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    Free Essay
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    Financing your staffing agency

     

    As a staffing agency owner, your biggest concern is making sure your employees get paid on time - always. In this article, we’ll discuss a tool that will help you get the funds to meet payroll every time. We’ll also talk about a financing tool that will let you take on new contracts, even those that you think are too big and can’t possibly afford to win. This financing tool is easy to qualify for (it’s NOT a business loan), can be set up in days and can give you all the necessary funding your staffing agency needs. This tool is called invoice factoring, and also referred to as receivable factoring. This financing is not offered by a bank, but rather by a factoring company. If you are like most agency owners, your problem is not lack of work or customers. I am sure you have plenty of both. Your biggest problem is that your customers take between 30 and 60 days to pay their invoices. But, your employees need to be paid weekly (or bi-weekly). And unless you have a fat bank account, the math does not work. Sooner or later, you’ll run out of money. But what if you could eliminate slow paying clients? No, I don’t mean that you should stop doing business with them. I mean, what if you could turn them into quick paying clients? What would happen to your business if every client was guaranteed (yes, guaranteed!) to pay you in 2 business days? How many of those clients could you take? Let me have a guess. You could take as many of those clients as you could get your hands on. By factoring your staffing agency receivables, you can turn your slow paying invoices into quick paying invoices. The process is simple: 1. You do your work, as usual. You bill your customer but then submit a copy of the invoice to the factoring company for financing 2. The factoring company provides you an immediate advance on 90% of the invoice. You can use that money to meet payroll and pay expenses 3. The factoring company waits to get paid by your customer 4. Once they are paid, they rebate the remaining 10%, less their fees The main requirement for factoring is that you do business with good paying customers. If your customers pay regularly (but slowly) you can almost always qualify. And as opposed to a business loan, your personal credit is usually not an issue. So, if you own a growing staffing company, be sure to consider invoice factoring.

         
    Finders keepers

     

    Finding and keeping the right team is one of the toughest and most important tasks you take on as a business owner or entrepreneur. Yet it doesn’t always get all the attention it warrants. Business owners focus on the work. In contrast, when investors (Venture Capital groups or Angels) look at a business they are likely to focus more on the team than the business. Why? As Jim Collins substantiated with his Fortune 500 research for his bestseller From Good to Great, it’s the team that creates and sustains success. So when you’re thinking about the team you want with you, as you build or grow your vision of the business, here are some constructive tips to do it right from the start: 1. THINK FIRST - It’s tough for small businesses to think past the next electric bill. But before you hire, think through: What skills and experience do I need now in that position, to accomplish what, by when? When we’re successful (3, 6, 9 months) what skills and experience will I need in that position? What don’t I do well and need somebody else to do better? What are the characteristics of people who’ve done well working for me? Done poorly? This is not about titles, organization charts or job descriptions. It’s about the right people. 2. WHAT CAN I OFFER - Once you know what you need short term and medium term, think through what you can offer: * Salary * Equity/Bonus/Promises * Perks * Location * Work environment * Schedule Add it all up, not just for one person, but for everyone on the team. Too often entrepreneurs and sole proprietors look at each hire separately, in isolation, rather than visualizing the overall impact on the business. 3. LOOK BEYOND THE RESUME AND THE JOB DESCRIPTION - Now that you think you know what skills and experience you need, be prepared to discard your requirements for the right person. Good to Great companies learn it’s more important to get the right people on the bus and then figure out where to place them. When you have the right people, they will do everything in their power to build a great company. Not because of what they will get out of it, but because they simply cannot imagine settling for anything less. 4. FRIENDS ARE GOOD, STARS ARE BETTER - Entrepreneurs instinctively – and correctly – want to be in the foxhole with people they absolutely trust. So we first turn to friends to hire and work with because we know, like, and trust them. But is that enough to build your business on? Not always. Be careful to distinguish between how much you like – or even trust – potential and current employees, and whether they will be standout contributors. You need stars in every position, not just someone who can fill a slot. Also, you need the straight truth, with no sugar-coating. Sometimes friends and family can’t do that – they are friends and family first. Then there are some jobs where you never want a friend. For instance, I want my accountant to provide stellar, ahead of the pack, intelligence to grow the business or protect our interests. I don’t need him/her to be the office glue. 5. QUESTIONS NOBODY ASKS BUT YOU SHOULD – Ask the tough questions before they join the team, for example: * What should I watch out for if I hire you? * Name a couple of people who don’t like you and why? * Describe your last failure. Don’t bother with clichйs like “Tell me about your weaknesses.” Everyone has canned answers to them. 6. WHAT CANDIDATES SHOULD KNOW ABOUT YOU - They need to be able to trust and respect you quickly, so it’s important to be clear about your values, workstyle, strengths too. Be sure they know: * What you do well. * What you do poorly. * What you don’t get around to doing * When you will interfere and why. * When you get mad and why. * What you really want from them. 7. WHEN TO STOP THE BLEEDING - The moment you feel the need to tightly manage someone, you’ve made a hiring mistake. The best people don’t need to be managed. They want to be taught and led. If you wait before acting, it is unfair to the strong performers and you risk losing them. It is also unfair to the person who must get off the bus. You’re stealing a portion of his life, time that he could spend finding a better place where he could flourish. If you have someone on your team who is just not quite working out, and you’ve explained why and what you expect, but it’s been a month and it’s not happening, what do you do? He/she goes. Now. Summer Small Business Re-evaluation Whether at the beach or on a mountain, I find the summer is a great time to lift my sights to the broader horizon. It’s a great time to regroup solo, or with your team, on what’s working/not working, what the opportunities are and what it will take to get there in the next 12 – 18 months. Summers can offer small business owners opportunities not usually available in busier times. With either a slower pace or more time off, it might be an occasion to re-evaluate plans made earlier in the year. Richard Magid, CEO of SoundBoard, a New Jersey company that holds support groups for small business owners said in a statement to Yahoo! News: “You can make changes to your business model, re-evaluate clients, really plan out your budget and some of the investments you want to make.” “You can get a sense of the good, the bad, and the ugly–what have we planned for that wasn’t done, what have we done that didn’t work,” said Magid. It can be a good opportunity to discuss and plan out your business objectives and strategy for the rest of the year or longer. It may be a good chance to make decisions on capital investment or resource planning. As advocated by AccountingWEB, “Scheduling an appointment with your accountant may be one of your most important to-do items.” Implementing new hardware or adding software or systems can be done easier in the summer than in a busy time. Repairs to other equipment or performing a necessary renovation may be done easier during this time. Planning for holiday sales or bigger year-end shipments may also be a timely consideration if you sell or ship a majority of products at the end of the year. The summer is also a good time to take advantage of seminars or tradeshows to check out new products and services as well. Taking advantage of the seasonal weather is a good opportunity to nurture relationships with employees and customers by finding different ways to show your appreciation outside the office. Planning time to plan is no small matter. With your vision and a plan, everything else falls into place.

         
    Finding a low cost invoice factoring solution for your business

     

    Factoring may be one of the least well known and yet most used financing tools for business around. How does it work? Simply, you are given a loan backed by unpaid invoices. This allows you, as a small business, to cover payroll and other expenses while you wait for outstanding invoices to be paid. The overall process includes applying for the factoring and then you must keep track of all unpaid invoices that are from companies with established credit. So with that in mind, then, finding a low cost invoice factoring solution for your business becomes incredibly important. Factoring allows you to take invoices and turn them into cash, but how much you are charged certainly plays a role in whether or not you will take advantage of factoring as a service. Here, then, are a few tips on finding a low cost invoice factoring solution for your business. The best place to start your attempt at finding a low cost invoice factoring solution for your business is to look online. When you search for factoring solutions, you will find that there are a number of institutions available on line who offers the service. By starting on line with your search, you will find that you can look over a number of institutions and compare prices quickly and without leaving the house. Most offer quotes through online forms so that you can get an idea of where the market is as far as cost of factoring. Secondly, when you are finding a low cost invoice factoring solution for your business, you should check with local institutions. If you are a small business, you may want to look with banks and financial institutions who work with small businesses often. At times, it can be to your advantage to talk with someone face to face. Also, since you will have already done research online, you will already know what a good deal looks like. This can be of great help to you when you are quoted rates and fees for factoring with your invoices. Finally, finding a low cost invoice factoring solution for your business is about sitting down with all the information you have collected and making a decision. Consider the reliability of the institutions you look at, their rates, and how much experience they have with small businesses. Once you have made your decision, contact the institutions immediately and set up your factoring account. Finding a low cost invoice factoring solution for your business is not difficult, but it does require a little bit of work. Like with anything, simply doing some research will give you a good idea of what to expect and where to look for it. If you take the time to shop the internet, check local companies and make a decision based on your information you are less likely to end up in a relationship that does not work. Remember, you are dealing with your own money here as well as services that affect your employees. Take a little extra time, do a little homework, and make the right decision the first time around.

         
    Finding the right expense management solution for your company

     

    In recent times, initiatives such as the Sarbannes Oxley Act in the US have dramatically raised the profile of compliance within the corporate world. As a key element of any corporate compliance policy, expense management has shared some of the limelight. As a result, an Expense Management Solution (EMS) is now critical to any business concerned with corporate compliance. But what is an Expense Management Solution (EMS)? Does your company need one? And where do you find a good one? Just as importantly, how do you successfully implement and integrate an Expense Management Solution (EMS) into your corporate environment. This article sheds some light on these issues. What is an Expense Management Solution (EMS)? The term “expense management solution” has been used to describe quite different commercial products and services. In the context of this article, an expense management solution is defined as a technology based system that processes: (i) transaction records received from a credit card issuer (detailing employee use of corporate credit cards0; and (ii) cash reimbursement claims originated by an employee. In practice the target application is Travel and Entertainment expenditure. A robust Expense Management Solution (EMS) will also support procurement (pCard) activities as part of a broader strategy of effectively managing lower value, high volume business-to-business transactions. The three core steps of any expense management process are: 1. the acceptance/input of validated source data; 2. the application of predetermined rules of handling expense records; and 3. the posting of transactions to a corporate repository such as an ERP system. What is the purpose of an Expense Management Solution (EMS)? The objectives of an expense management solution implementation should include the following: 1. to automate the preparation, submission, approval, and auditing of travel & entertainment claims, thus improving the productivity of account holders and reducing the time and cost of accounts staff; 2. to support the implementation of a standardized best practice method of managing high volume expenses through the use of corporate credit cards; and 3. to increase the transparency and enhance the governance of financial transactions conducted on behalf of the enterprise. Sources of Expense Management Solutions Australian and international organizations now have access to a range of quality expense management solutions which are well suited to driving down administration cost whilst meeting corporate compliance requirements. There are essentially three sources of “expense management solutions”: 1. ERP systems; 2. systems offered by card issuers; and 3. best-of-breed solutions. Each will have their own merits and will suit organizations in different circumstances. Enterprise Resource Planning (ERP) Systems ERP sourced expense management has the attraction of being fully integrated within the financial suite of software, therefore offering a standard look and feel to all users of the ERP. With ERP sourced expense management functionality, the ERP supplies the core software, and the enterprise needs to customize and configure the system to reflect its own structures and rules regarding the management of staff expenses. If you're considering the option of using their ERP for expense management, you need to be conscious of a number of factors, including: • the actual functionality available within their specific installed ERP system; • the backlog of work on the ERP system accumulated for the IT department; and • the deployment time and the cost of the project (which will usually be substantial). License costs can be an issue if an enterprise if your company has not paid a license fee that will cover all card account holders and cash claimants. Card Issuer Systems Some card issuers promote “expense management” solutions which can range from a computer generated report through to an online system with some embedded workflow concepts. The attraction of card issuer expense management solutions is that they are offered as part of a card deal, sometimes (apparently) for free. If you're considering a card issuer expense management solution, you need to know: • will you be 'locked in' to the card issuer?; and • will you be able to configure the expense management solution to adequately reflect internal requirements? Best-of-Breed Solutions Best-of-breed expense management solutions from specialist providers can be relatively seamlessly interfaced to an organization's internal systems such as HR and ERP, but will not present a common look and feel to the ERP system. You would usually choose a best-of-breed expense management solution if you want: 1. your company to be independent of a particular card issuer; 2. to achieve a fast implementation; and/or 3. to configure the solution to its own unique rules and policies of expense administration. Best-of-breed expense management solutions are typically deployed as either an ASP (Application Service Provider) or self hosted solution. Although exceptions are common, small to medium enterprises tend to appreciate the lower up-front cost of an ASP expense management solution, and larger enterprises are attracted to the control available through a self-hosted expense management solution. ASP expense management solutions are typically paid for on a per statement per month basis, and self-hosted expense management solutions have a range of options available from up-front license fees to monthly license rentals. Overcoming the Cultural Resistance to Expense Management Solutions Some Finance Directors still have an aversion to corporate credit cards. It's not uncommon to hear a finance director say “if I give everyone a card, they'll spend us broke!” However, the benefits of an Expense Management Solution are apparent as soon as the Finance Director considers the difficulties of controlling the expenditure behavior of thousands of employees using a manual system of reimbursements which is largely based around a set of uncoordinated spreadsheets. Basic activities such as enforcing travel policies, calculating tax implications, reconciling, posting to a chart of accounts at a detailed level and auditing, are so difficult as to be more honored in the breach than the observance... Viewed from a different perspective, a company with revenues of $700m $50m in EBITDA, and $20m in annual employee business expenses, can make a dramatic impact on its bottom line using an expense management solution without increasing revenue. If automation reduces these expenses by only five per cent in the first year, the savings alone have the same impact on the bottom line as $14m in new revenue. It isn’t surprising that the return on investment of an expense management project is often achieved within its first 12 months of operation. Expense Management Solutions also play a vital role in Fraud Control. “Fraud” in this context takes many guises, not all of which are the sort that land perpetrators in court. Information taken from our own customer experience and from publications of the USA Association of Certified Fraud Examiners identify the top four categories of fraud: 1. Mischaracterized expenses 2. Overstated (exaggerated) payments 3. Fictitious expenses 4. Multiple reimbursements Research in the USA has pointed to as much as 1% of company revenues being lost to employee expense mismanagement. Expense Management Systems will not, in their own right, eliminate this but they are a vital tool in creating an environment that drives down the level of mismanagement. Conclusion Over the past 18 months, our company has observed a change in motivation for expense management projects. Whereas formerly expense management solutions were an exercise solely in the reduction of administration costs, now governance is equally a driver to implement technology based controls around high volume expenditure. The Sarbannes Oxley (SOX) act in the USA has captured the attention of any enterprise active in the USA. However, inside or outside the USA, the senior executives must warrant that their company has implemented adequate financial controls that prevent fraud and give a true and correct record of the enterprise’s financial activities. As a result, the Corporate Travel Manager who pitches a proposal on expense management to the senior executive team currently finds a willing audience.

         
    Fire your secretary

     

    Peer out of your office door, what’s your secretary doing right now? If you answered surfing the internet, taking a nap, or reading a magazine, it’s time to rethink where your money is going. In an ideal situation, a secretary would be paid for the work they accomplish and not for watching the clock. If is my theory that small businesses can save money by hiring a secretary part time to manage office business and utilizing an answering service to manage the phones. Let’s analyze this theory from purely a mathematical point of view using 6 variables A, B, C, D, E, & F. 1. Variable A: Secretary gets paid $12.00 per hour. 2. Variable B: Secretary works 8 hours per day. 3. Variable C: Secretary spends 40% of work day managing office work. 4. Variable D: Secretary spends 30% of work day managing inbound phone calls 5. Variable E: Secretary spends 12% of work day on lunch 6. Variable F: Secretary spends 18% of work day remaining unproductive Based on these variables, your secretary gets paid $96.00 a day. With this figure broken down, they get paid $38.40 per day managing office work, $28.80 per day managing inbound phone calls, $12.00 for eating lunch (provided lunch is paid), and $17.28 per day for doing nothing. For the purposes of proving this theory, lets analyze the variables based on a 1 month block (22 business days), secretaries will earn $844.80 for managing office work, $633.60 for managing inbound phone calls, $264 for lunch, and $380.16 for remaining unproductive. So, if only 3.2 hours per day are spent managing office business, it doesn’t make sense for business owners to hire a secretary for an entire day when most of their duties can be outsourced to a call center. Accounting for “free time” (i. e. coffee breaks, cigarette breaks, bathroom time, etc.) lets round up the 3.2 hour figure to 4 hours ($48.00 per day - $1056 per month). Also, lets take $250.00 as an average market price for utilizing an answering service for a one month period. Also, take into account that with a part time employee (i. e. less than 4 hours per day), a lunch break is not required. It’s time for the grand totals you have been waiting for. - Case A: Using a secretary for every office duty costs a business owner $2112 per month. - Case B: Utilizing a secretary part time while outsourcing phone management duties to an answering service costs a business owner $1306.00 per month. Based on these figures, utilizing an answering service can save a business owner $816.00 per month ($9792.00 per year). Keep in mind that this figure does not include the increase in business by having an after hours, 24/7 live operator presence managing your calls. A live operator will strengthen customer relationships and project the image of a larger, more secure & dependable business to your customers (& potential customers). I suppose the title of this article should have been “Don’t Fire Your Secretary, Just Cut Their Hours”.

         
    Five business benefits of employee training programmes

     

    Copyright 2006 Train In A Day Understanding the business benefits of an employee training programme can sometimes be more of an art than a science. How do you measure success? How can you convince your colleagues to make the investment? As a result, it can sometimes be difficult to convince management teams of the need for forma people investment. Like any business case, we need to persuade others through demonstrating the benefits or, as salespeople would say, “What’s in it for them?” This article highlights five major benefits of employee training: Let’s take a look: 1. Impact on bottom line Successful employee training delivers improvements in employee performance which, in turn, creates a better performing business and an improved bottom line. Research conducted has suggested that, where training programmes are effective, employee productivity can increase by 230 per cent. You may wish to highlight job roles within your organization where employee performance has improved using measurable variables that will demonstrate your business case for further investment. By focusing your business case on the objectives of the business you will not only be preparing a persuasive proposal for the rest of your management team but will also be steering your training plans towards the areas of greatest benefit. Hence, ensuring the greatest return on investment for the project. 2. Staff retention Want to spend more training recruiting staff? Thought not. Training increases staff retention which will save you money. Instead of paying recruitment fees, re-investing in training, loss of management time why not treat your people as your number one asset? Invest in their development and they will receive a return your investment many times over. In some companies, training programs have reduced staff turnover by 70 per cent and led to a return on investment of 7,000 per cent. Incredible, eh? 3. Improved quality and productivity Training that meets both staff and employer needs can increase the quality and flexibility of a business’s services by fostering: • accuracy and efficiency • good work safety practices • great customer service. You know the benefits of quality assurance programmes. Now buy in to the benefits of employee training programmes! Can you put a value onto a lost customer? How about a health and safety issue? If you wish to gain a simple but meaningful measure of employee training programmes take a look at the consequences of NOT investing in your people. Often, we only make investment decisions when we can visualize the effects of not taking action. If you’re not yet convinced by the benefits of training, take a look at where your company has suffered from a lack of improved skills and try calculating the TRUE cost of those incidents. 4. The flow-on effect The benefits of training in one area can flow through to all levels of an organization. Over time, training will boost the bottom line and reduce costs by decreasing: • wasted time and materials • maintenance costs of machinery and equipment • workplace accidents, leading to lower insurance premiums • recruitment costs through the internal promotion of skilled staff • absenteeism. If you take a closer look at those companies which sit within the ‘Top 100 Companies’ to work for you will notice something which runs through each of them. You can’t measure it but successful companies have a ‘culture’ which runs throughout them. The benefit of this culture is a happy, innovative and successful workforce. A positive culture only comes through a respect for and an investment in your people. Start cultivating a progressive culture within your business today through employee training programmes and other forms of people investment. 5. Remaining competitive Businesses must continually change their work practices and infrastructure to stay competitive in a global market. Technology, previously the main driver of competitive advantage, is progressively taking a back seat to people. As economies become progressively service orientated, it is the development of people that is providing successful businesses with long-term sustainable success. Training staff to manage the implementation of business strategies, improvements to procedures and customer service policies can also act as a benchmark for future recruitment and quality assurance practices. As well as impacting on business profit margins, training can improve: • staff morale and satisfaction • 'soft skills' such as inter-staff communication and leadership • time management • customer satisfaction. So there we are. Start thinking now about how investing in the skills of your people can benefit your business to make more money, save money or save time.

         
    Five questions to ask before forming a team

     

    : A project or challenge comes up and many people, without thinking, immediately form a team to research, solve the problem and implement the solution. Teams can be a very powerful way to solve problems and implement massive improvements. But teams aren’t the right answer to every situation. To get the best possible results from the resources available, it is important that a leader answer a question they typically don’t ask - “Is a team the best way to address this situation?” Unfortunately when they assume the answer to that first question they jump to “Who should I put on the team?” When they start there, they may have already doomed the organization to less than the perfect solution, before they even get started. This article poses five questions designed to help you answer this important first question. Is the goal clear? If the goal isn’t crystal clear yet, don’t form a team. A team can develop a problem statement and solve a problem, but they can’t work successfully (at least not quickly and efficiently) with a goal that isn’t clearly articulated. Once the goal is clear (you might want to meet with a couple of people in a one time meeting to get this clarity), you can continue on with the rest of the questions. Until then, don’t form a team!

    Will the team have the resources they need to succeed? You may be the person who needs to provide those resources, or you may need to negotiate for them. Teams need to know what resources they have in terms of skills, budget, time, support and more. While a lack of resources will challenge people and teams to be creative, there is a limit to this! Teams will falter and struggle without the necessary resources to succeed. Proceed with out them and you risk massive frustration and low productivity.

    Does this really require a team? This is perhaps the biggest of the questions. We all value collaboration and teamwork – but they don’t have to go together. Collaboration can be achieved without a team. Perhaps what you need to do is assign or find a person to run a project, and encourage others with valuable input and experience to collaborate and help as needed.

    Remember there is a big difference between putting people on a team and asking them to help on an as-needed basis. When you remember that you can foster collaboration without a team you allow yourself to really answer this question successfully. What is the relative importance? Not all projects or problems are created equal. It is important to consider the relative importance of a situation before dedicating lots of resources to it. Think about your overall plan and your people resources.

    See where this fits into your big picture before you decide to form a team, versus assigning it to a single person to manage. Is there time? It takes time to schedule, form, acclimate and help a team get a good start. Is there time for all that, relative to the need for a solution or answer? If not, get someone, get and decision and move on. If you get yes answers to all of the questions above, congratulations! Form your team and help them succeed. But if you get one or more no answers - do yourself and those you might put on a team – a favor. Think a bit longer before automatically forming a team.

         
    Five reasons to make meetings more fun

     

    The average person spends more time in meetings than they’d like to. The average manager spends the majority of their workday in meetings. Given these facts, it isn’t surprising that you can read lots of books, articles and tips about running and managing meetings more effectively. Seldom will you read that you should make your meetings more fun. In this article I will give you five reasons why you should purposefully inject more fun into your meetings. Increase engagement. Let me state the obvious. People like things that are fun. They engage mentally and emotionally in things they are enjoying. Ask yourself: Would you like people to be more fully engaged in your next meeting? Do you want people to be more mentally involved in the problem you are solving or the issue you are discussing? You’ve brought people together to benefit from their presence, not for them to fill a seat. Making your meetings more fun will increase their engagement in the meeting and help you produce better outcomes. Increase communication. You can’t take advantage of people’s knowledge and experience if they don’t share it. Including an element of fun in your meetings will get people more comfortable with speaking up and sharing their ideas. Improve relationships. If people know each other better and are more comfortable with the others in the meeting, they will more likely share their ideas. So anything we can do to improve the relationships between people is a positive step. Does this mean that everyone in a meeting needs to be best friends? Of course not! What it does mean is that as people know each other better they will be more open to the ideas of others and more willing to share their own. Fun can make all of this happen. Increase energy. How many meetings have you attended where the energy level feels like it is at zero? People’s minds are elsewhere or on other projects. People aren’t interested in the topic of the meeting. People don’t understand why they are there. And all of this shows up in somber, lifeless body language and effort. Of course there are many ways to remedy this besides injecting fun into your meetings, but fun is still a wonderful tool to improve the energy level and attention to the meeting topics Increase memory and retention. We remember things that are more enjoyable longer. When we make our meetings more fun, we increase people’s ability to remember the content and remember the decisions. When people remember the meeting’s events better it improves the likelihood that they will complete their action items, share the results of the meeting more accurately with others and much more. The five reasons above are excellent in themselves. But beyond them individually, the overriding reason to make your meetings more fun is that they will be more productive. We have meetings to get people with different opinions, perspectives and experiences working together. Our whole purpose in doing this is to create valuable outcomes. When we can find ways to make the investment of time and energy for all of those involved more productive, we should implement these ways! This does not mean to add an item to your agenda that says fun. Nor does it mean that you should change the focus of your meetings – you are meeting for a important purpose and that should still be your focus. Just remember that when we can make our meetings more enjoyable, even fun, we can enhance the productivity of those meetings – and productivity and results are why we were meeting in the first place.

         
    Five steps for handling workplace conflict

     

    Copyright 2006 Red Ladder, Inc. You're at work. You've been assigned an exciting, highly visible project. You can't wait to get started. You arrive at your first team meeting ready to rock and roll. You take one look around and you immediately hone in on several scowling faces. Almost immediately, you are confronted and a conflict ensues. Your excitement quickly diminishes as you realize you have your work cut out for you. Sound familiar? Maybe not exactly this scenario but I guarantee almost anyone you talk to in the workplace has encountered one form of conflict or another. You may experience this conflict one-on-one or in a team setting. Not to worry. Conflict in the workplace is not uncommon, and in fact, in some instances it is even worthwhile. That's right. It can be worthwhile particularly if you can shift the conflict to make it work to your advantage. Why does conflict occur? Typically, conflicts arise when expectations are not met in some form, when one party perceives a threat to themselves in some way, or through simple miscommunication. So, what can you do to manage conflict when it arises? Follow these simple steps. 1. Determine the cause. You can't solve the problem until you are sure that everyone has a mutual definition of the problem and that everyone is talking about the same problem. Gather as much data as you can. Ask for information and be sure to involve the impacted individual(s) in discussions. Ask "what else" questions to raise all of the issues and show a willingness to listen. Do not become defensive or personalize issues. 2. Collaborate on solutions. Use a "yes... and" response to focus and build on potential solutions. Avoid using a "yes... but" response, which tends to shift focus back onto the problem and away from solutions. Whenever possible, always engage key stakeholders in developing solutions. This will help facilitate buy-in when final decisions are made. 3. Provide alternative options. Whenever possible, provide choices. People tend to feel empowered when they are involved in the decision making process. This will also help you in soliciting ongoing support and champions once the final decisions are made. 4municate key decisions. Develop a communication plan that communicates the decision as many times and as many ways that you feel are appropriate. This might include meeting one-on-one with those involved, announcement at a team meeting, and an email announcement or written memo to follow-up. Be sure to involve your boss (and senior management or human resources when appropriate) to reinforce and support the final decision. 5. Implement solutions. Once a decision has been made, it is important that you be assertive in the implementation of that decision. When challenged (and do expect to be challenged) be calm, re-focus on the process used to identify issues and develop solutions, and be confident in the knowledge that you have done the best you can to resolve the situation. Don't get angry or over-apologize, as this will only serve to weaken your position. Handling workplace conflict is never easy but it is necessary if you want to be perceived as a strong leader capable of getting things done. Avoid conflict and you put yourself on a path of manipulation and distrust. Handle conflict straight on and you will earn the respect of your peers, your staff, and your boss. Even more importantly, you will feel more confident and capable, no matter what situation you find yourself in.

         
    Five tips to managing your small business

     

    Managing a small business is rewarding, both personally and financially. However, it is also stressful and time consuming. By keeping in mind the following five tips, small business owners can better manage their business and feel less stressed. • Maintain a healthy work-life balance. If your business is run out of your home, try to set business hours that you work by, take breaks throughout the day or go out for lunch. Destress and recharge your batteries by developing interests or hobbies outside your business. • Set goals. Setting short and long-term business goals can help you keep your business on track. They can also offer a sense of direction that helps to guide business growth. Whether it's opening another store or increasing profit, it doesn't hurt to "think big." • Keep finances in order. Keeping track of money coming in and going out can easily get out of control using paper, spreadsheets and file folders. If this is your method, it's time to accurately track and keep your company finances organized throughout the year. This will also make tax time a whole lot easier. No matter if you have simple or complex accounting needs, with the help of financial software such as QuickBooks, you'll be able to easily and effectively manage your finances. For more information about managing your business finances, visit quickbooks. • Stay informed. With any business it's important to stay informed about the industry, business trends and current events. At the same time, you need to stay informed about specific laws, regulations and tax codes that affect your business. • Develop a network. Small business owners often don't have the support and resources that a large company can provide. Therefore, it's important to build a strong network of people-employees, vendors and other small business owners. For example, participating in local business organizations and conferences are good ways to find support and develop a professional network. This network will prove invaluable when you need inspiration or advice on how to better manage your business. Managing a small business doesn't have to be a juggling act. Simple tips can make managing a small business a breeze.

         
    Five ways to use a meeting

     

    1) Determine a person’s ability to plan. Does the person who called the meeting have a clear goal and a specific plan to achieve it. People who do, recognize the value of preparation and can be trusted with larger projects. 2) Measure teamwork. How are the participants working together? Are they making methodical progress toward an agreement, decision, or solution? Are the more skilled participants helping the others? Is the group working toward a result that benefits everyone? People who work as a team contribute more to productivity. 3) Demonstrate communication. How well do the participants state their ideas? Do they speak clearly? And do they pay attention when others speak? People who communicate well avoid problems such as misunderstandings and arguments. 4) Determine how people think. Are the participants offering ideas that logically follow what the last person said? How innovative, practical, or useful are the ideas? Are people focused on details or major projects? Are they focused on what happened or upon what happens next? Certainly people think differently, and this helps you observe their strengths. 5) Observe ethics. What are the participants proposing? What values are revealed by their suggestions? What type of actions do they admire? What do they support and what do they oppose? How much respect do the participants show for each other? Good ethics keep a business on the right side of good.

         
    Fixed versus flexible working hours in workforce management

     

    : Flexible working hours have been found to lead to a happier workforce, and to far better customer service and share valuations. However, there is a fear that implementing flexible working hours is complicated and that it could lead to a flood of impossible demands from employees. Before we look at flexible working hours in more detail, let us take a brief look at the standard working hours. Working Hours for Employees Working hours for employees have changed dramatically over the last two centuries. Back in the nineteenth century when industrialization started in Europe, workers were compelled to work even 16 hours a day. In twenty-first century France, however, the government had fixed working hours at 35 hours a week. Most industrialized countries have regulated the workweek by stipulating the maximum number of working hours per week, minimum daily rest periods, annual holidays and sickness pay. The standard is around 40 working hours per workweek, typically Monday through Friday. Paid vacations range from three to five weeks a year. Long working hours can lead to stress-related health problems, less time for busy parents to attend to child-rearing, and less leisure to enjoy consumer products and services. Henry Ford introduced low working hours so that his employees would have the leisure to buy and enjoy the cars he produced. Flexible Working Hours and its Impact One major problem with fixed working hours is that employees find it difficult to balance the demands of their personal lives and work lives. Flexible working hours can lead to better work/life balance and result in a happier workforce. Flexible working hours can come in different forms such as:

    • Part-time working that enables an employee to be free during business hours to attend to personal matters. For employers, it could mean engaging employees during peak workload hours, and reducing overall payroll costs
    • Flexi-time working where employees work extra time when needed by employers and bank the extra hours/days off for arranging their personal commitments
    • Annualized hours is an arrangement where times worked and times off are balanced across the year as a whole. Extra hours are worked during peak business seasons and less during lean seasons. Employers can retain experienced employees instead of hiring inexperienced casual or contract staff
    • Customized flexible working hours during special events to enable employees watch, say, world cup matches and yet meet their work time requirements
    Studies have indicated that flexible working hours produce tangible benefits to employers in the forms of:
    • Reduced absenteeism and employee turnover
    • Lower recruitment costs as they can retain their existing staff
    • Higher staff morale leading to better work performance, customer service and even company stock performance
    A survey even revealed that employees preferred flexible working hours to substantial additional pay. Implementing Flexible Working Hours Employers must know when they have peak workloads, needing more employees. This is not too difficult to assess with today's technologies like EPOS and computerized systems that can record transaction times. Once the requirements are identified, flexible rostering software can generate rosters to fit the workload. This software would then help to optimize the rosters to meet:
    • Work contract requirements
    • Sociability factors, and
    • Employee work preferences to the extent possible
    Where employee preferences cannot be met in full, the software would show the employees why this happened. This creates greater trust in the employees that their needs are being genuinely attended to. Conclusion The standard practice so far has been fixed working hours arranged in different shifts. This can lead of difficulties in balancing employees' personal and work life demands. Flexible working hours help better work/life balance and lead to a happier workforce. A happier workforce results in less absenteeism, better customer service and higher stock performance.

         
    Forwarding usa address

     

    The whole world has become a small marketplace. Due to the advent of computerization and the Internet, people from different parts of the world have access to various lifestyles, customs, products and services of different locations. The USA markets have always been attractive for international shoppers. But, they face many problems when shipping their consignments to their locations. The biggest problem international customers encounter is that the US retailers do not ship products overseas and even if they do, the shipping rates are on the higher side. This problem can be solved by forwarding your purchased products to an USA address. Websites like oneusaaddress provide host of services to their customers around the world and makes this whole process a pleasant experience. Customers purchase their products from online retailers in the USA. The retailers then send your merchandise to a unique USA address. Forwarding USA address is provided to you by oneusaaddress. Customers can sign up in the website and in six steps of registration process, they can receive their oneUSAaddress. The address is not a post box number but a genuine street address. The customers can make payments through credit cards, Paypal or Moneybookers account. You can also monitor your shopping address online and control your shipping activities like review, choose, consolidate, reject or ship your consignment in minutes. The website also offers various plans for availing its services such as free plan and advance plans like basic, plus and premium. Customers can cross-check their package description online that includes a detail 640 by 480 pixels image of your package as well as sender’s information, package size, package condition etc. You can inquire about the status of your consignment or any other information by asking questions to the company’s online representatives. Customers can use their USA address for as many numbers of purchases as they like. It is like their permanent US address. By forwarding merchandise to this address, they can save their expenses which otherwise might have been incurred by shipping through retailers. Also, when customers used a retailer there is no guarantee of the product’s safety. It may take a lot of time in transit and in the worst case; the product may not reach you also. All these apprehensions of customers can be avoided through a safe, reliable and fast delivery of products which oneUSAaddress provides. The consignment will reach you in 4 to 7 business days. The company delivers products to more than 220 countries and territories worldwide. So international customers can make the USA their favorite shopping destination and find themselves involved in the shopping spree. They must forget all the worries about their merchandise and let the company to handle it. One USA address is your gateway to risk free shopping as it makes shopping a pleasant experience and you would like to repeat it again and again.

         
    Four easy steps to more motivated employees

     

    There is no particular set of rules that one should follow in motivating employees. We each have our own driving force when it comes to doing an excellent job at work. A working mother could be motivated by her children, who serve as her inspiration to succeed. A trainee who is fresh out of college is motivated by the compulsion to learn and climb to the top. A long-time company employee will get motivated to perform well so that he or she can be promoted. Others are motivated by financial rewards. As a manager, team leader, department head or supervisor, you need to determine the individual driving forces of those who are in your team so that you can create a motivated workforce. 1. Goals For Employee Motivation: - Increase employee performance at work - Spice up team spirit and build a cohesive team - Eliminate individual differences and avoid conflicts - Have an open communication between peers - Set and achieve a common goal 2. Lead By Example There is one joke where it says that the new definition of a boss is one who is always early when you are late and who is always late when you are not. Do not let this apply to you. Be consistent. The simple gesture of arriving before or as the same time as your employees will show them how much you value their time and yours. This is also a good way of showing employees that you respect the company that pays you for your time at work. If you do come in late, apologize to those who are under you and explain why you are late. This is so that they would not think that the no-late policy does not apply to the boss, showing them that you are equals when it comes to company rules and policies. 2. Keep Communication Lines Open Some employees are afraid to talk to, or even look at superiors who exude the touch-me-not aura. This is not a good way to motivate your employees. When you come to work, do not just go straight to your office and deal with your paper works. Mingle with the employees and ask them about their previous day, on what they have accomplished so far. Then you can tell them about the output that you expect by the end of the day. This way, you would know what to expect from the employees and vice-versa. It will not only help you set a goal for the day but with this, you are also optimizing your interaction with the employees by mingling with them on a more casual basis. 3. Share What You Know Do not be selfish. Sometimes, a company does not grow because there are employees who know something advanced about the industry or a certain aspect of the company, and they are not willing to share their knowledge to others. They think that this would make them invaluable to the company, especially if they are the only ones who know about a particular process or idea. This attitude would not help your company succeed. There should always be a sharing of knowledge. When an employee is asked to train abroad, they are often asked to sign a contract that they should not resign for the next year or two. Why do you think this is so? Imagine what would happen if the employee who trained abroad or attended an exclusive seminar about an advanced technology on the industry just up and leaves right after the training. A company would not spend thousands of dollars to train an employee for nothing. They want you to share and impart the knowledge to your fellow employees. If you share a new technology to your entire team, who knows what newer and better ideas the knowledge would bring? Do not stutter the company's growth by keeping your ideas to yourself. 4. Implement Your Ideas What good would a new idea or technology do if you do not apply it? After sharing the knowledge, gather the team and think of ways to improve the company's operation with what you all have learned. As a leader, you should be a people person. You must know how to adopt to the things that motivate your team members and use this knowledge to your advantage. Without a good and solid workforce behind you, you will not accomplish anything. You may have ten or a hundred employees, but if you apply these steps to motivate your team, you can bring out the best in them and contribute towards your company's growth and success.

         
    Four tips to help you grow a business

     

    A few small steps can mean big business when it comes to growing your company. To create a solid framework for growth, you must research target markets, establish a budget, implement a strong business plan and build a client base. Small - to medium-sized businesses represent 97 percent of all U. S. employers and generally employ less than 1,000 people. Here are four ways to help your business grow from "Open for Business: One Woman's Story of Successfully Building a Company," from the Women in Business Teleclass Series produced by the Principal Financial Group®: 1. Use employee benefits to attract and retain employees. • To succeed against big business, owners of growing companies can compete by using employee benefits to their advantage. In recruiting and retaining employees, business owners should know how their benefits package (health, dental, disability, retirement) stacks up against others in their area and their industry. • Provide a comfortable and flexible work atmosphere. For example, offer flex days instead of sick days. 2. Hire the best. • Admit that one person cannot do it all. • Hire self-motivated employees versus individuals who require lessons in motivation. • Assemble a pool of talent by raising your company's exposure at local universities by offering internships. Interview regularly. • Hire slowly, fire quickly. Learn to say "no" to employees. In a growing company, one employee not pulling his or her weight can have a domino effect and negatively impact productivity and employee morale. • Identify employee strengths and put them in positions where they will naturally excel. 3. Listen to employees. • Listen to all your employees, because you never know where the next big idea will come from. • To stimulate honest and innovative feedback from employees, create a comfortable work environment by encouraging employee feedback and contributions through company brainstorming and by rewarding winning ideas. 4. Create multiple avenues of support. • Cultivate relationships with clients and mentors during periods of growth to help your company flourish. • In order to expand your company's expertise and services, bring on talent that excels in the areas where you are weak.

         
     
         
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