Always Get it in Writing

Sometimes people call you to offer you a special deal on a service or ask you to come to an event or provide you with instructions of what you have to do to complete a particular project.  While this personal phone call is a great tactic to get you to pay attention to what is being requested or demanded of you, it can also get you in trouble.

When you only receive a verbal communication, it can be challenged.  It is a good idea to protect your small business by getting the information in writing via email.  If someone gives you a deadline, ask for a written communication or create one yourself. One tactic is to reconfirm the information over email.  Start your communication by stating "as per phone conversation on such as such date . . . (restate the request made)."  This tactic is especially helpful if you are dealing with someone who is trying to threaten you or claim that you were negligent or insufficient in some way.

Another tactic, is to request a followup email of any invitations, meeting requests and informational requests so that you can better keep track of all your appointments.  Simply ask the person to send the information in writing as you are so busy that you don't want to forget.

As a given, all requests for payments should always be in writing via an invoice or order form before you cut a check. Get estimates in writing for costs of services and have a contract drawn up before work begins, so that you can be assured that the price won't unexpectedly increase.

Lastly, when and if you have to fire employees, it is a good idea to put any employee reprimands and warnings in writing to protect your business and provide a track record of why you had to get rid of a certain employee.

Getting things in writing can help you protect your small business by providing a chain of evidence for all your interactions and expenses so that you have a written account of all business transactions and what happened during each exchange ~ providing easy access to backup evidence against fraudulent charges, false accusations and any claims of wrongdoing.

Online Solutions for Troubled Times

Today's massive meltdown of hosting services such as Justhost, Hostgator, and Bluehost as well as a bunch of other services controlled by Endurance International Group and technically owned by all the same people that was caused by only God knows what but blamed on a "router" caused a multitude of small businesses to be without their websites, emails, and now telephone services for basically 6 to 8 hours.  Consumers cried foul, asked for their money back, tried to switch services and cancelled numerous accounts citing loss of dollars, missed opportunities and unprofessionalism as main reasons for taking their business elsewhere.

Yes, today's outage was an inconvenience and horrible for all those impacted.  However, server outages happen daily across the globe in one form or another to a lot of people.  Some last only a few minutes, some a few hours, and some days and weeks.  Websites get attacked and hacked, emails get blocked as spam, mechanical and technological failures occur and have always occurred.  Yes, it seems like hackers are growing, spying is everywhere and every single day someone somewhere is attacking your wordpress blog with spam comments and causing your site to crash. However, we are also becoming more and more addicted to instant access to our websites, emails and other Internet-based forms of communication.  We want to pay $2.99 for our website and have it never go down.  This reasoning is a bit unrealistic and sets you up for gross disappointment.

So, how do you save money and not have a server outage ruin your small business?

First of all, accept that server outages are going to happen and you will lose some business when they occur.  That is life. These losses can be regained in the future so don't despair for too long.

Second, don't put all your eggs in one basket.  Meaning, don't buy all your services from one cheap-o provider.  Diversify your communications.  Have backup free email accounts like yahoo and gmail for if and when your work email goes down.  Don't set up your VOIP phone service with your website hosting service and with your Internet provider.  Have different accounts.  Yes, they means remembering to pay multiple bills.   However, when one goes down it doesn't mean all go down.  If your office Internet goes out, you can go to a coffee shop and still read your emails and work on your website.  If they are all the same provider, you don't have that option.

Thirdly, develop a presence online in multiple forms.  Have a social media site as well as a website. Chances are pretty good that your website and your Facebook and your Twitter are not going to all go down at the same time.  Use your social media sites to keep up with your clients during website server outages and communicate with people who have questions.  These services are also useful when your telephone service goes down and you can't be reached.  You can quickly post that you are still open for business and give alternate ways in which you can be reached.

Lastly, maintain a positive outlook.  Doom and gloom never got anybody anywhere. So, don't you start.  These situations are momentary hiccups on the road of life.  Treat them as such and deal with them with a calm attitude and before you know it all your invaluable technological services will be back up and running at 100% with no worries for you or your clients.

You don't need to go out and buy the most expensive web hosting service you can fine.  Because, chances are, that service will go down at one point in time.  Instead, plan for the inevitable and work with what you got and take advantage of the multiple of online solutions for your business.

Storage Ideas for Small Spaces

A cluttered room is often the result of living or working in a small space.  As stuff accumulates, the room will quickly look like a dump with over-flowing shelves and stacks piled up in the corner.  Working in an office full of papers piled in boxes and every corner occupied with mounds of stuff is often not a comfortable place to work.  In addition, it sends the message to clients that you are not very organized.

Here are some ideas to make the most of the space you do have with little money:

1. Snap and go plastic shelves that you put together yourself can be an affordable way to get items off the floor and into some kind of order.
2. Bankers boxes for magazines can help keep them neat and orderly. These letter-sized boxes can also be used for daily files that require easy access.  They don’t take up much space and can be put right on your plastic shelves.
3. File cabinets.  They can be expensive.  However, you can get them used at thrift stores for about 20 dollars.  Just keep your eye open for those good deals.  Network and get old file cabinets from other businesses.  People throw out file cabinets all the time as they upgrade to new ones. You can put more than just files in your filing cabinets.  You can put extra supplies such as copy paper, packing tape, scissors and extra computer cords to get them out of your way and save space in your desk area.
4. Store extra folding tables and folding chairs in the closet and bring them out only when needed.  You can save a lot of space by storing things that aren’t used daily and bringing them out only when needed.  There is no need to have a lot of extra chairs around if you can fold them up and put them away until needed.
5. Label boxes, folders and file cabinets for easy put away and retrieval.  If things are labeled, you will be more likely to put things in their appropriate place and also find it easier to find them when needed. It just takes a few minutes to make a label, but it will save you valuable time in the future. 

So, make the most of your small space by getting organized and presenting an organized and competent appearance to your clients.

Niceness Matters

Have you ever been to a coffeeshop and gotten rude service or even just mediocre treatment?  Bet you thought twice about going back to that same spot.  Maybe you didn't even leave a tip that day.  Have you ever been someplace when they were overly friendly, remembered you from your previous visit, complemented you on your outfit or asked how your day was going?  How did that make you feel?  Probably, you left feeling pretty good and made a mental note to go back to that same spot.

Niceness is a necessity for your business.  And, guess what?  It is free.  Here are some things you can do to make your business a little more friendly:

• Have the first contact someone makes with your company be a kind and friendly face.  This first contact sets the first impression of your company.  Make it a nice and friendly one. 
• Get rid of employees who are rude and too cool to be nice to your customers.  They create an environment of unfriendliness and only attract those of similar attitudes. 
• Management must adopt this friendly approach and hire and train friendly faces to promote this culture within the business.  If management fails to adopt "friendliness matters" as a principle, it simply won't happen. 
• Being friendly to your customers doesn't mean you are a pushover.  You can be friendly while still being hardcore about your bottom-line and not bending the rules.  
• Don't blow anyone off.  Let folks know you can't help them and be direct but do it with a smile. You never know who they know or if they will need you in the future. 
• Take complaints and anger from customers with a calm approach, don't overact and lash out.  Continue your pleasant attitude and don't let a few rotten apples get you down.

Remember, you just have to add a smile and a good attitude and it will attract customers to you.  

Tips for Working at Home

Working at home sounds like a dream come true, until you actually start working from home.  Whether you are working from home to save costs on a new startup venture or small business idea or staying at home to take care of kids, we are all confronted with the same obstacles when trying to work from home.

Obstacles to working at home:

• DISTRACTION: At home, we surround ourselves with things and people that comfort us.  Our pets, loved ones, favorite hobbies, television shows, visitors and phone calls can all be a distraction to focusing on work.  
• MOTIVATION:  With multiple distractions, the will to be motivated on the task at hand can be an obstacle to getting the job done.  
• SOLITUDE:  There is no one to evaluate your performance or cheer you on.  You are alone and the solitude can provide little encouragement to completing necessary work. 
• NO MONEY:  Starting up your own business can take a lot of work before you see some income results.  You will be spending more money than you are earning.  It can be easy to get discouraged.  
• NO STRUCTURE:  Working on your own means you don't have a set time to come into work.  There are no hours or company rules.  A lack of structure can be an obstacle to sticking to a set schedule and get enough work accomplished during the day. 

How to Make Working from Home Work for You:

• ESTABLISH BOUNDARIES:  Just because you are at home doesn't mean you are available to every thing an every body.  Set up a separate area as your work space - off limits to distractions.  Have a work computer, desk and chair as if it were in an office.  Keep it professional and let others know that this area is your work area and when you are at work you are in a "do not disturb" mode.
• SET UP A SCHEDULE:  Maintain regular work hours and try to stick to this schedule.  Even if you decide to work 12 hours a day, you need to set your 12 hour day and have start and end times.  This schedule will help you make time for other things and other people but still allow you to get your work accomplished. 
• ESTABLISH GOALS:  Set up daily and weekly goals to monitor your progress and maintain your vision of where you want to be in the end.  These goals will help retain your motivation as you check off one goal after another and make headway on your dream career.  
• GIVE YOURSELF WHAT YOU NEED:  Stock up your office with paper, toner and all the supplies that you need.  You have to have the proper tools in order to be a success.  So prepare and give yourself the tools you need to do the job. 
• SEEK INPUT FROM OTHERS:  It can be lonely in your new workplace - on your own and away from co-workers and those who can provide constant feedback.  Network with others in your chosen profession, seek their input and advice, ask for tips and help.  In this manner, you can develop a group of associates and not feel so isolated. 

Working at home can be tough work.  But, it can also be quite rewarding.  You are on your own and it is your time to shine.  Make the most of the experience and provide yourself with all you need to be great at what you do.

How to Get a Government Grant for Your Organization or Business

How to Get a Government Grant for Your Organization or Business

Which VOIP Service: Reviews of Nextiva & CallCentric

Small businesses still need phone service.  It can be costly to spend hundreds of phone minutes on your personal cell phone for your business.  Also, telephone numbers associated with your business offer the added bonus of allowing for a professional voicemail message system to greet your clients and multi-phone exchanges can give the appearance that your company is busier and larger than it is.

VOIP phones are an affordable solution for your business communication needs.  VOIP which stands for Voice over IP is basically a phone communication system over the Internet or making calls over the Internet.  Since you probably have broadband Internet in your home or office, VOIP provides an affordable solution to landline or cell phone usage.

VOIP phones can look like traditional office phones

Benefits of VOIP:

• affordable;
• easy to set up, no need to be a computer expert;
• number portability;
• choice of local or 1-800 numbers;
• loaded with calling features such as caller id, call waiting, and voicemail exchanges or extensions.  

Cons of VOIP:

• phone quality depends on bandwidth of your Internet connection, it won't work on dial-up or slow connections;
• some services do not offer 911 connections or you have to pay extra for those calls;
• power is a must, no electrical power equals no phone service. 

Nextiva

I have two phones with Nextiva for $60.00/month for unlimited service nationwide.  The phones were free with my service.  It is a month to month contract so can be cancelled at any time.  The phone came fast and preconfigured.  It was easy to set up the voicemail box.  The only downside to Nextiva is the customer service.  If you have any trouble setting up your phones, it is almost impossible to get them to understand and fix the issue.  Save the time and trouble in dealing with Nextiva customer service and just get an IT expert to come into your office and help out.  I was able to port my existing business phone numbers to Nextiva with no problems.  The system has rarely gone down for longer than a few hours since I signed up over a year ago.  Overall, the system is reliable and I don't have to worry much about missing any phone calls.  

CallCentric

CallCentric gives you VOIP service for just the price of calls.  For as little as $5.00, you get a phone number that can make outgoing calls.  I use this phone service for an Autodialer system which is a computer that makes phone calls to a list with a recorded message.  There are no setup or monthly fees for outgoing calls.  Phone numbers that accept incoming calls have varying price ranges from $19.95 to $1.95 with $8.95 being the price for office unlimited and $3.95 for a toll-free number.  Ability to get a local phone number on CallCentric depends on what part of the country you are located in and the number availability.  More local areas are being added on a regular basis, so the opportunities will only increase.  Paying per call may seem expensive but it really only adds up to 2 cents per connected call.  You can use your own IP phone with the service.  CallCentric was very easy to set up and easy to use.  I have had no problems with making calls or had a need to call customer service.  Your account at CallCentric can be cancelled at any time with no penalties.  Their user friendly website gives you technical guides for how to set up your CallCentric number with the most popular phone systems.  In addition, you can login to your account and print out call reports.  Overall, the service has been really great.  

There are many other VOIP service providers.  These are just two companies that I have had personal experience with in setting up and using.  It is important to research the all the providers you are interested in to see which one has the features you need for your company.  Good luck on your search for the VOIP system for you.