Archived entries for Small Business

Small Biz Tools: Google Docs

What is it?
A paired down version of Microsoft Word (pre-Word 2007) that allows for collaboration and availablity from anywhere with an internet connection.

Why should you use it?
Everyone loses their data at some point.  Everyone.  Using Google Docs means your most important documents are always backed up.  I know I said something similar about SugarSync.  But Google Docs will also let you share documents with multiple people so you don’t have to worry about which version you and your colleagues are on.  Also, because Google Docs are web based, you don’t have to worry about whether or not everyone is using the same version of Word.  And if you’re buying a new computer and have readily available internet access, you may not need to buy Word.

Who can get the most out of it?
Teams sharing info across platforms and versions, anyone collaborating on the same document, people who want their most important data secure.

Where do I find more information?
Google Docs Website

Facebook Fan Page Custom URL

To change the URL name of your Facebook Fan Page, follow these steps:

1. Go to http://facebook.com/username

2. If you’ve already changed your personal url, there will be a yellow box that says so. Underneath that, it says Set Username for Pages. Click there.

3. There will be a drop down menu of all the pages you administer. Pick one and click Check Availability.

4. Make sure you are sure about this change, you can’t redo it later.

WordPress and the Small Business Owner

I want to talk about self-reliance. Specifically, website self-reliance. As a small business owner, how many times have you wanted to change or add content to your website and not been able to? If you had your website built even 2 or 3 years ago, that is ok. Today, it is unnecessary.

Many of my clients and friends know, I am a GIANT WordPress fan. The ease with which non-coders can edit and adjust web content is stellar. I know some people like Joomla or Drupal better. That’s cool, the theory is the same. A content management system (CMS) lets a business owner edit content for both pages, blog posts, and sidebars. The content is not hard coded into a website, so changing certain parts is super easy.

Take a look at some examples of websites built on WordPress:
Timbuk2
WooThemes
Altitude Branding
Love and Kale

There are many people/companies that can take a design and translate it into a WordPress/Joomla/etc theme. But as a client, you have to ask for this. If you don’t ask, you may get stuck with a website you have to pay to update. When cash is tight, spend the money for a great theme in which you can control the content.

There are also excellent themes (free and paid) that already exist. This is another way to get started. Google WordPress Themes for lots of examples. WooThemes is one of my favorites because they build extra functionality into their themes. WooThemes takes extra time to make sure that you, the small business owner, can change a lot about the look and feel of your theme without having to be a code master. I’m using the Canvas theme on my site now.

Whether you decide to go with a theme that was custom designed, or buy one WordPress will allow you the freedom to update on a whim without worrying about breaking your site. Because let’s face it, small business owners are not often web developers.

Small Biz Tools: SugarSync

What is it?
Online backup plus multiple computer sync. SugarSync allows you to keep your important files constantly backed up AND in sync across multiple computers.

Why should you use it?
SugarSync is seamless. For many of us, we have more than one computer we need to work on. Many times one is a Mac and one is a PC. SugarSync, by way of a small desktop app, keeps your chosen files up to date on any computer you assign. It also has web access, so if you are away from your personal computer you are never away from your most important files. They also use the same encryption that banks do so your data is as safe as it can be on the internet.

Who can get the most out of it?
Professionals on the go, teams sharing files across large distances, anyone who has ever lost a file.

Where do I find more information?
SugarSync Website.

Small Biz Tools: Foursquare

What is it?
Location based competition + social networking. Foursquare is part tour guide, part social network, part coupon. Users check in at locations via their mobile phones (apps are now available for most phones), mention something about the establishment, and get points for checking in. Foursquare crowns the person with the most check-ins as the Mayor of that location.

Why should you use it?
Foursquare connects with Twitter and Facebook to broadcast check-ins of users. Foursquare is one more way to get users talking about your business.

Who can get the most out of it?
Restaurants, bars, coffee shops, hang outs. Foursquare is best for socially oriented places.

Where do I find more information?
Businesses should visit Foursquare for Business.
Consumers should visit Foursquare.
Apps can be downloaded in their stores, except for Blackberry download here.

Small Biz Tools: HootSuite

What is it?
Social Media account management. HootSuite allows you to manage most of your social media in one place. Submit one post to Twitter, Facebook and LinkedIn all at the same time.

Why should you use it?
HootSuite is easy to use and web based. It supports lists in Twitter. Most importantly, it has analytics built in. By using the built in URL shortener, HootSuite will track how many clicks an individual link is getting. You can also schedule tweets for later.

Who can get the most out of it?
Anyone wanting to track the effectiveness of Twitter campaigns. Anyone managing more than one social media account.

Where do I find more information?
HootSuite Website

Small Biz Tools: Groupon

What is it?
Coupons + Group. In each geographic location Groupon sends out one deal per day to a list of people who have signed up for the service. Groupon puts emphasis on picking the right deals and crafting the email so that it is appealing on all levels. Then if a certain number of people buy the Groupon (hence group) the deal is on and everyone who bought can cash in.

Why should you use it?
People sign up to receive Groupon emails because they WANT to know what is out there. They pay attention, and bank on Groupon finding cool deals. Also, Groupon takes a percentage of the sale NOT an upfront fee.

Who can get the most out of it?
Groupon has sophisticated analysis of their users on their site, but the short of it is young, professional women with money to spend who appreciate a good bargain. Anyone with a product or service that appeals to that demographic would be good. Also, be aware that Groupon does have a pretty high success rate, so don’t do it if you cannot support the influx of traffic.

Where do I find more information?
Businesses should go to Groupon for Business.
Consumers should go to Groupon.

Business Lessons from an EMT

When I decided to get certified as a Wilderness EMT, I knew there would be lessons applicable to my life as a small business strategist. I learned new ways to approach problems and more about myself and my limits.

Your brain can survive for 4-6 minutes without adequate oxygen before you have brain damage. Your body can only lose 20% of its liquid volume before you go into shock and die. These are small numbers and short time frames.

We have lots of ways to remember what to do and when, but you cannot be paralyzed making decisions.
EMTs have to think very quickly, act very quickly, make changes, and know when to get help AND keep a super cool face on the outside.

I’m going to break these down individually and draw a comparison to the business world, also I’ve been reading a lot of Mark Suster‘s writing today and think he has valuable insight, so I’ve linked to some of this work where relevant. I plan on adding to these in the coming weeks.

Think Quickly:

  • EMT: Part of EMT training (ok, a lot of EMT training) centers around doing the same things over and over again until it becomes second nature. You’re training your brain to act in a specific way. This way when you turn up the pressure, you may forget your name but you wont forget what you have to do to get your patient out alive. In the beginning, there is no speed. But you build it up. Every encounter you have makes you a little quicker and a little smarter. You’ll never be as fast as you want to be, and that’s a good thing. Pushing yourself to be better is key.
  • Business: In business, you have similar core competencies that can be honed with constant practice. You can get quicker on your feet, but only if you decide it is necessary. True, lives are not on the line, but thinking quickly is the first step in moving forward.

Act Quickly:

  • EMT: Once you’ve gotten through your information gathering (for paramedics this takes less than 45 seconds, super cool to watch), you must act. There are certain times you stop and fix issues before you finish gathering information. If someone is bleeding, you fix it. If someone isn’t breathing, you figure out why and help them (often at the same time). Either way, you can’t sit around and second guess your decision. You have to move, and fail, forward. If something isn’t working, figure out why and fix it.
  • Business: This one is possibly my favorite business lesson. Are you dealing with the same consequences? No. EMTs are taught to trust their instincts. If something doesn’t feel right, it usually isn’t. Act with essentially very little and limited information. The faster you make mistakes the faster you can fix them.
    More reading: Mark Suster,Guy Kawasaki

Make Changes:

  • EMT: You’ve gathered information, acted, and now something isn’t working. EMTs make changes. There’s no ego involved saying, but I liked that idea. It was my best work. Someone is bleeding, or not breathing, or seizing and you’re not sure why. Fix it. Analyze (fast) and make changes.
  • Business: Businesses don’t always recognize when something isn’t working. That’s not true, someone does, but that someone may not trust their instinct or feel empowered to actually discuss a potential failure. Also, in business, there are always egos involved. It is hard to admit that a seemingly brilliant plan may not be working. But every day spent not making changes is costing money.
    More reading: Mark Suster

Know When to Get Help:

  • EMT: An EMT needs to know when to transport, when to call in Advanced Life Support, and when to blast the sirens and go. Again, there is no room for one person to walk in and say, I’ve got this covered. There is always at least one more person. The decision to get outside help, and how fast is key. It takes a thorough knowledge of the EMT, patient, facilities and capabilities.
  • Business: Small business owners and start-ups have to be able to do many things well. But everyone has to know where their limits are. Ideally, we’re putting together a team of people who complement each other. Sometimes you need outside help, and knowing when to call in that outside help and who it will be is a very good conversation to have before you have your sirens blaring.
    More reading: Mark Suster

Cool on the Outside:

  • EMT: Panic will exacerbate any situation. Someone who was mildly hurt or sick may work themselves into being seriously sick. As an EMT, you have to exude confidence, professionalism, and compassion. A patient cannot question whether or not they are safe in your care. Your team cannot question whether or not you are in charge. On the inside your stomach is in knots, but you can’t let that show on the outside.
  • Business: This one seems incredibly obvious. Has anyone else noticed that when working with others (or pitching) you have to exude confidence, professionalism, and compassion?

HOW TO: Fail at Business

Many seasoned and brilliant professionals have written about learning from failure in business.  But I’m going to throw my thoughts into the mix as well.  One of my favorites is Micah Baldwin who writes about failure on the road to success at his website www.learntoduck.com.  His simple premise is the best way to learn to duck is to get punched in the face.

Personally, I remember my failures far more than my successes.  Just like I can remember the instant I broke my nose playing field hockey in high school and not the numerous games I played without incident.  I know I’m not the only one.  Failure makes us think harder, learn from experience, and fight to prove we’re not worthless.

I worked for a small hair accessories company called Sassy Tails from 2006 to 2008.  The philosophy of the company was simple: prove to young girls that they are beautiful just the way they are and powerful.  Over the course of my two years we expanded our customer base and revenue, brought down costs, and secured licenses with Warner Bros. and Disney.  But we ran out of money and couldn’t secure additional funding.  I should mention that I learned more and had more fun in 2 years than I may ever have again.  I wouldn’t trade that experience for anything.

I’ve thought for a year and a half about what went wrong and what we could have done differently.  So, I’ve decided to write them as a series of failures.

Idea Fail: Great Ideas Don’t Fail – I am an idealist, I will be the first to admit it.  So the single biggest lesson I learned is that great ideas, with great soul, fail.  I thought if our motives were pure that we couldn’t possibly fail.  Lesson: Even the best ideas fail.

Projection Fail: Overly Optimistic Sales Projections – I can make a spreadsheet with the best of them.  I broke out all of our projections by quarter and product.  They were excellent.  But our numbers were not based in reality.  They were overly optimistic (overly may not be a strong enough word).  The danger in unrealistic projections is that you inflate expectations of your investors.  Then when you fail to achieve your high numbers, the investors wonder if you’re on the right track.  Simple math: whatever you think your projections should be, divide it by 5.  Then we’ll talk. Lesson: Unrealistic projections will get you in a lot of trouble.

Investor Fail: Thinking Your Investors Know Everything – While investors are a valuable resource for both capital and knowledge, they are far from infallible.  Also, you are not their only priority.  Your investors will never be there everyday and have to make decisions based on incomplete data. Lesson: Investors have their own motives, and they don’t always jive with yours.

Timing Fail: No Room for Mistakes – Tom Peters writes a lot about the best companies failing faster and therefore learning faster.  With Sassy Tails, we had 120 days to create, get approval, produce, market, and sell product for the Harry Potter license.  We were bringing in entirely new product from overseas in a quarter of the time this normally takes.  The problem: we had no room for mistakes.  When I say room, I mean time and money.  Mistakes are a normal part of the production process, but when you’re pushing everything to the limit, there is no space.  All of a sudden, minor issues become major ones.  Lesson: Make time and leave cash for mistakes.

Trust Fail: Not Trusting Your Instincts – During the same 120 days I knew in my soul that we should get one of our products made in the US and not in China.  Not because I think China is bad, just that overseas production does not work well on that tight of a deadline.  However, I let myself be swayed, we made them overseas.  We were charged too much and the quality was bad.  A couple months later I found an excellent US supplier that ended up being a key resource.  If I’d trusted my instinct, I would have found them sooner and possibly saved some heartache, headache, and cash.  Lesson: Trust your instincts, and stick to it.

Marketing Fail: Not Marketing Properly – I have seen many articles written about the value of marketing professionals.  I agree with anyone who says they are worth every penny.  A great marketing person/group can give you key insight and keep you on the right track.  We made a mistake by allocating more of our cash to production than to spreading the word about our products.  We are not in the middle of Iowa in a baseball field saying “If you build it, they will come.”  This is no Field of Dreams.  If you don’t market your product well, no one will know about it.  If no one knows, no one buys.  The math really is that simple.  Lesson: Build your brand, and market your products.  And do not let the nearest 13 year old build your website, hire a professional.

Cash Fail: Cash Flow Problems – Lately, I have been thinking a lot about the importance of cash flow to small businesses.  While this seems obvious, many entrepreneurs use debt financing or delayed capital to finance their businesses.  And many more just use credit cards.  We didn’t pay enough attention to how the cash was flowing, we counted it often as it should be and not as it was.  One part of cash flow is getting a dead on picture.  WorkingPoint is a great internet based software developed by one of the creators of QuickBooks.  The first user is always free, so it is great for new businesses.  The other key is searching for good rates with suppliers, and terms.  If you can have the product paid for before you have to pay a supplier, you will be in much better shape.  Lesson: Know where your cash is going.

Since I left Sassy Tails, I have worked with several other small businesses putting my hard learned lessons into practice.  The harder you fall the less likely you are to make the same mistake again.  I’m sure I could make a much longer list.  However, I will stop here.  I’d love to hear your comments.



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