Category Archives: Business Tips

How to Boost Employee Engagement With Community Involvement

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Community involvement is more than a branding opportunity for your business. While showcasing your values is never a bad idea, there’s more to the story. 

Your employees are also members of the community. Their sense of how your company gives back to that community can affect their engagement levels at work. Companies that are heavily involved in their communities have high levels of employee engagement. 

Why is that? Because employees want their work to be aligned with the things they value. When your company makes an effort to improve where they live and work, they see that.

The good news is, there are many ways for your company — and its employees — to get involved. Take a look at the following ideas to jumpstart your company’s local involvement:

1. Institute volunteering days. 

Many local organizations need manpower just as much, if not more, than monetary donations. Volunteering takes time: That’s why employees would probably appreciate a day off centered around volunteering. 

One way to make this happen is to give employees paid time off to volunteer. Let them choose the day and organization. Link employees to local opportunities they are interested in. 

Another way to do it is to volunteer as a team. In this case, you’d get your team together to figure out what organization to serve. After reaching out to the organization, you’d all take the day off together. Not only can this scale your contribution, but it acts as an opportunity for your team members to build stronger social bonds. 

The key to company volunteering is that it’s ongoing. Continue to reach out to organizations in need. Build service into your company calendar on a monthly basis. Volunteering isn’t just an investment in the organizations you’re helping; it’s also an investment in your employees. 

2. Sign up for sponsorships.

Another great way for a company to get involved in its community is by sponsoring philanthropic events or programs. People call companies for these kinds of opportunities all the time. 

Don’t ignore them. Better yet, go the extra mile and seek out initiatives to sponsor. Common opportunities include:

 

  • A charity race, such as a marathon or triathlon
  • An annual festival that is a staple of your community
  • A local art gallery
  • A library or nonprofit bookshop
  • A local school’s theater production
  • An afterschool program for kids
  • A sporting event

Look around: The opportunities are endless. And if you’re not in a position to donate money, you could always offer to do pro bono work. You could provide free samples of your product. This way, you’ve both marketed your company and helped make an event possible. 

3. Organize your own local event.

Although other organizations would appreciate your help, why not throw your own community event? It could be something educational or artistic. It might be something purely fun, such as a block party with food vendors and performers. You could even get other companies in your network involved.

The key to event planning is to know who will attend. That knowledge allows you to tailor your event to the audience you expect. And while it might be appropriate to organize an event that directly correlates to what your company does, don’t feel limited. Planning something with a wider appeal is a great way to get attention for your company. 

Encourage employees to help you plan the event. Those who do will get to witness their community impact firsthand. 

4. Invite students for a company visit.

The students in your community can benefit from engaging with your company. Bringing them in for a field trip can be inspiring, while giving your team a sense of gratification. 

Reach out to local schools. Let them know what you could teach young people. For younger children, you could discuss what your business does and show off product concepts.

For secondary students, talk through your industry as a possible career path. You could pair employees up with students and have them discuss what they do. What does the work look like? What difference does it make? How can they follow in your team’s footsteps?

Another option is young adults. Bring college students in to talk through internship opportunities. Work with local colleges to offer course credit for the work they do. Put students who might not be a perfect fit for you in touch with other companies in your network. 

Contributing to your community boosts your company’s image within your community. Your employees will see that, and they’ll feel all the better about their role within it. 

5 Ways to Create Constructive Competition at Work

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Competition can tear people apart. Whether it’s friends fighting over their love interests or disputes over money, the wrong kind of competition can sour even the strongest relationship.

But not all competition is bad. In a business environment, it can motivate workers to perform at a higher level. Across a company, it can create camaraderie, build culture, and boost focus.

What’s the difference? The first sort is destructive; the right kind is constructive. 

How can you get the good parts of competition without risking the bad? It’s all about context. Here’s how to get your team members to butt heads in ways that build your business:

1. Be open about your expectations.

Whether it’s a sales competition or a summer fun run, it’s critical that you tell participants what you expect from them. Remind everyone that, regardless of who wins, you’re one team. That means no disparaging comments, dirty tricks, or hard feelings afterward.

There may be periods when your upfront spiel isn’t enough. When that happens, simply bring everyone together for an open dialogue. Left unchecked, excessive competition can lead employees to overwork themselves to the point where productivity actually drops. 

If you do need to have a heart-to-heart with your team, realize it doesn’t necessarily mean you failed to create the right environment. Competition can get out of control on even the closest team. What counts is whether and how the team comes back together.

2. Put employees in teams or pairs.

One danger of an overly competitive work environment is that it isolates workers from one another. In that context, even the smallest mistake or shortcoming can be demoralizing. The result can be frustration, aggression, and ultimately, employee turnover. 

To combat this, put employees in pairs or teams. Having even one other person on your side can stave off a sense that everyone is out to get you. Be sure to move people around periodically to fight the formation of cliques.

If you’re not sure how to pair people up, try personality types. Not only does it reduce the risk employees think you’re playing favorites, but different types can shore up each other’s shortcomings. 

3. Start with the fun stuff. 

Words have a way of tripping people up. The word “competition” can be upsetting or scary for some people. Words like “game” or “contest” have more positive connotations. 

But don’t just use the word “game” and think it’s enough. Before setting up things like client service competitions, get employees used to fun contests. Favorites include:

  • Fitness challenges

Get everyone moving, especially if you run a desk-based business. You’ll cut your health insurance costs while reducing absenteeism.

  • Cook-offs and potlucks

Who can cook up the tastiest chili? Do the bakers on your team have a favorite cookie? 

  • Trivia contests

Who knows the most about British rock bands of the ‘60s? What about Civil War generals?

  • Intramural sports

Is your agency or the one down the street better at baseball? Who’s got game when it comes to basketball?

Once everyone is comfortable playing games together, graduate to work competitions. The healthy competition you’ve built should translate seamlessly. 

4. Emphasize self-competition.

Constantly comparing yourself to others is anxiety-inducing. It’s much more fulfilling to compare yourself to your own accomplishments.

Encourage employees to set their own goals. Maybe your email marketer’s goal is to boost her clickthrough rate by 5% next month. Perhaps your engineers have a per-feature development time to beat.

The key is to redefine winning. Remind your team: When you’re competing against yourself, it doesn’t matter how anyone else performs. All that counts is whether or not you can post a personal best.

5. Offer the right rewards.

Rewarding employees for their growth is critical.  To figure out the right rewards, it’s important to know what your employees value.

In some contexts, bragging rights might be enough to get people going. In other situations, a bonus at the end of a quarter would make more sense. 

The good news is, rewards don’t have to break the bank. You could offer winners:

  • A physical trophy 
  • Extra time off work
  • A prime parking spot
  • Free lunch on the company
  • An office or desk location of their choice
  • Gift cards to local retailers or restaurants

The key is to align the prize with the effort required. Offer too small a prize, and people might not feel motivated to work for it. Make it too big, and the competition could become cutthroat. 

The key to office competitions boil down to one word: healthy. It’s a balancing act: You don’t want to create tension on the team, but you also don’t want people to feel like it’s OK to coast.

You know your team best. Pair people thoughtfully. Offer prizes they’ll actually appreciate. Dip your toes before diving straight into revenue- and cost-related competitions. Interteam competition is valuable, but only when it’s done right.

How Effective Leaders Solve Problems

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What separates great leaders from disastrous ones? Depending on the offending habit, you’ll find there isn’t just one answer to that question. In most cases, employees will list mistakes like failing to set goals, bullying others, trying to do everything on their own, and resisting change — and even being unkind. But, effective leaders are known to solve problems.

Do they look for a quick fix? Do they pass the buck? Or, do they pretend that they were unaware of the problem in the first place? No —  that’s not an effective leader. Instead, they tackle problems head-on and exhibit the following characteristics.

1. Is this my problem?

“The first thing I do,” former USC president Steven Sample told Bill Hybels at the 2004 Global Leadership Summit, “is to figure out if this is really my problem!” It’s a simple question to ask. But, it will definitely help you determine whether you can really solve a problem or not.

Think of it this way. You and your team are hard at work when suddenly the power goes out. The cause? A traffic accident that knocked out a transformer. You might call the electric company and still get some offline work done. However, you personally can’t resolve this issue since it’s completely out of your hands.

Sometimes, you just need to learn how to surrender. And, more importantly, admit that you aren’t always going to be able to save the day. Instead, focus on solutions that you do have control over.

2. Asks lots of questions.

“Problems are often rooted in miscommunication,” writes Peter Gasca in a previous Entrepreneur article. “Before you jump all over an issue, ask questions — many of them — and determine if you simply may have misunderstood the problem at hand.”

As an added perk, by “asking the right questions of the right people, and examining a problem objectively, there is a very good chance that the issue you have identified is more a symptom of a much more significant problem,” adds Gasca. “Dig deep and find the root problem first, then begin making a list of actions you can take to resolve it.”

Whatsmore, this strategy can give you a chance to determine the scope of the problem. As a result, this will help you allocate the appropriate time and resources to it.

3. Communicate transparently.

“Problem-solving requires transparent communication where everyone’s concerns and points of view are freely expressed,” explains Glenn Llopis, author of “Leadership in the Age of Personalization.” From his experience, Lupus has witnessed “how difficult it is to get to the root of the matter in a timely manner when people do not speak-up.”

Because “communication is a fundamental necessity,” it’s vital that those involved feel comfortable expressing themselves. “Effective communication towards problem-solving happens because of a leader’s ability to facilitate an open dialogue between people who trust her intentions and feel that they are in a safe environment to share why they believe the problem happened as well as specific solutions,” states Llopis.

“Once all voices have been heard and all points of view accounted for, the leader (with his/her team) can collectively map-out a path toward a viable and sustainable solution,” he adds. “As fundamental as communication may sound, don’t ever assume that people are comfortable sharing what they really think.” To counter this, trust your instincts and challenge your team to develop innovative and effective solutions.

Additionally, make sure that you break down silos. And, that you are always open-minded to the feedback and suggestions you receive.

4. Don’t point fingers.

“When we assign blame we are pointing the finger to who or what is responsible for a fault or for a wrong doing. We are trying to make others accountable. Blaming does not solve a problem it usually only makes people defensive.” — Catherine Pulsifer

Let’s not beat around the bush here. Bad leaders focus on blaming others. Instead, they should lead by example and own their mistakes. But, what if you aren’t responsible for the mishap? Well, use this a teachable moment. What did they learn? And, what are the solutions to fix the problem?

In short, take accountability for your actions. Encourage this trait among your team. And, as opposed to playing the blame game, work on solutions.

5. Focus on the big picture.

Here’s a reality check for you. As an entrepreneur, you don’t have the time, energy, and possibly resources to solve everything. The answer? Stop obsessing over the small things.

That doesn’t mean you should sweep these minor inconveniences under the rug. After all, they could grow into something much larger down the road — like a gnarly, unmanageable dust bunny. Instead, take a moment to think about how the situation is going to affect you and your business in the long-term.

Think of this way, you notice that there’s a tiny leak in your roof. Right now, it’s not that big of a deal. But, if left unattended, it could do serious damage to your building, equipment, and even the health of you and your team. Because of this, it should be addressed sooner than later.

As a general rule of thumb, use the 80/20 rule when solving problems. In this case, you would resolve the 20% of the issues leading to 80% of your problems. Don’t get too hung up on the exact figures here. The idea is to put out the fires that are causing the most destruction.

6. Rest, sleep, and leverage data.

“Throughout life, there are times when you must take immediate action,” writes Deanna Ritchie, Editor-in-Chief at Calendar. “For example, your child picked up a small item, which presents an obvious choking hazard, and it’s heading right towards their mouth. Or, your business just experienced a cyberattack, and all of the sensitive data you have stored is in jeopardy.”

“During times like these, you don’t have time to think,” adds Deanna. “You need to act.”

“However, with most of the decisions you must make, you usually have some time to mull things over a bit,” Deanna says. “And — thinking — is often in your best interest.” The reason? Because you’re well-rested, you have a clear head to make the best decision possible.

Furthermore, this gives you time to gather and analyze data. For instance, you could turn to analytics to help you solve your team’s time management problems or pinpoint inefficiencies in business processes. Armed with this information, you can make more informed decisions that are backed by facts.

7. Be preemptive.

“The wise warrior avoids the battle.” — Sun Tzu

I love that quote. It’s a simple way to describe the importance of being preemptive. But, what exactly does that have to do with solving problems?

I’ve already alluded to this, but it’s all about fixing something before it breaks. For instance, you could purchase all new computers for your team every couple of years before they breakdown.

I know. That seems like a lot of work. But, if you’re constantly exploring, keeping up with the latest trends, and paying attention to early warning signs, then you’ve can succeed in making preemptive changes.

8. Find the right talent and let them grow.

“Leadership becomes an intermittent activity as people with enthusiasm and expertise step up as needed, and readily step aside when, based on the needs of the project, another team member’s strengths are more central,” writes Deborah Ancona and Hal Gregersen in HBR. “Rather than being pure generalists, leaders pursue their own deep expertise, while gaining enough familiarity with other knowledge realms to make the necessary connections.”

“No one assumes that the life of a team, or even an organization, will be prolonged for its own sake,” state Ancona and Gregersen. “They expect to be involved in a series of initiatives with contributors fluidly assembling and disassembling.”

As such, knowing how to assemble the right team is a key leadership talent. “To tackle a problem, they need to find the right talent and to convince others that their project offers the chance to be part of a breakthrough,” they explain.

With your team in place, you also need to empower them. The easiest way? Grating them autonomy to solve problems how they want. If it backfires, don’t be hard on them. As mentioned above, let them learn from the experience and figure out what went wrong.

 

How to Plan a Stellar Speaking Event for Your Business

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When you hear the phrase “speaking event,” you might think of a huge conference. It sounds like something complicated that only a large organization or corporation could do. 

Think again: Any business can host a speaking event. Picture something more in line with a team-building workshop. The only difference is, engaging with the speaker is more central than the activities. 

A good speaker can make it look like a cinch, but the truth is, there’s a lot of moving parts. If you want your speaking event to be stellar, focus on these seven things:

1. Choosing the right occasion

Every event needs a “why?” Otherwise, it’s just a rambling monologue. 

You don’t want your audience to wonder “What’s the point?” Make sure to select an occasion that merits bringing in a speaker.

The good news is, there are plenty of reasons to plan a speaking event. Popular ones include:

  • Motivating employees before a busy period
  • Celebrating a job well done at the end of a busy period
  • Breaking the ice on a new team
  • Starting a discussion about company culture or team dynamics
  • Promoting productivity or wellness strategies to improve performance
  • Providing an opportunity for future leaders to learn

To be clear, that list isn’t exhaustive. As long as you can articulate your “why,” go ahead and schedule your speaking event.

2. Picking the right speaker

What would a speaking event be without a speaker? Selecting the right person is just as important as finding the right occasion. 

Relevance is key. If you’re trying to promote diversity and inclusion, for instance, why would you choose a speaker who built his or her name in sales?

Remember that your speaker doesn’t have to be a big name. Consider inviting someone with a personal connection to your company or subject, such as:

  • A close friend in your industry
  • A community member who advocates for your company
  • A client who had a exceptionally good — or exceptionally poor — experience
  • Someone from an organization that your company sponsors

You don’t have to break the bank to do a speaking engagement. Do what you can with what you have. 

3. Figuring out the number of speakers

Rather than inviting one person to speak at your company, you might consider multiple. One upside of choosing a low-cost speaker is that you might be able to afford more than one.

If so, think of your speaking event as a mini-conference. Allow team members to choose which talks they want to attend. Get everyone back in the same room to listen to your keynote speaker.

Another way to involve multiple speakers is to plan a panel discussion. Choose guests with different perspectives on your topic, and select someone to be your moderator. 

4. Finding the right location

There are pros and cons to any forum. You can hold it at your office, at an external venue, outdoors, or virtually. 

If you have the space, holding your speaking event at your office keeps things simple. With that said, it could make employees feel like it’s just another work meeting.

Doing a speaking event at a third-party location, whether indoors or out, can add excitement. However, this could cost more money depending on what space you find to do it. 

Finally, doing the event virtually might be a good option for a remote team. Particularly during COVID-19, it can also keep your team and speaker safe. But it might be harder to connect with a speaker when nonverbal cues are limited.

5. Setting up your equipment

Unless your speaking event’s audience will be small, you’ll need some sort of amplification system. And if the speaker has slides to share, he or she will need a screen and projector. 

When used well, technical equipment can enhance a speaking event. But as we all know, it can also be distracting.

Be sure to test any equipment your speaker will need beforehand. If you can afford it, hire a professional to manage the sound. Make sure any slides or clips the speaker wants to show display well.

6. Taking care of the speaker

Aside from compensating a speaker, it’s also important to be hospitable. Treat people how you’d want to be treated. 

If your speaker is coming in from out of town, assist them in finding accommodations. Allow them to mingle with your company as they please. Make sure they’ll have meals and water available throughout the day. 

When it comes to their speech itself, however, give them space to do their thing. Resist the urge to micromanage. And be sure to give them an introduction that highlights any accomplishments relevant to the topic they’ll be discussing.  

7. Planning the reception

A speaking engagement doesn’t end when the speech is over. Especially if it’s a formal event, encourage people to mingle afterward. One-on-one time with the speaker may be more valuable to attendees that the speech itself. 

Receptions don’t have to be big productions. Set out hors d’oeuvres and drinks, if appropriate. Put out materials like paper and pens, if your reception includes activities. It’s perfectly OK, though, if your speaker and audience members simply want to mingle. 

Speaking events don’t have to be stress-inducing or costly. If you have a receptive audience, an engaging speaker, and a fitting venue, you’re most of the way there. Sprinkle in some hospitality and tech-savvy team members, and you’ll be gold. 

14 Business Tasks That Can Be Automated

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How to Use Appointment Software in Your Personal Life

As a business owner, you have a full plate. But, did you know that you can free-up your most valuable asset by automating tedious and redundant tasks? I know what you’re thinking. You don’t have the budget or knowledge to afford such luxuries. But here are 14 business tasks that can be automated.

In reality, these tools are affordable and user-friendly. And, this small investment will save you time and energy so that you can focus on your priorities.

Not sure where to start? Well, here are 14 business tasks that can be automated. You’ll thank us later.

1. Scheduling appointments.

Whether it’s trying to figure out when to have dinner with friends or book an important meeting with a client, scheduling appointments can be like pulling teeth. You suggest a date and time, only for the other party to throw out a completely different option. Next thing you know, you’re engaged in an elaborate game of cat and mouse.

Thankfully, with calendar scheduling apps that’s no longer a problem. Simply share your calendar with others through email or embed it onto your website. Now they can see when you’re available and select a date and time that works from them. The event is then automatically added to everyone’s schedules.

Moreover, you can make appointments with yourself, such as blocking out time for your priorities. It’s a safe way to guarantee that you won’t book something else during that timeframe.

And, better yet, tools like Calendar use machine learning to see how you’re spending your time. It will then make smart suggestions on how to schedule meetings so that those dog days of going back-and-forth are over. It’s pretty much-putting scheduling appointments on autopilot.

2. Master your to-do-list.

Are to-do-lists flawless? Of course not. But, they can still come in handy when planning how to spend your time. And, this is most true when your list has been prioritized.

As you’ve probably guessed, automation can help you make your lists mare effective. In turn, you’ll be able to conquer it. And, as you cross items off, you’ll want to keep that momentum going. In short, mastering your to-do-list will make you a lean, mean productivity machine.

If you use a tool like Zapier, then you could convert emails, notes, Slack messages, or form submissions into to-dos. Microsoft’s Flow automates workflows, while Focuster will add items from your to-do-list to your calendar.

3. Sorting and responding to emails.

According to a survey from Adobe, respondents “said they spend approximately five hours a day checking work email (three-plus hours a day) and personal email (two-plus hours a day).” That’s bonkers. And, just imagine how out of control your inbox would get if it wasn’t effectively managed!

Automation allows you to eliminate annoying emails or newsletters that are no longer relevant — thanks Sanebox and Unroll.me. You can also create canned responses in Gmail. And, most importantly there’s email automation where create emails that will reach the right people at the right time. For example, if someone placed an order with your company, they would receive an automatic message thanking them for their order and what steps to take next.

4. Posting to social media.

If you want to spread brand awareness, promote events, and engage with your audience, then you need to be active on social media. However, just like email, this can become a time-consuming task as you may get drawn into the rabbit hole of sharing, commenting, and liking.

Solutions like Buffer and Hootsuite allow you to schedule social media in advance. You can also use chatbots to deliver immediate responses. And, tools like Sprout Social can curate content and generate real-time reports.

5. Filling out online forms.

It may not seem like it. But, constantly filling out forms online can be a drag. Just think about how much time you waste plugging in the same information again and again. If you use Chrome, then the Big G will fill out forms automatically for you. But, you can also use RoboForm.

Both of these options are secure. And, they’ll also remember and manage all of your passwords passwords so that you don’t have to search for or reset them.

6. Data back-up.

When I was younger and more naive, I didn’t think about backing-up more computer’s hard drive. Sure enough, it crashed and everything I had on there was lost.

That’s not really a concern today. Most cloud services, whether if it’s Google, Apple, Dropbox, or Carbonite, will automatically back-up your data. That should definitely give you some peace of mind at night.

7. Recruiting and hiring.

Full disclosure here. You will have to actually speak with potential hires. But, automation makes this process a whole lot easier. For instance, with ZipRecruiter you could send out a job description to multiple job search sites at once.

Additionally, tools like Yello can be used to screen candidates and speed-up the interview process. And, since you’re already using scheduling tools, this can also simplify scheduling interviews.

8. Creating proposals.

“Generating a new proposal from scratch can be tedious and exhausting,” writes Sujan Patel over at Inc.com. “Plus, with so many people involved, getting a proposal approved and out the door can sometimes take forever.” And, with so much back-and-forth going on, quality can also take a hit.

“But by investing in proposal management software, such as PandaDoc, you’ll be able to consolidate all of your proposal tasks in one place,” Patel adds. “This will allow you to seamlessly coordinate with sales, marketing, legal and others and avoid confusion that could lead to issues.”

“Within the system, you and your team can also create templates so that you won’t always have to start from scratch,” says Patel. “With a streamlined system, you’ll create better proposals in less time.”

9. Document collecting and auto signature.

Regardless if you have full-time employees or a team of freelancers, there will be times when you need to gather documents and electronic signatures. Sending out reminders can be tedious. And, if you need this information by an exact date, it can also be stressful — think gathering all essential documents during tax season.

Moreover, you may need to have a vendor sign a contract or deal with client intake forms. Long story short, chasing documents, while necessary, is a huge drain on your time. Platforms like Integrify will automatically gather documents for you. Meanwhile, Docusign will automatically digitize important paperwork. It will also send out reminders via email.

10. Invoicing and billing.

We all have bills to pay, like rent, utilities, or payroll. Instead of manually writing checks like your grandparents once did set up automatic bill pay. As an added perk, it ensures that you’ll never be late or forget about paying a bill — which could result in your getting hit with hefty late fees.

Additionally, if you have recurring invoices, you can use a wide range of platforms to send out your invoice. Besides saving you time, it also can help you get paid faster.

Even if you aren’t handing your finances automation can at least free up some of your accountant’s time.

11. Lead nurturing.

The last thing that you want to do is waste your valuable trying to sell your product or service to someone who will never purchase it. That’s why gaining and retaining your leads is so clutch. At the same time, it can also be extremely time-consuming.

With automation, you can quickly respond to inquiries, assign inbound leads to sales reps, follow-up, and segment your leads. After gathering this information, it can automatically be put into a database so that you can pinpoint where they are in the sales funnel.

HubSpot, Act-On, and Marketo are some solid options for nurturing and converting leads.

12. Sales and marketing.

Arguably, the most profitable use of automation is assisting you with sales and marketing. After all, it’s impossible to stay in business when you don’t have cash flowing in.

When it comes to sales, automation can:

  • Set a framework for your sales pipeline.
  • Help you determine and focus on your hottest leads.
  • Remain engaged with prospects who aren’t ready to buy.
  • Welcoming new clients and customers.

Also, it can encourage repeat sales by reminding customers about abandoned carts and when their supply is running low. It can also suggest new products or services that they might be interested in based on past purchases.

13. Customer service and engagement.

Keeping your customers happy is a crucial part of running a business. Besides building loyalty, it can also help attract new customers through referrals and word-of-mouth.

Chatbots, as previously mentioned, can be used to address customer inquires in real-time — even during off-hours. It’s even being anticipated that by 2020, 85% of interactions without human interaction. Bold 360 and Drift are just two tools that can handle this task.

Furthermore, with so much data at your disposal, you can send personalized offers, content, and reminders to your existing customers. You could even attach surveys after a sale to gather much-needed feedback on how to improve.

There are a lot of sales and marketing automation platforms that can assist you in this area. Examples would be Constant Contact for email marketing automation, Keap for CRM, and BuzzPortal for customer engagement.

14. Update contact information.

How embarrassed are you when you call a contact only to be informed that they no longer possess this number? What if you sent out an email and it was returned?

People are constantly changing their contact info. And, if you aren’t on top of that, then you may have a contact book full of outdated information. Addappt addresses this by updating your contact information whenever it’s been changed.

There are some other cool features too, such as birthday and anniversary reminders. And, Addappt will also keep you updated on your contact’s weather conditions. You know. Just to remind them to bring an umbrella if it’s going to rain.

How to Build a Relaxing Office Environment on a Budget

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Your staff may be stellar. You may be the best at what you do. But neither necessarily mean your clients are coming away happy.

One of the easiest ways to soup up your client experience? Sprucing up your office space.

The environment you create sets the tone for how clients interact with your business. A winning office can make customers excited to come in, reduce complaints, and build customer loyalty. 

You want your customers to feel comfortable and calm. This is especially true if you’re in a line of work that makes people nervous: law firms and doctors offices, pay attention.

The good news is, you don’t need a full renovation or an interior designer to make your office a more welcoming place. Take a look at the following ways to create a relaxing environment without breaking the bank:

1. Declutter the office.

In an office, things will pile up. And if you just keep stuffing things in nooks and crannies, you’re only creating a bigger problem for the future. 

Take care of clutter by dedicating time to clean up the office. Be thorough: When you work in the same space consistently, it’s easy to miss things that customers are sure to notice. Mess can make them feel uncomfortable at best and claustrophobic at worst. 

Once you’ve gotten rid of things that you don’t need, reorganize your office to give it a full reset. It’s an opportunity to try something new instead of sticking to the status quo. In doing so, you create space both physically and mentally for your customers.

2. Change your color palette.

Have you ever considered how much color impacts the way clients experience your office? It’s a big deal. 

You can cultivate a relaxed mood in your office with earthy colors. Try a warm white accented with green and natural-looking wood. If you rely on warm colors, like reds and oranges, you’ll create a more cozy/sleepy vibe. If you use dim colors, your space might feel depressing. 

Aside from painting, you can freshen up your office’s colors by:

  • Bringing in plants that complement your furniture
  • Allowing as much natural light into the office space as possible
  • Putting art on the walls that depict serene, earthy scenes
  • Rolling out soft, neutral rugs
  • Replacing old drapes with flowing, semi-transparent curtains

A relaxed atmosphere keeps people calm yet alert enough for an office. It’s like what people experience when they are in nature. 

3. Check the temperature.

It’s easy to forget how much of a difference adjusting your thermostat even a few degrees can make. With that said, temperature can be a tough thing to get right in an office.

Everyone will have a different opinion about how warm or cold it should be. Employees may want control, but customers should also have a say. Find a happy medium: Maybe your chilly team member can put on a sweater, if it means setting the thermostat where customers want it. 

Don’t be afraid to adjust your thermostat frequently. If someone comes in shivering, turn the heat up a notch. And if they start sweating, switch it right back down.  

4. Provide snack options. 

Snacks are delicious, but they also lend a certain ambiance to an office space. Even if they aren’t hungry when they come in your door, customers like to know they have options. Munching on a cookie or apple can be soothing while they wait. 

Speaking of, it’s important to have a variety of snack options. Leave out some healthy options, but don’t be afraid to squeeze in salty and sweet snacks as well. Particularly if appointments run long, customers will be grateful for the bite. 

5. Don’t forget a good demeanor. 

Your office environment includes the people in it. Don’t forget to smile and maintain a positive demeanor.

Some employees are naturally gifted at making people feel welcome. Those who don’t may need to work on their relationship-building skills. Add people with a good aura to a relaxed environment, and you’ll have a winning combination.

Just because you don’t have a budget to completely change your office space doesn’t mean all hope is lost. Do what you can right now, and save the bigger changes for when you have a little more play in your budget. 

Major Hurdles for Startups of Productivity

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Your Appointment System Works for You. Does It Work for Your Clients?

It’s not easy launching a startup. What, with overcoming obstacles like finding your niche, getting your finances in order, and working with partners. Oh yeah. You also have to worry about building your brand, marketing, and recruiting and retaining top talent. That’s a lot for anyone to take on.

But, one area that tends to get overlooked is productivity, which often gets confused with efficiency.

“While efficiency means doing more with less, wrote JotForm Founder and CEO Aytekin Tank for Entrepreneur. Productivity, on the other hand, “is about doing more with the same” while still pursuing quality. “After all, who cares whether you cross four extra tasks off your to-do list, if those activities don’t move the needle for your business?” asks Tank. “An effective morning routine or work schedule should help you to do more of what really matters,” he adds. “That’s why I believe founders and CEOs should focus on productivity, not efficiency.”

Additionally, when you focus on productivity, you’ll be able to finish what you start, boost morale, and achieve your goals. Ultimately, that will make your startup a success.

With that in mind, here are 10 major hurdles for startups to overcome so that they’ll be more productive.

1. Inefficient time management.

Despite the fact that time is your most valuable resource, it’s still astounding that so many founders don’t use it effectively. There is a multitude of reasons why this is the case. But, I think it boils down to the fact that they’re wasting too much time on time-wasting activities. For example, couldn’t your delegate or outsource your bookkeeping responsibilities or use automation and machine learning for customer service inquires and scheduling?

Freeing up your schedule of less important tasks and the things that you don’t enjoy doing, allow you to spend more time on what you love and do best. Moreover, it gives you the chance to learn and attend to your health and well-being.

That’s a crash course in time management, I know. But, here are some other time management tips startup founders should try:

  • Find out when you’re most productive and schedule your important tasks then.
  • Chunk up your week by doing similar tasks on the same day.
  • Establish new habits and strategies like the Pomodoro Technique, Mind Mapping, and Completion Bias.
  • Monotasking instead of multitasking.
  • Identifying common distractions and finding ways to avoid them.

And, most importantly, keep it simple. Relying on too many complicated strategies or tools can be overwhelming and counterproductive. If all you need is your Google Calendar to keep you in-check, then you do you.

2. Productivity tools aren’t being used correctly.

You’re probably tired of hearing it. But, it’s true. There really is an app for that. And, that can be a wonderful thing if you want to improve communication, collaboration, planning, and task management.

But, at the same time, haven’t we become too reliant on productivity tools? Again, I have nothing against them. It’s just that we forgot that these tools are here to help us and not solve all of our problems.

Before building up an arsenal of productivity tools, filter your search to the ones that improve your skills or fill an organizational gap. Or, in other words, use the tools that will work best for you. For example, a lot of people rave about tools like Freedom that can block distractions. But, if you have enough willpower and don’t need assistance in this area, then why spend the time learning and using it?

3. Keeping up with demand is impossible.

“While this isn’t necessarily a bad problem to have, it can definitely cause problems for your business,” writes Chalmers Brown, CTO and Co-Founder of Due.com. “Just as you would prepare for the worst, you should also prepare for the outcome you are working toward — growth.”

“In this case, if you can’t keep up with production due to lack of resources or manpower to service demand you may be in serious trouble,” he explains.

“Make sure you have a well-defined plan for growth,” suggests Chalmers. “If you’re just launching your business, make sure you set clear and reasonable expectations.” An example of this would be if you have a limited amount of your product. If so, “make sure your customers know there may be delays if supplies run out.”

Additionally, “you should pay attention to surges in demand, like during the holiday season,” adds Chalmers. “A surge in demand should never be your biggest issue.” And, if it is, it could create bottlenecks that prevent you from being as productive as you should be.

4. Lack of planning.

Someone much wiser then I once said, “if you fail to prepare, prepare to fail.” As a founder, that probably means creating a business plan and taking into account things like sales, hiring, funding, scaling, and preparing for the unexpected.

However, it also involves planning. After all, as Angela Ruth perfectly put it, “productivity doesn’t happen. You need to make a plan.” And, here are a couple of ways to get you there.

  • Make the choice to be productive, not busy. At the minimum, prioritize your tasks, block out distractions, and be proactive instead of reactive.
  • Think 168 hours, not 24. Find out how you’re spending your time and eliminate time-wasting activities. You could also create theme days and set an intention for the week.
  • Harness the power of KPIs. Monitor your KPIs to make sure that you’re achieving your goals.
  • Fight off decision fatigue. Preserve your mental energy by spending less time on unimportant decisions. For instance, prep your lunch for the week so that you don’t have to make this decision every day.

5. Organizational culture is in disarray.

“So, you want a productive day, but it’s not possible because of your working environment, notes,” Dragan Sutevski, Founder and CEO of Sutevski Consulting. Since you have an open-door policy, people can come and go as they please. And, because you’ve made yourself so available, people will email or call you “for every possible problem.”

“These are only the fraction of possible distractions that will decrease your productivity level,” Dragen writes. “They are the results of the organizational culture that you have built in the past and is still active in your company.”

Unfortunately, this problem is this won’t just interfere with your productivity, “but also the productivity of your whole company.”

How can you change your organizational culture?” Dragen suggests your “spread responsibilities, and decision making among your team members and ensure that your culture will make all your team members accountable for their decisions and work they are doing.”

I’d also add that you should create a more positive work environment. You can do this in a variety of ways. But, you can use your values and priorities to guide you in the right direction. Most importantly, you should encourage everyone to speak up and remove any toxins from your organization to keep morale and collaboration healthy.

6. Lack of respect.

Whether you’re a startup, mom and pop operation, or Fortune 500 company, it’s imperative that you treat your team with respect. If not, you can expect poor morale, unfinished tasks, a lack of collaboration, and lots of wasted time.

How can you respect your employees? Well, Amanda Abella recommends focusing on the following areas:

  • Don’t be a jerk. “If you want your employees to stick around, treat them with dignity,” she writes. “This means you can’t have unrealistic expectations, you must compensate them fairly and you need to be flexible when emergencies come up.”
  • Prioritize health. Encourage your team to take time for self-care. You could also offer gym memberships, healthy snacks, flex schedules, and access to mental health resources.
  • Don’t waste people’s time. Don’t arrive late for meetings or keep attendees longer then the time allotted. Get back to them in a timely manner. And, don’t overload their work capacity or message them non-stop during off-hours.

Amanda also suggests that you respect yourself. “Keep an eye on the nasty tendency to be way too hard on yourself,” writes Amanda. “Take care of yourself and be a stellar example to the people who work for you.”

7. Autonomy isn’t being encouraged.

“The best way to encourage productivity and creativity in your team is for the managers (and founders!) to step back,” wrote SINC Founder Sam Dolbel. “Let your team manage their tasks freely and independently; you trusted them enough to join your start-up, so you should be able to give them a task and let them fly with it.”

Encouraging ownership drives motivation. And, “you’ll find that the more ownership someone is able to take of their role, the better job they will do at it.”

Of course, this is a tough pill for entrepreneurs to swallow. But, you can start small, like letting employees work remotely 2 days a week. You could also let them choose how they want to work and share their unique skills and talents. If you’ve clearly stated your expectations, then you shouldn’t have much to worry about.

8. No one is able to stay on track.

Tim Hyer, Founder of Getable, told Business News Daily that the biggest lesson he’s learned is the importance of focus. By nature, a startup is extremely resource-constrained,” he said. “The last thing it needs is to be spread even thinner than it already is.”

“When working on a brand new problem that no one has attempted to solve before, the possibilities are limitless — as are the distractions,” Hyer added.

Ty Morse, the CEO of Songwhale agrees. “The early years of a startup can be chaotic and desperate,” Morse wrote for Yahoo! Small Business. “Even a great idea needs capital to get off the ground.” As a result, you say “‘yes’ to anything and everything because you need clients; you need investment; you need to turn your idea into an actual business.”

“Too quickly you’ll take on too many things,” Morse adds. And, this “disrupts your focus.”

If you want to stay on track, Morse recommends:

  • Putting together a business model that works best for you.
  • Only sticking to one or two things that you excel at.
  • Firing your bad clients.

As for focusing on your daily activities, Deanna Ritchie in a previous Calendar article suggests that you:

  • Build your concentration like a muscle. “The ‘Pomodoro Method’ is a great technique to help you get started,” Denna writes. “Yes, it’s the same calendar and productivity hack where around 45 minutes straight and then take a 15-minute break.” But, since “you’re gradually building your focus muscles here, cut that time way back.”
  • Meditate. It’s a fast and effective way to keep you in the present and “bounce back from distractions and tame stress reactions.”
  • Optimize your environment. Maintain a clean and clutter-free workspace.
  • Stop multitasking. Seriously, it doesn’t work. Do one task at a time.
  • Manage your energy, not your time. Work during the hours when you have the most energy and concentration.

9. Success has a different definition for your employees.

If you’re no longer flying solo, then this is an important thing to remember when you want to empathize with or rally your team. Why? Because entrepreneurs and employees have different definitions of success.

Case in point, work-life balance.

For employees, balance an important factor that determines if they’ll join a stay with a company. But, it’s not for entrepreneurs since balance isn’t feasible. At the same time, founders also need breaks. So, you may want to focus on seasons instead. That means that if you’re on the verge of a product launch, you may put in 12 hour days. But, after the launch, you could disappear for a two-weeks if that’s your prerogative.

10. The workspace hasn’t been adapted to various needs.

Your workspace plays a huge role in how productive you and your team members are. If you aren’t comfortable and working from a filthy desk in a dimly lit room, do you honestly think you’ll be all that productive?

At the same time, we all have our personal preferences. Some people enjoy working in an office where they can hear background noise like typing and chatter. Others want absolute silence.

While you may not be able to accommodate everyone’s needs, you can allow them to decorate their workspaces however they want or listen to headphones. You could make certain areas of your office as silent as a library or permit people to work wherever they’re most productive.

Also, don’t forget to provide them with ergonomic furniture, a standing desk, and all the tools and resources needed to get their work done.

6 Fast Ways to Build Trust With a New Client

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You can probably sense when a person doesn’t trust you. Maybe they leave out information about themselves. Or they question everything you tell them.

Building trust is tough enough on your team. When it comes to clients, it can seem downright impossible. 

New clients are especially prone to skepticism. You have yet to prove yourself to them, so why should they trust you?

It’s a fair point, but don’t panic. Don’t resort to toxic positivity, which can actually push people away. 

Although it’s important to build trust naturally, there are things you can do to speed up the process. Here’s what you can do:

1. Lead with ethics and values.

Edelman’s 2020 Trust Barometer shows that trust in businesses boils down to two things: ethics and competence. Although you can’t show your skills until you’ve done business together, you can speak to your ethics.

The way to do that is to make your values clear. Any business would promote values related to competence, such as discipline. Go further by pointing out actions you’ve taken to support social causes, sustainability practices, or other humanitarian work.  

When people know what you stand for, they’re more inclined to trust you. From there, you can prove you have the other part of the equation: competence. 

2. Know your clients.

Knowing your clients may seem like a given, but you can’t make assumptions. If you assume your clients are young people, you’re likely to turn off seniors who use your service. 

Without a sense of the demographic and psychographic categories your customers fall into, you’ll struggle to provide a strong customer experience. Build avatars with the following attributes:

  • Average age
  • Gender breakdown
  • Race and ethnicity
  • Geographic location
  • Income level
  • Educational attainment
  • Hobbies and interests
  • Values and concerns

Knowing these things can help you master your branding. But more importantly, it helps you make every relationship more personal and, as a result, trusting. 

3. Be genuine.

One of the simplest ways to build trust is to be authentic. If you put up a front, your customers will see right through it. 

Genuineness isn’t something you can teach. And it can be tough to be genuine when you’re overthinking it. Simply put your best foot forward, and don’t try to hide anything. 

4. Be confident.

If you communicate to clients exactly what you can do for them with confidence, they’ll give you a shot. The reason is, confidence is contagious. If you believe in your business, then so will your customers. 

Confidence should be tempered by realistic expectations. If you’ll say anything to get clients in the door, then they’ll soon see your confidence is a facade. 

Being real but confident with customers is a matter of knowing the ins and outs of what your company can do. If you promise them something you can’t deliver, they won’t stick around after you fail. If you under-promise, they won’t be impressed. Get it just right, and they’ll receive exactly what they expected — which shows you’re true to your word. 

5. Communicate transparently.

It’s no secret that transparency is key to building trust. So when communicating with customers, give them both the pros and cons of your service.

Say you’re a boutique ad agency. You might be able to secure placements nobody else can — at a premium price. Be honest about both pieces of the puzzle.  

If you only emphasize your pros, clients will assume your promises are too good to be true. In fact, they’ll respect you for sharing the cons. Think about them as opportunities for growth. 

Once you’ve given customers the skinny, step back. Tell them what they need to know, and leave the nitty-gritty details for later in the relationship. It’s all about balance. 

6. Emphasize security. 

Sometimes, a client will need to share sensitive information with you. If there’s any question about whether that information will fall into the wrong hands, that customer won’t be keen on working with you. 

Always acknowledge that clients’ security and privacy is critical. Explain upfront how you’ll use their information: Will it be passed to the marketing team? How will it be stored? What recourse does the customer have if it’s disclosed?

Operate with integrity. Don’t ask customers to sign things they haven’t read. Walk through the highlights, leave plenty of time for questions, and be patient if the customer isn’t ready to move forward. 

Trust is the foundation of business. The sooner you can build it with a new client, the better. And if you can maintain it, they’ll be loyal to you for years to come. 

6 Mentorship Problems to Avoid

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How to Make Your Company Vision Resonate With Employees

No doubt: Mentorship is the best way to build new leaders. A system of senior professionals investing in younger ones can also create camaraderie and share skills across the team.

The truth, though, is that not all mentorship programs are created equal: Some build real relationships, while others simply make mentors and mentees go through the motions.

What’s the difference? Some of it comes down to individual relationships, but many dysfunctions are due to the program itself. 

Everyone can benefit from sharing wisdom and encouragement. If you want to build a meaningful mentorship program, watch out for the following pitfalls:

1. Forcing mentorship on all new hires

Requiring mentorship for all new hires is one of those ideas that sounds good but doesn’t work well in practice. That’s because when something is forced, people become less willing to partake in it. 

Don’t undercut new employees’ autonomy. Realize that mentorship may not be the best way to integrate them into your team. 

Onboarding and orientation are short-term, one-size-fits-all processes. Employees don’t need a senior member of the team to show them how to fill out a benefits application.

Mentorship, in contrast, is a long-term endeavor that seeks to support employees’ individual goals and development. It’s more about helping people find fulfillment than getting a company process down pat. 

Misunderstanding the purpose of mentorship can cause frustrations down the line. Provide the opportunity to everyone, and emphasize the benefits. After that, let each member of the team engage when they are ready. 

2. Making it all about leadership roles

Mentorship is a lot more than management training. To be valuable, mentorship must be holistic and guided by the mentee. 

The truth is that leadership means different things to different people. Some people are suited to management positions. Others lead by excelling in their work or being a strong team player. 

A solid mentorship program encourages employees to chart their own path. The mentor’s role is to help them become the best version of themselves. 

3. Matching the wrong people

The mentor-mentee relationship can thrive or fail simply based on the people involved. Each person needs to feel like they can relate to the other on some level. That could mean that they have a lot in common; it could also mean that they have mutual respect for each other. 

One way to begin the matching process is to understand people’s personalities. A personality test like the Myers-Briggs Type Indicator can help you identify pairings that might work well together. However, personality tests should only be a starting point.

After getting preliminary data, check the fit. Hold a mentorship mixer for interested mentors and mentees to interact. Use team-building events to determine who works well with who. 

4. Having unrealistic expectations

Mentors and mentees should challenge one another, but expecting too much can be detrimental. Neither personal nor professional growth is linear. 

Both parties should always be in agreement about the terms of the mentorship. Mentors can overstep their boundaries and overwhelm mentees. And on the other side, a mentee might expect the mentor to put in all the work. In some cases, both parties can feel like the other person is too clingy. 

Check in with mentors and mentees periodically. Ask both parties whether they’ve experienced tension with the other. If their answers don’t match, get them in a room together to talk it out. 

5. Failing to prioritize 

Many mentor-mentee relationships fail due to neglect. Balancing work and life can be difficult in the best of times, and stressors can cause people to shut down or ignore their partner. 

Nip this in the bud by structuring your mentorship program. Don’t leave the dynamic completely up to the pair. Help them decide when and how often to meet. 

 

Support both sides by sharing tips about how to prioritize their time. Key steps include: 

  • Setting achievable work goals
  • Deciding what is essential and non-essential
  • Keeping a work log
  • Tackling your toughest task for the day first
  • Minimize interruptions and distractions

6. Structuring the program too rigidly

A mentorship program needs structure in order to be successful, but don’t overdo it. Nobody wants to open a binder of to-dos every time they meet with their partner. There should be some level of informality. 

Too much structure can stifle relationships. It can also create a crisis for people who feel like they aren’t reaching the outlined growth outcomes. It’s better to let people develop at their own pace — and that’s true for mentors and mentees alike. 

Mentorship can be remarkably rewarding. But if one or both sides aren’t willing to put in the effort, it can also fall apart. 

Make sure mentees and mentors are invested, and remember that adjustments may need to be made. As long as you’re flexible and fair in your expectations, your mentorship program will work its magic. 

What Should Your Office’s PPE Policy Be?

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As the COVID-19 crisis drags on, offices everywhere are reopening. Work has to get done. With that said, there’s no reason to subject your staff or customers to unnecessary risks. 

There are many things to consider when reopening your business. You must reorganize the office to allow employees to work at a safe distance. You need to be vigilant about cleaning. You also need to adjust the way customers interact with your business by restricting things like drop-in appointments. 

The biggest challenge, however, might be effectively utilizing personal protective equipment (PPE). Depending on the nature of your business, masks, gloves, and employee-customer barriers may be necessary.

Not sure where to start? To figure out your next steps, take a look through the following questions:

1. Do I need a PPE policy?

Yes, you do. COVID-19 is contagious, and you have a responsibility to keep your customers and employees safe. That starts with a clear policy on PPE usage. 

Policies provide a level of accountability that recommendations can’t. A cancellation policy for appointments can lower no-show rates more than “soft” guidelines ever could, for example.

The same is true when it comes to wearing protective equipment. Don’t leave something so important up to chance or choice.

2. How common is COVID-19 in my area?

No matter where your business is located, having a PPE policy is worthwhile. With that said, it’s important to build yours around conditions on the ground. 

More drastic types of PPE, such as face shields, should be used in hotspots. If you’re in a place where the coronavirus is under control, regular cloth masks may be plenty.

The bottom line is, you can’t throw caution to the wind. But you shouldn’t go whole-hog if there are only a few cases in your country. 

3. How will PPE affect productivity?

There’s an argument to be made that PPE can be distracting. But when people use it long enough, it becomes the norm. The real productivity drain, in fact, comes from anxiety caused by a sense of unease at work. From that perspective, wearing PPE might actually help employees be more productive at a time like this. 

What if employees claim their PPE is getting in the way? Look for workarounds. Perhaps someone who finds a face covering to be distracting would be better off working at home. Simply getting him or her a softer mask could solve the issue. 

4. How will I get employees to comply?

When introducing new policies, there’s always a question about how workers will respond. If they don’t buy into your plan, then it isn’t going to be effective. The key is to involve your team in crafting the policy.

Solicit their input when putting together your PPE policy. Keep them in the loop about your decisions related to how and when to re-open the office. Transparency boosts engagement and encourages compliance. 

Most importantly, listen to your employees’ concerns about returning to work. Take steps they suggest to make everyone feel more comfortable. 

5. What should I provide?

According to OSHA, employers must provide the PPE necessary for employees to do their jobs safely. That guideline, however, has a lot of room for interpretation. Arguably, no customer-facing job is perfectly safe right now. 

The basic piece of equipment is a face mask. While employees may opt to bring their own, it’s important to provide backups if necessary. Keeping gloves and hand sanitizer stocked and accessible is also a good idea. 

If your employees interact intimately with customers, plexiglass shields should be provided. At high-risk companies, such as nursing homes and doctor’s offices, full-body protective coverings may be necessary as well. 

6. What consequences should I impose?

The toughest part of creating a PPE policy is figuring out what to do if employees break it. Not every infraction is intentional, and not all sanctions work with all employees. 

What will you do if someone forgets their PPE on accident? What if it slips off in the course of their work? And what if the same team member keeps violating your policy?

For first-time accidents, a verbal warning is plenty. Perhaps repeat offenders are required to work from home for a certain length of time. Intentional offenses should be punished more seriously.

No one knows how long the pandemic will last. It’s probably safe to say, however, that the virus isn’t going away anytime soon. Using PPE at work may become the “new normal.” Design your policy thoughtfully, and get buy in across your team: You may need it for the long haul.

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