Just a quick reminder – you should declare all of your business entities to your insurance broker.   You need to let them know all of your company, trust, registered trading and domain names that are associated with your business.

Don’t take a punt on the policy wording picking up all your entities.

Remember to declare all previous activities on your Professional Indemnity and other liability policies to ensure that you have protection in the unfortunate event of a claim.  Some policies require all of your activities, past, current and possible future ones to ensure the policy is correct and responds to a potential claim.

If you would like to discuss this, please let me know and I can introduce you to some great professionals in that field.

If you are a client or prospect of mine you will have recently received an invitation to unsubscribe off my newsletter list if you wished.

Sounds like it is in reverse? Well not really, like so many other businesses we gather all types of information from our customers and associates and then only later attempt to collate it into a usable tool for updating people on our business, products and other important information

One of the most important results in customer relationships is that the majority leave as “the business didn’t care about me”, this is also because they never kept in touch.

The key points to note regarding customer contact is:

• Keep the content relevant
• Be regular with your contact, usually every 10-18 days
• Allow the unsubscribe link, better to have clients on your list that want to hear from you
• Be spasmodic if you have a great offer or discovery to share with them, but keep it short, sharp and to the point.
• Cover 3-4 items and save the rest for the next newsletter
• Collect as much information from your client as possible; it helps you identify with their challenges and offer relevant information
• Encourage feedback

This is a great start to developing a relationship.  As with most business’s they haven’t done this for quite some time, so just go through the steps one at a time, plan it and start sending the Newsletters even if you don’t have everyone on the list yet.

Happy Marketing

John Burkhardt – Amplio Business Solutions

Recently I volunteered to present a short overview of Organisational Planning to a local business group.

I love this type of analytical business stuff, but was looking for a worthy quote which would reflect the need to plan organisations.

Well I found it reading the Peter Sinclair book “Memories, Thoughts and Photographs”.  A book written by him as a father to leave a legacy to his 3 children.

Quote ” Children, my desire is to help build into your lives some solid foundations.  The two most important things I can help you discover are wisdom and understanding.  Many lives look alright on the outside, but true strength of character is unveiled when a tragedy or a challenge strikes.  It is much easier to prepare, than it is to repair.   It is so much better to build, then it is to rebuild.”

The great thing about this quote is that it explains first the reason for planning to achieve solid foundations.

Reread the quote and look at some of the key words: build, solid foundations, important, discover, wisdom and understanding, strength, character, prepare.

What inspired me about this quote was the need to constantly look at what our “legacy” will be.  Is this what drives you in life?

The whole process of Organizational Planning evolves around the organisational goal and its reason to exist.  This is mostly the realization of someones dreams and goals.  This is then reflected through the plan to ensure that the underlying ethos, values and purpose for the organisation are intertwined through out everything that the organisation does.

The process gets much easier as it moves on and like most things, the first time is always the longest and most difficult to endure.  After that key learning and passion takes over.

The process then underpins all of the strategic movement of people, resources, systems design and implementation and much more!

There are so many worthy books out there, do yourself a favour and explore something a little different.

P.S. The Amplio Business Solutions website is about to have a major makeover.

John Burkhardt – Amplio

Last week I attended an International Coaching Federation meeting whose guest speaker discussed and helped us assess our own Genius.

What an extraordinary exercise.

With the methodology used, it crystallized who I was and what I was meant to be doing (this of course), but it allowed me to think of the other opportunities that aligned with who I am.

Even for us in the coaching industry, we need to constantly stop, rethink , realign ourselves and our mindset with who we are and what our passion is and move forward.

Everyday my focus is living my genius so that I fulfill my destiny assigned to me by God.

John Burkhardt – Amplio Business Solutions

One of the most common queries regards when we start to talk with clients about what platform their business has and how they manage the business systems to get the most out of that platform.

All too often there is a blank look and I have found the best explanation comes in a visual form.

All businesses have a platform which operates holding the business together.  This governs the amount of clients and work a business can handle and all too often is unstructured and not recorded.  The platform is the people, the equipment, the marketing and all the things that hold a business together.  This platform can only handle so much work before it breaks, bends or just gives up.  Depending on where the strains are this can be in your equipment, your people or other aspects of your business.

The way you operate currently will define a turnover platform. i.e. without changing any thing you are doing at the moment, your business can only handle a certain amount of customers and work flow.  This eventually will put a ceiling on your income before it starts to decrease (by not changing and keeping up with cultural and economic changes)

This image best describes the above comment.

Platforming systems 1

This is the current situation and all too often the current expenses looks like the following image.  Keeping up with the business growth and turnover and taking up 80% or more of the current platform.

Platforming systems 2

Graph 2

These expenses have their own platform. i.e. there is a certain amount of work that can be put through that same platform with little or no increase in the corresponding expenses.  e.g. ADSL monthly costs remain the same until you use your quota for the month.  So that expense for the time being is fixed. (in true accounting and insurance terms it is viable)

Part II will go into systemizing this platform to maximize your resources.

John B. – Amplio Business Solutions

]]> http://www.ampliobusinesssolutions.com/business/organization/business-planning-platforming-systems-for-growth-part-i/feed/ 0 http://www.ampliobusinesssolutions.com/business/organization/business-planning-using-software/ http://www.ampliobusinesssolutions.com/business/organization/business-planning-using-software/#comments Fri, 31 Jul 2009 20:06:55 +0000 John Burkhardt http://ampliobusinesssolutions.com/businessblog/?p=195 Using Business Planning Software for planning your business and organization.

There are several business planning software packages out there and available for immediate download on the internet.  What you need to establish in researching them is what do you want from these packages?

Doing a internet search on this term will reveal an array of options, both paid and free versions.

What are you expecting from your business planning software? A full plan including cash flow projections, marketing plans, KPI tracking, ability to view as charts/graphs?

Also be careful with cash flow projections as to what currency the software is based in and if you are able to change it to your local currency format.

Does the software handle start up costs such as assets acquisition, expenses and financing? Is there fields to enter contingency funding (for acquisitions etc)?  Does the software integrate into your existing financial software (or does your existing software have this function and you haven’t used it yet).

Start to do some research and work out what you expect the software to do.

Some links that I found via an internet search are:

http://www.businessplanpro.com/ppc/business_plan_software.cfm?gclid=CLfxj-mvi5wCFZcwpAodWgxWWw

http://www.bplans.com/

http://www.ebc.com.au/

http://www.businessplans.org/

Pick a product and go for it.  It does save time, asks questions you had not yet thought of and makes it easy to change and implement.  You are not after a 100 page plain, but rather a short concise, clear and workable business plan.

John Burkhardt – Amplio Business Solutions.

The most common challenge we face is the realization of just starting!

All too often these concepts and ideas are created and remain in someone’s mind.  Why?  The first area of resistance is the result of feeling embarrassed should you share that idea with someone and they think you are mad.  The second is the accountability that comes with sharing that concept or idea and then being accountable to seeing it through.  It’s much safer just not to start.

The most challenging part is to start to get your ideas into a visual written form.  For some this is a notebook carried with them with doodles and notes etc in it.  Some of us actually number and content table the pages.  Others are happy with scrap paper, napkins or sketch paper which is drawn all over.  In reality, it doesn’t really matter which method you use (computer notes included) as long as you start to un-clutter your mind and get the information into a format where you can add to it, challenge it, draw pictures and use colors etc.

So start getting your information down on paper, start to collate the information, use a process that works for you.  This information will create the basis of your business plan and organisational structure.

Regards,

John Burkhardt – Amplio Business Solutions

It compliments all of your Organizational roles (Job Descriptions), Branding, Marketing, Systems design, and underpins your Ethos and business values.

At Amplio we teach a quick one page business planning tool to simplify and clarify what your next steps should be.  It can be applied to all types of challenges, business decisions and keeps your focus on working out solutions rather than focusing on your problem.

A great organizational structure and plan will:

Guide business decisions in short, medium and long term tasks
Be easy for the organization to focus on and provide business focus
Align the business operations with your ethos and values
Distinguish between your roles of the business owner or director and your role within the business

One of Amplio’s strengths is getting businesses to move their thinking from people positions to job descriptions (including templates) with the focus on supporting the staff for that role with the applicable training, skills, tools and reporting lines.

The benefits to the organization be it from a start up business, franchise remodel or existing business is amazing.

The complimenting coaching on the mindset to accompany this strategy is very important to establishing high calibre, high achieving, balanced teams.

A quick example of going from a two person business to putting on an employee involves:

Identifying your current roles with in the business and what tasks are completed
What tools or equipment are required to complete these tasks?
What skills are required to achieve these tasks at an acceptable level?
What training is required to achieve these tasks at an extraordinary level?
What systems are in place currently either mentally, manually or electronically?

With this information we can create a flowchart of any particular process and identify tasks, equipment, tools, skills, training and much more.  We are also able to create an organizational chart of the roles involved in your business.  More often than not, you as the owner are in every role.

The focus then is to take the visual off the person (owner) doing the role (multiple roles) to what roles there are and who would be best to fill those roles.  i.e. what skills and training should that person have?

This process releases a lot of information from you and you will often (with coaching) create new solutions to old challenges which greatly improve your business performance. i.e. new or updated equipment or maintenance, training, apprenticeships, outsourcing etc.

The most common area which can be outsourced at a reasonable rate with a high quality outcome and high return on investment (ROI) is book keeping.  It is usually inherited by the spouse anyway and the most common bugbear of small business.  P.S. Your Accountant will love you for it.

A new and improved way of thinking and organising your business awaits.

John Burkhardt – Amplio Business Solutions

At Amplio we teach a quick one page business planning tool to simplify and clarify what your next steps should be.  It can be applied to all types of challenges, business decisions and keeps your focus on working out solutions rather than focusing on your problem.
A great organizational structure and plan will:

Guide business decisions in short, medium and long term tasks
Be easy for the organization to focus on and provide business focus
Align the business operations with your ethos and values
Distinguish between your roles of the business owner or director and your role within the business
One of Amplio’s strengths is getting businesses to move their thinking from people positions to job descriptions (including templates) with the focus on supporting the staff for that role with the applicable training, skills, tools and reporting lines.

The benefits to the organisation be it from a startup business, franchise remodel or existing business is amazing.

The complimenting coaching on the mindset to accompany this strategy is very important to establishing high calibre, high acheiving, balanced teams.
A quick example of going from a two person business to putting on an employee involves:

Identifying your current roles with in the business and what tasks are completed
What tools or equipment are required to complete these tasks?
What skills are required to acheive these tasks at an acceptable level?
What training is required to acheive these tasks at an extraordinary level?
What systems are in place currently either mentally, manually or electronically?

With this information we can create a flowchart of any particular process and identify tasks, equipment, tools, skills, training and much more.  We are also able to create an organizational chart of the roles involved in your business.  More often than not, you as the owner are in every role.

The focus then is to take the visual off the person (owner) doing the role (multiple roles) to what roles there are and who would be best to fill those roles.  i.e. what skills and training should that person have.

This process releases a lot of information from you and you will often (with coaching) create new solutions to old challenges which greatly improve your business performance. i.e. new or updated equipment or maintenance, training, apprenticeships, outsourcing etc.

The most common area which can be outsourced at a reasonable rate with a high quality outcome and high return on investment (ROI) is book keeping.  It is usually inherited by the spouse anyway and the most common bugbear of small business.  P.S. Your Accountant will love you for it.
A new and improved way of thinking and organising your business awaits.

John B. – Amplio Business Solutions

All businesses have tasks that need to be done on time every time and are critical usually to other tasks being done effectively or even stopping other tasks from starting until the original one is completed.

Timetabling is the perfect adjunct to position descriptions.  It allows you to plan the processes with respect to the tasks involved, equipment to be used and human resources.

All to often one person has all the tasks in a particular role, so there is no checks and measures in place to ensure that the task is done correctly or on time.  A great example in a basic way was in a business when the role of banking was tasked out between 3 different people.  The receptionist didn’t have to complete the reconciliation or actually take the banking to the bank.  We then timetabled in the closing off of the banking (with the receptionist and initial balance), then the second position checking it and arranging the banking paperwork and then the third position of actually taking the banking to the bank.

Each was given the company policy on banking and the procedure in total and the procedure that was their responsibility. Each was made responsible to make sure that their section was done and to the next position at a set time.

This was timetabled into their daily tasks and it didn’t take long before any one being slack was bought up to speed.  The process also enabled a set of checks that were reported to management.  It didn’t take long before the banking was being done consistently and on time every day.  A task that use to be hit and miss turned into a task with 3 positions responsible!

Following a weekly meeting, the system (procedure) was improved further.  The start of this was simply timetabling in for each position when their task was to be done and allowing them to fine tune the system of what happened and where they took over the total task from and to.

Start timetabling even the simple things, lunch, banking, business planning etc and watch your Day improve

John Burkhardt – Amplio Business Solutions

Technology is the answer! Forget the drawer full of business cards, rolodex and other items.

The power of technology now is great for use with storing information.  Look for  a mobile phone which can synchronize with your computer or laptop.  This is a great way to put your information on your computer outlook (or similar contact management) and then upload the information to your telephone.  I becomes quite time effective during the day and just put in a system that can automatically back up the files when the phone gets close with Bluetooth or an USB cord.

If you have to manually hook up the USB cord, make it the last thing you do in the evening whilst you recharge the phone for the next day.  You will find that your information is always up to date and the phone is always charged.

Most of the newer phones have these capabilities, you just have to ask.  You don’t need a blackberry or iPhone either.  Even the new phones can be synched to upload photos (client pictures or pictures of their premises etc)

Obviously there is more to consider if you share contacts to a server etc, but you can see the power of technology when used correctly.

Simple systems like this are cost effective to implement and can increase your time efficiency greatly.

Its worth the effort.

John B – Amplio Business Solutions

Always swamped with emails and how to manage them?  Got no idea where that email is that you are looking for?

Here are some simple email tips to make you and your time more productive!

1. Learn Outlook or your email program.  The training in the help function and online tutorials is well worth the effort.

2. Match your Inbox folders up to your business structure.  If you haven’t created sub folders in your Inbox, make a point of learning how and doing it. i.e. set up an Accounting folder with sub folders for the government body (ATO, IR etc) and sub folders for the book keeper etc.

3. Follow up your Inbox sub folders with automatic rules and alerts.  Control where the emails come in and the folder they get stored in.  If all else fails you can click on the Unread Mail icon to get all of them up.  This is also a good way of scanning through the incoming emails.

4. Have all emails come into specific email addresses.  This can be info or manager or the department name.  However you set up your business structure, carry it through into all things you do electronically.

5. Send all your emails in the same format. In the header of the email set it up such as AMPLIO – new blog entry or something that highlights who the client is and what it is about.  If it is an internal email to a broad email address then put the persons initials in front of the header entry such as JB – AMPLIO – new blog entry.

6. You can change the header entry on any emails you receive simply by opening them and then altering the header and saving that email.

7. Get a teenager to show you how to do some stuff!  Surprisingly, they sometimes know tricks even we can’t come up with!

8. Experiment, experiment, experiment.

9. Document what you have done and the rules

Have fun out there – in email land

John Burkhardt – Amplio Business Solutions

I am using what we went through with our business name as an example.  We had the choice of anything and put a lot of thought into what business name will serve us best.

It has to compliment your business. Not much sense calling your dog washing business “Mikes Pizza Shop”.   It has to be relevant to what you do.

It has to compliment your business direction. If you are wishing to only service one area and wish to tie the name into the area, then use the geographical name in your business. e.g. Our area is Robina, you could call gardening service, “Robina Quality Gardening” and restrict the look and feel of the business to that area.

Will you be franchising? This is a great basis for getting rid of warm and fuzzy names and those thought up by family members.  You need to cover the geographical implications again and also what the name may mean in the countries you are looking at franchising in.  No good trying to sell a “stinking fly horse” to a country because you picked the wrong name.

Check out the restrictions on business names. This may seem common sense, but a lot of business put all their energy into design of names etc just to find out that the name is already registered or trademarked.  What a waste.

Domain Names. Make sure your name or a good portion of it is available for registering a website domain.  No good going to all that hard work to discover your domain name has been bought up all over the world already.

Using your own Names. Personally I don’t prefer this method in naming your business unless you wish to stay small and not sell the business for any reason in the future.  Simply, it restricts you too much for future growth and exit strategies.

More soon

John Burkhardt - Amplio Business Solutions

Outsourcing is sometimes overlooked whilst people are planning within their business and its requirements for Human Resources (or services and products).  I have listed some benefits and challenges with outsourcing for you to consider:

Benefits

Contract rate: No overheads with regards to tax, GST, superannuation, workcover, insurance, office space, tools or equipment

Specialized expertise: You gain access to specialized expertise, machinery, tools and equipment which you may not be able to otherwise afford, investigate, operate or source by yourself.

Timely: It can be managed to fit in with your product or service delivery.  It may work much faster than if you had to arrange and source the item or service yourself.

Challenges

Contract rate: With no previous experience here you will need to do a lot of R&D into what you get for your money and how to operate and control it.  Allow yourself plenty  of time to work on researching the original contacts.

Specialized expertise: You will need to gain some knowledge of the area yourself so that you can see how good the expertise is that you are contacting in.  All too often we see where outsourcing leads to poor quality, poor standards  due to insufficient boundaries or briefs.

Timely: Be careful with time restrictions.  Know what time frames and share expectations with the outsourced company.  It will go a long way for both of your businesses if you can coordinate what time frames with realistic outputs.
The best advice is to research the area you which to outsource, do a full brief (being very clear), call for tenders and manage the project.

More to come.

John Burkhardt – Amplio Business Solutions