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Small Business Ideas

Small Business: "Managing Employees"

10/12/2019

 
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Working with small business clients we often see struggles between the owner and their employees. The owner is great at what they do, but managing others they often lack the training and skill-sets required. Managing others in conducting your business can be challenging if you let it. As a small business owner with employees you can improve the effectiveness of you as a manager and ensuring employees are productive, efficient and effective. Management/supervision can be summed up in three primary activities; 1. Set Clear Expectations; 2. Reinforce Expectations; 3. Be consistent. 

Setting clear expectations for what you expect from employees is the foundation for ensuring they understand and are able to complete tasks and duties as you want them to be completed. Never assume that employees fully understand your expectations without an explanation and better, a demonstration. For example; an administrative assistant is asked to create a spreadsheet of recent sales. Be clear in giving directions by starting with, "This is what I want it to look like" - showing an example or sketching it out on a piece of paper. "This is where the information comes from to complete the spreadsheet." When possible, demonstrate how to complete a line or two of the spreadsheet then have them complete one while you watch and coach them through the process. Always remembers that a majority of your employees will want to complete the work as you want it be completed, just make sure they fully understand what is expected. 

Reinforce expectations with employees that appear to deviate from the process, or fail to meet your expectations. Do this quickly, don't wait for them to completely fail before you become engaged with them. Use a coaching approach to help motivate the employee. This not only helps them do better, but you save time, money as you won't have to correct work that is not what you expected. Not taking quick actions to correct improper work allows employees to develop bad habits that will be more difficult for them to correct the longer they fail to perform their duties adequately. For example; one of business owners noticed that his receptionist would answer the phone with a nice and polite, "Hello" instead of providing the business name and asking, "How may I help you?". He approached her with a coaching mindset, "You are so polite in answering the phone. That's great. Remember when answering the phone to say "Hello" just like you are doing but remember to say our business name then ask how you can help them. He made sure to listen out for the next few calls to ensure she understood. 

Be consistent in setting your expectations and reinforcing them. Inconsistency is the common mistake managers make when working with employees. Being inconsistent in setting and reinforcing expectations sends mixed signals to employees, making it difficult for them to ensure they are working appropriately. In our training we warn managers and supervisors that being consistent with all employees, all of the time, not only reinforces expectations, it creates a happier work environment. What better job to have than to clearly know what is required to be successful.

Setting clear expectations, reinforcing them and being consistent will help you avoid disciplinary actions which are never fun for the owner/manager or the employee. Also, this will ensure that your business maintains a great presence with your customers.

Small Business: "Increase your Website Visits - Guaranteed!" Not Always!

10/6/2019

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There are many companies that advertise they will increase the visits to your website. Chances are you have received emails from "individuals' that have found issues with your website and they promise to increase the number visits to your website if you hire them. From our experience, the Pro's are they will increase visits to your website, the Con's are many of the visits are not real people, or not people interested in your business. In other words, increased website visits do not translate to sales.

It is important to understand some basic, key methods that web search engines employ for their users. 

Geography - Probably the most important is relevancy of any web search you conduct as related to your specific location. Maybe you search for car repair. Chances are the search results will be for car mechanics near you at the time you conduct your search. Of course this is of great benefit for the user as they don't have to search through car mechanics that in California when they are in Georgia on the side of the road. 

User information - Search engines also utilize information that is known about the user. This information includes geography, previous searches, and the type of sites you have visited in the past - which pages you opened the most based on a search. For example; yesterday you searched for "flower pots". Today you enter a search term, "10" pot". Chances are the results you receive from a search engine will be focused on flower pots instead of cooking pots, or crock pots. 

Algorithms - Using various algorithms, based on the user, search engines scour the Internet for websites with the most relevant content to what they project will be what the user is looking for. This is a great advantage for the user as search results are focused on the user. 

Getting additional traffic to your website is specific to the user conducting the search and the search engines interpretation of what the user is looking for. So if you sell flower pots, and you include keywords, site content specific to flower pots, you won't get web site visits for individuals looking for cooking pots. Employing a company to assist you in developing your website content so that users can find content specific to them is a great idea, but beware of companies that offer to increase your web site visits only.

Focus on your content, the text you use, and include location information if serving a specific area to help increase your web site visits by people that will be interested in what you have to offer rather than multiple website visits by individuals, or programs, that have no interest in your products. The goal is to have your website displayed in search results for users that have an interest in your products and services. A task that search engine providers are already working on. 
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Small Business: What Type of Web Page?

6/23/2019

 
If you are considering starting a small business the type of web page you should consider for your business can be a simple decision. Consider that your small business must have a web page. Why? Can you find your phone book right now? If you are going to try and find a business, more than likely, (over 85%), you are going to your smartphone, tablet or computer to find a business.

Here are some basic web page styles you should consider creating for your business: 
  • Static - Static web pages are just that - they are lacking in movement or changing information. Most often, consulting, service industries with no online purchasing options do best with a static web page. This doesn't mean you can launch a website and forget it. It does need monthly or quarterly maintenance, but the changes will be relatively minor. 
  • Dynamic - Maybe you are a motivational speaker, interior designer, or provide some service to your customers. Dynamic websites not only provide the customer with the information they need to know about how you can help them, they provide examples of your work whether video or photo's. They also "teach" the customer about what it is you do. You provide them with information through a blog or FAQ that will help them. This draws people to your website. By being dynamic, adding and updating content frequently, you can reach more potential customers. 
  • E-Commerce - If you plan to offer products for sale via the Internet, then you need an e-commerce site. You must have product pages, providing information about your products, and then create a sales portal for them to purchase, enter shipping information, etc. E-commerce sites are a great way to expand your customer base as you can reach those beyond your geographic location. With any e-commerce site you need to incorporate all the tools for completing financial transactions and shipping. 

All websites MUST!!!!!! No matter which website style you choose, you should include the following in your website creation: 
  1. Ensure that your website will load properly on tablets, and smartphones. Consider reducing the size of pictures, leave out the flashy intro videos so your pages load quickly on any device. 
  2. Keep the overall design simple. Most people are going to visit your page for only a few minutes. They will look at the web content for a minute or two to see if you have what they need or want. Flashy, or gaudy web page designs often distract from your message. Sites that are "busy" can be confusing for many so they move on to the next business. They are going to look for contact information and you address if you offer services or products at your location. Often a good rule of thumb is to create a basic, simple landing or home page, then you can link to photo galleries, and other video content from that page. Include a few pics of your products or pics of you in action if you are a consultant, but keep them small to ensure quick loading. 
  3. Your web page content must be focused on what you can do for your customer. In other words, "Why would I, as the customer, want to do business with you?" How can you help me, what is it you can do for me. It's all about me, the customer!!!!! Tell me, from my perspective, how you are going to enrich my life, or make it easier for me. 
  4. Don't rely on your website alone for advertising. Today's major search engines use various algorithms that take into account the users location, home address, previous search results. This makes it difficult to increase your search rankings so you need a marketing campaign. Word-of-mouth advertising, putting your web address on printed materials, and even local ads on television or radio depending on your business. Online advertising through the major search engines is another way to focus on your customer base, reaching those that are looking for your services. 

Create a website for your small business that suits your business type. Change it up as your business needs change. Give thought and then care-and-feeding once your website is started to increase your chances to increase sales. 



Small Business Office Operations

6/9/2019

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It doesn’t matter what type of small business you have, there are office tasks you have to complete to operate successfully. In this article we are going to discuss some key operations that you need to have in place to make your business run effectively, efficiently, and, most importantly, economically. We call this the three “E’s” to successful small businesses.

Financial Tracking
Method for tracking your business expenses and income. Maybe you are starting with only a few customers and keeping handwritten or developing your own spreadsheet seems sufficient. In time, as business grows, and your memory fades, you need to have a method to easily track your finances. Plan for business growth at the start with a method, or program that will meet future growth needs. Accurate financial records are needed for the dreaded tax season and to ensure you are being profitable. Several programs are available that are  free and those you pay for, that will help you track your expenses.

  • Side note: Wave is a great, simple to use platform that you start with free of charge. Later, as your business grows and you feel a need, you can add services, at a cost, to handle payroll, or advanced billing processes, or like us and some of our clients, you can use for several years free of charge to include credit card payment processing services less the normal credit card service fees. (No, we don’t get any promotional considerations or payment from Wave. There are several other similar types services available)

Technology
Again, no matter the business you need the appropriate technology to operate your business. Technology includes devices such as smartphones, tablets, computers, or technology specific to your business offerings. The list goes on and on and greatly expands depending on the business you have. It is critical that you budget for a technology refresh throughout the life of your business. As technology advances occur rapidly, you need to refresh your technology on a regular recurring basis, often every 3-4 years. Refreshing your technology improves efficiency. Reduced time waiting on slow computers, or having to develop work-around's where technology outpaces your existing devices.

Internet Presence & Management
In this category we include email, web pages, and even social media if you are so inclined. Having a business web page and social media presence increases your reach to customers. Those that do business with you on a regular basis, and potential new customers often look online for contact information, to learn more about your business. Forget the idea that having a web page will increase your business overnight. From our experience, word-of-mouth advertising, then being easily found on the web is what builds your business. Chances are you will need business email to send invoices, communicate with customers, and to receive information about your business.

Suppliers
In any small business you will have suppliers that provide services and products to keep your business going. Develop relationships, shop around for suppliers that can provide you with discounts. If you are a consultant that travels, consider using the same motels to get preferred status as well as business travel discounts, and ease of tracking travel expenses. Don’t be afraid to ask for discounts in the beginning or if you have been a long time customer. Reducing your supply costs increases your profit margin.

Filing/Work Systems
Hard copy and electronic files need to be handled in a consistent manner to increase your efficiency, reducing time to locate what you need when you need it. Take time to develop a logical filing system, one that is not overly complicated. Include email filing as well. (See article on Email Organization) Include working methods that improve your effectiveness in accomplishing office tasks. Schedule time each day or a few times a week to focus on the filing and work systems to keep your business operating smoothly.

All of these ideas, or considerations, will help you operate your business effectively, and efficiently, which equals working more economically, saving you time and money. Set a reminder on your calendar every six months, maybe with a link to this article, to review each area presented and see where you can improve.






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Outsourcing for Small Business

3/10/2019

 
Outsourcing functions to operate your small business makes sense in some cases. As a small business owner, it is often difficult to let go of specific tasks, the thought of paying someone else to do something you feel you can do. Here are a few ideas to consider when trying to determine if outsourcing makes sense: 
  • Lack of expertise in a specific knowledge area - One of our colleagues is a great graphic artist, creativity is her specialty. Unfortunately, and she admits to it, balancing her accounts is not something she enjoys, nor fully understands adequately. If you lack expertise in a specific area you will probably find yourself spending an inordinate amount of time working on that task which costs you money and worse, you are more prone to errors. 
  • Cost effectiveness - We often think that doing something ourselves saves money. Not always true. One business owner had her employees assembling product packages. Something the manufacturer would do for an added cost. Her thinking? "I don't pay for it if we do it." When considering the cost per hour for employees and then compared to the added cost from the manufacturer, it was cheaper to pre-order product packages ready to go. 
  • Improve your business operations - Not all outsourcing ideas will save money. They can greatly improve your business operations that make owning and operating a business much easier for you and your employees. Consider the time savings, and how obtaining expertise in a specific area can help grow your business. Consider it an investment, rather than a cost savings. 
These two ideas to consider make great business sense. Often small business owners continue to complete the work themselves. Here are some areas to consider for outsourcing: 
  1. Accounting - Tax laws are complicated, ever changing. Hiring a competent accountant will help you with the daily financial operations, ensuring you maximize your tax filings, and will save you money. 
  2. Virtual administrative assistants - Virtual assistants are a great benefit to consultants and businesses with only one or two employees. Chances are you don't need full-time assistance and with the various options available for virtual assistants you can pay for what time you need or use. Having someone answer your phone while you are at an appointment, making travel arrangements, and confirming appointments will also make your life much easier, allowing you time to focus on the work. 
  3. Web and IT Services - Maintaining a web site to support your business can be challenging if you are not familiar with technology. Using "templated" websites, or "free websites" can negatively impact your business's reputation. Having someone to monitor your website, ensure it has a clean professional look, and they update it regularly will help keep your business looking fresh, active, and successful. There are services available for less than $25 a month.
  4. Using cloud based services - Using cloud based services for email, business office functions is a passive way to outsource. Purchasing software products off the shelf may not always be the best option. Consider cloud based products to allow you anytime, anywhere access. Services such a G Suite is like having an IT professional on staff that is protecting your data, ensuring your software is always up-to-date and working properly. 

Outsourcing can make a lot of business sense to improve your business in several areas. Outsourcing will help you grow your business, increase customer satisfaction and provide you with time to focus on aspects of the business that are important to you. 
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950 Eagles Landing Pkwy, Suite 422
​Stockbridge, GA 30281
Photos used under Creative Commons from MEDION Pressestelle, HDValentin, The Marmot, SteveNakatani
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