I hung up on Efficiency Coach...

...obviously not on purpose! Honest Coachie!  We were having one of our brilliant Skype video calls.  I was flitting between the video call and an IM with an associate who was answering a technical query for us, and whoops, instead of returning to the conversation I killed it!

This brings me to the subject of this week’s blog. Skype. What a fantastic product for business.  I am a true convert.  If I had to ever decide between Skype and Twitter I honestly don’t know which I would choose.

So what is Skype? Well in a way you could ask what do you want it to be? It has so many uses.

You can IM – this is like an Instant Message, the sort you would get on Messenger etc. but you can also create groups for group conversations. Some of you may have heard of the VA Support Group.  It’s a group of VA’s who are working together to help and support each other. We have a group conversation permanently on the go on Skype so we can drop in and out and ask each other questions, share work when needed, bounce ideas off each other, or just be allowed to rant about whatever has wound us up just now.  I suppose you could compare it to the office coffee machine in a way.

Why would you IM rather than call or email.

Well if you have an email conversation with someone other emails will arrive in your inbox, your replies go to sent items so you don’t really see the full thread of the conversation.  The beauty of Skype is that you can start a conversation, go off and do something else and the other person can reply in your absence. If you are both online at the same time you can have a live text conversation.

Did you know that your laptop, if it is pretty recent, probably has a microphone and speakers built into it.  I don’t bother with headphones and speakers for Skype calls if I am in my office at home as I don’t need them.  I can have a call using the built in kit and it is perfectly clear both ways.

Video calling is still something I am getting to grips with, purely from a comfort perspective, if you look at photo albums in our house I am always the one behind the camera not in front of it.  It can seem a little daunting at first but trust me, it really is a wonderful invention.  When Efficiency Coach and I are on our video calls it’s great to be able to see the expressions, the gestures etc, they make it so much more personal.  Saying that I hardly ever switch the main light on so poor Efficiency Coach probably only gets to see a shadow (trust me that is by far the best view of me!), and all my hand gestures appear to be below the eye level of the camera!  I do seem to try and explain things with my hands for some reason.  It is worth spending a few moments just setting up your webcam properly, you can see on Skype what the other person can see in a small box at the bottom of the screen so it is easy to adjust.

Skype also has a fantastic share feature.  In the VA support group we use this for sharing pdf’s, pictures etc all the time.  However, I was recently introduced to the share screen function, something I was able to then share with Efficiency Coach (nice to know she doesn’t know everything!).

The person who is going to share their screen needs to initiate the call. They then click on share screen and the other party to the call can see what you can see in front of you. They can’t control your machine but they can see your mouse moving and the changes you make on your screen.  My database developer has been using this to show me how my database works. I also think this would be ideal for designers etc. Why travel 200 miles to sit in an office with a Client and a laptop when you can share your screen on Skype and make instant changes dependent on their feedback.  It works for any type of design, in terms of print, why email proof after proof when perhaps a five or ten minute screen share would allow the Client to comment on what you’ve done, and allow you to make a couple of tweaks to get where they want to be. Then send the proof for sign off.

It works the other way as well. Get your Client to share their screen with you and talk them through how they access a particular service or software.  Most people learn more quickly by doing it themselves than watching someone else do it.

Skype isn’t just for business. Use it to connect with friends and family who have moved away.  We have used it for video calls to family down south and friends in Cyprus. It’s great when you have small children as relatives can see them growing and interact with them in a way you can’t on a phone call.

So what does this amazing piece of time saving software cost you? Nothing. The download is free, and as long as you are calling Skype to Skype there are no charges. So go on, give it a go today, and if you need to chat with me on Skype my user name is hstothard

I won the Efficiency Coach!

It's not a traditional follow friday blog this week as its all dedicated to one person!

You may have heard that I recently won a fantastic prize for my business which includes coaching and support and services from several renowned experts in their field.

Well since I entered the competition I have been joking with Heather, the Efficiency Coach that I wanted to win her. I am not sure she was as thrilled at the thought of being “won” as I was with the idea of “winning” her, however, many a happy tweet has been had on Twitter over the subject.

I received the email announcing I was the grand prize winner and tweeted poor Heather straight away. We arranged a Skype video chat the following afternoon.

I confess to being rather disappointed that she wasn’t bedecked in red ribbons and gift wrap as any real prize should be, but then again, I had hardly made an effort for her either! She did comment that my office seemed rather dark on this occasion, (I was working by the light of my table lamp) and of course I replied that bright light would only show up all my lines and creases and the bags under my eyes! I think she was a tad disappointed that I hadn’t run round finding my lipstick, hairbrush and heels this time in honour of our video chat, but hey, it was our second chat and like a second date, it didn’t require the effort that had gone into the first one! (Only joking – rest assured I will make more effort for our future Skype calls!).

I had already had a “taster” session with Heather last month, knowing how much I wanted to win her she kindly got in touch and gave me some of her time to see if it would be of benefit to me. We had a brief chat about the subject in question before having a much broader chat about how we could work together on an upcoming project (more on that in a moment), and it is amazing how much difference just that brief chat has had on my business.

Was it a painful experience being coached? Not at all! Heather asked me some simple questions which made me focus my attention, it actually felt more like I had come up with the answers myself, but I think that is the sign of a good coach. She knew which questions to ask.

I came away from that meeting feeling much better about the subject in question and got straight on with making the changes we had discussed. The effect was unbelievable.

I believe that between that video chat with Heather and some subsequent tweets with each other on Twitter I can say I have seen a massive improvement in my business. I am pretty sure that most of those improvements would never have happened without her influence, so huge thanks go to her. Just think what our future coaching sessions will lead to!

Anyway, back to that other project we discussed in our video call. Heather is holding a teleseminar at 8.00pm on Wednesday 25th November, and she is going to interview little old me! The subject of this seminar is how start up businesses can save money on their IT and marketing costs in their first year, though I suspect that it will also be of value to other small businesses as well.

More information can be found on Heather’s website

Have a little confidence!

I have won an amazing prize for my business. It’s worth over £5,000.00. Some of the best people you could work with are going to be working with me over the coming months in terms of business coaching, business planning, sales training, and branding, social media and VAT training.

And whilst I am incredibly excited and proud I am also a tad pensive.  They are going to ask me lots of questions that I am not sure I have the answers for.  Where do you want your business to go, what do you want to achieve.  It’s a bit like being introduced on a training course and having to introduce yourself, or those training courses where you have to analyse yourself.

Confidence is wonderful, but often it’s a mask we use. Are we really as confident as we portray. When it comes down to it, wouldn’t we rather curl up and hide in a corner than analyse ourselves or our business.

This type of training, coaching and support won’t guarantee my business will be a success, but it will help support it and give it that extra chance. 

Like most people I am pretty proud of my brand identity, a lot of thought went into it. I did the best I could on a limited budget and I personally like my logo and my website.  How will I react to someone coming along and commenting on them? Or the content of my website, I sweated blood writing that content!  Do I want someone to come along and possibly change it all?  Criticism is hard to take, but there are different types of criticism, there is the jealous type, where someone is jealous of what you have achieved and just puts you down to make themselves feel better, but then there is the constructive criticism.  This is where someone who knows what they are talking about comes along and offers their unbiased feedback.  They make suggestions or comments that will help your business move forward.  Even though you know that what they are saying is right, it can sometimes still be hard to listen to.

The way for any business to grow is to seek out these coaching opportunities, to embrace new ideas. Don’t lose who you are as part of that process, quite often, especially with sole traders, who you are is key to what your business is, but be open to change and new ideas.

I had a trial session with The Efficiency Coach last month and it was amazing how a simple conversation suddenly made one small problem I was having disappear. 

I guess this prize is really making me feel like I will be a business now, rather than just working at something I enjoy, there is a huge difference.

So huge thanks to Romany Thresher(Direct Assist Online), Richard White (The Accidental Salesman), Heather Townsend (The Efficiency Coach) , Mariéme Jamme, Ces Loftus (Creatively Minded Design), Robert Killington (VATark), and  Robert Zarywacz ( Zarywacz) for providing these fabulous prizes.

Now whilst I am on a winning streak anyone know where I can win that netbook I am after...

Ineffective use of your bookkeeper!

As a part qualified bookkeeper and owner of my own business I see many different variations on how people think they should keep their accounts.

There are those who keep immaculate records and, like the old joke, there are still those that put everything in a carrier bag and hope you have psychic abilities!

It's no laughing matter though, if you aren't on top of your books how can you possibly understand how your business is performing.

I therefore thought I would share with you just some of my observations from the last few months:

• keep your personal and business transactions separate -you may feel you don't have enough transactions to bother, but is scrutinising receipts for personal transactions really an effective use of your bookkeepers time, particularly if they are paid by the hour

• keep your paperwork in a reasonable order, again time spent sorting it out into date order or transaction type is not an effective use of time, and unscrewing receipts and sorting invoices from a pile dumped in a bag will not endear you to your bookkeeper

• do you know what you owe and what is owed to you?

• do you review your outgoings to make sure you are still getting value for money

• do you do a cashflow forecast so you know what is coming up and how change will affect your business

• if your bank charges you by transaction type look at how you pay people, is that cheque really easier than banking online, as it could cost you a lot more, switch to paying by bacs and it could save you money

• send your invoices out in a timely manner, if you don't issue them you can't chase them for payment, consider issuing them by email to speed up the process

• if you want to get money in your account more quickly make sure your bank details are easily available, again I often have to phone for this information in order to pay people

• make sure you chase your debtors regularly and enforce your credit terms, make sure your credit terms are made clear at the start of the contract

• if you are not sure what information you should show on an invoice check out the business link website, it is surprising how many people fail to show the necessary information

• if you are issuing an invoice under CIS remember to deduct the tax not add it back on!

• when you get receipts for goods or services if it isn't clear what it is for then write it on the receipt, you may not remember by the time you come to do your books

• if you do write cheques remember to fill out the cheque stub! Don't just write who to, write what for as well

• if you are not sure whether an expense is allowable ask your Accountant or phone the HMRC helpline

• do you hold management reviews with your Accountant? Do you discuss where you want your business to go and how you can get there

• even if you have an Accountant or Bookkeeper you should understand the processes, at the end of the day you are the person liable in a tax investigation

• check your bank and credit card statements when they arrive, mistakes do happen

• keep an eye on payment due dates and ensure payment arrives in sufficient time as penalties or charges may become due

• check out the free training courses available from both Business Link and HMRC

And most important of all remember that your Accountant or Bookkeeper doesn't have a crystal ball!!


- Posted using BlogPress from my iPhone

My Twitter follow friday recommendations for Friday 30th October 2009

So who has educated me, helped me, entertained me or just made me smile this week then?

Well this week I would like to start with @kipfxdesign who has redesigned my Twitter background for me, and I love it. He has done several backgrounds just this week, and I believe some were for celebrities, so get in there and get yours ordered now, before he gets too famous!!

Next up, a repeat from a few weeks ago, @Elizabethwells, she is raising money for Breast Cancer Awareness this week, her raffle ends tomorrow so grab a ticket while you can from her facebook page . If you ever get to the Shambles in York do have a look at her beautiful lingerie shop, she also has an online service if any of you were looking for that something special for a loved one for Christmas.

Well, I guess you probably missed it because he hasn’t exactly shouted about it in every tweet he does (much) but @BradBurton launched his new book yesterday. I haven’t quite decided to buy it but think I probably will as his articles in Real Business always make great reading, and just look at the 4Networking set up, he obviously knows what he is talking about.

@ToniHunter has been a source of useful advice this week, and has made some very good suggestions for some natural health products which should help me through a mini bad spell, I know @efficiencycoach has recommended @ToniHunter for this before, so there you go, a double recommendation now.

@neilryder has some really great advice on his tweets, and together with @efficiencycoach they have formed a new networking group, Executive Village, more information can be found here on Heather's blog

@efficiencycoach is a very busy lady who has still found time to tweet me from her holidays and always asks how I am doing. She is interviewing me for her upcoming teleseminar details of which can be found here which is all about finding resources to save you money on your IT and Marketing costs in year 1 of your business.

@LawyerCoach has really made me laugh this week, some of her tweets about lawyers are just so funny, and definitely worth a mention.

@markbnorwich is a fairly new follow of mine but he has sent me some really good information, and always interacts, as well as having some really interesting tweets.

@SJABradley is a VA who has just launched her new business Help Ahoy and who has been of great assistance to me since we were introduced on Twitter. She often casts a critical eye over my Tuesday blogs for me, and has a great way with words and keeps me down to earth as well.

That said a shout out should go to the whole of the #VASG (VA Support Group), there are so many members I would probably miss someone out if I tried to list them, but if you are a VA do please get in touch with @DeeVAS or @emilyrobe and I am sure they will be happy to speak to you about the group. I think that the VA industry is one of the most supportive industries I have ever come across, VA’s have been in the media a lot this week, and by working together as we do it can only mean we can offer an even stronger service to our Clients. (That said I would like to point out that the majority of us don’t work in our pyjamas all day and that we are our own bosses! Whilst the media coverage is good it has got it a little wrong this week!)

Have a great week everyone!

To Tweet or not to Tweet...

... That is the question.  Should you jump on board the worldwide phenomenon that is Twitter? What can it do for you? Perhaps, like me a few months ago, you just don’t ‘get’ Twitter.

So what is special about this 140 character medium? I confess when I first considered it when my business started earlier this year I wasn’t convinced. 140 characters was no good to me, if I wanted to see what my friends were doing I could go on Facebook. But, biting the bullet, I signed up and started reading articles and advice about Twitter.

Twitter is amazing, I am a true convert, in fact, I confess to being slightly addicted to it. I now have a circle of friends and networking contacts on Twitter who make me laugh, inspire me, educate me, entertain me and assist me in growing my business. To me that is the essence of Twitter.

Some people have one account for their business and another for their personal comments. It’s a personal choice. I have one account which I use for both. One thing to be aware of is that whatever you Tweet can be read by a worldwide audience, including your clients, so if you wouldn’t say it to their face don’t say it on Twitter.

To me, the importance of Twitter followers is not the number of followers you have, but rather the quality of your following. What’s the point of having thousands of followers if you don’t have time to interact with them? Some people seem to think that a high number of followers represents some kind of status symbol; it doesn’t work that way for me.

There are lots of training opportunities available to  help with your Twitter experience. I chose to subscribe to Tweetmentor, a 100 day course via email run by @NikkiPilkington. In a couple of paragraphs a day she opened my eyes to Twitter and how I can make it work for me.

I digress, this was supposed to be about why you should give Twitter a try. Since using Twitter:

·         I’ve found new suppliers

·         met potential new Clients

·         gained so much from the blogs and articles freely shared by the people I follow

·         helped fellow Tweeters with their requirements

·         realised there are people in my own village and town that I hadn’t known were there before

·         received coaching from @EfficiencyCoach, and have even been invited to be part of a teleseminar she is running for start up businesses.

I know of several success stories where new business can directly be attributed to Twitter. With the help of Twitter, I am moving my business to the next level.

Have a look if you aren’t already using it and see where it can take you.

Outsource, I don’t outsource... but are you really sure?

Lots of small business owners seem shocked that anyone would suggest they outsource any of their work. I don’t outsource, I don’t need to outsource etc are just some of the responses (the polite ones anyway!).

But were you to look at your every day circumstances I am sure you would be surprised to know that you do outsource already.

Let’s look at what I perceive outsourcing to be: a system where you pass on to someone else work, projects or tasks that you are unskilled for, doing tasks that don’t move your company forward or bring in more money.

Have you ever ordered your grocery shopping online? Given someone else your ironing to do? Gone to the dentist for a filling? Gone to the hairdresser? Used a cleaner? These are all examples of outsourcing. I practice what I preach; I do my weekly shop online. It saves me an awful lot of time and it saves me money, no more temptations from those ends of aisle offers. I also use an ironing lady, she does a better job than I would, in less time than I would, and I make more money using my time elsewhere than the cost of the ironing. It just makes sense to me.

What value is there in you doing the task yourself? Because you feel you have to, because you feel you can’t afford not to, or because you don’t like to let go. Look at things a different way. If you concentrate on your core business how much can you earn in an hour? If you do certain tasks yourself is that common sense? Should you do your own admin or accounts? If bookkeeping takes you an hour then it has cost you your hourly rate. However, should you outsource, it could cost you a lot less, it could take a lot less time than it would have taken you, and in that time you could have won a new contract or client.

There are many experts out there who can make a huge difference to your business, you can outsource your bookkeeping, admin, website design and management, SEO, social media marketing, telemarketing, IT management and even personal tasks such as managing your diary or email, doing your shopping, or even walking your dog. Remember, it’s all about outsourcing tasks that someone else can do in less time, to a higher level or just tasks you don’t enjoy or have the time for.

Open yourself up to the possibilities of outsourcing today, and move your business on to the next level.