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

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.

This is the first step to starting to organize and arrange all that information that is floating around in your brain.   Sometimes what happens next is that this generates a whole new drive on thinking about that project and getting more ideas onto paper.

At other times, by just getting that out of the brain and onto paper, the brain rests and you may not do anything with this anymore for awhile.

The most common challenge that next comes up is “it’s a mess, I have bits of paper everywhere”.  In addressing this is it important to look at how this project fits in with your current business and personal life and what priority is to be given to it.  This will drive how much time you contribute to the project, research and how to timetable it into your life.

How critical the project is a combination of emotional and physical restraints.  The emotional component drives the passion for the project.  The physical restraints are our own use of time, money etc.

The most common example is someone who is currently employed and is looking to create a second income stream in conjunction with their paid job with a view for extra income or to create a business to move into later.  How critical the project becomes depends on the difference between where they are now and the need for where they want to be.  i.e.  the project becomes driven by the clarification of your goals and the formalization of your business plan.

Different people use different methods of sorting out their concept into a logical sequence (the draft of a business plan). This ranges from inserting their existing information into a business plan template, cut and paste (literally) onto a large chart, doing the same thing on computer software etc.  Which ever method you use, it needs to be something that you can relate to and use (or delegate someone to do).  There is no point using a Word based business plan when you are a creative visual arts based person.

Choose a method that works for you.  If you don’t know where to go, ask someone who is “wired” similarly to you and see what method they use.

More information on business planning in the next blog.

John B. – 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

Why: Believe it or not, a lot of people process information much quicker as a graphic, picture or image.  It also retains much easier and can be retrieved and copied quicker and easier at a later date.

Why: An organizational chart gives a quick overall picture showing the direction of reporting, company divisions and position descriptions (PD’s) involved (groups of tasks).  It is quick and easy.

How: The best way is to use a computer aided program (specific software or something like Microsoft Excel).  This also aids you in future changes and keeping different versions as the organization chart changes.   It’s worth the time getting to know it.  You can then pretty it up with shapes and colors etc later on.

How: Start with the Management roles and how they report to each other.  This will usually create the different divisions and make it easier to show different PD’s underneath them.  Remember to keep ownership and directors out of it.  Their only place in the chart is if they have a fixed PD they are in.

How: Put PD’s that report to the one higher PD on the same line if possible.  If not due to size of the group, then hang them down underneath each other (putting them in alphabetical order can stop fights, but it is important that everyone understands it is to get them to fit on the same page, not an indication of hierachy!)

How: If you have problems with the amount of management on one line, you maybe indicating a higher than average ratio of management PD’s to lower PD’s.  This may be necessary in your structure with your systems, however it may indicate that you need to rethink the structure.

How: Keep like minded PD’s within the same group, with a common higher PD above them (i.e. their supervisor or manager)

How: Don’t try to share PD’s with two higher PD’s.  They may look like the same tasks, but if they are in different areas or reporting to different managers, you have a problem.  Simplify it and make it two PD’s where they belong.  They also may be PD’s filled with casual or temporary staff or hours to get the PD’s tasks completed.
More to come

John Burkhardt - Amplio Business Solutions

Well, all of us will at some stage.  It is a human condition to learn from our mistakes, to meet new challenges and basically to ignore what others have done before us because “we can do it better”.

Some of the most common mistakes I see regularly about organizational planning are:

Thinking that each box on the organisational chart represents a person; it actually represents a group of tasks, commonly referred to as a position description.  This represents the tasks, not the person.  So get rid of their name off the chart until the very end (in another version)

Thinking that each box represents a full time positions; it actually represents the group of tasks, but more importantly until you time it out, it represents an amount of time taken in your business to achieve that group of tasks.  For some businesses, this may only be for a few hours a day or month to achieve those tasks.

Thinking that each box needs to be done in-house; a lot of tasks can be outsourced to do the few hours required.  With the world of IT moving at great speeds you can outsource to other countries with the skills set required and on a contract basis.  No workcover, no taxes etc.

These are some of the most common mistakes.  By getting a grip on the structure you have on your chart and how you can fill these boxes with yourself, staff, contractors or outsourced staff; you can really start to move forward with business development.

Good luck with your business planning.

John Burkhardt – Amplio Business Solutions

Well, the easy answer is that easier something works with something else, the more open the communication and alignment with a common vision and cause, the greater the end result.

Some people refer to it as exponential reward rather than linear reward.

I was reading “Copycat Marketing 101″ by Burke Hedges and on page 79 he refers to a quote by Henry David Thoreau.    Sometimes we try and rush relationships especially ones we can see that could make us a lot of money rather than building the ultimate foundation of the relationship of trust.

The quote is “If you have built castles in the air, your work need not be lost.  That is where they should be.  Now put the foundations under them.”

If you follow the link above to Wikipedia, you will see he died a young man, but he certainly was passionate about things in life and the pursuit of knowledge.

More next time.

John Burkhardt – Amplio Business Solutions