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5 Ways to Increase Efficiency in your Company

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Robert Cordray

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5 Ways to Increase Efficiency in your Company

In order to reach their goals, some businesses ask their employees to work longer hours. While this is necessary in some cases, you may consider an alternative approach: finding ways to be more efficient with the time you have. Smart work can increase productivity more than hard work. Regardless of your businesses product or service, there are many ways to increase efficiency. Consider the following 5 points:

1. Facilitate Teamwork

More gets done when people work together. Problems are more easily solved through collaboration. Create means by which people can work together. Don’t deprive your employees of human interaction by isolating them in dungeon-like cubicles. While talking too much amongst employees can be a distraction when they get off topic, discussion can also spark ideas.

2. Reduce Travel Time

More time travelling in the car translates into more time sitting in your office. Some travel is necessary, but make sure it’s productive. Instead of travelling to off site meetings or training sessions, consider using technology to communicate. Programs like Skype or Google+ provide formats for individual interviews or group meetings. Stay on top of new technologies and be willing to experiment with them. You may just find yourself with some extra time as a result.

3. Focus on Goals

In the trenches of daily work, employees can loose track of goals over time. Set goals that everyone is committed to. Then remind your employees of those goals periodically. You may even want to display those goals in a place where everyone can see them. Every time you perform a task, look at those goals and ask yourself if it will bring you closer to those goals.

4. Provide Opportunity for Feedback

Customers of your product or service know better than anyone what works well and what doesn’t. Make sure they have an opportunity to voice their opinion. This can be done through a company blog, where you can engage customers directly. Employees also generally have important concerns. Weekly or monthly interviews, depending on the size of your company is one way to learn from them. Another option is an online forum.

5. Keep Employees Happy

When a worker enjoys what they are doing, they will be more productive. There are many ways to improve company happiness. Consider company outings, lunches, or parties. Provide means by which employees can release stress and relax for a moment. While these things may not seem to contribute directly to a company’s goals, they will lead to better work from employees. Time listed these additional reasons why your employees may not be happy.

I remember as a kid being told a story about a fisherman. He played his flute by the ocean, hoping that fish would be lured by his song. When nothing happened, he put down the flute and cast his net into the water. He was amazed when he caught a net full of fish. Don’t be like this fisherman. Take time to discover ways to improve efficiency in your company.

Author’s Bio:
Robert Cordray writes about business, entrepreneurship, and living better at noomii.com. He has acquired over 20 years of entrepreneurship and business consulting. You can find him on Twitter @RobertCordray

Thank you for adding your insight, Robert!

–ME “Liz” Strauss

It Pays Off to Find the Right Payroll Outsourcing Firm

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If you own a small business, you undoubtedly find yourself with not enough time in the day to get everything done. As a result, attention to detail must be focused on the most important tasks at hand in order for your business to run smoothly.

So, where does paying your employees (where applicable) sit on that list of required items at your company?

One way to keep employees happy and giving you their best effort is to make sure they are paid properly and on time. If their payments are miscalculated and/or late, their desire to put in a good day’s work can seriously be impacted.

In order for the busy small business owner to meet this need, that sometimes means going outside their own office and hiring a payroll outsourcing firm, giving the business owner one less important responsibility to handle.

If you find yourself in this position, what are some things that should come into play when you discuss doing payroll in-house or outsourcing it?

Among the areas to focus in on include:

* Provider background – Just as you would spend the time to research any business you work with, extra attention should be given to any payroll providers you consider. Check to see their track record of working with other customers, if they have any history of complaints against them, and if they are financially stable. It is a good idea to get some referrals from other small business owners using such services that you are friendly with;

* Time saved on the job – If you got outside your company with payroll duties, you free up time for the individual or individuals (typically the HR department) who had previously handled this responsibility. When that is the case, that person or persons can then assist you with other duties. It also removes the pressure from such individuals for properly calculating pay, taxes to be withdrawn, and any benefit issues that can typically arise with payroll, including deductions towards health insurance and 401k plans;

* Taxes do matter – Especially in cases where you are outsourcing payroll, make sure you deal with a company that gets it when it comes to taxes. It is not at all uncommon for small businesses to get a letter in the mail from the IRS, specifically stating that they did not calculate their taxes correctly when doing payroll. When that happens, the company is subject to a potential financial penalty. You will also want them to handle preparing W-2s and 1099s at year’s end. Finally, make sure the payroll provider is bonded, meaning your small business has protection from liability when finances are incorrectly reported;

* Employee security – If you turn to payroll outsourcing, make sure they can promise security for you, specifically involving employee data. Information such as how much the worker is being paid, their Social Security number, home address etc. need to remain confidential. If you are transmitting the information via fax machines or even a computer software program, it is important to confirm that the data will be properly protected;

* Up to date with benefits – You not only want a payroll provider who can properly and efficiently handle payroll and taxes, but one that is also up to speed with requirements regarding things like health benefits and 401k plans. Some or many of your employees may be eligible to participate in both, so it is important that the correct amount of money is deducted each pay period for such items;

* Terms of contract – Lastly, make sure you have in writing exactly how much it will cost for the payroll provider to handle your needs. Will you have a one-year contract with them or a longer-term one? When trying out a new provider, it is wise to go with a shorter term deal so you have the ability to see what you do and do not like about their services.

As you head into the New Year, consider working with a payroll provider if you find doing payroll in-house is getting to be too taxing.

If it is, it pays to take the time and find the right payroll provider the first time around.

Photo credit: smallbusinessbranding.com

Dave Thomas covers small business topics for various websites.

How Playing Golf Can Help Bloggers or Online Entrepreneurs

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I won’t say that degrees and conventional education is overrated but it’s a fact that we learn some of the most important lessons of our lives when we are not focusing on the “learning” part. As soon as we force our minds to “learn” something, it becomes a chore and the best we can do is to memorize the words and theories like a talking parrot. You cannot instill street-smartness into someone via text books. Ask any of those successful businessmen and they will attribute their success to some lessons or traits that they have learned during the course of their lives (and seldom from the course books).

But this post is not meant to be a jibe at conventional study, the actual point of this preamble is that even the leisure activities or sport, which is often considered a waste of time, can bestow you with valuable lessons or traits that will be of help in all walks of life, and blogging is no exception.

Blogging is undoubtedly a great way to make money online. If you are passionate about a particular topic, have good writing skills, and a basic understanding of Internet Marketing or SEO practices, you can use your spare time to blog about that topic and make some extra income. However, in a bid to earn as much as possible, some bloggers start spending all the time in front of PC, trying to churn out as many posts as they can, or promote their blogs. And while such dedication and hard work sounds good on paper, it can be quite cumbersome and counter-productive. If you are a full time blogger or online entrepreneur, you must take out some time for a leisure activity, ideally an outdoor sport. When I am looking to have the best of both worlds, I usually prefer to have a round of golf. Here’s why I think it can be of great help for bloggers or online entrepreneurs …

De-stress Your Mind:

All that time in front of your PC while sifting through one webpage after another, and thinking nonstop for new ideas or ways to earn money, can really have a deteriorating effect on your mind. The more you think, the more stressed your mind becomes, and it becomes quite difficult to perform at your optimum best when your mind is stressed. This is why it is so important to take some time out and allow your mind to relax.

If you are finding yourself getting into the writer’s block more often than not, activities like golf will work wonders. Once you step onto a golf course, and spend some time in a calm and peaceful environment with no blog posts to digest, or blank sheets to fill, you will return with a new found energy from this break. Not to mention that your mind will reward you with lots of new ideas for providing it with much needed rest.

Focus:

In Golf, all you have got is a club and a small ball that you need to put in a series of holes, in the bare minimum attempts. But to reach your goal, you will have to cope with many different hazards, wind, weather, and above all, your own instinct. Try swinging it a little too forcefully or push a little too gently and you will miss your target. Everything from the force to swing has got to be precise. All in all, the trait of focusing solely on your next shot can turn out to be a priceless training for your mind, and it will pay off in spades, helping you fight with the distractions and steer clear of procrastination.

Step Out of Your Comfort Zone:

If I start jotting down the health risks associated with excessive sitting, gazing on your screens, and having little or no physical activity, many full time bloggers will get paranoid. But it’s a fact that we are only starting to realize the ills of our over-reliance on Internet for everything we do. If you are a full time blogger, I cannot stress enough the importance of adding a regular physical activity in your daily routine. And if that can be a sport, especially something as relaxing as Golf, it will turn out to be the icing on the cake. To be honest, this advantage alone should be enough to inspire you to take out some time and invest on this sport (or any other sport for that matter), because what good is the money if you are earning or saving on the expense of your physical or mental well being?

Scot Ryan loves to write about everyday topics related to bloggers and online entrepreneurs. Also, an avid player of Golf, he manages Lost Golf Balls, where you can find all sorts of golf balls at incredible prices.

Time to Keep Better Track of Your Employees?

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While many employees are either off to begin with or ducking out early on this Thanksgiving Eve, how many do you suspect are being truthful about the hours they worked this day?

For many small business owners, it can be a challenge to properly document how many hours their workers are in fact putting in. Even though many companies employ a 40-hour work week, not all employees abide by this rule.

According to a Salary.com survey, surfing the Internet has over recent years become one of the major reasons not all work gets done on time.

The survey noted that more than 60 percent of workers end up on non-work related websites on a daily basis while “working” at their jobs. Within that percentage, nearly 40 percent spend one hour or less per week, 29 percent devote two hours per week, 21 percent waste five hours of their employer’s time per week, while just three percent claim to waste 10 hours or more.

Yes, in some workplaces across the country, employers go above and beyond what would be deemed the normal office environment, that is monitoring the hours worked, time spent for lunch, and how many breaks workers are taking. Some even block a number of Internet sites or the Web altogether.

Others, however, feel the need to implement some type of system that will easily and properly record the time each employee puts in on a daily basis.

Should you find yourself to be one of those small businesses in need of employee time tracking, consider the following:

1. Take the time to find the right system – First and foremost, you don’t want to waste money on the wrong system. Some systems can be harder to implement and record, so make sure the system you desire is understandable, effective, and worth your time. If you or your employees are spending excessive time during the week trying to figure it out, are you truly saving time in the long run? In most cases, the answer is no;

2. Follow the leader – If you want your employees to play by the rules, don’t you think you should too? Even if you own the company or are a higher-up executive, keep in mind that the company is made up of team members and not individuals. Set a good example for your employees by putting in a responsible amount of hours yourself during the week. Most employees respect authority and will follow suit if they see their managers and others higher up the work food chain setting a good example for others to follow;

3. Treat all employees fairly – Nothing can harm an office more than if it is perceived that some employees are getting special treatment when it comes to recording their time spent working. While there are always going to be special circumstances for medical appointments, emergencies and such, treat all employees the same when it comes to recording their hours worked. If some employees feel management is looking the other way in some cases with recording employee hours, it can quickly turn into a major issue in the workplace;

4. Set the rules – In some companies, overtime work is going to be required in order to meet customer needs. In those cases, make sure when hiring workers that they know if they are working from a set salary or are paid hourly. In some cases, workers will try and bill for extra hours that they worked legitimately, yet others will try and stretch the truth. That being said, it is also important that employees record their lunch breaks, etc. so that they are meeting the requirements as set by the law. Under reporting hours can be as much of if not more of a problem than reporting too many hours worked;

5. Review over time – Finally, it is important to review your employee time tracking software, how it is implemented, and what works and does not work from time to time. The needs of your company will change over time, hence how you record employee time spent doing a job will too. Whether you track employee time by when they sign in on their computers, when they enter the office or by some others means, don’t just assume it is automatically working. If your current tracking operations are not working, take the time to fix the problem and see better results in no time.

Photo credit: smallbiztrends.com

About the author: With 23 years of experience as a writer, Dave Thomas covers a wide array of topics to help your small business succeed.

 

Made It Your Business to be Insured?

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For many men and women, opening and running a small business is a lifelong dream.

According to the Small Business Administration (SBA) there are some 27 million small businesses scattered across the nation, with anywhere from 60 to 80 percent of all new jobs created nationwide tied to small business.

Whether it is a company one has started fresh off the ground, inherited from a family member or purchased from someone else, their blood, sweat and tears will likely be poured into it over time.

But what happens if they do not have the proper small business insurance in place?

In what can seem like the blink of an eye, all those dreams of being their own boss and making a go of it as a business owner can be wiped out.

In order to avoid such a scenario, ask yourself a very simple question. Am I properly insured to the point where my small business could withstand even the smallest of claims? If the answer is no, make it your business to get properly insured.

It all starts with preparing for the everyday risk that something could go wrong, meaning you could end up on the wrong end of a claim, a claim that has the potential to be quite expensive for you and your business.

 

Do You Know All the Things That Can Go Wrong?

While the possible scenarios are just about endless, some of them include:

  • The work you do for a client ends up causing them a business interruption and/or loss of money;
  • Someone comes to your business for a consultation, product or service. While there, they are injured in a fall or other accident;
  • One of your employees is attacked in your office parking lot while going to their car. You were told several times that the area had little or no lighting and was unsafe, yet you never did anything to correct the problem. In turn, the employee sues you to cover their medical bills and emotional suffering;
  • You or one of your employees are driving to meet with a client or make a delivery. During the time, you are involved in a vehicle accident and the other party is injured;
  • The legal or financial advice that you provided a client does not work for them, meaning they may turn around and sue you and your business;
  • A fire or storm causes major damage to your office space and equipment. As a result, you lose the ability to work for days, weeks or maybe even longer. Can you survive financially with your small business in limbo?

No matter what the potential claim may be, it has the makings of putting you and your business at risk of going under should someone be successful in a court judgment. Without small business coverage, you risk losing everything.

As you may or may not imagine, there are a number of coverage types available for your company, including:

  1. Business property insurance (covers the business property you rent or own, including the equipment inside);
  2. Liability insurance (protects you and your business against accidents to third parties, including personal injuries and should a fire break out in your business and damage nearby properties);
  3. Home-based insurance (provides you with coverage should you run your business from home; most homeowners policies do not protect you against home-based business losses);
  4. Commercial auto insurance (offers you protection when you have any business vehicles that are used on a regular basis to go meet with clients and/or deliver goods and services).

There is little to no doubt that some small business owners will feel paying premiums for insurance is cutting into their revenue, so why have it in the first place?

Keep in mind that an uninsured loss can be much more expensive to your small business over time than paying a monthly, quarterly or yearly payment for small business insurance.

At the end of the day, are you willing to take the risk of not being insured?

Dave Thomas has more than 20 years’ experience as a writer, covering a variety of topics to help your small business succeed.

 

 

Designing Your Office for Increased Productivity

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Alex Summers

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Designing Your Office for Increased Productivity

Office design affects employee morale and productivity. Unfortunately, much of the time not enough thought goes into planning an office. Someone sets up a few cubicles and desks, along with some office equipment, and employees are given some little area to call their workstation. It is functional and little more. Companies that really want to boost productivity, however, should know that making certain additions to an office could make a big difference.

Open the Space

Workers packed in tight, cramped areas may feel stressed and easily distracted, just as one would if living in a small home with too many people. Considering how many hours most people spend at a job, the office really is a home away from home. Plan your office space with this in mind. An open floor plan, with greater space between desks or cubicles, allows employees more breathing room and invites calm and focus.

Remove clutter and unnecessary equipment, which may detract from the beauty of the office. Place copiers and similar machinery in their own area, close enough to easily get to but not so close that the machine sounds will be distracting.

Office Furniture

The best office furniture is both comfortable and aesthetically pleasing. Luxurious executive furniture subtly creates a sense of prestige. This facilitates an employee’s appreciation and respect for their job, which leads to better attitude and productivity. Purchase beautiful leather office chairs for your office, as well as high quality, attractive desks. Add a beautiful hardwood table for meetings. The furniture may cost extra, but the increase in employee morale will eventually offset that extra cost.

Plants

The air in most building contains traces of pollutants, caused by the off gassing of chemicals used in building materials, carpeting and furniture. Plants help purify the air, creating a healthier environment for employees. Plants also have a calming effect on most people and can make the office feel more like a home and less like an institution. The relaxed focus simple additions like plants can bring naturally leads to happier employees, fewer errors, and increased productivity.

Natural Lighting

Evidence suggests that natural lighting increases focus, mood and productivity. The body responds to natural lighting with increased alertness and feelings of well being. Replace traditional lights with full-spectrum lights.

If your office has windows, avoid covering them. If you must use curtains, use only thin ones so that you still allow some natural sunlight into the room.

Internet and Office Equipment

Slow internet speeds waste company time and may lower productivity. Find ways to boost internet speed for the whole office. In addition, all office equipment should be kept well functioning to avoid breakdowns and delays. Replace old copiers, computers and other equipment with new machines that function quickly and efficiently.

Ergonomic keyboards and mouse pads aid proper wrist alignment and may reduce instances of carpal tunnel. An uncomfortable employee is generally not as productive an employee. By taking measures to increase the emotional and physical well being of employees, office work will be done more quickly and effectively.

Author’s Bio:
Alex is a blogger, freelance writer and recent college graduate. She currently performs market research for an online marketing firm when she is not contributing her own thoughts and observations to the online community.