Category: Efficiency

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Are you a procrastinator?

I don’t know about you but I’m terrible at this. It’s not the same as being lazy as I’m usually doing something; just not the thing that I’m supposed to be focusing on.

Sometimes it’s because we’re postponing so work that we don’t enjoy, sometimes we’re worried that we might not be able to do a good enough job so we create the excuse that “I had to do it in a hurry”, some people are just paralysed by perfectionism and postpone writing that first word of their book or whatever the important project is.

This creates all sorts of problems so I’m running a webinar on this for business owners on 21 July. You can find more information here and sign up.

I’ll pass on some of the things that have and haven’t worked for me because, who knows, they may work for you.

I look forward to seeing you there.

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Will you return to the office?

There’s still a big debate over returning to the office. Personally I was remote before Covid and I intend to remain so as I coach accountants and business owners around the world.

In favour of the office:

  • Casual conversations and useful remarks
  • Easier to focus
  • Social
  • Dedicated space and resources to work better
  • Easier to supervise and train staff

In favour of home working:

  • Easier to focus
  • No commute
  • Saves some childcare
  • No micromanaging
  • Better Covid risk management

In practice most organisations will probably opt for a hybrid approach but do watch out for

  • Creating an ‘us and them’ division of those mainly in the office vs those mainly at home
  • Mixing online and offline meetings. Will somebody go into the office just to sit on a Zoom call with clients and colleagues working from home?

Whatever you decide to do needs a thorough risk assessment and discussion with your team about their own concerns and preferences.

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AC12 efficiency

I’m a Line of Duty fan and one of the things that really impresses me is their evidence packs. It’s like an enhanced audit file where everything they say has supporting documentation.

I only wish that my own business documented everything as well. I’m pretty good at making notes and writing processes but often create a second document rather than updating .

Do you document all your processes for yourself, for new starters, and for possible automation? Do you download all email attachments to a separate document management system? I’d love to get some idea of how everybody keeps their client/customer information and their standard operating procedures.

As a chartered accountant I have to make sure that, if anything happened to me, another qualified accountant could step in and keep Minerva Accountants ticking over using my procedures and notes.

Is your paperwork good enough? Would your business survive without you?

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Welcome to the minimum wage club

I recently did a wholly unscientific survey on Twitter to find out what hourly rate people were earning working for themselves and taking payment as drawings or salary plus dividends.

The shocking, but unsurprising, result was that 25% were earning below minimum wage.

A further 8% were earning less than they had in their previous employment. In spite of taking on additional business risks.

Whilst in start up mode it may feel necessary to reinvest your profits into the business or to work longer hours to save a salary. This is still a problem but there is a finite period. If you have not recovered your hourly rate by the 3 year mark then you need to get some expert help to tweak your business. (This may be me or another favourite coach)

Look at your pricing, look at the type of work that you’re doing, and look at your internal efficiencies before taking on any more work. It’s no good pouring water into a leaking bucket so fix your bucket first.

Please don’t continue working too many hours for too little reward.

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Measure once, cut twice (why you need a business plan)

Anyone who has done any level of carpentry or even DIY will understand the benefits of measuring more than once in order to make the cut right first time.

The equivalent in business is to make mistakes on your business plan.

Try things out on paper, excel or one of the brilliant forecasting apps that allow you to run different scenarios. Make any mistakes at this stage rather than running out of cash in real life.

For instance, I allow 3 months for a new team member to get up to speed. During this training period my own productivity will also drop so I now build this into any of my forecasts.

What other scenarios are you considering in your future business?

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Workaholism is an addiction

Too many people seem to be adopting a long hours culture. It’s partly because of the lack of options during lockdown but now it is time to STOP.

Your productivity decreases throughout the day. My average work week is just 25 hours with perhaps 90% of the output of a 40 hour week. A lot of my work requires my brain to be firing on all cylinders and that’s not the case as I start to tire.

So why do people work 60-80 hours per week instead of employing a second person for the job? It’s usually because they’re not making enough money to employ somebody else. On a quick Twitter poll the other day 25% of respondents were making LESS than minimum hourly wage. And a further 8% (33% altogether) were earning a lower hourly rate than in their previous employment.

So increase your prices (we run regular webinars on this) so that you can afford to employ/outsource. When your own hours reduce you will probably find that your productivity increases so that you can provide a better service to your customers.

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Staying calm

My team always think that I’m very calm. Even when one of them has made a big mistake (which was rare).

I used to be much more excitable and respond to things without thinking but having kids has taught me that I am the grown up and the one who sets the tone for dealing with any problems.

And just being around for long enough to gather some experience helps. I’ve often seen this problem or something similar before. I may not have lived through a pandemic but I have traded through a recession and run a business with remote working.

Here’s how I handle crises these days:
1. Gather information and check facts
2. Reassure but don’t bluff. If you don’t know the answer admit that you don’t know but that you will find out
3. Limit any further damage before looking at the full solution
4. Do what needs to be done
5. Afterwards analyse and put systems in place to prevent it happening again. This is not about assigning blame!
6. Understand that we all make mistakes but if anybody is still making the same mistakes after adequate (re)training or deliberately ignoring the system then disciplinary action may be needed.

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“I don’t need a microphone”

With the return of face to face events this is one thing that I haven’t missed.

During Q&As the event organiser will offer a microphone to the audience member asking the question and a fair number will reject it announcing “I don’t need a microphone”

Well, I’m going to burst your bubble and tell you that you do. And here’s why:

  • I’m a professional speaker and quite capable of projecting my voice to a significantly sized theatre and I still use one to save the quality of my voice.
  • People fade as they speak. Especially if it’s one of those long questions that involves sharing your life history (don’t do this either; nobody is really interested)
  • Your voice mainly travels forwards to it will be fainter for those behind you
  • The event organiser will often be recording the event. If you don’t share your question via the microphone that is hooked up to the AV deck the speaker will have to remember to repeat the question “for the tape”
  • Those wearing hearing aids will set them to a particular position for the best sound reception from the microphone. Use it in order to be accessible.

Also remember that the slot for Q&As is often limited so:

  • Keep it brief
  • Ask a question; don’t make a statement
  • Ask yourself if it will really help the rest of the audience.
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Be careful what you wish for

We’ve all seen shows where the hero is granted three wishes and they don’t quite get what they had in mind. And the same goes for setting targets.

I used to work in supermarkets to fund my way through uni. One of these was in central London and with so many customers living close to the store they often took trolleys all the way home and didn’t bother to return them.

About once a month the trolley boys would be asked to come in on a Sunday and go further afield to collect them in return for £5 per trolley. Not surprisingly, on the Saturday afternoon they would pay local kids to ‘hide’ some trolleys in a pre-agreed location for £1 each. So the store ended up paying for trolleys that were never ‘lost’ and the trolley boys made £4-5 per trolley that they ‘found’.

We must always be careful when setting targets that they prompt the desired behaviour.

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What do you want to look like?

I have a deadline! I have until 21 June to get back in shape and get my life together. Yes, I’ve coped pretty well for the last year (and I’m aware that many have struggled) but I want to get back to thriving and actively enjoying life rather than making the best of things.

I know what I want to look like (20 years younger and a stone slimmer ?) but I also need to think about what I want my business to look like. I don’t know about you but my 2020 plans were put on hold and 2021 was also curtailed. Although I managed to double the size of my business it was much more Plan Z than Plan A.

How did you do through the various lockdowns and restrictions? Was it business as usual or did you have to pivot? Will you continue with your new style business or will you go back to Plan A or do you have a new plan?

Will you work from home or office or a local hub or home office like me? I know a few people who have moved to bigger houses because they will be working from home more in future and want a proper office rather than a corner of the kitchen table. What will happen to your office premises? With the technology to work from anywhere in the WORLD where will you work from?

Did you introduce new tech for remote working and other efficiencies or have you spent the last year being cautious and cutting all costs possible? Do you need to invest in your business again?

Did you enjoy spending more time with your family and will you keep up baking banana bread or the foreign language you’ve been learning? Or were you too busy to do any baking? Are there any good things that you want to retain in your life and your business?

With a provisional date on the horizon we need to start preparing for the post-Covid, post-Brexit world.

What will you do from pre-Covid, what will you do from Covid and what are you looking forward to starting post-Covid?