Small Business Blog

Be Flexible with Lunch

2013-05-17T13:56:00.002-05:00

Some positions have scheduled breaks for whatever reason, so you have no choice about when you take your lunch or where. But if you’re fortunate enough to work in an environment where you can choose when you take your lunch break, be flexible with it. Here’s why.

Say you work 9am to 5:30pm and you prefer to take your lunch every day at 12:30. There’s nothing wrong with that—most people benefit from a routine. However, if you are working on an important task at 12:15 and you think it might take you a half hour or forty five minutes to finish it, consider completing the work and then taking your lunch at 12:45 or 1:00. Don’t always stop what you’re doing to take your lunch break at exactly the same time. You should put your responsibilities before your appetite and be willing to have your lunch a little later than usual to get something important done. This shows flexibility and commitment. Always stopping the middle of something to take a break sends the message that the work is inconvenient to you and should be done in your timeframe, not the company’s. That doesn’t mean you have to wait two hours to eat because a frustrating task is taking longer than you expected. In that case, a break may help your concentration. But every now and then, switch it up when it will be efficient for your workload.

Another way to be flexible with lunch is not always eating at your desk by yourself. Say yes to an invitation to grab sandwiches with a coworker (or better yet, a supervisor), sit next to someone in the lunch room, or offer to buy someone else lunch every now and then. Participate in company-wide picnics and free social lunches. It will show everyone you are a team player and value the company of those you work with. Make it happen!

The Person You Talk to for No Reason

2013-04-26T12:01:00.002-05:00

Have you ever heard the expression “You are only as successful as the person you talk to for no reason”? That profound statement has some truth to it. For a small business, sometimes the least obvious interactions can provide a huge partnership, deal, or sale. You never know where the next big opportunity is going to come from. So what does this expression mean and how you can keep it in mind for future interactions?

Start with the people you interact with regularly for short periods of time: the barista at Starbucks who makes your latte, the server at your favorite restaurant, the cashier at the grocery store, etc. Of course, most of the time, you will end up with only what you expected-- your purchase--but if you keep an open mind and give them the attention and respect they deserve, you might find yourself talking business with them or at least building a positive reputation as a professional. Then there are those people you know but not well: church members, sports team coaches, school officials, parents of your child’s friends. These people may be even more receptive to hearing about how your business is going and any opportunities for them to get involved if they come up. The newest employee, someone who works outside of your department, or a contractor that comes in on a short term basis are all people you may talk to for “no reason”, but they can have valuable insights and opinions for you that you should consider.

Your success is up to you, but people can have an impact on it. What some people do affects what you do, so look at their success and appreciate it. Do not take their service to you and their interactions with you for granted. Even if no business comes from these encounters, at the very least, you will be setting an example to aspire to or brighten their day. Read that phrase at the beginning again and make it happen!

© 2013 eMarketing 4 Business LLC

Small Business Tax Time

2013-04-05T14:25:00.003-05:00

Every small business must deal with the unpleasant task of preparing and filing their taxes each year. While the process is easier than for large corporations, it can still be more challenging than your personal taxes and confusing. If you’re new to this process or need a refresher, here are the basic steps to getting those taxes in.

The first thing you need to do is obtain an Employer Identification Number online from the IRS. While it is not required for every business to have one for tax filings, other companies may need it for doing business with you, anyway. Then you will need to gather all your sales receipts, invoices, cancelled checks, deposit slips, and other documents from the year. Hopefully, you have saved copies of these and kept accurate records, either electronically, on paper, or both. If the IRS asks you to explain anything on your tax return, these items will be valuable proof that you need.

hen you need to be sure there is a bookkeeping and accounting system in place that functions well to record all income and expenses. It does not have to be complex, but it will give you something to look back into if you are asked for further information. Finally, you may have already known this, but every new employee needs to complete and sign a Form W-4. This determines how much income to withhold for taxes before they start work. You may want to keep these tax withholdings in a separate account so you can use that to pay the necessary employment taxes.

To file your taxes, first gather and fill out all the forms you need. Schedule C or C-EZ of Form 1040 is probably what you need. This is called “sole proprietor income taxes”. Schedule SE of Form 1040 is for self-employment income. Finally, Form 1065 is for partnership income taxes. The next step is using the IRS’ E-File system online, unless your company is required to file by mail. Filing online is faster and easier. The final step is to send every employee a W-2 form. You will also need to send copies to the Social Security Administration each year. Form 1099 goes to contractors.

In a nutshell, that’s about it. For specific tax write offs, deductions, and questions, you can explore the IRS website or consult with a tax professional. Since tax season begins in January, don’t put it off until the second week of April. Business taxes take considerably longer to process on your end and to get back from the IRS, so if you want your refund soon, get them done. There should be no need for tax extensions, although they are available for a fee. Take your time and be accurate to avoid an audit. Make it happen.

Tips for Training New Employees

2013-03-15T13:02:00.003-05:00

It doesn’t happen often, but sometimes there is a need to hire a new employee, and then that employee must be trained in their position and given the tools they need to learn their job. Of course, you can’t watch them every second or always be available to answer their questions. So how can you effectively train new employees and still have time to do what you need to do?

First, it is important to immerse them into the culture of your business. They should be involved with new ideas, collaboration, and problem solving in a setting where it’s ok to make mistakes and advance some new thoughts. The person training the new employee (s) should remain relaxed and clearly explain why they are learning each thing they are being taught. Negativity should stay out of the learning process and instead the focus should be on positive feedback and rewarding new achievements.

The learning should be personalized for each new employee. Companies are moving towards assigning mentors for each individual and help them build solid relationships while serving as an outlet for advice and information. Employee training should also be segmented, allowing them to master one skill at a time. This will help them to gain confidence. Finally, learning should be a continuous thing, not limited to new employees. There should be training refreshers and opportunities to learn new skills for all employees—the rate of change in the business world means there is always a need to learn new skills.

Other tips to keep in mind is to make sure employees know where everything is, including the coffee maker, lunch area, and restrooms and to offer to eat lunch with the new hire or set them up with someone who will to make them feel welcome. Following these tips will make the transition easier for the employee and yourself. Make it happen!

Unique Ways to Use Your Logo

2013-02-19T11:49:00.002-06:00

So you’re familiar with your logo—it’s on your business cards, your company stationary, and your website. There are many places that may be appropriate for your logo. Are you using all of them to your advantage? Let’s look at unique ways to use your logo.

Put it on a car (or truck, or van). This gets your logo moving around a several mile radius. You can make the logo prominent on your delivery trucks, company cars, and sales team’s vehicles. What if you don’t use any cars or trucks for your company? Ask every day people in your neighborhood to put their logo on their cars. You will pay them a small stipend and they will be happy to do this. This is a trend that is definitely rising.

Have your logo appear on all your materials. Boxes, tissue paper, tape, and bags should all have your logo on it. If you provide services without products, put your logo on pens, booklets, clipboards and other items you use to present your services. This makes your logo memorable.

Think outside the box with promotional items. Be creative and offer things that fit your business such as a Frisbee for a sporting goods store or a wine opener for a winery. People will actually use these items, see your logo, and think of your company.

Sponsor a league. It can be little league, a bowling team, a golf team, or any local sports team who can put your logo on their shirts, hats, and on banners at events. You can reach a large audience and people will ask about your company. This is like having others do the marketing for you!

There are more unique ways of using your logo so start with these and brainstorm for more. Take full advantage of your logo and all it can do for you. Make it happen!

How to Write a Candidate Rejection Letter

2013-02-01T11:23:00.002-06:00

Small business owners love to meet new people and nothing makes them feel better than to tell a candidate “You got the job!” But you can’t tell everyone that. You do have to tell the others something, and that’s where writing the rejection comes in. Here’s how to write a formal rejection tactfully and as kindly as possible.

It may be best to start with a follow up phone call. If you do that, thank them for their time and interest, but clearly state that you are offering the position to someone else. Then follow up with the rejection letter right away. Be prompt with of these—don’t leave people wondering for weeks on end if they got the job.

The letter itself is known as a “thanks, but no thanks” letter. First, if the person fit the company culture and may qualify for other roles, you can encourage that person to apply again for something else in the future. Personalize the letter with the candidate’s name, the position and a remark about the interview. You don’t want them to think they just received a form rejection letter, even if they did. It’s best to keep it short and to the point. Make sure to be business-like, but gracious, and never say anything you don’t mean—only say they should apply for future openings if you mean it. Even though this is a rejection, you want the person to form a favorable opinion of your company because this is important for your reputation as an employer.

Rejection letters are never fun, but they have to be written to avoid “leaving people hanging.” Do so with honesty, politeness, and your best judgment and it won’t be so bad. Make it happen!

Preparing Your Small Business for Tax Season

2013-01-11T09:18:00.000-06:00

2012 is over and at the beginning of a new year, it’s almost that time again…tax time. Successful small businesses know what they need to do during this tedious but important process—here’s some tips to get you ready for filing taxes and hopefully save you some money.

Even though the focus is on making money from your day to day operations, you should have all your records in order ahead of time, which means up-keeping your system year round so you don’t have to pay an outside professional to do that for you. You should know what can be written off for your business, such as new equipment and supplies that you purchased throughout the year. You also need to take a close look at how you are calculating your estimated tax payments so you are not underpaying or overpaying. You may think that offering generous employee benefits will cost you too much money, but in reality, the loyalty and hard work you receive in return make it worth the effort. But besides that, it will save you money at tax time because you are not required to pay the employer’s share of payroll taxes on this form of pay.

If you run part of or all of your business out of your home, it’s important to have a designated space that is used as a home office. The reason is that you can receive deductions for this space on rent, utilities, and improvements. There are square footage requirements to qualify, so ask a tax official about these requirements and what can and can’t be deducted. Also, be sure you are filling out the correct forms for the type of small business you have. Speaking of these forms, know that there are different due dates for different forms so double check them on the IRS website so you don’t miss any deadlines and end up paying fees.

Finally, look into websites and apps that will make the tax filing process easier for you—Tax Answers by H&R Block, TurboTax, and EZ Tax Return are a few. Follow these steps and use your organization and experience so that this tax season is easy and stress free. Make it happen!

Cuz You’ve Got Personality!

2012-12-21T09:28:00.000-06:00

Any smart small business owner knows the many varieties of marketing materials you can use to give your business a voice—your website, email campaigns, brochures, business cards, and vehicle wraps to name a few. But what some people don’t know is that the tone of your marketing materials is just as important as how visually attractive and informative they are. Whether your business is new or you’re updating your marketing package, make sure you connect emotionally to your customers and show them who you really are, cuz you’ve got personality!

A newsletter is a great way to do this because you can show your customer specific events and promotions you have done recently. The photographs you can include combined with the use of names and quotes will tell the customer what kind of business you run: friendly, influential, dedicated, etc. It will also make your people seem more genuine when they can refer to a few names.

When you write copy for any marketing material, write as though you were having a face to face conversation with a customer. Write in second person (you) and tell them specifically why you can help them. When appropriate, relate your interests to the services you provide. (“My love of basketball gave me the idea to open this training center.”)

Change things up every now and then. While it’s good to have certain go-to graphics such as your logo and company colors, update staff photos and images of your location every so often (once a year or whenever a significant change has been made). This will ensure that customers feel “in the loop” and know what’s going on at all times. The extra attention in this area will pay off because it will lead customers to believe that you work that hard in everything your company does—and of course you do, right?

Make it happen!

Don't Over-Brand Yourself

2012-11-29T14:15:00.000-06:00

As an entrepreneur and emerging business man or woman, you often hear how important it is to “brand yourself”: find your niche, your catchphrase, the product or service you are for which you are known. While this self-branding concept is important to bring attention to you and your business, you need to be careful not to over-do it. You want people to know you as you, not your tagline. So what are some guidelines to creating a name that sticks, but doesn’t stick too well?

The great thing about finding a tagline that’s original is that you can build other phrases around it to represent other features of your business so it becomes you own personal set of products, services, and advertising that people remember. When choose that first one, make sure it is something that can either blanket many parts of your business with some variations or something that you can change readily without too much confusion for your customers.

Once you build a bigger audience, you can expand away from your first set of branding because now that people know very well who you are, they can follow you when you make changes. So even though you may start out with something like “Beauty for the Nature Lover”, you can still branch out with a new campaign such as “Evergreen Women’s Clothing” in the future.

When it comes to that first catch phrase, use it the right doses. For example, if it’s on the walls of your store and on your product labels, you may want to keep it off receipts and mix up the wording on other print materials. Small print items such as coupons and receipts are good places to test out new slogans and campaigns because the customer will always receive them when they purchase and it many prompt them to ask you for more info.

That being said, it is important to find your focus. If you focus on growing one successful area of your business, it can exceed your expectations and grow to epic proportions. If you put a little effort into several things across the board, it will be much more difficult to grow anything very much. Bottom line: find a niche and concentrate on growing it, and when you think it’s reached its full potential find another niche that branches off from that one to keep you, the business owner, fresh in the minds of customers. Make it happen!

Writing Effective Business Contracts

2012-11-16T09:14:00.001-06:00

As small business owner, you will have to write several contracts over the course of your career. Depending on the nature of your business, you may have contractors that do freelance work for the company or work to support the company, such as renovation. Even regular full and part time employees may need to have a contract. Keep in mind these things when writing or re-writing different types of contracts.

Create a contract for any type of business agreement. Use simple language that is professional, but easy for anyone to understand. If the language is too full of jargon, people likely won’t read the contract completely which can cause problems down the road. Always specify payment agreements, whether its salary you are paying to an employee or a set fee on a per-project basis. If you hire on a temp-to-hire basis, make the terms clear that the position may or may not become permanent and when it will end if it is temporary. Explain how you will distribute funds (weekly, monthly, etc). Always include your contact information so there is no excuse for someone not to contact you with questions or problems. You should state all the services you expect to be provided and in the case of construction or installation services, who is responsible repairing any damages that may occur. Remember that state laws vary and be sure to research any that apply to your company. Include a mediation clause in case of a dispute, define acceptable termination terms, and remember that an oral contract can be binding as well. Finally, in all contracts, detail is very important. State explicit examples and specific conditions as often as you can.

You may be wondering if an employee handbook is a contract. Well, yes and no. As a whole, it is not considered a legal contract; however, there may be parts of the handbook that contain legal issues that are outlined in a manner that constitutes a contract. If you don’t have one, there are reasons that it’s a good idea to implement one. You can cover all your policies on attendance, dress code, vacations and leaves. It can serve as a legal defense for the employer in situations where an employee feels they have been wrongly terminated. You can address what corrective actions you will take, how an employee should handle a complaint, terms for offering raises, and safety policies as they apply. In some cases, such as businesses with ten or fewer employees, an offer letter and confidentiality agreement may suffice.

Writing contracts is not to be taken lightly. They can make the difference between liability and exemption. Take care to write them correctly. Make it happen!

Should I Attend A Business Seminar?

2012-10-26T09:40:00.000-05:00

Business seminars are everywhere, whether you are asked to attend one or you seek one out. These seminars or conferences can be about anything from general business strategies (how to increase monthly sales) to industry specific topics (IT training). With so many options, it may seem like you have to attend one of these seminars. But are they really worth the time and money, and do you really need them? Well, that depends.

Many companies offer seminars--for some, that’s all they do. These events can build on your current skills, allow you to network with other people in your industry, and give you the motivation you need to make changes. You might gain spin-off ideas as in ideas based off your original idea but with something slightly different. It can help you work on your business without having to be in your business. You might expand your social network and get public recognition for your company. If you attend a conference or seminar abroad, you can be immersed in a new culture, companies, and people. You can use it as a tax write off. If you do decide to attend one, be sure that you prepare for the event and decide how to implement what you learned afterward to make it worthwhile. You also have to register early due to limited space.

Some of these events can be very long (a seminar abroad lasting three weeks) and you need to decide if you can spare that much time away. While some offer a money-back guarantee, the fees can be very expensive and the only defense the host has against this is that it will be worth the money. Beware of investment seminars because often they try to get you to put up a high amount of money in unstable investment markets or they try to “sell” you one-on-one meetings with them. You may find that the information covered is too basic for what you were looking for and that you know most of what is presented. Some may even be a scam—it’s rare, but be sure you know exactly what you are getting and for how much. There are a few reasons not to attend a seminar. If it’s not the right time (you are overwhelmed with your workload or the subject matter is not relevant at the time), don’t go. Self-doubt can make you think you need more training in a certain area, but sometimes if you wait it out, you can find practical solutions on your own. If you are interested in a subject but would rather hire someone to do that thing for you, you are better off leaving it to whomever you bring on (for example, if you want to improve your website, you may decide it’s best to hire a company with professionals who can do that for you so you have time to do other things). There are times when you feel as though you just can’t absorb another new thing, so maybe you don’t need to right now. Finally, don’t feel obligated to go to a seminar on a subject that you don’t need more information on just because you’ve been invited.

The average recommendation is to attend two to four seminar or conference events per year—you don’t need more than that. Use your better judgment when deciding if it’s worth the time and money away from your business. Make it happen!

Dealing With Strained Coworker Relationships

2012-10-05T14:04:00.000-05:00

We’ve had to (or will have to) deal with others in the workplace who we simply don’t like. Most of the time, these people bring it on themselves by not doing their job, being negative, or treating others with rudeness and disrespect. Other times, there is a person whose personality just doesn’t mesh with yours or you simply can’t relate to each other. Thankfully, these difficult people are usually not the norm, but every now and then, you are bound to come across them. You certainly can’t afford to quit your job because of one person, and you still want to enjoy your job despite this situation. So what can you do? There are ways to make this situation more bearable for you and the other person.

First and foremost, don’t use counterproductive coping methods: rolling your eyes, sighing, walking away when they talk to you, etc. These are passive actions that will only make things worse. Steer clear of negative comments and don’t join in other people’s conversations about this person. While you don’t have to like them, you do have to respect them and this is not the way to show respect. Monitor your end of the conflict and make sure you don’t take your frustrations with this person out on other coworkers Keep in mind that sometimes, you have to interact with this person because you did not choose to work at the same company, you just happen to do so. If the problem is over one incident, do your best to resolve the issue before the resentment grows. Let the working environment stay neutral and don’t let on to your opinion of this person. Remember, if the person truly isn’t doing their job, the consequences will occur without any action on your part.

There are things you should do that can have a positive effect on this relationship. If this strained relationship is with someone who works for you, it may be because they are better suited for a different role in the company. Identifying this and making adjustments may solve the problem altogether. If you decide to try to work things out, do so in a situation where you will feel comfortable and don’t have to compete with them, such as a lunch outing. If you see them struggling with something that you could definitely help them fix, you should do so. You should also think about how you contribute to the problem. When you do need to interact with the person, make conversations short and to-the-point. You could even write down your thoughts or questions for them before you speak to them. If possible, find a mediator to talk to that person for you. If the person really becomes a problem, be assertive and go to your supervisor because at this point, chances are, you’re not the only one who sees an issue here. Finally, if the person was in good standing with you in the past and you are wondering how to patch things up, decide if the relationship is worth the effort or if you should just let it go.

Sometimes, dealing with co-worker relationships is not easy—just be respectful and try to make the best out of the situation. You can’t control them, but you can control you. Make it happen!

Your New Business:Getting the Word Out

2012-09-14T09:56:00.004-05:00

So you’ve decided it’s time to branch out and start your own business. Great-congratulations! What could be more rewarding than working for yourself? Since your business is new, not many people know it exists yet. So how are you going to get the word out? How can you let potential customers know: “Hey! Here I am! I started a new company!” There are certain methods that will ensure the exposure of your business to a large audience.

Print is still an essential part of advertising. One easy thing to do is take the best ad you’ve made so far, put it on a postcard, and send it to business prospects. Direct mail is an effective way to get attention. You can also submit a short press release to local newspapers. It’s also a good idea to submit articles summarizing your business to industry magazines, which are often in search of new valuable content. Have you seen those bulletin boards in grocery stores, churches, and community buildings? It doesn’t hurt to make a simple flyer and post it around town—people do read these and it will open up a bigger audience. If you can afford it, you can also create a vehicle decal or wrap. You could get custom made products such as pens and t-shirts. You never know who will be given one of these free items and believe it or not, it can lead to more business.

Branching out in the community is much needed for a new business. If you know of another company that would benefit from working with you or could offer you support, try “buddy marketing” with them. Offer to advertise for them on your marketing materials if they will do the same for you. It increases your chances of being recognized and shows you work well with other businesses. Joining your local Chamber of Commerce will allow you to network among peers in your community. You can also offer a free class or presentation at a community center. When you answer your business phone, try making some kind of announcement about your company such as “serving nine varieties of homemade bread made fresh every day”. Related to that, you can also make cold calls if you feel comfortable doing so. Get involved with charitable events in the community to show you’re a business that cares.

It’s very important to find your audience, because you can’t target and attract everyone, nor would you want to. Things like cable commercials and YouTube videos are inexpensive ways to narrow your audience and target the right people. Attend trade shows with samples of your products or information about your services—these include local fairs and festivals.

For the customers you do already have, work really hard to provide excellent service so that they tell other people about you. You can also send out follow up surveys to gage how well you’re doing. Finally, the Internet is an essential and valuable marketing resource. It’s a good idea to create a company blog. You definitely want to create a website and get it done right by professional web developers (and that’s what eMarketing 4 Business is all about). Make it happen!

© 2012 eMarketing 4 Business LLC

When to Talk Salary with Potential Employers

2012-08-21T10:03:00.000-05:00

As a small business owner, the extensive hiring process begins with posting a job opening, then reading through several cover letters and resumes, setting up and going through interviews, and finally selecting the perfect candidate. This can be a lengthy and draining part of your job and throughout this time, the position’s salary is always on your mind. It’s likely to come up several times before the position is filled. So you may be wondering: When is the best time to reveal the salary? Should you list it in the job posting? Wait until the face-to-face interview? Or until a job offer is made? Should you have one set number or should you choose a range of hourly or yearly rates? This all depends on your type of business and the position itself, but here is research had to say.

If you post the salary in the job posting, people may be willing to settle for a lower salary if they believe it is the right job for them. But some applicants won’t want to waste time applying for a job with too low pay. If it’s below what they’re looking for, they would want to leave when a better paying offer comes along, so why bother applying? On the other hand, people with less experience than you need will see a high salary rate and apply for the job anyway, just in case you will choose them. They may exaggerate their skill set and you could end up with someone who isn’t qualified. Some employers ask for salary requirements on the application to reduce the number of candidates by finding out the applicant’s expectations and experience. But asking for salary history may scare away applicants because they will feel you will offer them the lowest amount possible based on their previous positions. (There is a big difference between salary requirements and salary history). If you don’t post the salary this early on, it will give you more flexibility in the range of candidates. You will also avoid showing up in salary survey websites and being compared to your competitors. When the salary isn’t revealed in the posting, some applicants have no problem sending a resume to that company, while others feel they don’t want to waste time filling out long applications and assessments if the salary turns out to be too low.

Also remember that if you post the salary in the job listing, the previous person who held that position may feel cheated if you post a higher salary for the same work they did. You may be upgrading this position to be more advanced, but they won’t know that, and when they find out about this, it could negatively affect your company.

Revealing the salary in the interview has advantages and disadvantages. It might be good to do t the experience level of the candidate is too high for the amount you can offer and you want to find out if they are willing to accept a lower amount.. You may decide you want to tell each candidate what the salary will be to gage their reactions, consider their negotiations, and further narrow down the pool of candidates. But you may also decide to let only the candidate you are sure you will hire know the salary so you can adjust it according to their skill set.

Waiting until a job offer has been made to reveal the salary is a risk that may or not be worth it. If the person chosen negotiates with you, you can decide to adjust the salary accordingly, and most applicants won’t do this until they have received a firm offer. However, keep in mind that just because their past salary was a certain amount doesn’t mean they are looking for a range anywhere near that-- especially true of recent college graduates. They invested a great deal of money in their education, so they should receive some of that investment back for their hard work. (They need to pay off that investment after all). You should also account for geographic areas and be open to a few different options.

Ultimately, it’s up to you to decide when and how to reveal salaries for open positions. But you should have insight into the topic to help you make better informed decisions. Make it happen!

Making Time to Learn New Software

2012-07-30T16:29:00.002-05:00

Maybe you’ve hired a new employee who needs training on a software program, or maybe the company has the need to use a new program. In the midst of running a business, how do you take the time to learn new software yourself or teach it to others? While it needs to be done, you don’t want to take time away from the business at hand.

If you are teaching someone the software, review all its fundamentals to see how clear the instructions will be a new user. For example, some programs have tags that tell the user what will happen if they click on a certain element. A lot of programs provide prompting instructions as the user is using features of the software. If you can, use this and other methods to cut down on face-to-face training because that can take a lot of time and get interrupted. If you are creating separate training materials, you could put them into a PowerPoint presentation or use screenshots in your notes to match the visuals to what they will see when using the software. Remember that no matter how much is covered in training; there will be questions that will come up later, so keep that in mind. Creating short quizzes after different stages of the training will gage how much the person has learned and help them remember key points.

Rather than simply enabling someone to learn the nuts and bolts of a software program, emphasize how the software is a tool that helps the business reach their goals. Defining processes, procedures, and policies along with software training shows employees how their efforts contribute to the larger effort of the business. Start with the basics and add more in-depth training when they begin to feel confident. Also, the training doesn’t have to be completely separate from the job they will be doing—have them use the software for real, on the job tasks even if they need someone there to coach them. They will be able to do the job you hired them to sooner, rather than being sidelined until their training is complete.

Think about who should do the training—if you choose a veteran employee who must train someone in addition to their workload, one of the two may suffer if you aren’t careful, so make sure their schedule can work with this extra job. Also remember that different people learn in different ways, through seeing, hearing, doing or a combination of those. Some people need to know how things work and why they are done that way in order to learn something. Formal training in isolated situations is enough to make the new employee bored, unenthusiastic, and annoyed, so be careful to integrate training into other tasks where they can talk to coworkers and take breaks. While you can’t hold their hand too much, do not just place a new employee in front of a computer with the software and tell them to just start using it. This will not work--even online training tools need to be accompanied by answers from real people. Use a blend of training methods to get the best results.

Make it happen!

Choosing the Location for Your Business

2012-07-12T09:08:00.000-05:00

You’ve probably heard the expression sometime in your life-location, location, location. When is that more true than when choosing where to place your business? The choice of location for your business can make the difference between high sales and no sales. Taking the time to carefully choose the physical place for your business can make a huge difference.

Think about the people that live around the place your business will be. Are there a lot of young couples, retired people or middle-aged people with kids? Does your type of business depend on one of those groups more than the others or are you looking for a combination of all of them? Is the area heavily populated or more spread out? What are the income levels like in the neighborhood? If the products and services you offer are more of a luxury, you may want to think about placing yourself either downtown or in high income suburb. Sometimes, it’s favorable to match the location to the theme. For example, if you have a restaurant with fresh seafood, locating near a body of water or marina makes sense. It’s also a good idea to look at the crime rates in the neighborhood because you want your business to be safe from burglary and vandalism.

You need to know what kind of traffic the location will generate, if you will be easily accessible by car and on foot. It is better to be visible from major roads and highways.. Will your building have a parking lot or street parking? Is it on a bus route? Research has shown that the most successful businesses place themselves in the center of their customer base. If you are as close to your biggest competitor as possible, it will give you the chance to prove to customers that you are a step ahead.

The building itself, of course, has quite a few factors to consider. Is the lease negotiable? Will the size and layout of the building accommodate what you need to do? Are there any repairs to be made? Are the lighting, heating, and cooling systems up to the standards you need? Will there be a bathroom available for your customers? Finally, is the setup for communications such as the phone and internet workable for what you’ll be doing?

Some people may consider the best location for their business to be their home. If you have a mail based business, this could be a good option. If you do choose to stay in your home, be sure you can focus in your casual environment and be flexible around your family. This may mean starting early, taking a long break, and picking up again to work later in the night. Don’t hide the fact that your business is based from home because chances are if it’s working for you, it’s working for your customers. Whether you are choosing a location for your new business or moving your existing business to another location, take your time. Make it happen!

Business Meeting Etiquette

2012-06-20T08:51:00.000-05:00

No matter the type of office environment you work in—formal dress or casual, customer or data orientated, there are certain unwritten rules for etiquette and behavior on a daily basis. When you’re in a business meeting however, those standards are raised slightly, more so if it is a meeting with people outside of your workplace than if it’s a meeting among staff members. Here are some things people tend to overlook.

For a meeting with a client, you may want to consider dressing up a little more than you usually do. If your workplace dress code is casual, think about wearing khakis and a polo shirt or for women, a satin blouse. Wear loafers or black sneakers or dressy flats. You never know how dressed up the other company’s people will be—they could be in business suits--so making that extra effort shows your professionalism and respect for their business. You are recognizing the significance of the time they took to meet with you. If your company’s dress code is already very professional, take extra care to be sure your hairstyle is polished, your makeup and accessories are not too over the top, and that your shoes are free of scuff marks. Guys, make sure your collar is neat, your tie is straight, and your fingernails are clean. Little details can go a long way, especially with a person you are meeting for the first time.

Show up on time. If the meeting is in your building, stop what you are working on and get situated in the conference room at least five minutes before the scheduled start time. If you have to leave the office, make sure you have clear directions and account for traffic and parking time. Bring a pen and notebook (or laptop) with you in case you need to take notes. If you are in charge of presenting, test your equipment and open your files ahead of time to ensure everything will work correctly.

Don’t chew gum or eat food or candy during the meeting—it can wait. Drinks are ok as long as you’re careful and quiet with them. (However, if food is served at the meeting, then by all means, feel free to partake). Use the restroom before hand and silence your cell phone. Introduce yourself when the opportunity comes and make eye contact with the person in charge of the meeting. Smile and be cheerful and interested (even if you’re really not). Ask questions and address concerns without interrupting anyone. Be sure to tell them it was nice to meet them before you leave. Keeping all these things in mind may not seem like a big deal, but it can make a huge difference. Make it happen!

Promoting From Within Vs Hiring From Outside

2012-05-29T09:28:00.000-05:00

You may find yourself in a position of growth and change within your business. You want to increase the size of your staff or someone has just announced their resignation and you have an important position to fill. Hiring is always an extensive process, and one of the first decisions you are faced with as the head of a small business is to promote an employee you already have or to hire from the outside. The approach you take on this decision can be different depending on what position you need to fill and how your company is doing. What are some factors to consider that will help you decide?

If you promote someone from within the company, that person has already proven they are valuable or they wouldn’t be there. This can save you the time of countless interviews and the money you would have spent on advertising the position. Promoting an internal candidate can result in a more efficient workflow. Some argue that anyone can “buy” talent, but it takes a truly skilled leader to develop it. Promotions mean that people feel like they are being rewarded for their hard work and in some cases, it may motivate all other employees to work harder so they may be promoted in the future.

However, hiring an external candidate can bring in a new set of skills that no one in your current staff has. You can avoid the resentment the rest of the employees may have felt towards the person who got the promotion. If they previously worked for a competitor, they could give you good advice on how they got ahead of you or what mistakes the management at the competing company made. You may decide a fresh perspective will give your business the changes that it needs, which can “save” the company. But you will need to take the time to train them on company policies, products, software, and the general way of doing things—internal candidates already know all these things. You can also expect to spend more money (giving them a higher salary) than you would for an internal candidate—the average is 18% more. Even though outside hires get paid more and sometimes have more education and experience, their review scores are often lower than those who get promoted. They are also 61% more likely to get fired from the position than someone who has already been with the company. Also, there will be an adjustment period for the new person and everyone else because they won’t know how to act around this person initially, especially if they are their new boss. Finally, if the company is involved deeply in the community, it may be best to consider someone with connections and knowledge of that community.

The bottom line is no one way is better than the other. There should be a balance between the two and the decision should be made on a case-by-case basis. You can also open up both options for the same position to see what will work out best. Keep making informed decisions. Make it happen!

Ways to Save Money on Your Business Trip

2012-05-08T10:35:00.000-05:00

Business trips are a great way to network with other businesses and if you have the privilege of traveling for your company, congratulations—you have made it. While these trips can be stressful and enjoyable at the same time, budgeting for travel and finding ways to spend less will make things easier for you in the long run.

Be sure to create a customized budget for each trip according to the destination. It’s going to be significantly more expensive to go to Los Angeles than Detroit. Don’t just come up with an arbitrary number; research the place you are going and plan accordingly. You may want to temporarily hire a travel expert to set up a lot of the accommodations for you. There are also business travel plans out there that are packaged in a way that is more affordable than booking everything separately. Use discount travel companies; often you can do everything online.

Try to book air travel for the middle of the week when the rates are the lowest. Avoid luggage fees by only using a carry on (if possible) or flying with airlines that don’t charge a luggage fee. Save any unused tickets and apply them to future travel.

Consider using alternative transportation while you’re there such as subways and bus systems. If you do need a rental car, ask for one with a full tank of gas and fill it up before you return it—that way you are only paying for the gas you use. Waive the insurance if your personal auto insurance or credit card can cover it as these policies tend to be very expensive and the need to actually use the insurance policy is rare.

You can decide to have lunch with your clients instead of dinner. Lunch menus are generally less expensive than dinner menus and a restaurant that is outside your price range for dinner may be affordable for lunch. Focus on and plan the leisure part of the trip. You don’t want to be bored to tears when your meetings are over and if you plan activities in advance, you will spend less money. Stay in a hotel with a kitchen and buy ingredients for some of your meals at the grocery store to make them yourself. You can also take advantage of free breakfasts at the hotel. Finally, you should plan business trips as part of your yearly budget so you don’t overlook these costs and wind up in debt. All these tips will make business trips easier to manage and more relaxing. Make it happen!

The Pros and Cons of Hiring Contracted and Temp Employees

2012-04-19T13:57:00.006-05:00

When someone is searching for a job, most of the time, their goal is to obtain a permanent position, part-time or full time. They are looking for security, a place to grow in their skills, and they don’t want to have to worry about being unemployed again. However, there are times when a need for extra help arises and that need may not be long term. Therefore, a company decides to post an opening for a contracted or temporary position. People in search of this type of position may be a newcomer to their career field—college students and recent graduates, people who have had trouble finding work—people who have been fired and unemployed for months, even years, or people with a more undefined set of skills. There are specific characteristics and situations you will be looking for in a temporary or contract employee and there are positive and negative effects for the worker and the company from hiring a temporary employee.

Some reasons for hiring a temporary employee include employee absences, maternity leave, a sudden vacancy, special projects, or a peak in the season. When companies bring on temps, they can adjust more quickly to workload fluctuations. Their temporary status provides flexibility for them and for you: they may have other commitments to work around and you may not need them for eight hours a day, five days a week.

You can also evaluate the employee without making a commitment. You can determine if they are a good fit for your company and study their work performance—if you like what you see and the possibility is there, you can decide to offer them a permanent position. On the other hand, you know exactly how long they will be working for you as a temp and can release them without a lengthy explanation if you don’t see them fitting into your company long term. Temporary employees also save cost because you can offer them a lower pay rate and are not obligated to provide a benefit program and the same goes for independent contractors. With contractors, when there’s not work for them, you don’t need to pay them. When you hire through an agency, they can quickly help you find a qualified person and you can build a relationship with that agency.

With any temporary employee, there will be some need for training because there are skills and procedures specific to your company that they need to learn. Oftentimes, these employees have a lower morale because they don’t feel like an equal part of the team—although they should be treated with the same respect as any of your full-time employees. There are safety issues they must quickly be trained on and if they don’t learn them in time, there is a greater chance for injury. You don’t want to take any legal risks, either—make sure the timeframe and other terms of their employment are set in stone. For contractors, you do need to pay them according the market rate for the type of work they do and classify them correctly for taxes. They have control over whether or not they accept a project from you, making them less reliable. Finally,contractors are allowed to also work for your competitors—if they do great work for you, they’ll do great work for them.

All things considered, you may decide that hiring a temporary employee is just the thing to fit your current company needs. Just remember that most of the time, the benefits for you are the drawbacks for the employee, so make sure they are willing to work with them.

Pick Up the Phone!

2012-04-02T10:11:00.001-05:00

What is one of the first things you do when want to schedule an appointment somewhere or set up a meeting with a client? You call them! But have you ever called a business and the phone just kept ringing and ringing? Sometimes there may a prompt to leave a voicemail, but then it goes unreturned or the phone rings 15 times and you just give up. No one likes when this happens to them, so don’t do it to other people. Answer your phone!

Of course, that may not always be possible when you’re in the middle of a meeting or out of the building. But when you’re sitting at your desk typing an email or taking inventory in your stockroom and the phone rings, stop what you’re doing and answer it. Email is chosen as the primary method of contact far too often—people still value direct interaction and often this is a faster and more thorough way to accomplish business. Ignoring phone calls can make people frustrated with you and assume you don’t care to get back to them. It can also lead to missed business opportunities, with customers and with other businesses. Besides, what if that phone call was about a customer wanting to change their appointment? Or what if a supplier had a question about your order, but since you didn’t answer, they just made an assumption and went with it? You wouldn’t want to be unprepared or end up with 50 black polo shirts when you needed 50 white ones.

Breaking the habit of ignoring phone calls will save you time, face, and headache. Do the best you can to pick up the phone as much as possible and return calls as soon as possible. Make it happen.

© 2012 eMarketing 4 Business LLC

Should I run an ad in the newspaper for a new employee?

2011-05-31T13:34:00.000-05:00

That depends, what type of position you are trying to fill? If the position is for an employee that will not have to be internet savvy, then the answer is yes. If you’re looking for a person that will be using the internet for communication in their position you should advertise the position online.

Looking for new employees is just like looking for new customers. Get into the mindset of prospect employees and post positions where they are most likely to look. For an online service like Careerbuilder.com or Monster.com you should plan on spending between $300 & $500. These two employment websites give you a better opportunity to provide a detailed description and overview for your positions. If you decide to post in a newspaper ad, you’ll be looking at less dollars but less space to talk about your position. If you place your ad online plan on putting an email address so people can email you. If you go with an ad in the newspaper be ready to answer the phone, because the people will be calling you.

Whichever way you go, be as descriptive as possible with your position and be ready to communicate with people about your available position right away. Don’t delay in getting back to people, the best ones go fast! Make it happen!

© 2011 eMarketing 4 Business LLC

Do you need to train people on how to answer the phone?

2011-04-11T09:23:00.001-05:00

Yes and put it in writing. You want to create a phone presentation on exactly how you want your phones answered, your customers spoken to and how to end a phone call. Sounds simple right? Then do it. It shouldn’t matter if it’s your spouse or an employee at your company answering the phone; write down exactly how you would like it done.

Here’s an example for you: (phone rings and person answers) “eMarketing 4 Business….” Was this sufficient? No it wasn’t because it doesn’t give a name or ask how you can help someone. People are calling you because they want information about buying your products or services, customer assistance, or they want to speak to another employee. Knowing this, the best way to answer the phone would be to let the caller know who they are speaking to and recognizing they may need assistance. How about: “eMarketing 4 Business, this is Randy, How can I help you today?”

Answering this way takes little effort and makes people feel at ease when they call in. To get consistent behavior and results you must have a consistent service plan in your company, so write down how you want it done. That takes all the guesswork out of it and now you have a standard in which you can hold people accountable for. Try putting things in writing more and you will surprise yourself with the results you’ll get. Make it happen!

© 2011 eMarketing 4 Business LLC

How are you personally performing in your company, really?

2011-02-19T15:22:00.001-06:00

Judging and reflecting on your own personal performance is the hardest job of being an entrepreneur. It’s easy to criticize others’ performance but what your own? Are you really doing everything you can to grow your company or do you find yourself “thinking” about doing more?

Try this exercise, point your finger straight out like you are pointing at someone, now count how many fingers are pointing forward? Your index finger and your thumb, right? Now stop and look where your other three fingers are pointing? Yes, at you. So, one or two are pointing towards others, but the majority of them are pointing right back at you! I know, I know, you’re starting to get cranky because there are more fingers pointing back at you than at others.

In a normal eight hour day there are about 480 minutes (8 hours x 60 minutes) of working time. Most entrepreneurs that are starting to build their company work closer to 10 or 12 hours or 600 to 720 minutes per day. How much work are you really getting done in that time? Could you be doing more? Will you do more?

If you were work at an 80% efficiency rate, you can still accomplish a great deal each day. If you were making calls and each call took 5 minutes, you could make 12 calls an hour or approximately 100 calls in an 8 hour work period. Breaking it down to a simpler level lets you see just how much you can get done each day.

Now, think about getting paid by the minute instead of the hour. Do you think someone would take 35 cents a minute over $15 an hour? If they did they would end up making $43,680 a year instead of $31,200. If you had a goal of making a $1.00 per minute you would make $124,800 a year for a normal 8 hours a day, 5 days a week and 52 weeks a year.

Value your time and your results by the minute instead of the hour and start adding real value to your business and your income! Make it happen!

Click here to read a great article about efficiency ratings for employees and yourself.

© 2011 eMarketing 4 Business LLC

Getting business cards and developing relationships

2011-01-03T11:04:00.000-06:00

You already know how important it is to have your own business cards handy at all times. Now that you have your own small business, you want to network with as many people as possible, so get as many peoples' business cards as you can. When you get these business cards, you'll want to utilize them in a way that is more than just filling your pocket. Don’t let them go into a desk drawer and sit for a month.

After you meet the person and get their card, give them a call to spark both your interests and prove your ability to communicate. If you get a hold of them great; if not, send them an email to make sure they see your interest. Then, the most effective way to spark a relationship is to do another follow-up call. Tip: be sure to keep track of these business cards in another place. Create a working document that stores all of these contacts. Business cards are easy to lose, and you want to be able to look at all of your contacts at once. Keep your contacts organized!

You want to network with potential clients and partners on a regular basis, so they see that you will be available when they want your services. Put yourself in the shoes of the person you are calling. Wouldn’t you like to see that they are attentive to your needs and interests? Of course you would, and subsequently you are interested in doing business with them. Make other businesses want to do business with you. Get their business card, give them a call. It is that easy. If the relationship doesn’t work out, you've only spent a few hours of your day trying to make it work. Even if it doesn’t work, you have made an impression and they will remember your name and company for a possible referral. You never want to miss out on a partner or client that will help to drive more business.

© 2011 eMarketing 4 Business LLC