Simplify.Organize.Manage.Data | What Policy? Who is in Compliance?

2013 E-Newsletter, What Policy? Who is in Compliance?

Have you ever been asked? What is your course of action?  And, you replied something like let me get back to you on that! Well you may not be alone, Small Business owners develop policies based on an immediate need and/or requirements. However defining the policies that are important to your business should reflect the company's core values at best. 

Letting everyone know what is expected of them provides a guideline of how they should conduct themselves as a stakeholder. The policy should also define what they should expect from their employer in exchange.

For example, if you define your company as a place to maintain a "healthy lifestyle" beyond work and play then consider incorporating the following:

• fruit snack bars
• gym discounts 
• posting healthy living publications 

This may help to reinforce a "healthy lifestyle".

Now let's review compliance. 

Effectively communicating what policies are in place is important, but also consider providing justification for that action. For example, if you’re instructing job applicants to stand in a single line when approaching the front office desk for assistance, then communicate the benefits of taking these actions. 

For example:

• quicker processing time
• prevents safety hazards
• promotes privacy initiative 

Remember getting someone to adhere to a policy can bring about confusion if it is not communicated well. Also if the policy is perceived as burdensome, the person affected may be resentful.
 For all extreme cases, threats of any kind to enforce policies are often short-lived. Be sure to review alternative measures to avoid any legal issues down the road and consult with in-house counsel to ensure all policies, regulations and practices adhere to local, state and federal laws accordingly.

It is often said, you have the power to change things you can control. Take control by understanding the value of your resources.

 Hoped you enjoyed this savings tip from Biz-Pro LLC.

Simplify.Organize.Manage.Data | MicroManaging

2013 E-Newsletter, Managing Time; It Is My Company so Do it My way: MicroManaging and You!

We all have received instructions from someone (parent, teacher or stranger) about how to do or make something to achieve certain results. For example a father showing his son how to reduce the time spent cutting the lawn when battling the summer heat. Well for many business owners their company’s success did not happen overnight, but with patience and perseverance growth occurred and is time to hire employees. With the time spent learning and perfecting one’s skill, you have mastered the ins and outs of operating your business effectively and efficiency up until this point.

Now it’s time to test your Human Resources (HR) skills, after all how difficult can training be, right? You tell yourself I’ll hire and show them ropes about my business and everything will fall together after that. This can be reality, but what steps have been set for employees to easily transition to this new role? And are you willing to let someone else lead and help build your business?

Just the thought of delegating tasks to someone else without direct supervision seems highly impossible, for the ambitious do-it-yourself entrepreneurs.  Is there a way to compromise without losing time and money, your employees, never less your entire business?  At some time during the beginning stages of developing your business plan, you might have brushed upon the topic of Managing Human Resources and created an employee policy for future references. Or if you haven’t already, there are lots of information on the internet to help you get started, including useful sites like SHRM, USDOL and your State’s DOL. However, we’re assuming at this point after hiring new employees, there’s a policy already in place. Are you pursuing ways to encourage and promote good employee behavior while discouraging the bad?

There are several ways to achieve this without being labeled as “Micromanaging”, but be mindful it’s easier said than done.

First, have you considered implementing a rewards performance program? Rewards programs provide an incentive (monetary or non-monetary) for accomplishing a set goal. This may help to build a relationship by expressing a “job well done” attitude in hopes to control employee behavior. Please focus on a KISS (Keep It Short & Simple) method to avoid confusion and frustration for all.

Second, establishing a “Step Up”  approach can help with internal controls while eliminating constant hovering over employees. Take for example a growing Clothing Company. After an initial contract has been finalized, four key positions can be filled that includes:
1) Clerk - gather and enter orders in database
2) Processor - fill and process orders to be shipped by deadline
3) Team Coordinator - perform quality controls and cross check processed orders against       exception report. 
4) Lead Supervisor - Review progress and allocate resources for smooth operations.

This allows for you distance yourself so that you're able to focus on growing and nourishing your relationships with current and future clients. In other words, you still set the initiatives, but monitor in the shadows allowing your staff to work in a semi self-directed environment. Who said flexibility was unreachable?

Lastly, consider the “Step Back” approach. After the initial training,  ask and encourage employees to contribute in creating and implementing new procedures. As time goes on, things change and people needs evolve and perhaps listening to your staff may lead to an advantage. Anyway, many products and services can be traced back to a suggestion by an employee, so it may be worth the time. If you haven't gotten to this stage yet, try establishing some ground rules, such as:

• Have a one on one or group discussion before all major procedural changes occur to keep you in the loop
• Provide a suggestion box or set-up an e-mail account 
• Consider monthly group meeting (15-20 minutes) to discuss ways to improve job processes. 

This can help foster relationships and improve development skills while growing the business.

There are many ways to reduce “micromanaging” your staff the list is endless. However understanding Human Resources can be as important as managing them, so consider how to keep your employee’s needs satisfied while encouraging good behavior through motivation.  After all your business started out as an idea, so can theirs as well.

Hope you enjoy this time savings tip from Biz-Pro LLC.

Simplify.Organize.Manage.Data | Back 2 School & Your Savings

2013 E-Newsletter, Managing Time; Back 2 School & Your Savings

Nothing is better than getting great deals around the holidays for your family, friends and of course your business, but getting the savings earlier in the year can be jaw dropping too. 

Back 2 School sales can help Business Owners stock up on office supplies for the budget conscious professionals. Stores such as Staples, and Office Depot etc. offer free or penny deals with a minimum purchase on top of current promotions/coupons to really stretch those dollars. And if you are getting ready to launch other projects or simply trying to find ways to save more, then this may help you do just that.

So when the summer approaches, here’s a few suggestions to rake in savings:

1.     Make a list of the items that frequently run low and re-evaluate your wish list.

2.     Cross reference your lists against the stores that carry items or similar matches you have selected.

3.     Sign up for the store newsletters, reward programs etc. and check for store and manufacturer coupons.

4.     Watch for sales and Happy Savings!

Hope you enjoyed this money savings tip from Biz-Pro LLC.

Simplify.Organize.Manage.Data | Oh No My Computer CRASHED!

2013 E-Newsletter, Managing Time; Oh NO, My Computer CRASHED!

 

It seems like every electronic gadget we touch such as, smart phones, MP3 players, cameras and tablets have some sort of computer capabilities to help boost our business. But it was not so long ago business activities were processed manually. With simply a few clicks we can practically create a website, attend conference meetings or track company sales in real time without leaving the office or your home for that matter. Just picture yourself as you start your day, sipping on a cup of coffee and then the unexpected happens. Your most trusted tool that houses your sacred information is beeping to an unfamiliar tune and after five reboots the blue screen won’t go away on your computer. Seconds turns into minutes, but you keep your composure and signed in to your backup server on your cell. Even though your computer’s hard drive may be gone for good, your data has been saved and it’s back to business as usual.

So are you prepared for the Oh NO moment, My Computer CRASHED!

There are lots of ways you can backup data externally, such as cloud server like Dropbox, Mozy and Google’s Drive just to name a few, that offers free or trial packages that suit your business.

 Furthermore, if you prefer a physical device consider an external hard drive. It’s easy to operate and affordable.

But in all in all, a back-up server or device can help you prepare for the unexpected while saving you time and money in the process. It’s best to predict the amount of gigs you’ll need based on your company’s activities and revisit this on an annual basis or as needed.

However, for those that are thinking about putting this off until later,  ask yourself does the cost of not having anything backed up is more important than the cost of having your business up and running? If not, then this e-newsletter is probably not for you.

This message was intended to inform Small Business owners on ways to provide inexpensive file back up alternatives, to avoid Oh No moment. 

Hope you enjoyed this time and money savings tip from Biz-Pro LLC.

Simplify.Organize.Manage.Data | E-Receipts and E-bills Saves Time

2013 E-Newsletter, Managing Time; E-Receipts and E-bills Saves Time

Nowadays many stores like Office Depot, Sears, Kmart etc. offer e-receipts. Talk about convenience, this option helps save our natural resources while reducing storage space.

Not to mention, e-receipts can be accessible 24/7 with an internet connection. But that's not all, this option allows you to store and retrieve receipts from reports you've created with features such as hyperlink. For example, you can hyperlink e-receipts to your electronic business calendar or reports that help you track spending right at your fingertips.    

Second, over the years many businesses started offering e-bill options. With advancement in technology, Small Businesses now can have the ability to do more with less. In addition, the U.S. Government (Federal, State and Local) have updated their websites that allow business owners to file and pay taxes as well as update company information online from the convenience of their office computer. Best of all set-up takes a few minutes and the service is free.

So ...

1. If you are enjoy working online 
2. If you are looking for alternate convenient ways to track and pay business expenses 

Then perhaps signing up for e-receipts and e-bills may be worth trying out. However, these extra services are not a requirement, it's a choice. So you decide if this may or may not work for you and your business.

Hope you enjoyed this savings tip from Biz-Pro LLC!

Simplify.Organize.Manage.Data | Mailing Distribution List

2013 E-Newsletter, Managing Time; Mailing Distribution List

Have an e-mail account? Who doesn't! With endless e-mail servers for our business, personal, academic and social lives, it can be difficult to manage it all. One of my daily favorite tools, I just can't seem to do without, is my Mailing Distribution Lists. With the countless of documents to generate and share throughout the day creating distribution lists have become one of my must-haves.

This powerful yet simple tool can keep any Business Professional in control of who receives vital information. It also reduces the time spent scanning through contact lists, rolodex, or an agenda in hopes of sending all respective parties relevant information within the specified time period. Maybe sending reports one minute pass the deadline may not generate a lot of buzz, but why put your reputation as well as the company's on the line? Let's face it creating a Mailing Distribution List won't create viable documents per se, that part is up to you! On the other hand, it won't hurt to allocate the time saved towards other things such as,  tackling special projects to say the least.

If you have never set up a distribution list or don't know where to start, here's a quick guide to follow. (Please note, most e-mail accounts have similar features).

For Google users, log in to your e-mail account, click on the "Contact" tab then select "new contact".  Afterwards, select "new group" (a pop-up window will display).  Simply name your group and start adding contacts. It's that easy! Be sure to define group names with its purpose. For example, my contact group "Blog List" is made up of my "current" blog contacts. Also don't forget to revise your list accordingly.

Hope you enjoyed this time savings tip from Biz-Pro LLC! 

Simplify.Organize.Manage.Data |Track Events-Create a Business Calendar

2013 E-Newsletter, Managing Time; Track Events-Create a Business Calendar

One useful tool any Small Business Owner, Entrepreneur or Professional should consider is a Business task calendar. With the explosion of phone apps and enhanced features on internet search engines you can easily keep track of all your important activities around the office and beyond.

For those that like to organize events while online and on the go, Google Calendar provides many features that let you add events to meet with potential clients, attend social workshops while sharing activities with staff members in just a few clicks. Google Calendar is also equipped to sync with your personal calendar making it easy to see it all at a glance, when and where ever needed. If you would like to install the desktop version that’s also available too and the price is quite ideal, free! In addition, other sites like Jibidee and Zoho offer free online calendars with extended features to keep your activities and docs organize.

Another option that I personally use to tackle administrative tasks is the Microsoft Office calendar. Most of the features require manual entry that allows you to customize your calendar and like other Microsoft applications, the sky is the limit of available built-in features that can keep you and your staff on top of things.

All in all, having a Business Calendar whether using online, mobile or business software can be a remarkable tool that can save you and your company valuable time and money.

Create your Business Calendar today, a savings tip from Biz-Pro LLC!

Simplify.Organize.Manage.Data | How to re-format Company's forms to sync with business software

2013 E-Newsletter, Managing Time; How to re-formant Company's forms to sync with business software

Reduce the time spent on administrative tasks by re-formatting your forms to sync with your business software template.

Do you spend three or more seconds scanning through a document searching for the data to input in your system? Those seconds can add up to minutes and even countless hours of your time each day. Streamlining your spreadsheets and docs can help you manage time and data more effectively.

If you are new to creating reports, have no fear! There many sites including Microsoft.com that provides free online business templates. Also Adobe Reader has improved its basic function that allows you to revise PDF files for free. In the illustration below a Microsoft Office template was used, however you can use another business software. Matter of fact, I started out using HP built-in computer spreadsheets back in the early 90's and still manage to create custom reports, so having a fancy software is not the only option.

For instructional purposes this was designed in a basic format, but as you become more experience you can customize without using any template. However, designing a layout and testing for errors are crucial. And always remember to store notes about your design for future revision.

Now let's get started!

Step 1. Review your payroll report (Make notes of the layout and changes you want to make).

Step 2. Download original Microsoft weekly time sheet template.

Step 3. Copy, cut & paste relevant content and reconfigure formulas as needed.

Step 4. Save changes and test new design (Dress up new template by revising fonts and adding color).

Step 5. Start using your new spreadsheet.

A few points to consider...When I downloaded the Microsoft Weekly time sheet template I did the following:

1. I noted my design changes by re-examining the Payroll Report. (You can grab a notepad, print or save this template to the desktop, but the point is- to create an outline to make changes. And it won't hurt to have a spare/copy template just in case you're unable to undo an error). 
2. I also noted where the formulas were and if changes were needed prior to moving or deleting them .... 
3. When I was finished with the outline only then I applied changes to the spreadsheet.
4. I tested and re-tested for errors or layout problems. 
5. Once that was taken care of, I re-adjusted page breaks, fonts, print area and customized-add color, logos or charts.. you name it.. to get the look I wanted.
6.  Finally, after saving it once more (seems like a million times) I printed the spreadsheet, which I did sparingly to minimize waste, in order to test print friendliness
7. I made additional changes, if needed and Viola...done! 

Remember, practice practice practice makes perfect!

Hope you enjoyed this savings tip from Biz-Pro LLC!

Simplify.Organize.Manage.Data |The Balancing Act

Introduction to 2013 E-Newsletter, Managing Time; The Balancing act

For many, managing time relates to balancing your personal and professional life effectively. However, planning for the unexpected doesn't constitute that you won't face any challenges. In fact, everyday we're faced obstacles such as, finding alternative routes to avoid morning traffic, figuring out what's appropriate to wear to a social outing or just determining how to remain focused on getting results even though nothing seems to be going right. As simple as it seems, managing time well involves being a risk taker, a strategic decision maker and perhaps at time an over-achiever. Every day, every hour, every minute you'll have to decide what is in need of your attention while putting off other tasks for another time. And you'll be reminded sooner or later if you have made the right the decision, which by the way depends on the outcome you were trying to achieve.

Managing time is what I do everyday, as a (Business Administrative Consultant) BAC professional, reviewing different ways to ease and simplify administrative tasks can be a challenge, but it can also be rewarding to turn an idea into a workable solution. What can I say it's a balancing act.

Like most Small Business owners,  I know how complicated and time consuming managing all of the day-to-day activities in operating a business can be. Perhaps even more difficult after your company has grown, is facing the decision to delegate part of your key duties to someone else. However, whether you're an Entrepreneur or Small Business Professional performing administrative functions help keep your business running efficiently. Now that your business is growing, you may fear losing control of managing it or have been able to perform all essential tasks as needed. This may have kept you from considering hiring experienced personnel or perhaps none of this applies. However, I must still ask the question, where do you stand on organizing and managing your company's time and data?

The (Business Professional )Biz-Pro helping firms reduce the time spent sorting, organizing and managing data-not to mention getting rid of file cabinet clutter. Data management and you!