More haste, less speed, less money?

DSC01839-2It is a cliché to say that people are always in a rush these days, but unfortunately it is true. In business, generally, it does not pay to be in a rush. We may make poor decisions without considering all our options, or may miss them even if put in front of us.

I have noticed a couple of problems recently in dealing with clients and friends where they are replying “on the hoof” to emails from me, and using their smartphones. In making a business decision it is important to embrace the whole conversation with your supplier or adviser. However, I have found that some overlook earlier advice because they are in haste to reply, or they do not scroll down or they do not review previous messages before answering.

I try not to let my clients derail themselves by not considering all the options, but these emails from their iPhone or HTC etc. often waste time on all sides because I need to follow up and make sure we all understand what decision we are making, and that we are making it for the right reason.

It pays to slow down and think before making any business decision. A simple brief message telling our loved ones what time we will be home is all very well. A major purchase or a key decision require proper consideration and more than a brief email in a reflex response..

Do you know anyone who runs too fast?

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The ignorant blunderbuss approach to sales and marketing

26 Feb 12 upload 024 (2)Knowing our abilities and our limits

My business is helping people with their tax issues, and finding help to support their businesses. I know a lot about how to do that, and that is down to hard work, training and experience. I am not an expert in health and safety or financial advice or insurance or carpet-laying. I would not dream of trying to advice on the first two or get on my knees on the floor to trim a carpet to size. There are people who are much better at doing that.

I am not an expert in social media (no such person) though I know a bit, read what I can about on-line engagement, and learn from people who know more. I pay those people who know more for their advice and for their knowledge. I am their client.

Blundering

So why is it that people blunder into an area, and think they can succeed without studying how it all works, and looking at what the more successful people do. Accountants make that mistake with social media, but so do web-designers and SEO specialists, and, heck, they must spend quite a lot of their lives on-line.

What do you make of a business which says in its Twitter profile: “We are one of the Most Reputed Online & Local Business Branding SEO  SMO Company” and then just tweets from a tech news feed it doesn’t own, with no personal interaction?

What about “Welcome to Prince and Draper’s Twitter page, we are Hertfordshire-based accountants and advisors”? (I changed the name and County). They hardly ever tweet, there is no actual person or photo of the very occasional poster / profile owner

How about a Twitter account in the name of a firm of solicitors “Proud to offer competitive fixed fees across our company / commercial and private client departments” again with no personal interaction.? As an aside, I hate to see “proud” to do anything in a website or marketing page. Why not say how they can help; ease the pain? I despair.

Blunderbuss or scatter-gun?

I was at a business exhibition the other day. I spoke to many people on the various stands and gave my business card to some. Both at the exhibition and since, over the telephone, I have been subjected to sales talk re various products. No one has asked how their product might suit my business. All have been eager to state what discount I would be getting and giving me the whole script. I appreciate they have to make a living, but they won’t if they do not think about the customer.

Why not study the potential customer and think how they might meet the customer’s requirements?

You and I know that we need to give our customers what they want, and that involves listening, not broadcasting a message. It is no good setting up a Twitter page and misusing it, or not using it. It is no good spouting a sales pitch to a business owner you don’t know and have not bothered to find out about.

These poor people are wasting their time. The trouble is they waste ours too, don’t they?

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Dealing with time-wasters and tyre-kickers

Question mark

Many of us who offer professional services get enquiries from people who do not really want to buy. The problem has been the subject of a debate among several of my colleagues and friends, and we have different ways of dealing with the email and telephone enquiries we get.

Some people may have a simple query which they may think they can answer in a couple of minutes and generously charge no fee for doing so. I do not think that is a very good approach because I like to be paid for my expertise even if I am asked what seems a simple question.

A second issue is that if we do not have an in-depth discussion we might not find out important information which the querist has incorrectly discounted as unimportant. That puts us at risk of a negligence claim even if we have not been paid, and at the very least means that we will be wrongly bad-mouthed to other people.

I will always respond by asking a few question, quoting a fee at the start, or in the second contact if I thought I needed to know more before quoting. This filters out those who are trying to get that free information, and establishes whether our prospects are really serious about solving their problem properly and understanding the value of our advice.

Recently I was asked a question which involved both capital gains and inheritance tax issues. I quoted a fee and asked a number of questions about finances involved and time-line etc. I had a reply by email back saying “Thanks, Jon, but we were only looking for general advice. If we need more detailed advice in due course we will be in touch.” In other words they were looking for free advice; otherwise why send a fairly detailed query in the first place?

You and I have worked and studied hard to gain the knowledge to run our businesses. We cannot afford to give it away for free except perhaps to the needy at the lower end of the income scale as otherwise we will also be at that lower end.

How do you deal with the free-loader types?

 

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Tailoring your offering to suit the client

Package deals

In many businesses, including my general area, it is customary to quote package prices. For example, there might be a price for a tax return, and then a price for self-employed accounts and a tax return, one for lettings accounts and tax return, and one for company accounts and tax return.

Clients and prospects know what they are getting, and the businesses offering think in terms of value and profit per package on an average basis, knowing that on some they will make a very good margin, and now and again they will make a loss. It is the overall net profit on the portfolio of compliance clients which counts.

Think about the customer's needs!

Think about the customer’s needs!

 

À la carte

My approach is not quite like that, because although my firm does some of that sort of work, I prefer not to be too tied in to fixed prices. I like the flexibility to tailor my fees according to the value the client actually receives, so that allows me to charge more according to their particular needs, or sometimes less if they really do not want the Full Monty. That aside, a lot of my business is not compliance anyway, and that work has a value which the client and I determine between us in the sales process. The fee will suit both of us if we agree on one, and it is down to me to sell the value.

I think that initial fixed price packages have to be flexible sometimes because not every client with broadly the same description of requirements actually needs the same service. The “one size fits all” approach does not always work. If sellers of services stick to the “fixed” formula they will lose business because their prospective purchasers cannot fit themselves into the packages offered.

How not to do business

A small accountancy or tax practice will have particular requirements for tax software. For example they might have a hundred personal tax clients, but only five partnerships and eight company clients (but their client portfolio might be disproportionate the other way round).

My old software provider charged per module for personal tax, partnerships and company tax. That added up to a lot, especially when they put their prices up. I no longer had value for money, compared with competitors who offered all-in-one packages for those who had client proportions skewed as in my example. I would have paid a high price for services I mostly did not use.

You might say that the old provider did not want my business, but that is not what they said when I tried to negotiate a better deal, and their website purports to attract smaller practices. Anyway, they did not have the common sense to make a deal with me. I wanted something which had real value and not want to pay for what I did not want.

Bespoke suits me!

I took my business to a software house who gave me an all-in deal which was exactly what I wanted. It is good value for me and it works, so I am no trouble to them as a client either.

It is always important to listen to our clients and our prospects to know what they need, and to ensure that they buy on the value of what we give them. If they are happy with us they are happy to pay.

Do you know businesses that have a limited selling policy of “that’s what we offer, so take it or leave it”?

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Purchasing mistakes for small businesses

Vostro 1000 with Windows 8My salad days, when I was green in judgement

Remember when you started your business, whether it was a few months ago of a few years? You wanted to buy computers, tools and gadgets. You needed to buy in services. There was so much choice, but what did you need?

When I started my business more than a decade back, the web was not quite what it is now. It seemed logical to advertise in paper form. Not long after I started up I had calls from Yellow Pages and Thomson Directory. I signed up at quite considerable cost, by which I mean £1,000. I thought it was bound to work.

Of course just being in a directory does not work for every business. I wish I had known that. It does work for a plumbing business for people in urgent need of help, and probably for the local electrician, but in professional services potential clients look for recommendations. I might have had one engagement in my three wasted years with Yellow Pages. I had no business at all through Thomson. I had the wrong sort of business to succeed this way.

Out with the old, be careful with the new

Now paper directories have gone out of fashion and have shrunk to small booklets., but still general directories do not work. We are all in Yell.com for free, and having your business listed in Google Places probably helps your SEO, but in themselves they do not help service businesses much. It is certainly not worth paying anyone for a big ad on Yell. AdWords may get you more clicks on a search, but you just cannot beat a recommendation, so don’t spend your money unless you are a plumber etc..

Shiny jewels

Our other big temptation is in buying office equipment. What do we actually need, as opposed to what we really fancy to polish our egos? I run a “professional office” from home. I would love one of those wonderful big touch screens as a client of mine had even a couple of years ago. She paid about three times what she needed to to have a functional machine running bookkeeping software and spreadsheets. Paying for that really cut into her cash-flow as a start-up, at a time when she needed to purchase stock to sell.

I have a couple of Windows desktops in my office and an old ex-Windows one running Ubuntu and which I did not fork out a bean for. I am tied to Windows by specialist software, at least for now. I have a laptop which I take when I am out of the office. I need all these.

I also have a netbook which was an impulse buy a couple of years ago. I didn’t need it. With hindsight I should not have bought it, but I liked the one my granddaughter had. I use it for business purposes because it has no other use for me, but I could well have done without it.

Taking the tablet or swallowing a bitter pill?

I am not the only one to make these mistakes. I might have bought a redundant iPad. And yes, I have an Android tablet which, fortunately, was a freebie. I could write letters, work on spreadsheets, emails and all sorts of things, but without a proper keyboard it is not nearly as convenient as a laptop. I sometimes check my email when I am out, but can just as easily use my phone. I don’t need a tablet at all. I use it only on Twitter and Facebook and then only during leisure time. Paying for one would have been a waste of money.

All new purchasing needs thinking about carefully. Do we need the product and will it serve us well? Is it cost-effective? Have we read the reviews or asked a business friend?

I have made expensive mistakes in the past. Have you?

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Short-term business follies

Over-sized garden folly

Over-sized garden folly

Sometimes I meet people who do not so much have a business plan as be after just making a fast buck. They try to follow every trend, or start implementing a strategy they just thought up in the middle of the night without thinking it through. The trouble with ideas they have in the middle of the night is that they may well be (well you have guessed it) dreams.

Anyway, there will be some product they can make or get and sell for a few weeks in the summer. It might be a pottery garden feature. “Hey, we can knock up a few of those.” Suppose the weather is poor (again) and no one can work or enjoy their garden? The summer doesn’t last more than a few months. Where is the revenue stream coming from then?

The truth is that we all need a longer term plan to make money. We need to plan our income for all four seasons. If our business is seasonal we need to think well in advance what income we can get in when our core activity is slow.

We all need to change and adapt in our business environment, and adjust our marketing strategies, but we also need to have firm long-term objectives to ensure the continuity of our income and survival.

I didn’t make up the garden ornament story. It was one example of having a “bright idea”; spending money and working hard without considering whether there was a demand and if so, how long that demand would last. Have you heard of any expensive dreams like that?

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Small business: doing, not being

Early retirement?

Early retirement?

One of the advantages of having my own business is, I have always thought, that I am doing something I enjoy and having responsibility for my own working life. In fact, having responsibility for all of my life.

In employment, we may think we have a career, but if we work for someone else, however ambitious we are, we are always going to be dependent on other people’s opinions about us, right or wrong. There will always be an element of “seeing out our time” until we retire. That amounts , at best, to being on a ladder to climb in the world of employment, and at worst, a treadmill. I am not sure where I used to be before being unexpectedly ejected, but I cannot say the overall experience of employment was entirely wonderful, though I had some fun.

To me, having my own businesses means I am in control of my own destiny.

The other day I was sitting in a waiting room talking as you do to a guy I had met briefly a couple of times before. Our appointments were running very behind so we had quite a long time to chat. My companion told me he had retired at the age of forty-seven and taken a pension, which meant he had been retired for fifteen years. I guess he was fortunate to have one of those old-fashioned final salary pensions which we all wish we had or could qualify for.

I know the guy has a serious hobby working with wood, but it is not a business. So is working with a hobby doing, or is it just being? If he had run even a part-time business for the last fifteen years would that have been more in the way of doing? Should not we keep ourselves sharper by doing?

I cannot imagine not working at something even if it is voluntary work, because surely we should keep our brains active? Is having an activity without a beneficial end result for someone else not doing, but just being? I do not want to judge my new acquaintance, but just to understand him.

Would you just like to be or do you always want to do?

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Poor customer service on the carpet

Be nice to your customers!

Be nice to your customers!

The long wait

We have an apartment for sale. We don’t live in it. It was my Mother-in-Law’s home but sad-to-say she is no longer with us.

The flat is empty of furniture and redecorated, but the carpets need cleaning. My wife telephoned a local carpet-cleaning business and left a voice-mail. They called back (rather oddly on a Sunday afternoon) to make an appointment to do this.

My wife waited at the flat at the appointed time to let the carpet cleaners in. In fact she waited an hour after the appointed tome. During that hour, both she and I called the business’s number, but we both got voice-mail and had to leave messages.

Yesterday afternoon the carpet cleaning people returned our calls and seemed unaware that they had missed the appointment. They asked if they could come round to do the job, but my wife said that she would give the business to someone more reliable.

What have we learned about the carpet cleaners?

  • They do not monitor telephone calls so are not available to customers and prospects when needed.
  • They do not follow up messages left for days.
  • Their booking system is poor and unreliable.
  • They are unbusinesslike.
  • They do not realise their failings so…
  • …they do not apologise

What can we surmise?

  • They are too mean or cash-poor to invest in a proper telephone answering system to which they can respond.
  • They have no concept of the meaning of customer service.
  • Their business will fail or most probably already has even if they don’t know it yet.

What do we know we should do?

  • Make sure our customers can find us and speak to us when they telephone.
  • Deliver what we say we will when we say we will.
  • Be courteous.
  • In the event something has gone wrong despite the best efforts we always make, APOLOGISE.
  • Make up for any failure promptly and maybe we can save losing their business.

We know all that. Can anyone explain why it is not obvious to our local business that may not get to clean many carpets? What do you think?

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Some things for the long weekend

Weekend in the sun (edited with PicMonkey)

Weekend in the sun (edited with PicMonkey)

Have you tried Zemanta when blogging or managing your on-line content? It helps find your own related content and images as well as articles and blog posts from other people which will add value to your writing. It will also connect you to those other writers who may feel complimented by your interest and remember you well. It will help you build your community and gain helpful links back (but don’t ask).

A very handy post on the Zemanta blog highlights a long list of content marketing tools. I have not tried them all and have my reservations about the continuing usefulness of Google Alerts, but as they say, suck it and see.

Then there is a further list of tools used by on-line luminaries. The only one I use currently is Buffer, and probably not enough, but I am working on it. I will try the others, but not over the weekend if it is sunny.

Finally, there is PicMonkey, a free way of editing images for your blog without downloading any software, brought to my attention by Blogworld.com and then by Jim Connolly.  PicMonkey is mainly free, but often it is useful to pay for extras, and after all, that is how they make their money.

Good luck with your research on these useful tools. Maybe we can share experiences. Have you tried any of these, and how did you get on?

 

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Adapt, change or your business will die

My Kindle

My Kindle

I have had my own business for nearly eleven years. It hardly seem possible. However, it is not the same business I started. In the beginning I hardly used email to correspond with clients. It wasn’t that I was an old dinosaur; I have been using email since around 1989. No, it is just that it was not what my clients expected back then. Many of them were not computer literate anyway. Some still are not, but we can cater for them.

Eleven years ago I would not send documents for approval by email either. That was largely because we did not have an easy format such as PDF which we have today. I used the telephone a lot more although it is still important to talk to clients, or rather, to listen.

We didn’t receive so much in the way of services through the Government Gateway on-line a decade back. All my clients were local. Now I have clients from the UK to New Zealand and from Honduras to South Africa.

All this is possible because the world has changed, and also necessary because there is less “local” business of the sort which is interesting or profitable. I have adapted and changed because if my business had stayed the same in terms of offerings, service and the way those services were delivered it would have been broke. Milkmen are a rarity because there is no demand. People buy their milk at the supermarket.

I hope I do not seem unkind, but this week I had one of those on-line petition emails from some booksellers who were petitioning for Amazon to pay more tax. Yet I am sure the reason for their knocking Amazon was because Amazon is eating into their business. I feel sorry for the booksellers, but we cannot run our businesses as museum pieces., because we will make no money.

Some booksellers have moved half their premises over to selling coffee to encourage the browsing client, something I first saw this approach in Dallas more than a dozen years ago. I am not sure if this still works, but surely it is the browsing public who would still buy books in bookshops, where they would choose a good read? If you know what book you want you buy it One-Click through Amazon, or it is delivered to your Kindle. You do not go to the High Street to see if the local shop might have it.

In business we cannot blame others if our sales are weak. We need to change or get out and start anew with something else. How have you changed your business to move with the times?

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