Did you read Lisa Martin’s story in the DominionPost recently? Her business GoFi8ure provides everyday bookkeeping and accounting support to small businesses before they get to the point of needing a full time office manager. GoFi8ure provides bookkeeping and other administrative services to free up small business owners to do what they do best – run the business.
small business
Email management in the new year
We know that email messages build up without us even noticing – until the inbox gets full or someone asks why we haven’t replied to an email that sought a response. We look at the number of messages and gasp, then leave it all because it’s too hard to even think about dealing with all those messages.
I got a newsletter recently suggesting that we deal with email in the days before Christmas when people had some down time at work.
Communication is almost more important than cashflow
To those of you still at work this week, I wish you a merry Christmas and a happy thriving business in 2015. For those already on holiday and reading this in January my wishes for you in 2015 are the same.
To help you get thinking about how you will have a successful 2015, I want to share some thoughts on communication. I’ve had three interesting experiences recently that are top of mind right now.
Save time, reduce stress, increase productivity – save your documents before you start
One of the biggest issues I find when I’m setting up systems and processes for small businesses is that no matter how well the systems and processes are designed, no matter how easy it is to use them, we still get people who save their my work to “My Documents” or the “Desktop”.
Why do they do this? Well I figure it’s because its the easy and lazy way out; that when people create a new document or spreadsheet they start working in it straight away and only think to save it at the end of the day or when they have to run for a train or bus to go home or at some other time when they need to leave their desks – for a meeting say or to go to lunch.
At that time they look at the clock and think “Oh *<#^! where should I save this work. Oh I don’t have time to think about that.” So the item being worked on gets dumped in a hurry on to the desktop or in My Documents because that is the quickest thing they can think of.
Next time they go to look for that item, it’s not in the proper place in the directory structure or file plan. So they waste searching for it, and get frustrated along the way.
We all do that at some time. But there is a better way.
You need to learn a new habit. OK – I know! But don’t turn off and leave this page right now because the new habit I want you to create is actually quite easy.
When you create a new document save it straight away to the proper place in your directory structure. Do this before you start putting any content into it.
Then next time you want to edit it or add to it, you can find it right away because its saved in the correct place.
Remember it takes time to create a new habit so you might have to do this a number of times before it comes naturally. But it will be worth it and I can guarantee that it will save you time. You’ll no longer waste time searching for documents you’ve saved “somewhere” and either ruining your eyesight peering at your desktop screen trying to find the title of the document you’re working on or scrolling up and down your My Documents folder searching for that document ( What did I call that document?)
Using standardised titles for naming your documents will help – that’s another story for another day.
Meantime the time you save by not searching for those stray documents so you increase your productivity and cut your stress levels
.
How to manage your electronic documents across devices
In my last blog I discussed the complexity of managing electronic information on all the different devices we can use to run our businesses today; the laptops, ipads, tablets smart phones etc.
I gave you some rules to consider to help you keep your business information manageable when you’re out and about.
I noted that there are some technological solutions. Lets have a look at these now.
For example you can use a laptop as your main device whether you’re working in the office, working with a client at their place, or when you’re out of town on business.
You can sync all your devices; use cloud based email (eg Gmail, icloud) and storage (eg Dropbox, Google docs).
You do have to think about what is best for you and your business and learn how to make the best use of the technologies and electronic devices.
You will still need to have a filing system within your chosen solution so that your business information is organised for quick and easy access no matter what format – email, text documents, spreadsheets, databases, images.
If you don’t I can promise you that your information will still be in mess no matter how much you spend on the technology.
That’s why I created my eWorkbook ‘Keeping Good Records in Small Businesses’ so you can learn what to do, what is important and how to do it. If you want to create your own filing system then this book takes you through the steps one at a time. Alternatively you can use it as a starting point and work through it with one of our consultants – in person or via the cloud.
You can read about more hints and tips to improve your business in my free eBook; and even more if you download the eWorkbook that gives you a full set of instructions on how to set up a filing system for your business.
Judy Owen has been working with businesses of all sizes and complexities for more than 20 years to improve and streamline the access to their business information. She and her team can show you how to reduce risk, improve productivity and increase profits with good business systems and processes in your business.
Filing used to be easy. What’s happened?
Filing used to be easy – or seemed to be – when we only had paper to sort out. Sure there was lots of paper and people had shelves full of binders and large cardboard folders or boxes all neatly labelled. But it all looked efficient and probably was.
Still is for those who still keep good paper records of their business activities. It’s easy to find what you’re looking for because the labels on the folders are so clear.Then along came PCs and Macs with their electronic documents, spreadsheets, presentations and – OMG – email.
The devices and the software came with instructions on how to put the bits together and how to use the software. The missing link though was how to organise the information people created and stored inside the devices.
As a result many people couldn’t find documents and important business information. No-one had explained how to organise these files so documents could be found quickly and easily when they were needed.Now our electronic life has become even more complex as we have become more mobile and use tablets, mobile phones, laptops when we’re on the move and often a desktop PC back at the office.
So when we want to access certain pieces of information, which device is it on? Did I reply to that important email? If so where is my reply? It can be so confusing. So what to do?
Well there are a few simple rules you can impose on yourself:
- Stop and think about the implications of your actions now when you want to revisit them later
- Consider how critical it is to send that email from your smart phone right now. Can it wait till you get back to the office later in the day?
- If you really must send an email while you’re out and about, Bcc the message to yourself so it’s in your inbox on your main device
- Don’t check your email on your mobile phone during the day (Hmmm, now there’s a challenge!)
- Discipline yourself to only send email from, and save documents to, your main device.
- If you are ruthless you can stop emails coming into your mobile phone. You won’t be alone. Search Google for ways to stop email on your mobile phone
There are of course more technological solutions. I’ll look at these next time.
Season’s Greetings – celebrate with our special Christmas offer
Special Christmas offer from Terrace Filing Services
20% off our e-workbook “Keeping Good Records for Small Businesses”.
Only $45.50. Offer ends 6 February 2014.
Give your business a flying start in 2014. Take a fresh look at your filing system.
If you have been frustrated at the amount of time you have spent searching for that elusive piece of information during the past year, it is especially timely now to review your filing system for both paper and electronic files and documents.
Take advantage of our special Christmas offer and take a few hours in January and February to give yourself loads of time later in the year. This offer is for 20% off our eWorkbook – the eBook that gives you step-by-step instructions to create or revise your office filing system.
To get this offer contact Terrace Filing Services
By email: judy@terrace.co.nz
By text: 0274851706
Put “Christmas Special Offer” in the Subject.
Include your business name, email address and quote the code mx1312
For further information phone +64-4-9041498 during business hours or contact Judy
Offer ends 6 February 2014
Six-monthly review time
In April I launched my eWorkbook “Keeping Good Records in Small Businesses” (link to sample here). Now after six months, it’s time for a review.
There’s been a lot of interest and enough sales for me to know there’s a need out there. From feedback I’ve had, I realise that small businesses really do need help with setting up a filing system for their business records.
When I launched the eWorkbook (link to sample) the price included one hour of my time to get people started. That price for the eWorkbook and the consulting time was at a discounted rate at $147NZ.
I’ve contacted all the business owners who have purchased to find out how they have got on. Some haven’t had time to do much yet and no one has taken me up on the one hour consultancy that we built into the price to get them started.
Because the purchasers so far haven’t taken advantage of the one hour consultancy I’ve decided to offer the eWorkbook for sale without that additional extra.
Now for only $57NZ, you can have the benefit of my knowledge and experience to build your filing system. You also get the first of six monthly updates at no extra cost.
Then if you do decide you need some help, you can get that separately if and when you decide you need it.
Plus remember to check out my free eBook and then there is my blog where you can pick up additional hints and tips about organising your business information to improve your business.
Also remember to check your email every month for all the recent blogs put together in a newsletter.
If you are frustrated because you can’t find your business information when you need it, then download the eWorkbook right now so you have a full set of instructions on how to set up a filing system for your business.
If you already have a filing system that works for you , you can use this eWorkbook to check on how you might improve your system and you will have it as a reference for the future.
Judy Owen has been working with businesses of all sizes and complexities for more than 20 years to improve and streamline the access to their business information. She and her team can show you how to reduce risk, improve productivity and increase profits with good business systems and processes in your business.
Important systems and processes for small businesses
Recently I met with a small business management consultant who told me quite sincerely that the only things small business owners were interested in were their product or service, marketing and finance.
I can’t disagree with that but I was intrigued that his thinking seemed to me to be closed to other important aspects of managing a business such as the people who help to make the product or deliver the services, how to use web sites as a marketing tool and of course how and where to store the information relating to the products/services, the marketing plans and the financial information.
As a business owner, you don’t have to be fully involved in every part of your business but you do need to know about all the things that make your business tick and make sure someone makes it all happen.
For small businesses it makes a lot of sense to use the expertise out there in other small businesses. There are specialists like Blue Dot Human Resources out there who can help you with managing your staff, for example creating employment agreements, understanding holidays legislation and even doing the day-to-day administration.
Recently the NZ Herald reported on research that found 50 per cent of SMEs in New Zealand “did not have a website and nearly 20 per cent were not using any online tools at all”. It was suggested that here was a huge marketing opportunity lost. I would suggest that before SMEs have a web site they understand what technology they need to run their business in the most cost-effective way.
So when you’ve got all that sorted, you can buy my eWorkbook or ask me for help to organize the information in your business systems so you can find what you’re looking for in an instant.
You can read about more hints and tips to improve your business in my free eBook; and even more if you download the eWorkbook that gives you a full set of instructions on how to set up a filing system for your business.
Judy Owen has been working with businesses of all sizes and complexities for more than 20 years to improve and streamline the access to their business information. She and her team can show you how to reduce risk, improve productivity and increase profits with good business systems and processes in your business.
Good record-keeping will help the sale of your business
When you are considering selling your business make sure you have all your systems and processes in place, documented and up-to-date.
There are people around who can help with preparing this documentation.
Most advice around selling a business focuses on the financial side of the sale although they might recommend you have an operations manual.
However they may not specify the need for a sound classification system for filing electronic documents. Yet this is a critical part of the preparation for sale. If the new owner can’t find the key business documents you have left behind in the business, then it will be very frustrating for him or her to effectively run the business.
A new owner won’t thank you if s/he has to keep phoning or emailing you to ask where to find the information needed – right now. Nor will you enjoy having to keep thinking back to what you did and where you stored your business information.
If you have a well thought out system for organising your business records that you have used properly, you will be able to delete or move whole folders instead of having to locate and deal with individual documents.
Preparing to sell your business is also an opportunity for you to clear out any personal documents that have got caught up in the business files.
And I haven’t even mentioned how to deal with your business email yet. That’s a topic in itself – for another time.
So there are benefits to both seller and buyer to having a good filing structure for your business. If you don’t have a good system already, then my eWorkbook is a very cost-effective way to set one up quickly ready for the sale of your business. You can be sure you’ll get a much better price if your business information is well organised.
You can read about more hints and tips to improve your business in my free eBook; and even more if you download the eWorkbook that gives you a full set of instructions on how to set up a filing system for your business.
Judy Owen has been working with businesses of all sizes and complexities for more than 20 years to improve and streamline the access to their business information. She and her team can show you how to reduce risk, improve productivity and increase profits with good systems and processes in your business.