Email Marketing Campaigns, Newsletters, RedRite, Leeds

Newsletter… For your business or not?

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You have Social Media accounts, you have a website, business cards and the odd ad lying around the market but what about other continuous engagement with those that have shown an interest in your company?

How about a newsletter?

Nearly every organisation has a regular email that goes out to their consumers, potential and current. For example companies like Wowcher and Groupon send emails to their subscribers filled with current offers available, while Amazon and EBay send out emails with items related to your last purchase. Your newsletter does not even have to be a campaign to push products or services on to people, they can also be used to keep people up to date with information, like service providers who let subscribers know of changes in the services or macro forces that may impact on their businesses such as changes in tax laws.

Another form of newsletter is the ‘Hi how are you’ one. Authors particularly use this form of newsletter to keep their readers abreast of the goings on in the editorial process of writing a book. One of our favourite authors Vanessa Kier sends out emails with a sample piece of the writings she is currently working on as well as a little update as what is going on in her life. Keeping them personal yet professional at the same time makes the subscribers feel a part of her world. Her most recent newsletter even has a poll running looking for a name for one of the characters in her newest book with a promise of being mentioned in the acknowledgement – A good way to engage her subscribers.

Have you ever considered a newsletter for your business yet thought it would not fit with your industry? Then guess again!

Even a simple newsletter saying ‘hi’ once a month or even quarterly can remind your subscribers that you are still around, while bringing your business to the front of their minds regularly. We do not guarantee it will bring in a rush of new business but it allows the memory of your business, and who you are, to stay fresh for a time when your services/products are needed. With the use of engaging and eye catching themes, and content that makes your subscribers feel a part of your world yet still gets your message across, a newsletter campaign can be one of the simplest methods of communication between you and your customers, potential and current. A subscriber tab on your Facebook page, a link on other social media accounts and even on your website are all methods to slowly build up your subscribers list.

We currently work with Make-up artists, nutritionists and even a knitter to engage with their customers and let them know what is happening in their world, keeping them abreast not just about their services/products but also just to say ‘hey there, we are still here if you need us’.

Not have time or know where to start, then let us get it sorted for you. RedRite will work with you to design a Mail Chimp template that suits you and your business, guide you in regards to the content and can even create the content for you. We import your contacts and get your newsletter out there. A week after each newsletter goes out we will report on the open rate stats.

Get in touch for more information today!!

Top tips to being organised, RedRite, Leeds, Virtual Assistant

Top Tips to getting organised

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Welcome to 2016!!

January is the best time to start getting organised for the year head. Planning your goals, setting achievable targets and starting the year off with a positive attitude.

Sometimes though it is not always possible to get the motivation to get going, especially when you are still in the Christmas season slump, so we have put together a few tips to help you not only get yourself organised but to also keep yourself organised.

Do you have any tips for getting organised that are not mentioned? Then please do share with us 🙂

  • Prioritise – At the beginning of every week set out the tasks that need completing and place them in order of importance as well as note the time needed to complete each task. This way if you have a few large important tasks you can organise your time better to complete them while also fitting in the little tasks.
  • 2 Minute Rule – When you are determined to get a large job completed but keep getting distracted by incoming e-mails, social media notifications or something else try using the 2 minutes rule. If the distraction is going to take NO MORE than 2 minutes to deal with, then handle it. Longer than 2 minutes then make a quick note and deal with it later when you have more time free.
  • Plan Ahead (as much as possible) – Especially with things such as social media, using software and apps such as Hootsuite you can organise your posts in advance so when working on a project or something unexpected comes up you know it is taken care of.

This can also be done with your newsletters. Set up the layout and basic content and then when the more up to date such as link to blog posts come up you can quickly add them. Same for blog posts, spend a Sunday afternoon typing up a few at a time and set their release dates in advance.

  • Set a Goal – Brainstorm everything you want to achieve in the following month/quarter/year and pick one goal to reach. Once picked make a note in a notebook of everything you will need to accomplish that goal, including materials, time, collaborations with other business owners and anything else. Then keep checking it to see how far off you are from accomplishing that goal.
  • Use a Diary – Only use it though for those jobs with a set deadline. Keep track of the important details and if using your phone set up reminders a week before hand and then 48 beforehand so you can prepare in advance. Brainwaves, reminders to call someone back, birthdays and little notes like that are better suited to a notebook/app rather than in the diary.

Apps such as Gmail are brilliant in that they add any noticeable dates in your emails and add them to your diary if you have it synced. It can also link to your Google Now page adding all the information you will need.

  • Work at your most productive time – When working for yourself you can pick when you want to work but its best to choose moments in the day you are at your most productive. If you are more focused in the morning put off that coffee date till the afternoon and get working, tasks can be completed far quicker when you are focused. Same if you are more focused in the afternoon, get your personal tasks done in the morning and focus on work in the afternoon.
  • Label!!! – We do not always have time to file as and when we receive paper but if you create a ‘To file’ pile and tackle it every Sunday it can be dealt with easier. Label your files/diary entries/documents in a way that you can easily locate and pull the information you need. If you happen to handle documents for several clients or own a few businesses then colour code the files/Emails. Label hard and soft copies identically so you do not get them mixed up.
  • Book in some down time – Working 24/7 can help you accomplish so much but it can also tire you out and ‘fry’ your brain. Set yourself a good routine for working and down time, even just a coffee every Monday morning or Friday afternoon. It can make the world of difference on your concentration levels and help improve productivity if you step back from it all for a short period. Too long a period and it will be hard to get back in to but the occasional afternoon or morning to focus on ‘You’ can work miracles.

If you are struggling to get started this year and feel there must be better systems you could use to operate smoother then get in touch with RedRite and see how we can help. Available when you need us.

businesstip (11)

Possibly time for a break?

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Is taking a break from business a bad idea or necessity?

Running your own business can be extremely rewarding when you look at your bank account each month, have referrals coming through non-stop and seem to be constantly working but is it really worth it?

Working 80 hours a week, missing out on time with family and not enjoying all the luxuries that inflated bank account grants you doesn’t seem worth it at all. Sometimes we need to step back and take a break before we burn out, with a major study showing that individuals who work more than 55 hours a week are more likely to suffer a stroke than those who put in 35 to 40 hours. Working excessive hours can also lead to serious physiological, emotional, effecting immune systems and increasing risks of health problems.

take a break

It is understandable that in order to achieve financial goals the work is required, especially when building up a new small business however the need to delegate tasks and to take your time is just as important. If you are tired out and stressing over every aspect of your business it will impact on your approach towards customers and the service in which they receive, thus negatively impacting the perception people have of your business.

So how can we help ease those stresses and become more productive?

Dedicating an amount of time each week to chill out and focus on ourselves is one major step we can take to ease the effects of stresses.

Delegating those little jobs that drive you mad yet need doing. Hiring companies such as ourselves to help with tasks such as book keeping, data entry and even your social media means you can focus more on family on evenings and weekends.

Breaking those goals in to more obtainable goals that you can work on means you are not stressing to reach a goal that may not be obtainable within the first 3 years of business. Create yourself 6 monthly goals and work on those before you know it you will have reached that ultimate goal.

Make some excellent connections in the business world. This way if someone comes to you for something that you might not be able to assist with on your own you can look through your connections and already have a business relationship with someone who may be able to help. Taking time out to create these connections also helps you enjoy some form of socialisation outside of your customers while working.

business break

When all is said and done money is not the be all and end all of business, yes it makes things easier but it doesn’t build memories, doesn’t keep you company and can never replace your family. Take time out to enjoy the things that do.

Call us today to see how we can help.

 

Bizmums Conference 2015, RedRite, Leeds

BizMums Conference and Awards 2015

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BizMums Conference and Awards – What an amazing day!! I do not know where to begin.

Saturday (17/10/2015) I went to my first BizMums Conference and Awards ceremony and I can honestly say the warmth, support and overall welcoming you feel as part of their group is amazing, some beautiful women were selected for awards and it is such a pity they all couldn’t be given awards for their contributions not only to the business world but to one another on a support basis. I truly cannot wait to get more involved with these women and help spread their love.

Speaking of love, must I say that if you ever need a boost in confidence running your business or worrying about fitting in then you need to speak to the lovely Mrs Emma Sutton, Queen of Diamonds. Many business owners like those seen at the conference want to stand out from the grey corporate world, have taken the steps to start their own business built on what they enjoy, so why then should you continue to conform to the ‘dude rules’? Live it up like a diva and let your personality shine in your business. There are 3 things Emma believes every business owner should love.

Love your business – If you are not totally in love with your branding and graphics that you would frame it on your wall, then change it to something you could completely love! You lose passion in your business if you are not in love with it and what you do, let your business be an expression of who you are and do not be afraid to stand out.

Love your clients – What client is going to rave about your business and spread knowledge of it to their friends if they feel like another blank face to you? A quick 2 minute phone call or email to say ‘Hi how are you?’ can make all the difference. Emma owes this lesson to a lovely butcher she once knew, whenever she would go in for something he would ask nicely what she was making, upon learning he would provide her with a secondary ingredient without asking anything in return. For Emma this created the first of many ‘You will never believe what just happened to me…’ moments. This happened around 12 years ago yet Emma has never forgotten his kindness.

Love yourself – Do you really know who you are, or have you spent so long being a business ninja? No not a smooth secret fighting machine but so hidden amongst the crowd too afraid to be yourself and take the risk. Then you need to fully embrace who you are and let her loose!! Proud to be true to yourself, even if it means some do not like you so what brush it off and carry one. You cannot truly be yourself and have everyone love you, there will always be those that you do not get along with.

This then led to Emma explain to us her diva statement. The definition is as follows:

D – Dare to be different (Express yourself and uniqueness)

Emma highlighted that not everything needs to be the same as everyone else, if you want to wear your heart on your sleeve then do so.

I – Use your Intuition (follow that niggle, think with the heart a little more)

Ignore that niggling voice of doubt listing all the reasons not to do something and just do it! If you are worried someone might be too busy to answer the phone but unsure when to call then just call and take the chance you might be surprised.

V – Be vivacious (Be seen for who you are and shine!)

IF you have a naturally bouncy and outgoing personality then do not hide it when it comes to business. One thing I fully took away was Emma’s statement about knowing your worth. Do not worry if you are possibly over pricing, you are worth every penny you charge. She mentioned a quote regarding a Ferrari sales man who worried about the prices he was charging but he realised the price reflected the worth of the cars. Do not let yourself get in the way of achieving all that you can.

A – Create and adventure (Take a risk and explore the unknown)

Do not be afraid to ruffle some feathers and stand out. Try once a week to do something you were unsure about doing. Emma considered that other business owners where doing as she was, stuffing business cards in a drawer till it got full then tipping it in the bin. So she changed it up and took a risk to offer people a small glass diamond instead.

Emma, in her gorgeous purple polka dress completely non-corporate uniform, emphasised the point that to be seen you need to be yourself, SHINE BRIGHT LIKE A DIAMOND. So take a risk, jump off the ledge and be yourself, no matter how crazy 🙂

emma Sutton

Following Emma’s lovely presentation we were then lucky enough to also have the esteemed Amanda Dodd help us understand how to deal with overwhelming marketing. Amanda owns the award winning Koogar Marketing Company, supporting businesses in any way they can through web design and marketing strategies designed to optimise the best of a business. Amanda started by asking what overwhelmed us in marketing, some of the answer where:

‘Too Much To do’     ‘Pressure to keep up’       ‘Being seen amongst the crowd’      ‘No time to do it’    ‘How to do it and create an effective plan’                 ‘Knowing where to start’

Amanda helped us break things down and see no matter what time we have, especially since we all have the same time as Richard Branson!, we can create effective plans with very little stress involved. The main point is managing your time effectively, sit down work out where your time goes and if you are spending hours browsing Twitter then why not use it to market instead? If you do not know how to do the marketing tricks needed then get trained, or even better hire someone who can (a Virtual Assistant or Marketing company).

Many people see new technology and methods evolve and feel they should be taking part, Periscope being one of them, yet not every method works for every company. What might work for your competitor may not necessarily work for you, if you do not know how to use Twitter do not stress about it use another platform that you can use. Ever attend a seminar and take a TON of notes yet stuff them in a file to type up and go over later and haven’t done? It is because there is too many distractions and very action taken!

Amanda gave us 5 tips in which to follow and help us get over the overwhelming marketing.

  • Take a Knee

A major film buff, Amanda used the film After Earth to high light this point. When things start to overwhelm you and you cannot see the end, take a knee (literally if it helps) and consider the following

  1. What is working?
  2. What is not working?
  3. What are you currently doing right?
  4. What do you need to stop doing?
  5. What have you always wanted to do?
  6. What is stopping you?
  7. What resources do you need?
  8. How can you move forward?

Taking a few minutes to answer this questions will help you get started on your journey to effective marketing.

  • GET FOCUSED!!

There is no point spending time and money on a million projects trying to build awareness of your company if you do not actually have a goal in place to achieve, whether it be at the end of the month or the end of the year. So do you know your current goals?

  • Make 2 ½ Lists

This one had a few of us looking extremely confused as to the half a list??? Really?? Yet once Amanda explain it we fully understand the reasoning. Take that knee for 30 minutes (Time yourself so you do not over think things) and brain dump! Absolutely everything that is spinning in your head, work, personal, projects anything. Even the old question of ‘what shall I cook for dinner tonight?’ – dump it!

Then look at all the projects/goals you have listed on the dump page and pick one, just one. This will then be your focus for the month, if you finish it earlier than the end of the month then go ahead and pick another one but focus on one at a time. This is where the half list comes in. Break the project down in to steps – What supplies and resources do you need? If you haven’t got them make a shopping list and go shopping one day. Take it a step a day and watch as that long overdue project is completed or that far away goal is suddenly achieved!

  • UNDERSTAND YOUR WHY

If you do not even understand the reason for doing what is you do then why are you doing it? Where is your passion and drive if you have no reason for it? If you have lost sight of that reason then take a knee and rediscover it. Write it down, frame it, whatever it takes to remind you why you are doing what you are doing when you start losing sight. Amanda used the film Machine Gun Preacher to highlight this point.

  • KNOW YOUR GOALS

What is you want to achieve? Know exactly what it is you want to achieve and what you need to do to get there. For Amanda this was rowing, she wanted to start rowing and now practises approximately 4 times a week as part of a team. This is because she knew her goal and went for it.

Amanda Dodd

Very similar to Emma, Amanda highlighted that no matter how much you believe in your business there is always room for doubt, but the knowing who you truly are and why you are doing what you do comes from deep within your core, there is no room for doubt. You are not always destined to be everyone’s favourite, statistically within the first 3 seconds someone will make up their mind not only about you but your business, however it’s using your knowledge of your business and what is currently important in the world around you that will help you build awareness of yourself and your brand. Once awareness is earned follow up will bring in the business. Marketing is consistent, not when the flow of work stops, so email previous and current clients every month to say Hi, or reminding potential clients you are still there ready to help them can make the difference between effective marketing and just building vague awareness.

Both ladies provided some excellent advice and I cannot thank them enough for their speeches. I intend to take away things I have learnt and use them not only in my own business but in that of my clients. Hope I did their speeches justice from the numerous notes I wrote down 🙂 If anyone would like to know more about either the ladies or of BizMums itself then please do get in touch I will gladly provide the information.

Why hire a VA, Virtual Administrator, RedRite, Leeds

Why hire a Virtual Administrator?

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Virtual Administrator services is a growing service throughout all levels of business but why??

Your desk is piled high with paperwork that needs electronically filling, your drawer is filled to the brim with business cards from networking events and your email box is ready to quit on you it is so full of unread emails, yet the thought of having to research and advertise for an assistant brings you out in a cold sweat. That is where a Virtual Administrator comes in, they take care of all these jobs plus more and the best bit is you only pay for the time they work, no need to clock how many minutes they waste on cigarettes breaks or how long their lunch break is.

Virtual Administrators are a growing trend not only in the small business arena but also in the large corporation world, with many employers turning to the ease of hiring a Virtual Administrator rather than wasting time and money advertising through agencies. Virtual Administrators can take care of any aspect of administration from screening and sorting your e-mails on a daily basis to managing projects that you do not have time to handle.

Every Virtual Administrator can research the life out of anything, has a professional demeanour in which to handle your correspondence with and some can even handle your taxes helping you save even more money. Whether it is a one-off job while your regular PA is off ill, or you are a small business needing someone who loves paperwork to handle the tedious tasks you despise, a Virtual Administrator is the life saver for it all. Virtual Administrators are ‘on-call’ for when you need them, yet are not hovering in the office filing their nails waiting for the work and charging you for it.

Here at RedRite we have the skills and experience in the following services plus many more:

  • Accounting Software Setup and Management – Including Payroll
  • Microsoft Office Applications – Word, Excel, Access etc
  • Social Media Marketing and Online Brand Reputation
  • Data Entry
  • Quote/Invoice Production and chasing
  • Audio/Copy Typing
  • Website Development
  • WordPress Setup and Management
  • E-Customer Service – Email, online chat, website/social media enquiries

If you are just setting up a business but do not have the time to deal with the creation of records, setting up social media and websites then a Virtual Administrator can help with that too, you do not have to be an established business to hire a Virtual Administrator. RedRite can help a business at any stage in its development, supporting it as it grows and making sure each step is as smooth as can be. Stop putting off getting everything sorted and hire someone who makes their living do so, Virtual Administrators love their jobs and it reflects in the quality of work you will receive.

For more information and to see how a Virtual Administrator can help you contact us today!

language, Word Meanings, Leeds, Redrite

Double meanings in an evolving language

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A constant evolving language and double meanings

The English is a forever evolving language, like many others in the world, with around 4,000 new words added each year to the Oxford English dictionary alone! This new words included updated meanings which can at times confuse what could have been a simple message.

Oxford Dictionay Double meanings

Although many words have held a double, less than respectful meaning the list is growing with each generation and new technologies evolving. Some words that have gained new meanings in the last century are:

  • Sick – No longer just means ill or poorly, it now also means really good or brilliant
  • Bad – Now can also be used as synonym of itself.
  • Pants – No longer an item of clothing but also a rubbish situation
  • Hump – Not just a part of a camel or a traffic slowing measure but also used in relation to a bad mood
  • Chat – (An unusual one) What was once a word for a conversation is also now used when describing something gross
  • Armour – A world renowned word for protection yet it is also used for describing a person’s body
  • Hard – Does not just describe the strength of something or density of an object but can be used when describing a person’s false sense of strength.
  • Bottle – A liquid container that now also appears to describe the state in which a person becomes upon partaking of the contents of the bottle.
  • Bomb – A device people would usually run from unless an EOD expert, is now a description for highly expensive costs or a really good situation/item

Animals and food have also had their names misused in the more recent generations of language.

  • Bacon – A derogative term for the Police
  • Anaconda – Description of a male’s particular body part
  • Bird – Used when talking about a woman

If you are an individual looking to approach a professional body either for a job or to offer a service then double check the words you are using do not have double meanings. With it becoming harder and harder to earn positions and look the best out of a constantly growing crowd of individuals in the same position something as simple as using the correct and upmost professional language can work miracles.

If you are applying for a job or designing marketing materials and want to the work checked for appropriateness then give us a shout today.

Environment, Business impact, Carbon footprint, RedRite. Leeds

Making a difference in the Environment

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Making a difference to the environment is easier than you think for SME Businesses.

A lot of stories in the news are regarding large corporations and their environmental and ethical impact but what about small businesses and their impact? As a small business the difference you can make to the environment is limited but there are ways in which some businesses are making a difference. One such way is taking the office outside, in London there is the TreexOffice who rent out work stations in a treehouse and then invest the money back in to Hackney’s parks and green spaces. Similarly a retired federal prosecutor John Lenoir now uses his yacht as his office for civil right cases trail prep, video conferencing with other lawyers while sailing the blue seas.

If you run a café, small restaurant or similar food providing business where at the end of the working week you have supplies left over then why not get in touch with a local charity. See if the food can be donated to families who may be struggling and would appreciate some extra support. 1 in 6 parents go without food so their children can have a meal, even getting a few close to due date sandwiches could make a big difference, Oxfam are currently working to improve their lives through the Fare Share who work with retailers to provide surplus supplies and redistributes around the country to those that need it.

Another way in which a small business can help the environment is by recycling, even the materials in which your supplies are delivered as some suppliers take back the packaging to reuse. Make sure every item that can be recycled is separated from non-recyclables and if you can maybe even re-use it yourself. We have done such that and re-used sauce jars to create beautiful vases filled with silk flowers after painting them, a lovely idea if you own a restaurant or café.

 

If you use gadgets in your business and they break, do not just throw them in the bin dispose of them at electronic recycling points and reduce the space taken up in landfills. It also helps reduce the amount of toxic chemicals such as lead and mercury from being released into the environment. Using environmentally friendly lightbulbs is also a way in saving the amount of waste you have, not only do they cut back on the electricity bills but they also last longer so you are throwing bulbs out less often. Check with your local recycling centre as to what electronic devices they will accept and with your equipment suppliers as to what they will recycle.

These may seem like silly little things yet can make the world of difference, all those things such as turning taps off and electronics off in the home can be applied in the office as well. Something as simple as stopping one drip per second can save 10,000 litres per year!!

So wear an extra jumper in October, do a good deed and donate a little food to charity and save your company money while helping the environment 🙂

 

Business Paperwork, RedRite, Small Business, Leeds

Plan your paperwork and stay organised

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Plan, plan and plan some more to keep yourself organised.

So now you know what paperwork is necessary in smoothly running a business (If not visit our previous post) do you know how to plan it all in to your time? Finding the time to squeeze in extra work when you are so focused on the actual income generating aspect of your business can be difficult especially if you aim to do it yourself.

The easiest way to do things is use what you already have. Set up your business pages and email on your smart phone, then you can nosey and post where ever you are when you have 5 minutes break between jobs. However set up your notifications so that you are only bothered by them between your working hours, giving you time off on an evening and weekend to chill without the ‘chirp’ of your work disrupting.

Plan, plan and plan some more, the more work you have the more likely you are something will fall through the cracks. If you do not work on Sundays then take an hour or two to sit and type up some blog posts or social media posts, sign up to HootSuite or a similar software so that you can then schedule them to post across all your social media platforms ahead of time. As emails come in during the day highlight ones that will need responding and act on the urgent important one, then dedicate on hour on an evening where you go through the non-important emails you marked earlier. Choose a reasonable time so that your customers are seeing your emails as they come in. For example emailing out at 11pm at night means for some of your customers that email will be at the bottom of the pile when they check in the morning.

Once a week or fortnight set aside a few hours to go through your paperwork that has piled up – your invoices, new client information in hard copy, receipts etc. This way you can get it all tidied up efficiently and without the piles getting too big, if you have payment terms of 28 days then you can also chase up invoices during this time that have not been paid and you can easily work out the time frame without counting days.

If remember all these set aside times and what to do when gets confusing then use a simple planner. Highlight what is done on each day and if it is the same every week have weekly reminders set up. We use Wunderlist for everything, setting up weekly alarms for regular tasks and even alarms for the certain twitter hashtag hours we participate in so we do not have to remember them all. Do you prefer paper planners? Then set up a simple week page that can list all the tasks required on each day, and if there is a deadlines looking highlight them with bright colours so they catch your eye and you are constantly aware of them.

 

If all of this is still too time consuming and you would much rather leave it to someone else then consider hiring a virtual assistant who can take all this on for you and free up more of your time to relax with family and friends.

Call today for more information about Virtual Assistant services.

Business Paperwork, What you need, RedRite, Leeds

Paperwork – What do you really need??

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Paperwork: The bane of every company owner’s existence but a necessary evil.

 

Even with the developments in technology the one thing that has not changed over the many many years of business is the need for paperwork, whether it is hard copies or electronic, every company needs to keep track of everything going on.

Every business, not matter what size or type, needs at least some form of tracking the following:

  • Income and expenditures/Receipts –
    • Even if you are a business consultant or offer a professional support you still need to keep track of all the paper, marketing tools and software you purchase.
    • Even if you have an accountant who takes care of all your finances to send to HMRC at year end, it is also good for you to keep track of all your receipts on a monthly basis, a simple spreadsheet is more than enough.
    • Another major piece of finance paperwork that needs tracking is invoices. Knowing when they are due and if any payments have been made guarantees you keep track on any overdue invoices and you are not short changed by clients.

 

  • Marketing Campaigns –
    • Keeping track of any marketing campaigns you run, i.e Google Ad words, Facebook Ads etc, helps you identify which are successful and which are a waste of your money.
    • Keeping track of newsletters sent out also keeps track of any information you have sent out and if someone contacts you regarding that information you can easily look it up.

 

  • Social Media –
    • Keeping track of social media/blog posts means you do not end up repeating yourself and looking unorganised. For example our ‘This month in history…’ posts are saved and we keep track of all facts used so next year we are not blogging the same information and boring our readers.
    • Tracking the amount of followers gained and people engaged helps you see more clearly your company grow and spread.
    • Searching your business on social media also helps track any bad publicity you may have obtained. If you do not create a page for your business before someone else does then you have already lost control of what your audience sees.

 

  • Appointments and Planner–
    • This will help you work out exactly which months are more popular and if you have repeat customers it allows you to see how often they are returning, maybe to help offer them a loyalty offer. If you reward referrals it also helps confirm the name you are given has genuinely been a client.
    • May seem an obvious one but keeping on top of everything from client appointments, business meetings and even your social media time can help you make the most of your time and reduce the risk of double booking yourself or running out of time for something.  Why not try the Business Planner offered by Educate Business, it not only helps you plan your business but also your personal life.

 

  • Potential and Current Clients –
    • Keeping track of your clients helps your business grow. Even keeping track of potential clients means you can email them at a later date and see if there is anything you can do for them or sell them. With lives so busy these days it is easy for people to forget who they contacted for help, sending a quick ‘Hi, how are you…’ email can help them remember. If you have sent a current client something it is always best to follow up when there is no response in case your email slipped through the cracks, or again they have been too busy to remember.

 

  • Hours Worked –
    • Whether you are selling handmade items or providing a service, keeping a note of all hours worked means you can compare your income to the amount of work required, it helps to see if the financial return is worth the time invested or if things need changing. If you spend an hour networking every Monday then still record it, if you were an employee your employer would be tracking every time spent at work whether you are working or not.
    • If you have employees it also helps see how the workloads are shared and work out their wages due. It also helps you understand more clearly how many hours an average job will take so when quoting a similar job you have a better understanding of the time truly required.

 

  • Current News –
    • It may seem an unusual thing to keep track of but it prevents you from making mistakes similar to those seen in our previous blog post, ones that could cause severe damage to your business. Using a severely distressing situation as an advertising ploy will not settle well with customers and followers.

 

It can be time consuming and tedious to keep track of all this as well as running the main body of the business. A simpler method to keep track of all this is to outsource it to a capable and experienced team, such as RedRite. All we require is access to invoicing and appointment systems, customer databases and any receipts obtained, if none of the databases are in place we can easily create them for you, helping to smooth out the running of your business.

No need to stress over the piles of paperwork building up, stop digging through shoeboxes full of receipts or paying your accountant a fortune to do it for you, pass it on to someone who loves paperwork and will cost you less than an accountant or an employee who needs desk space. We love paperwork and promise to handle it with the upmost care.

Call today or Email us for help digging out of the sinking hole of paperwork you have found yourself in.

Business Plan, RedRite, Leeds, Virtual Assistant

How to build a Business Plan

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It is always best to have a business plan set up if you are approaching the bank or investment, even a mentoring support program, for help and support .

The question is what to include in the business plan however.

Firstly it needs to include your business name, even if it is just a proposed name, your business address and contact details. If this a proposal for a new company you may not have these details so it is best using your personal details and further in the plan note where you would prefer to be located and possible ideas for email addresses, i.e Info@yourbusiness.co.uk or yourname@yourbusiness.com. This is also the section in which you need to identify all those that will be partners in the business with you.

Secondly is your executive summary, a short paragraph no more than about 100 words that explain the main basis of your business, services or products you intend to offer and main customer base. This is then followed by a little back ground in to why you wish to run this business, this needs to show that this business is not just a random idea, that you have thought it through and are capable of providing the type of experience your customers will expect from your type of business. Any relevant work experience and qualifications gained or in process of obtaining are needed here to back up your ability to run the business.

Section 3 looks into what your business will provide to its customers, whether this is a service, product or both. A description of the basic product/service offered and then a more in depth description advising of other products/services available including any modifications applicable to the product/service. If for whatever reason these services/products will not be available straight away then please note them in this section so those looking at your business plan can understand why.

Section 4 requires you to look at the market in which you are planning to approach, in other words your customer base. Are they individuals, businesses or both? If you choose businesses to approach then it is best to specify what type of businesses, for example RedRite is aimed prominently towards small businesses and tradesmen who require help with their paperwork without office space. A location of where you prefer your customers to reside and what will have them choosing your company over others. If you have any customers awaiting to purchase your products/services then listing those here may help to show an interest in your company already.

Section 5 looks at your marketing strategy, at how you intend to interest your customers and attract new ones. Looking into which social media sites to use, the best type of website needed and any other forms of marketing you may use. If you have already advertised your business then list them so that it can be seen where interest is currently coming from. Looking into your competitors and how their strategies compare to what you are currently doing or plan to do. A SWOT analysis may also be used here.

Section 6 involves disclose your prices and logistics information. For products sold this will include the stock price and the items they are sold for, any postage costs if items shipped to the customers. An estimated profit margin allows the reader to see how realistic your prices are and will help further on in the financial planning stages. For services, this would look more at the hourly or set rate for each service, it will also include if there are items needed in order to begin trading. Depending on the intensity of business plan needed this can also include insurance and legal costs, as well as those for staff members.

Once you have determined the main logistics of your business, you need to look at the finances of it all in more detail. To determine if your business will be profitable for you it is necessary to look into your incoming and out goings. There are many spreadsheets available online to help with this section but it is just as simple to create your own similar to the one below.

Monthly cost (£)
Estimated costs Mortgage/rent
Council tax
Gas, electricity and oil
Water rates
All personal and property
insurances
Clothing
Food and housekeeping
Telephone
Hire charges (TV, DVD etc.)
Subscriptions (clubs, magazines
etc.)
Entertainment (meals and
drinks)
Car tax, insurance, service and
maintenance
Children’s expenditure and
presents
Credit card, loan and other
personal debt repayments
National Insurance
Other
Total costs (£)
Estimated income Income from family/partner
Part time job
Working tax credit
Child benefits
Other benefits
Other
Total income (£)
 Total survival income required (£)

 

Some banks and investment firms will also want to see cash flow and cost projections, once again a simple table is all that is need for this.

The final element of a business plan requires you to prepare a short and long term plan for the business, including any expectations of expansion or change in the services provided. Having a plan B in case initial things do not work out is essential and informing the reader of this shows you have accepted there may be bumps in the road but you are prepared for them.

Still unsure how to prepare a fully acceptable and relevant business plan then get in touch and we can help you get that bit of extra funding or support your business needs.