A clean and well-sorted Inbox can save you valuable time and is less overwhelming and stressful. Email guru Debbie Mayo-Smith compares the Inbox to a filing cabinet; folders placed haphazardly in the cabinet defeat the purpose. Utilize the organizational structure provided by your email service and start by sorting your emails into Folders and reduce the pile-up.

Set up a time, preferably twice a day, dedicated to email sorting and organization. Take this time to focus solely on filtering your emails into Folders and assigning them levels of urgency. Utilise this opportunity to reply to your most time-sensitive emails.

Allow this time to go uninterrupted. Even consider turning off the New Email notification (if you use one) to limit distraction.

Continue to scan emails throughout the day so as not to miss last minute or urgent messages but resist the temptation to deal with routine emails on the fly.

“Employ the use of auto-replies to do some of the response work for you.”

One organizer suggested using the “Four D’s” when processing emails. Start at the top and assess each message according to the following:

1. Delete it

2. Do it

3. Delegate it

4. Defer it

This will give you a much needed start on what can seem to be an otherwise overwhelming task.

They suggest that sometimes as much as 50% of daily emails can be deleted, 30% delegated or completed in minutes and 20% deferred to be completed later.

Utilize your email system to its fullest abilities. Take a few hours out of your day to explore your carriers’ options and really get to know its capabilities. Most email systems offer add-in programs designed to simplify and manage email organization.

Filtering emails is one of the easiest ways to promote and maintain sorting and upkeep. Filter however it works best for your needs; based on contacts, categories or subject lines and as messages come in they can be automatically relegated to their designated filter Folder.

Emptying your Trash Folder daily, creating To-Do and Follow-Up Folders and archiving important messages can save you mountains of time.

With a small amount of time each day you can take back control of your Inbox and improve your response time, reduce your stress levels and keep up with due dates and important notifications.

We often talk about the importance of focusing your profit improvement strategies into some key areas. They are to increase:

a) The number of desirable clients

b) The number of times each client makes a purchase, and

c) The average amount they spend on each purchase.

These are the major areas that can be managed by measuring their impact on overall profits and the good news is they can be measured with relative ease.

Identify your Critical Success Factors (CSF’s) by asking three questions:

1) What are your most profitable products/clients and what makes them so profitable?

2) What resources are required to support your firm?

3) What are the things that keep your clients coming back, recommending you and paying a good price for your product or service?

Once these questions are answered you should then plan on how you can monitor the effectiveness.

“Recognize your Key Performance Indicators (KPI’s) and place more or less emphasis on each area depending on the trend.”

At the end of the day a profit improvement plan is only effective if your return on investment (ROI), your net profit margin and your bank balance are improved simultaneously. Constant review and management of your CSF’s is the key to sustainable profit and ROI over the long term.

And that’s exactly what our Financial Performance Reviews and Business Health Checks are designed to help you with.

GRATITUDE GOES A LONG WAY!

While evaluating the close of one year and making plans for the upcoming year ahead, it is a valuable tip to remember the worth of a reward. Simple tokens of your appreciation towards clients, staff and team members can pave the way to smoother transactions throughout the year.

The question that often comes to the mind of the business owner centers on what has really been accomplished over the year.

We often say that a business is nothing more than a vehicle to get us to our destination and that destination is a personal one.

Chances are that when you first set yourself up in business you did it with a personal goal in mind. That goal may have been about spending more time with the family or having a higher level of disposable income or even more independence.

Too often we lose sight of these important goals as we get distracted by the things going on in our business. If we allow it to happen, the business will take control of our lives. And that’s not the way it was ever meant to be.

To make 2012 your most successful year yet it is important for you to understand what it is that you would like to accomplish in your personal life.

“It’s important to give your business the best chance of helping you to realize the goals.”

And the best way to do that is by way of setting specific actions and strategies and ensuring that you implement them.

You can be sure of being on track by setting up waypoints, milestones or deadlines which can guide you toward these goals. As you pass each particular milestone it is so important to celebrate them. That gives the opportunity to take a breath, refocus and continue on that journey.

It is often a good idea to be accountable to a third party when you are serious about achieving a goal.

The Weight Watchers franchise excels as a result of this. The success is a result of clients making an open declaration of a goal and being accountable to a third party by regularly stepping on the scales in an environment that is more than just the individual.

This means there is less chance of making feeble excuses and provides a better chance that the action steps to achieve that weight loss are implemented.

But if you are serious about achieving the changes in your firm that are truly going to make a difference in your personal life then you should involve us in that process. We have tools and resources designed to help set specific goals for your business, monitor your progress and give you the best chance of implementing them over 2012.

Dr. Rutherford (CEO)and Dr. Freed (Medical Director) of Wenatchee Valley Medical Center will share their strategies that are being put in place for future growth and development.

Click Here to Register

So what are the different ways of staying wireless? Firstly, there is WiFi (the acronym does not in fact stand for anything), wireless networks that will connect your device to the internet.

“Wireless gives you the ability to be connected to the internet without actual wires running from your device into a wall socket.”

If your device has a WiFi card inserted (most come pre- installed when purchasing) then your device will be able to connect anywhere with a WiFi connection. It usually means you must sign on to the network, sometimes with a password. This is usually what you find in public areas like airports or restaurants.

A Bluetooth connection links devices wirelessly with personal networks using short wave signals. Things like remote controls, garage door openers and wireless keyboards use this type of technology. With a Bluetooth connection you can wirelessly connect with other devices and share information easily.

3G/4G connections are what keep your Smartphone constantly hooked up to the Internet. The ‘G’ stands for generation, so the higher the number, the faster and more advanced the technology, meaning the faster you can connect and download or upload information. Phones like the Blackberry and iPhone come connected to a 3G/4G network that allows your phone to be hooked into a wireless connection at any time.

Other wireless options include a plug-in USB stick, which offers a sort of dial up connection to a network that is available wherever the signal carries. These sticks plug into your device and create a connection that you can sign in and out of and is secure to your device.

Hot Spots are public areas in which an internet connection is available but in order to tap in you have to pay for a password and username. These are not usually worth the price and are last resort options considering all the other convenient possibilities on offer.

TAKE A TECHNOLOGY BREAK.

Studies show that ‘turning off’ for at least a small part of your day can help you relax and return focus during hectic work hours. Select a time every day where you will power down all of your devices. Combine the time with your coffee break and maximize your rest period, returning to your day revitalized and refreshed.

For small firms the crisis meant an end to cheap loans from banks, creating another crisis on its own. Small businesses rarely have a monetary buffer large enough to cushion against the inevitable hiccoughs that choke cash flow, most often a slow paying client for a large job. So how can small firms get their hands on money without resorting to loan sharks?

The most tempting and easiest source of debt is to use credit cards. Banks and financial institutions are often criticized for luring customers to cheap credit cards with promises such as forgoing interest for a six or 12 month period.

The obvious problem is that credit card interest rates can be exorbitant, over 20 percent in some cases. A firm can sink under the weight of spiraling interest payments so a credit card is a last resort.

One alternative is to turn to individual investors. Peer to peer lending has bloomed with several websites introducing lenders to borrowers without a bank as intermediary. Sites such as Prosper.com and Lending Club are a source of unsecured and secured loans.

Prosper.com considers itself to be “the eBay of loans”; potential borrowers write a request for a loan of up to US$25,000 and specify what it will be used for and the maximum interest rate they are willing to pay. Lenders can choose to fulfill the entire loan amount or part of it, and need only reveal their screen name. Loans are repaid over one, three or five years and there are no repayment penalties if you would like to pay it off earlier.

Friends and family are another source of funds. If you are concerned about souring important relationships, consider a site like Virgin Money. This website does not provide loans, only a mechanism and guidance for borrowers who have already found lenders.

Virgin Money deducts money automatically from the borrower’s account on agreed dates, and can arrange payment terms that would be difficult to negotiate with a bank. These include a delayed start to payments or seasonal repayments that match your income.

There are more conventional sources, too. The most common business loan is an overdraft which is a limit set by the bank on the amount of money a customer can draw from a checking account after his or her own funds have been exhausted.

“Sometimes an unexpected cost – or an opportunity – breaks ground and you must scramble to find the money.”

Like a credit card, an overdraft is tempting because it is a revolving loan (money paid back can be borrowed again) that can be conveniently accessed without setting up another financial arrangement. Interest is charged on the amount owed to the bank.

Overdrafts have their own shortcomings. The bank can call them in at any time with no warning, and extra conditions can stipulate that a percentage of the money must remain in the account.

Start with who – think about the team member and what you know about them. Be sure to empathize with their personality: this helps you to feel secure, as well as putting your team member at ease and making them feel less like a disposable entity.

“Remain in control of the conversation at all times.”

What is important in determining the questions that will inevitably arise. What is your team member going to say and feel? What tone will you speak in? There are many whats that can be addressed – the more you consider before the meeting, the lower the chance you will be thrown off guard.

When you choose to carry out the termination is also very important. Morning, afternoon or evening and day of the week can affect the situation. The end of the day may seem the best choice, however, sometimes a team member can feel resentful that you knew what was coming the whole day and allowed them to carry on with their work regardless. Consider each situation independently.

Selecting the where is also a key factor. Choosing a conference room may feel less threatening than asking the team member into your office, but may mean that the team member has to walk through common areas afterwards. You may want to offer them the chance to return at a more discreet time to retrieve their personal belongings.

Why is crucial. Have clear, solid and succinct reasons for the termination ready at hand. Be attentive and listen actively to responses, however, remain in control of the conversation at all times. Be empathetic but not sympathetic, and do not offer apologies, false hope or future promises. The termination should not be up for debate. Allow time for responses, but do not hand the team member the conversational lead.

Always take time after the meeting to reflect and record the events – this information can help you better prepare for the future and you never know when it may be called upon in the unfortunate instance of a potential lawsuit. There can be major pitfalls to incorrectly dismissing a staff member. Often it can be a legal minefield if strict procedures aren’t followed. Please seek appropriate advice at the time you decide that action needs to be taken.

If you are yet to implement a personnel development system in your organization, this might be the right time to contact us for assistance. We have a number of resources specifically designed for SMEs and would be delighted to help you with implementing systemized recruitment, induction and appraisal procedures that can result in better productivity for your firm.

An image overhaul is the first step, including a newly revamped marketing plan. Consider what has worked and not worked in the recent past and also consider future plans for the firm. Here are some more tips:

• Make deadlines and timetables for making sales: treat the sale like any other task in your ‘to do’ list with step-by-step plans to completion. Mark tasks, starting with initial sales calls, and map out step-by-step follow up-plans, ending with closing the deal.

• Don’t discount the little things or the more classic and traditional methods – not everything has to be new fangled and fancy. A solid and information-rich, easy to use website; or brochures and flyers still have credibility. Employing both the classics and the trends can broaden your target audience and generate the maximum amount of business.

• Include more client-friendly information such as testimonials, guarantees, feedback, referrals and surveys that offer real life ‘proof’ to your advertising campaign. Plus you can align yourself with recognizable groups that stand for solid and sound business to classify your firm as trustworthy and secure.

“ Treat the sale like any other task in your ‘to do’ list.”

• Never let your own belief in your product falter – stay enthusiastic and find ways to truly believe in what you are offering. Upgrade and maintain your service levels so that you always feel that what you are offering is honestly the best product for the job. Potential clients can see right through an insincere sale and will look immediately to the competition.

• Look into offering specialty services, or find a hole in the market that might need to be filled. Engage your team members with these challenges by offering incentives or recognition for instigating new strategies or generating new business.

• Don’t discount the continuous exposure that advertising can provide. Try something new and venture into a niche previously ignored. Be creative and think outside of the box on how your service or product can benefit non-traditional markets and venture into them with zeal.

Successful marketing comes from a clear understanding of your unique core differentiator – that’s what differentiates you from your competitors. If you aren’t sure about the compelling reason why your prospective clients should be contacting you then it might be a great time to contact us. We have resources designed to help you with this critical phase in a cost-effective way.

Training can mean seminars, lectures and workshops, manuals, memos and meetings. There are many ways to interact with your different divisions and to get them motivated as well. Take advantage of the many organizations out there that run training programs in diverse and interactive ways. If you want your team members to participate and actually benefit from training, it’s vital to keep it interesting or their attention will be less than focused.

“Time in can become money out.”

With well-trained team members you will find that your client satisfaction increases, which in turn generates more lasting relationships. You will also witness a motivated and driven team. When team members feel empowered or inspired by their work, they feel invested in their work responsibilities, and therefore take more interest.

The problem most firm owners find with training team members is the inability to tangibly weigh the benefits against the costs. What are the economic frameworks to judge the profits generated based on the training? You certainly aren’t evaluating conventional returns – training is an intangible resource.

One way of viewing intangible benefits such as training is team member happiness, or job satisfaction. Lack of training leads to lackluster performance, often because team members feel inadequately prepared to take on more difficult and rewarding tasks. With the right equipment (in this case, knowledge or information), the team is more confident and more likely to accept challenges, which in turn boosts productivity.

By viewing training programs as conventional commodities, you will never see the economic benefits. Look to the ways in which training is a catalyst to other less tangible assets. A solely monetary view is no longer a comprehensive one. And remember that as your advisor, we have the tools to help you measure critical areas of your team members’ satisfaction and help you build a winning team.

REACH OUTSIDE THE BOX

It’s easier than you think to reach outside of the so-called box and generate new clients. Don’t be afraid to ask your loyal clients to refer your services to their own contacts. Often classic word of mouth tactics can open up an entirely new world of business.

In 2004, at its worldwide partner conference, Microsoft pitched security as a competitive advantage. Now seven years later, how has information technology security affected firms and has it indeed proved to be a competitive advantage?

With the rising power and influence of the Chief Information Officer, it seems Cressen’s observations and Microsoft’s pitch was right on target. Information is just as valuable as the money managed by the Chief Financial Officer, and protecting that information is a competitive advantage.

Protecting your IT assets should be your number one priority in business, and information and technology are part of these recognized assets. To be a savvy competitor in your market, your firm should be as protective of its innovations and ideas as it is of its financials.

Ways to ensure security can be simple, including virus protection software and email safety (i.e. deleting archived messages and attachments), setting up firewalls and keeping software systems up-to-date.

“Protecting your IT assets should be your number one priority in business.”

Secure your networks using full encryption when connecting remotely and lock down wireless networks. Other tips include backing up securely and frequently, protecting your office premises and taking extra steps to ensure the safety or your laptop and other mobile devices.

When it comes down to it, digital security keeps information from leaking into the hands of the competition. It may be a costly initiative, and one that requires consistent attention and upgrading. However, the payoff is a simple and concrete benefit: IT security can protect your intellectual property from willing adversaries, disgruntled team members and cutthroat competitors.

The competitive advantages of IT security are not easily measurable – and nor is the risk that your firm may face. In order to take stock of the risks and reap the rewards, avoid using terms such as “monetary” and “measurable” and focus on competitive advantage, long-term survival and compliance.