Software solutions for small business owners is what we do best here at Diligent Assistant, however, we always run across the same issue. Where can we find a core system that does everything the client wants but doesn’t have the custom design price tag and works in the cloud for easy access?

A custom designed system is always the best way to go for long-term solutions to your business needs, yet it comes riddled with issues at the outset. With such a huge price tag (we are talking tens of thousands in many cases) it is often way out of a small business owners budget. Couple that with the fact that many business owners don’t know what they need their system to do early on as their business model is still in development. These systems are also usually installed on a company’s own internal servers and can only be accessed from set places. Cloud Software provides much more flexibility in when and how you access your business information.

The alternative is a mish-mash of systems that do various different things to give you everything you need, such as a CRM, Accounting System, Email Marketing, Project Management, appointments and e-mail and so on. These systems can add up in cost and if not seamlessly connected can result in errors, lost time through duplication and lost revenue.

I am currently working on a custom system build with a small software company called Less Paper Co, who I believe has created the perfect product for small business owners in the Field Service Segment. A completely customizable core system that doesn’t come with the huge price tag!

The system looks similar from client to client, with some standards such as dashboard and invoicing showing in the menus however the language is completely customizable as is the functionality of each module. The interface is clean and easy to use and it’s cloud-based software so you can access the system from anywhere that has an internet connection.

The process to get started was relatively easy, the only downside is that because the software is customizable there is no demo to try before you buy. Less Paper were able to send us some screenshots of what the system might look like and an important part of the process on our end was to create a wish list of our clients’ requirements and understand how they all linked together. This wish list was then sent to Less Paper who were able to advise what they could do (we got everything on our list) and provide us with the costs for the build and the monthly subscription cost.

Upon client approval of the costs, documents were signed in January and a deposit paid,  then the project was scheduled for build in mid to late March. The first round of testing was completed late April, so it took about 4 weeks to build out the system to the required specifications.  

Communication has been fantastic with Less Paper Co, we started off speaking to their sales team who were able to give us all the information we needed as far as system requirements were concerned and then handled all of the contract paperwork. In March we were handed over to their development team and communication has been via email, mostly with clarify questions as the development team are great at what they do but don’t fully understand every business need of their clients so they require additional clarification. Every step of the way, when one piece has been completed, we’ve been able to test and play around to get a feel for the system before going live. Sometimes playing in the system has lead to additional requests for small items such as re-naming areas to coincide with our clients’ internal language or adding email templates and automation which the Less Paper Team has been able to easily accommodate within the current scope of the project. There are a few items such as our request for an App that fell outside of the original scope and these will be revisited once the original system is up and running effectively.

As for the price – well it is also customized, dependant on your individual needs and wants but we can tell you that the build we just completed  came in under $5kUS (way under) and costs $149 US per month for 5 users (field staff that do not access the system do not count towards the users but are still able to be scheduled). The system is going to probably half the time needed for invoicing, it will better enable orders to be kept track of both from a scheduling process and invoicing, it will assist with a very complicated payroll process and cut time down there and keep everything housed neatly in one place to save even more time looking for emailed orders and further correspondence. Overall the time saved on existing processes outweighs not only the monthly cost but also some of the custom build cost too.

We’ve been extremely impressed with the entire process and the end results of what Less Paper Company has been able to produce, and our clients are super happy too. We definitely recommend a look at Less Paper Co if you run and Field Service Based business.

 

Let me ask you something.  Why did you start your business?  Was it to create something wonderful that was all yours and that could potentially allow you to have a lifestyle you have always desired?  Or was it so you could take advantage of the systems, like tax breaks, corporate accounts, and discounts?

Stop treating your business like it’s a regular bank account! Mindset is a huge part of your success and if you keep thinking of your business as a never ending bottomless bank account, you will never be successful.  You know what I am talking about, the “I’ll just write it off as an expense” conversations you have with yourself, or the “I didn’t pay myself so this will count as wages” purchases you make.  Please stop it.

Your business deserves to be treated respectfully and it needs you to have the right attitude towards it, especially when it comes to financial matters.  You know the old adage “you get out what you put in”?  Well, this totally applies to your business financials.  Here is a list of Financial Rules to live by, to help create a healthy bank balance and a healthy attitude towards finance.

• Do pay yourself a wage – figure out how much you need on a weekly, bi-weekly or monthly basis and set this up as an automatic transfer if you are not incorporated. Take ONLY this amount for yourself.  If you are currently not making enough money to cover what you need for a wage, then either re-look at what you are taking out, or increase your sales.  But stick to the same amount every time so you can start to budget business expenses.
• Do get a business credit card, or if you don’t qualify for a business card, use a dedicated personal one.  This makes reconciliation much easier!
• Do not make non-business purchases on your business credit card.  I don’t care if it earns you extra rewards or points if you use that card for all your purchases, the mess you get into with reconciliation and then trying to figure out how much you now owe the company is not worth the extra points.
• Do not try to write off your everyday meals as business expenses – The CRA allows you to deduct meals for LEGITIMATE business reasons.  If you were employed, you would not claim everyday meals even if you are on a lunch break eating out so why should you make your business pay for this? Legitimate business reasons include two categories – Travel Meals, and Meals and Entertainment for wooing clients. While you can’t usually claim any of your living costs as business expenses, expenses you incurred while you were away from home if your travel was related to earning business income are legitimate income tax deductions. The general rule for tax deductions related to meals and/or entertainment is that you may deduct up to 50 percent of the cost of meals and/or entertainment, or “an amount that is reasonable in the circumstances, whichever is less” (Business and Professional Income Guide, CRA). Incidentals such as coffee and doughnuts are not included!
• Do not pay for refreshments for you workers or subcontractors, these expenses are not deductible as a business expense.  If you want to buy an employee or subcontractor a coffee to show appreciation, it needs to come out of your pocket.
• Do take advantage of all tax credits available to you as a small business owner, but make sure you have the receipts to back everything up and that you are deducting correctly, vehicle expenses, for instance, include interest on a loan that you bought your vehicle with, but only the percentage amount that you used the vehicle for business reasons and you have to be able to prove this with mileage logs.
• Do set budgets for areas of your business so that you don’t overspend.  It’s very easy, especially early on to buy all kinds of business equipment, stationery items, and non-essentials and it is important to understand if you really need those items at this particular point in time.  I often hear – “I’ll just write it off as a business expense” that’s fine, but you still have to pay for it! Set budgets for your Cost of Goods/Services, wages, and operating expenses.  This exercise will also help you understand the bare minimum you need in sales to cover those expenses.
• Do know your numbers! You should have a good grasp on what your averages are for income, expenses, and COG at the very least
• Do be aware of how many monthly transactions you are conducting – banks charge fees based on the number of transactions conducted each month, so cutting down on some of those non-essential debit purchase can help lower bank fees.  Also making the purchases on your credit card and then one transaction per month from your bank to your credit card will also help.
• Do pay for subscriptions and re-occurring expenses on your credit card where possible – things like your phone bill will not only help you rack up points on your credit card if you have that available, but will also cut down on transactions in your bank account.
• Do keep track of your business mileage – you may think you don’t use your vehicle very much and the thought of tracking it all makes it not worth it, but with apps like MileIQ it becomes a breeze and you will be surprised how often you run out for supplies or nip to the bank!

Putting these “rules” in place will allow you to have more money available in your business when you need it.  So you might pay a little more tax at the end of the year because you didn’t write off as many “expenses”. But that also means you will have more money in the bank! I would recommend adding “I will only pay and write off legitimate business expenses” to your business guiding principles.  If you don’t have guiding principles, then it’s about time we talked!

Bookkeeping Software

Probably the most important tool for any Small Business Owner! If you are not tracking at least your income and expenses, tax time becomes a nightmare, not to mention – how do you know how you are doing?  A good bookkeeping system will also manage your invoicing and in some cases, will automate that for you if you have reoccurring charges!  Bookkeeping software doesn’t have to be complicated or expensive, you can get by with an Excel Spreadsheet for instance.  My advice with any software, however, is to think about your future plans and your growth for your company. Moving bookkeeping systems when you have lots of transactions already entered is time-consuming and complicated especially when moving from a manual based system like Excel.  Also, think about whether cloud-based or desktop solutions are right for you.  My top pics for cloud-based software, designed with Small Businesses in mind are Quickbooks Online, Wave Accounting, Xero, and Sage One.

CRM

Customer Relationship Management Systems are where you hold all of your customer and potential customer information.  They come in all different shapes and sizes (and costs) and can do many different tasks.  Choosing a CRM is, in my opinion, the toughest software decision to make.  As with the bookkeeping system, it pays to choose a system that will grow with you, but it’s also hard at the early stages of business to fully understand your needs.  The primary function of a CRM is to provide you with a tool that allows you to communicate easily with your existing clients and those that have shown interest in your products or services but have not yet purchased from you.  Sending information to your customers and following up in a timely manner is key to driving growth in your business and the right CRM can not only help with this but also save you time and money by automating much of your follow up process.  CRM’s can also perform many other functions, such as managing sales funnels, providing critical sales data, managing E-mail campaigns, Project Management, Invoicing & Bookkeeping and Contract Management to name but a few.  A few of my favs for small business are Dubsado, Agile, and  Timely

Social Media Tools

If you are in business, you need to have a Social Media presence.  From building your brand and reputation to communicating with customers and creating Super Fans, Social Media is a critical part of any business marketing plan.  The sheer number of social media marketing tools available make this a difficult choice for business owners, however, unlike the previous categories, it is very easy to move between social media platforms if you don’t gel with your existing platform.  Key tools to look out for in a platform are the ability to schedule or queue your social media and have it post automatically to your platforms. A system that can “listen” or monitor responses from your audience is a good advantage, as well as one that can help generate content ideas.  My recommendations are E-clincher, Post Planner, and Social Pilot.

Document Creation

From writing letters to creating marketing materials, all small businesses need some kind of document creation software.  If you have the budget I always recommend that you get your key marketing materials produced by a qualified Graphic Designer to ensure brand continuity.  That said, not every business is in a position to do that so having tools available that can help you with document creation is necessary. The Microsoft Office suite of tools is probably the most popular and widely used option and gives you everything you need for Word Processing, Spreadsheets, Presentations and Desktop Publishing, but it does have a steep learning curve f you are a beginner.  Canva is a great tool for creating marketing materials and social media posts and is much easier to learn with plenty of tutorials and help available.  If you already have your business e-mail running through Google, then you have access to Google’s take on Document Tools with Google Docs.

Note Taking

You know when you wake up in the night with an epiphany, or when you have a genius moment in the shower?  You need a place to store those thoughts until they can be developed.  The trouble is that usually, those thoughts happen when you are away from your notepad or computer, so it’s essential to have note taking software that you can take on the go, i.e on your phone or tablet. As with most modern software thought, note taking apps are so much more that just a place to store ideas. Many have the ability to integrate with other applications and allow the automation of certain tasks. From helping you to plan out your social media to storing key business information, processes and ideas, note taking software has become a key tool to small business owners.  Evernote, OneNote, and Trello are probably the biggest players in this field right now and I have used and loved all three!

Project Management

From client projects to in-house projects, managing the individual tasks and deadlines that make these up has become a complicated process.  Knowing which part of the project is due next, what your time restraints are, who is involved, and what the costs are, along with many other details can be hard to keep track of.  Note taking apps are generally not robust enough to keep you on time and budget when it comes to large projects so it may be that a larger project management application is required.  Some CRM systems come with Project Management Built in and some Project Management Tools can double as a CRM.  There are also standalone Project Management Tools that are easy to move between until you find one that suits your needs.  As always, budget plays a role and often you get what you pay for in this category.  Great costs effective tools for small business, includes Asana, Basecamp, Zoho Projects and Trello.  With a little bit if work in setting up correctly, Evernote and One Note can also be used as effective project management tools.

Communication

Every business owner needs an effective way to communicate with staff, teams, and customers.  With more people being mobile, it is essential to be able to communicate “on the go” and many prefer the option of instant messaging for quick questions and decision making answers to be able to move on immediately with tasks.  Probably the most widely used Instant Messenger application outside of Facebook Messenger is Skype.  Skype is downloadable on any cell phone and tablet as well as Mac’s and PC’s.  It is a better option than Facebook Messenger as it is more secure and the notifications from people who are not your Facebook Friend, don’t tend to get lost.  You can send documents through skype as well as host video meetings with multiple people.  Hot on Skypes heals is Slack which is becoming a preferred communication tool amongst teams.  Zoom Web Conferencing also has an instant messaging feature that works well.

Whether or not you are comfortable with software applications, it is the way of the world and many will choose to do business with you or work for you based on how easy you make it to do so.  These 7 types of essential tools are a great starting point to bring your technology, systems, and processes into the 21st Century!  Bear in mind though that there are no one stop shop solutions for business software and all of the solutions out there have different pro’s and cons dependant on your individual business needs.

 

If you need help choosing technology solutions for your Small Business, feel free to e-mail me at jackie@diligentassistant.ca and we can work together to find a fit for you!

What is Procrastination?

Procrastination is the avoidance of doing a task that needs to be accomplished. It is the practice of doing more pleasurable things in place of less pleasurable ones, or carrying out less urgent tasks instead of more urgent ones, thus putting off impending tasks to a later time. (source Wikipedia)
When you are running your own business, procrastination can directly affect your ability to be successful, so it necessary not only to be able to recognise it when it happens but also to take steps to get back on track as soon as you can.

Recognise  Procrastination

If you are honest with yourself you should know when you are procrastinating but here are some useful indicators that will make it very obvious!
• Waiting until you are in the right frame of mind or mood until you tackle a task
• Doing other duties that are not business related such as housework or online shopping
• Moving a to-do item from your daily task list, day after day
• Sitting down to complete a high priority task and then immediately getting up to make coffee/tea or go to the bathroom
• Filling your day with low priority tasks
• Telling yourself that you will do it tomorrow!

Understanding Why

Usually, procrastination boils down to 1 of 3 issues
1. You don’t like doing the task that needs doing
2. You feel overwhelmed by the task either in its size or in the skills you need to complete it
3. You are disorganised with all your tasks and so don’t fully understand the importance of the task you are avoiding.

The Solutions

Luckily there are solutions to all of these issues. If you don’t like the work that needs to be done, consider out-sourcing it! It may seem like an unnecessary expense, but it would likely take someone else that loves that task half the time that it takes you and it would be kept up to date and so would cut down on time needed there too. Meanwhile, you can move on to doing tasks that earn you money, that you love doing! If your core business activity that generates you money is something that you hate doing, then you are in the wrong business! If outsourcing is not an option, then try to schedule a set amount of time to work on the task and then reward yourself with being able to move on to something that you do love after your time is up. This way at least the task is moving forward and not getting further and further behind.

If you are overwhelmed by the size of the task, break it down into smaller more manageable pieces and consider software options that may be able to automate parts of the task, doing some of the heavy lifting for you. Create a list of all the “parts” of the task and schedule those parts into your to-do list. If you can intersperse them with other tasks that you do like doing to give yourself a break. If you are worried that you don’t have the knowledge or skills to complete the task, at least take a closer look at it. Sometimes our fear tells us we can’t do something before we have even tried. However, it is usually not the case when we take the time to try. Alternatively, again you can always look at outsourcing the task to someone that does have the skill set.

Disorganisation can cause all kinds of setbacks and delays. You cannot do your best work when you are down to the wire and have an urgent deadline to meet or even worse, what happens when you can’t accommodate another client request because you don’t know what you already have on your plate or when it’s due. To do lists are a must when you lack organisation. Your brain cannot focus 100% when it keeps randomly remembering other tasks throughout the day that need to be complete. Getting it down on paper alleviates your wondering thoughts. Once your list is written, it’s time to prioritise. Check out our time management blog post here for some great time management strategies.

Use a Reward System

Assigning rewards to tasks can help your motivation.  Create a list of items that help you to feel good and use them as rewards to get tasks completed.  Items such as food or drink, change of task breaks, and even monetary rewards for completing big tasks can help.  Remember though that procrastination is a habit and will not change overnight, but you can implement new habits to help!

Now go write that list!