Time management is something many people struggle with.
Part of the problem I think is with this concept of ‘time management’. We actually cannot manage time at all – it carries on regardless of anything we mere mortals do. We cannot ‘create’ time or make it stand still whilst we catch our breath. All we can do is allocate the tasks we have to the time available.
There are as many different techniques for doing this as there are exponents of ‘time management’ and some will work for some people and some will work for others. Some people just can’t get themselves organised no matter how many techniques they try.
Much of effectively allocating tasks to time is about your frame of mind. If, in fact, subconsciously you quite like being disorganised and see it as part of your personality, no time management technique in the world is going to be effective. For ‘time management’ to be effective you have to really want to be organised.
If you do want to be effective in your working environment the key is to try different methods and see which one works for you.
I have written about goal setting on a number of occasions because it definitely makes my life easier, when I am doing business planning with a client, if they are very clear what their personal goals are.
As a business owner any funds needed to achieve personal goals will often need to be generated from the business. So understanding how much is needed, and when, can make it much easier to set the business goals that will deliver against these personal goals.
Someone who has certainly helped me to dig deep and properly think through my personal goals is Andrew Stinchcomb – my partner of the month.
Andrew has a great tool – the financial road map – for helping clients to understand what is important to them in life. This leads to a greater understanding of their goals and subsequently to what funds are needed to meet those goals.
For my husband and I, once we have helped finance our two sons through university, a key goal is to be able to take a year out and go camper vanning around Europe for a year.
The roadmap process highlighted quite quickly that Jeff’s idea of the camper van we were talking about, and my idea were quite different, which was quite amusing. But naturally we settled on what we needed to budget for as somewhere between the two.
Once we had a clear idea of what money we needed to have to make all our plans a reality, it was much easier for me to focus my business so I contributed my part.
We meet up with Andrew on an annual basis to check that everything is on track and he has some wonderful graphs that show how we are progressing.
I must say it is very reasurring to see that our retirement is sorted and we will have enough for our camper van, and other, goals.
The more I work with businesses of all sizes the more convinced I am that good planning is the key to success – and goals are a key driver of good planning.
And the more I work with owner managed businesses the more convinced I am that having clear personal goals is vital to drawing up meaningful business goals.
So, if you are not sure what your personal goals are I recommend that you spend some time with a goal based financial planner.
For many businesses the last few years have been really tough – and the next couple may be just as challenging with continuing uncertainty around the Brexit decision.
If you own a service business there are things you can do to make yourself as resilient as possible and I include my take on the most important ones below:
In a service company the level of customer spend can be quite high. For this reason it is vital that you review the level of credit you are prepared to give clients and stick to it. My payment terms require that clients pay either by monthly standing order or on date of invoice. Even if they don’t pay immediately at least I can chase from the earliest possible point.
Ensure you invoice promptly after work is completed, and, if the job spans several months, agree stage payments with your client so they don’t owe you more than 1 months worth of work.
Bear in mind that none of us really knows what is going on in another company. A seemingly sound company can be on the verge of collapse due to cash flow problems. Credit checking services can help you assess the credit worthiness of a business, but remember their information is out of date to some degree and they don’t pick up the full picture. The only way to ensure you don’t get caught out is to collect the money owed to you as quickly as possible.
Remember, even the banks are reluctant to be banks at the moment – so don’t fall into the trap of acting like one!
A key way to thrive is to provide the BEST service you can and be as close to your customers as possible. I see many service providers who think they can get away with average service and who assume clients will stick with them regardless. This is an arrogant assumption which will lead them, quite rightly, to lose good clients to much more customer orientated businesses.
For any business, but particularly for service companies, the relationship you have with your clients is king. A client who knows you well, and believes you are giving him the best, most focussed service available, is unlikely to shop elsewhere, even if he has the possibility of getting the service ‘cheaper’.
Build your referral network
We all know that people buy from people. You are much more likely to engage a supplier who has been recommended to you by a trusted advisor/contact than one you have met fleetingly at a networking event.
For this reason I think it is important to build up a network of people around you who:
– although they are not competitors to you, have the same types of customers as you do.
– understand exactly who an ideal client is for you so they can spot one when they meet them
– understand exactly what you do and the problems you solve for your clients
– are people you would be happy to refer to your contacts so the relationship is mutually rewarding
If you have a strong network you can be much more focused in your marketing and will be much more likely to get the type of new clients you need.
Clearly groups such as Met Walking are a great way to build a strong network of like minded people!
AsI amwriting this the sun is shining and a heat wave is anticipated for the weekend – even though it is Glastonbury festival time!
Whilst we all love the summer it can bring with it extra managerial problems for business owners who are trying to balance employees motivation, with getting the job done.
It can be difficult to concentrate on doing your job when the sun is shining outside – particularly if it’s very hot. This means business owners need to spend more time than usual focusing their team to their usual level of effectiveness.
Then there is the issue of holidays. If you have staff who have school age children there can be the battle to book time off during the school holidays – and you have to make sure you still have cover for all the roles in your business!
I think that, if you are able to, it can be very helpful to offer a degree of flexibility in working hours to staff who either suffer with the heat or generally want to make the best of the good weather.
Could employees start earlier in the day and finish earlier, for example? Could they work part of the day from home where it might well be more comfortable than in a hot, stuffy office?
In my experience a little bit of flexibility can go a long way to motivating employees to work harder when they are at work.
Then there is the issue of your own holidays. I have seen several LinkedIn posts where business owners seem to be proud that they are still answering emails and responding to business issues whilst on holiday.
To me this is not taking a holiday.
If you have staff you should ensure that they are empowered (through training and instruction) to act appropriately to problems whilst you are away.
If you don’t have staff you still need to find a way to balance business needs against your needs for a proper break by: informing clients in good time that you will be out of contact for the duration of your holiday; completing client work before you go; ensuring sales leads are not lost by using a call answering service…
Everyone needs proper holidays to enable them to recharge their batteries and be at their best – and you are no different. I certainly find I return from holiday more effective, focussed and full of ideas just because my brain has had a rest!
I was talking to a businesswoman recently – she is successful in her field but is starting to get bogged down in the day to day running of her business. In particular, administration and bookkeeping are starting to grind and take the shine out of her enjoyment of her businesses.
This is theme I come back to time and again because it is a common story but one that has a simple solution – DELEGATION.
We may have many ‘good’ reasons why delegation is hard and why we should do all the ‘easy’ jobs in our businesses:
– it can be expensive to pay someone else
– perhaps they will do the job wrongly or prove unreliable
– it will take time for them to settle in and the process will be distracting
However, you cannot escape the truth that however much you try to ‘create’ time by managing it better, there will only ever be 24 hours in a day! There will come a point (or you may already be there) where there is simply not enough time to do all that is needed in your business.
So I would answer each of the objections above like this:
– You are much more valuable to your business than you may credit. Your time is likely to be worth much more to your business per hour than the £20-£30 per hour you might need to pay a good administrator/bookkeeper.
Also there are jobs which only you can do in your business. These undelegatable jobs include creating business strategy, and leading and managing your business (even if you work alone your business needs to be managed!). If administration and bookkeeping are keeping you so occupied you do not have time for strategy, or management, then your business will suffer considerably.
– Are you really sure you are the best bookkeeper/administrator anyway! Surely you did not start your own business to play around with the books or to file!
– If you engage a trained bookkeeper they will settle in very quickly. Also, because they already know what to do as a bookkeeper you won’t have to spend time showing them what to do.
So do yourself a favour. If you have too little time to do the important things in your business – DELEGATE!
The new year is often the time for resolutions which by this time in the year have often fallen by the way side. Even the resolution to start planning for the next year can be a goal that is never fulfilled. But planning for the future is a key part of making sure that you are in control of your business and your life and not the other way around.
Do you have a clear idea of what you want to achieve personally over the next 20 years? In 2039 when you look back, what goals would you like to have ticked off and what resources do you need to put into place to achieve these goals?
These are questions a good goal based financial planner helps you to get clearly defined.
But why is it important to know the answers to these questions?
Anyone who reads my blog regularly will know that I am passionate about planning and believe that it is much more likely that we will achieve the results we want, if we have a plan in place. This applies equally to personal goals and to business goals. And they are interlinked. It is unlikely that success meeting a business goal will be meaningful unless personal goals are also met. In fact, I believe our personal hopes and desires should provide the backdrop to our business goals – especially where we are business owners. After all, how is a business successful if it does not reflect the owner’s personal values and fit with their life plan?
I have discovered, by working with my goal based financial planner Andrew Stinchcomb, that there are key things I want to achieve in my life. Some of these things have always been clear to me – others have come to light through discussions with Andrew and my husband, Jeff. The key outcome has been that we now have a clear idea of what we need resource-wise (and this inevitably means money) to make our dreams a reality.
It’s funny what comes out in the wash in our discussions. A while back Jeff and I had a light bulb moment. We had always talked about taking a year out when our boys leave home to travel around Europe in a camper van. It was originally a pretty lose idea and more of a dream than something we thought we might really do. However, this idea crystallised into a key goal during our discussions – such that, should it not happen, I would feel really bereft. Andrew gave us a clear idea of how much per month we needed to save and invest wisely to make it happen.
As my business is my only source of income, I therefore had, and still have, a very clear picture of what I need to accomplish business-wise, in terms of number of clients and levels of income. This has made it much easier for me to identify good opportunities as they are presented to me and to motivate myself. I know what I will be sacrificing if I don’t push myself.
So take a look at your life goals and ask yourself “Is my business providing to route to these goals?”.
As we all get back into the swing of work after the Christmas break it is a good time to look forward to what the new year may have in store for us.
Many businesses will find this year a real challenge. There is a lot of uncertainty around what will happen with regards to Brexit and this uncertainty has already lead to reducing sales and profits for many.
It is interesting that often the unknown has a more detrimental impact on the economy than actual problems. You only have to look at how the pound has plummeted, along with the stock markets, over the last year to see that this is the case – even though we have not left the EU yet.
The economyis driven by confidence and that confidence is fragile. The press frosters negative feelings about the future – because bad news sells papers – and suddenly everyone is in a spin, confidence collapses and, guess what, the economy suffers. It’s bad news, just as the papers warned!
As business owners we have to be careful that we don’t get caught up in a spiral of negativity. Negativity prevents business growth because good decisions are postponed. Investment in the future is delayed as outcomes become, apparently, more uncertain.
The fact isthat good, focussed, businesses should not be afraid of the future because economic downturns tend to favour them, as less well managed businesses fall out of the market place.
The key to success over the coming months will be to focus on making your business as efficient and effective as possible. This is always the case but less so when the economy is bouyant.
If you need to invest for the future growth of your business don’t put off doing so; but before committing make sure that you have a robust business case for the investment. Be in charge of your own fate.
Many companiescut back on marketing and training, but these are the very things that will help your business to thrive when your competitors are floundering.
Above all makesure that you have updated your business plan and built in some ‘what/if’ scenarios. That way you will be clear on the goals you have for the coming year and what you need to do to achieve them. There is no reason why you shouldn’t reach your pot of gold!
This post is a follow on from my previous one at the end of November.
As a business owner the festive period can be a challenge.
Our families have a set of agendas for Christmas we are expected to fall in with, and at the same time we are trying to ensure that our business does not struggle because of the reduced working days at the end of December.
However, with a little planning it can be possible to keep everyone happy.
Firstly, it is important to manage your business issues.
A key part of this is managing customer expectations of what can be accomplished before Christmas. If you are a service provider you may often be set Christmas deadlines for projects you are working on. This deadline is generally arbitary and there is no business reason why a deadline of 24th December, or 31st December, is necessary. So make sure you have the conversation with your client from the outset to find out what their ‘real’ deadline is. This will take the pressure off you without inconveniencing your client.
One aspect of the Christmas shut down is that companies, particularly large ones, use it as an excuse for not paying their suppliers. If you have invoices which are due for payment just before the holiday period make sure you contact your customers to ensure you are on the last payment run before they shut down. If payment is due over the holiday period see if you can persuade them to pay you a little earlier, so it will hit your bank over the three working days after Christmas.
If you plan to shut down your business over the festive period make sure all your customers are well aware of the fact in advance, so they can contact you if there is anything they need before you close.
For many business owners it is possible to take a break from their business completely. If you fall into this category I would definitely advise you to do – you will return to work refreshed and raring to go in the new year. In any case, most businesses find their customers are on holiday anyway and so taking the break has very little negative impact on the business.
If you do have to work try to compress the work you have to do into as small a time as possible to maximise the time you can have off.
Secondly, it is important to manage your family’s expectations.
If you have to work, make sure your family are aware of your committments so that they plan key events at times you are available to participate. Do not overcommit yourself or you will find the Christmas period very stressful indeed.
If you have staff it is also important that you balance their needs for a break with their families with your own. Many business owners will allow their staff to have a break over the whole Christmas period and then fill any gaps themselves. This means their staff are happy but their own family is not so happy. Your need for a break is as important as your staff’s – as long as you adopt a fair approach to who can take holiday, on which days, you should prevent any big problems.
In these turbulent times it is more important than ever to be on top of cash collection. However, many small business owners find it a real challenge to chase customers who are late paying.
A phrase we hear often is,“They’re a really good customer, so I don’t want to annoy them by chasing for payment”. Let’s just analyse that sentence for a minute. Why are these customers good for your business? Because they allow you to do lots of work for free? Surely, a good customer is one who appreciates your efforts and is happy to pay because they value you. If you have done the work you agreed with your customer, to the level they expected, why should they not pay the agreed price in the agreed time period?
So don’t be shy about collecting YOUR money.
Other problems we see regularly are:
–Not setting payment terms up front
If you have not agreed when the customer should pay BEFORE the work is done, you will struggle to collect the money in a reasonable time frame. Make sure your terms of engagement/purchase confirmation clearly state when you expect to be paid.
–Setting unnecessarily long payment terms
Don’t assume that you have to offer customers 30 or 60 day payment terms. Start from a position of offering zero payment terms and only offer extended terms if there is a commercial advantage in doing so. Bear in mind that even if you offer 30 day terms you will most probably be paid later than that. As you don’t know the financial position of all your customers the only safe money is the money in your bank account.
–Not sending invoices out promptly
If you do not send out your invoices as soon as the work is complete, you automatically build a lag before you receive payment. Invoicing is a chore, but regular invoicing is vital to achieving financial stability.
The most common reason small businesses fail is because they run out of cash.
The most common reason they run out of cash is because they do not collect the money they are owed quickly enough, or allow debts to go bad.
Make sure you business succeeds by being cash collection savvy.
Getting paid is a blog theme that I come back to on a fairly regular basis because I often come across service providers who are finding it difficult to get paid. There are clearly two sides to this particular coin – us and the client. We can be as much, or more, to blame as our customers for not getting paid, because of the way we think and act.
Firstly, as Brits we are sometimes embarrassed to talk to clients about fees and payment. Some business owners hide behind hourly rates, which means there is no upfront agreement about exactly what the client will be expected to pay. This means it is highly likely there will be disagreement and therefore delay in payment. Not only that, but disagreement about fees can leave a bad taste in everyone’s mouth.
Secondly, many service providers are slow to invoice, which means clients receive bills quite a long time after they have had the service. This sends a message to the client that the supplier is probably pretty well off and so doesn’t need the cash quickly (or the invoice would have been sent more promptly). Consequently it is more likely that payment will need to be chased.
Other suppliers do not make it clear what their payment terms are. Now, it is in clients interests to delay payment as long as they can (especially at the moment when many businesses are finding cash flow difficult) so if you are not clear on payment terms you cannot be surprised when payments don’t come through. Make sure your letter of engagement clearly states what your payment terms are and re-iterate these terms on your invoice.
Further to payment terms ask yourself the question ‘Am I a bank?’ If the answer is no (as I expect it is for anyone reading this blog) only give credit if it is absolutely necessary – and then ensure there is some allowance for interest in the price you are quoting! Otherwise, make your payment terms ‘payment on receipt of invoice’. You probably won’t get paid immediately but at least you can chase earlier.
I know business owners who don’t like chasing for payment, even if they have agreed a fixed price, invoiced promptly and have clear payment terms, because they think their good clients will think badly of them. This, in my opinion, is the worst ‘sin’ of all. Firstly, GOOD clients pay as agreed in the contract – a good client is not one who bitches about the agreed price and then fails to pay promptly. Secondly, we are business people who should expect to be paid for a good job done, so there is nothing to be coy about when it comes to asking for what you are legally and morally entitled to!
So, to recap:
1. Agree clearly with your client the exact terms of the engagement both in terms of job to be done and fee to be paid.
2. Bill as soon as the job is complete.
3. Be clear on your payment terms and give as little credit as possible.
4. Be professional! If money is owed to you do not be coy about chasing for it.