of the Blog Challenge! Congrats again … I know you guys will put forth a great showing. How will the team manage its communications and workflow? (Ooops! maybe that’s a secret as members of the other team read this blog, too!)

      • We’ve worked out the communications/workflow question quite nicely. I won’t say more than that, for the moment, though after the contest is over, I’m sure we’ll all have plenty to say about it on our own blogs! Lots of “lessons learned” already, and more to come, I’m sure.

        I will just say this: So far, I’ve been really pleasantly surprised by how quickly five virtual strangers have come together as a team, gotten to know one another, and truly hit the ground running. I’d like to pretend we’re having all kinds of little power stuggles and frustrations, but fortunately, that’s just not happening. I knew more of the members of Team1 going into this, but I’m enjoying getting to know my teammates better now – and I think we’re going to win. No, I’m sure of it. :)

        • Aren’t collaboratives wonderful? It’s encouraging to know your team members are getting to know one another quickly so you can go forth with lightening speed. All the best to you in this race, Holly. Looking forward to watching the process and later reading about the takeaways.

  6. This is interesting analysis. Yes, while the technology is on its rise, there is a rapid advancement seen in the information and technology area and every industry should be ready to adapt these newer technologies so that they can move ahead of their competition. Software was once seen on a desktop computer and now with clod computing and software as a service, you can be a part of an online application. This has become a great boon for small and medium businesses as they can avail this cost effective strategies. Your website is a great guide for SMBs to track the right path to success.

  7. Hi Vernessa, very informative post indeed. I am working as a SEO and sort of a virtual assistant too but I don’t really understand all of the concepts here. I don’t mean that this is hard to understand it’s just that I am not yet ready for those technicalities. I’m sure that this information will help a lot of people in the online business. Thanks

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