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7 Reasons Why Hiring a Virtual Receptionist Makes Logical, Financial Sense

admin August 30, 2016

In today’s tech-savvy times, we can order Indonesian takeout food with a click of a button. We can purchase a venti mochaccino with a quick scan of our iPhones.

Granted, it’s not how Back to the Future described it to be, but you have to admit, it’s a pretty great time to be alive — technologically speaking.

Of course, today’s wonders are not limited to acquiring sustenance and much-needed caffeine.

Technology has given us the ability to have our calls answered by friendly folks who work outside the four walls of our offices. These helpful men and women are called virtual receptionists, and they are all the rage with small-medium businesses — and for good reason, too.

If you haven’t heard of virtual receptionists yet and what they can offer a company, we’ve listed down 7 compelling reasons why hiring one would make logical, financial sense:

1. No excuse will get in the way — As a business owner, we’re sure you’ve heard the most creative to the most hardly thought of excuse in the book when it comes to absences and tardiness.

Virtual receptionists eliminate that awkward tango. For example, if you get virtual receptionist services from Gabbyville, you’ll get a team of dedicated virtual receptionists working for your business. So if one of the receptionists is sick (allergy season is right around the corner), the call will be routed straight to another virtual receptionist in your team.

Someone will always be there to pick up the phone during business hours. No excuse, no matter how valid, will get in the way of your business.

2. Focused workers are great workers — Sometimes, life just gets too darn busy. Even for your in-house receptionist, who may be balancing speaking to your clients in person, scheduling another client over the phone, and answering an important email one-handed.

Your front desk personnel may be too busy helping a client with necessary forms, while giving directions to another , that the phone is left unanswered. You may have just missed your biggest client to date.

With virtual receptionists working for your company who will answer all calls, book schedules, handle cancellations, answer frequently asked questions about your business, and make outbound calls, your in-house staff can focus on attending to the needs of your clients face-to-face, especially if you’re running a high-traffic clinic, dental office, or law firm.

All calls and all clients are handled professionally and efficiently. What a beautiful thing that is.

3. Dependable — During emergency situations (such as snowstorms, hurricanes, and yes, even Black Friday) when neither you nor your staff have a way of physically getting to your office to answer calls or reschedule appointments, having a virtual receptionist on your team truly comes in handy.

So even if the 6 train is down, you’re snowed in, or stuck in line at Walmart, someone will be there to pick up the phone or make important call-outs. Rain or shine, your business is able to serve your clients, which is needless to say, impressive.

Which brings us to our next reason.

4. Sound like a big shot — No matter what business you’re in, it is always imperative to impress your clients. And they can get finicky at times.

Some only give you one chance to make a good impression. And if their initial over-the-phone experience is sub par, they may find services elsewhere.

Say, you have a startup, and you think that your unique selling point is a great edge. But that’s not enough to bank on. You would need to get stellar customer service to get recognized. You’d be surprised how many customers make a jump from one company to the next based on how well or badly they are treated.

So even if you’re operating solo in a humble office in Queens, but have professional virtual receptionists fielding your calls and cheerfully answering important questions, you’ll sound like a big shot and quickly turn inquirers into bona fide loyal patrons.

At the end of the day, it boils down to how great you treat a customer and how great a customer feels about your company.

5. Save your time and office space — If you’re unwittingly tied to the office phone, trying to dodge calls from telemarketers, receiving long-winded yet unprofitable calls, and still, ending up missing important client calls, you’re not putting your time to good use.

The hours you spend on answering calls can be used to brainstorm a better business model, improve your product, create marketing collaterals, or put up valuable content on your website. And you can’t do that if you’re on the phone half the day.

As your VR answers all calls, schedules appointments, and calls clients up, you can focus on things that require your utmost attention to help elevate your business to its full potential.

Also, a virtual receptionist considerably frees up your office space. Have a team of professional receptionists work for you sans deskspace.

6. Pay for services and nothing else — We did the math for you: we found that you would have to shell out around $50,000.00 a year for an in-house receptionist. This amount covers base salary, health insurance, and social security, to name a few.

But what this doesn’t cover is the amount you lose when potential client calls are unanswered during lunch breaks, days off, unforeseen absences, and lateness. And the sad part is that there’s a huge chance that it’s bigger than 50 grand.

With virtual receptionists, the amount you’d have to pay for services is drastically smaller. In Gabbyville’s case, you would get a team of your very own virtual receptionists for the price of one.

Not only that, most virtual receptionist services are flexible. There are plans that would fit any business, big or small. A big HR plus: cancelling services are way easier and drama-free than firing out someone in person.

Did you stop reading this to pick up the phone? — Then maybe it’s time to get a great virtual receptionist, stat.

Hear Ye, Hear Ye! 5 Signs That You’re An Effective Listener

admin August 29, 2016

In today’s digitally distracting times, effective listening is as rare a trait as being worthy enough to hold Thor’s hammer, or being able to listen to “Call Me Maybe” on an infinite loop.

So if you, by some strange, modern-day magic, are an effective listener, congratulations are in order: you’re a rarity.

We devote 55% of a given day listening — that’s a tad more than half of a 24-hour span, but hear this: most of us are only able to retain and understand about 17 to 25% of what we listen to.

The art and science of effective listening is a superpower that only a few people have mastered. Here are 5 signs that can help you tell if you’re one of the special ones who have the gift:

You actually want to listen

Your perspective on listening is peachy: your internal dialogue is always “hooray, I get to hear someone speak his or her mind!” You have an insatiable hunger to hear others out. An effective listener is interested in what others have to say. You know that there’s bound to be something new to learn after the experience.

You sincerely take every opportunity to listen to someone as a chance to gain new knowledge, broaden your views, and challenge your own ideas. If this sounds very much like you, please accept a heartfelt virtual high-five.

You pay attention

The only thing that should wander when you’re engaged in a conversation is:

absolutely nothing, zilch, nada.

If you’re an effective listener, your focus is on the speaker, and not on wondering if lasagna is on the cafeteria’s lunch menu today. You don’t daydream. You find it almost sacrilegious to go on Facebook while talking to someone.

You use your powers of focus and concentration to take in the content of the message and not on trivial matters. You don’t focus on mistakes — you don’t mentally fixate on the speaker’s grammatical lapses.

If you’re man enough to take on heard information as something worth valuing and understanding with the best of your abilities, you’re A+ in our books.

You don’t interrupt

You’re a very respectful person who doesn’t try to finish the speaker’s sentence. You know that this doesn’t make you sound smart or superior, but rather, nothing short of annoying. And rude.

You know that the Golden Rule, when tweaked a bit, applies to how you handle your conversations with others: Listen unto others as you would want others to listen unto you.

Not only do you respect the person who speaks, you also respect his time. You hold on to the hope that there is a perfect time for everything, and that includes your questions and your thoughts, bub.

Not everything works as a duet. And if you know this by heart, you deserve a smiling, red star stamped on the back of your hand

Your non-verbals are spot on

An effective listener takes in what a speaker says and translates the correct and proper reactions accordingly.

You’re an awesome listener when you know that leaning forward signifies interest in the conversation, while establishing eye contact. You nod when you agree, you express sadness when the conversation takes a sad route. You shake your head when what’s being discussed warrants it.

You also know the things not to do when engaged in a conversation with someone. You don’t play with your pen. You don’t tap your feet. You don’t fidget. You don’t take repeated glances at your watch. You don’t check how many likes your status update has gotten so far. You don’t stare off into the distance.

You know that body language is an important part of conversing with others, and you know how to responsibly respond via your actions.

You encourage communication

We’ve all had conversations wherein the person you’re speaking with responds only with a curt yes or no. During such times, you feel like talking with Siri would be a more rewarding experience. And you are not wrong.

Great listeners know how to encourage communication — they prod the speaker on by asking intelligent questions. They are also open to new ideas. They realize that though they may not agree with everything a speaker says, they hold off on their judgment.

If you’re one of them, you mirror the energy of the speaker and keep the communication going forward. You’re also awesome enough to keep confidences: what’s off the record remains off the record. This way, you build trust and seal the deal for future talk-a-thons.

Effective listening is a skill that requires hard work and focus, but pays off well in the end.

If you’re one of the blessed few, continue to hone your talent. If you’re not one of them yet, it’s never too late to start practicing.

Pretty soon, you’ll start hearing great things such as positive feedback on your amazing communication skills, and maybe even a promotion in the workplace!

Say Hello to the Ultimate Guide to Phone Etiquette!

admin August 23, 2016

“Hello, it’s me. I was wondering if after all these years you’d like to meet,” Adele beautifully croons. Meanwhile, a millennial somewhere on 5th Ave. wonders why anyone would want to pick up the phone to make a call anymore.

Hello, (90’s reference) why not? Phone calls have helped mankind achieve great things.

Watch any political drama and you’re bound to find someone in a suit engaged in a serious phone call, looking all intense, and dropping a gasp-inducing line or two before it cuts to a Super Bowl commercial.

Phone calls are an essential part of our lives. And you’d think that we would have perfected how we make and receive phone calls by now. But alas, we are, after all human. And we need reminding every now and again. And again. And again.

And so we have compiled the ultimate guide to phone etiquette for you good folks (or for that one particular officemate that just absolutely needs constant reminding.)

Start with a Smile

Nothing beats handling a call with a genuine smile. The party on the other line will always be able to tell if you’re smiling because:

Your voice quality improves
You give off a “I want to help” vibe
You’re simply easier to converse with

So use your facial muscles wisely and smile before you reach for the receiver.

Keep it Clear and Focused

A clear voice goes a long way. Some would think that it’s obvious not to pick up the phone while eating, drinking, or chomping on gum, but believe us when we say that it happens far too often to not be reiterated.

Also, give your caller your undivided attention. So if Janice from Accounting suddenly wants to chat, politely put the caller on a brief hold and tell Janice that you’ll drop by her cubicle after the phone call. Pro tip: take the courteous route and let the caller hang up first when you’re done conversing.

Use a Normal Tone of Voice

It’s not easy to talk to someone who uses a tone of voice that rivals nails scratching a chalkboard — so keep your tone positive and relaxed. Some experts suggest using a lower register of one’s normal speaking voice when talking on the phone. Emphasis on “normal speaking voice”. Don’t go fake super bass on your callers or you’ll scare them away.

Mind the Ring and the Ringer

No, we’re not talking about the one on your hand (that’s for another blog, or maybe a copy of Cosmo). It’s advisable to pick up a call on the second or third ring. Picking up the phone on the first ring may startle your caller, while letting it ring for a long time may cause understandable frustration.

Speaking of all things startling: it’s good that you’ve decided to finally personalize your caller ringtone, but did you really have to choose Sir Mixalot’s “I Like Big Butts”? You can do better than that. Think of the kids. We have faith in you.

Keep Voicemails and Hold Times Short

Keep your voicemail message short and sweet — if you have a lot to say, consider sending an e-mail instead. Make sure that you talk slow and state:

Your name
A very brief explanation of why you’re calling
Your call back information

If you’re on the receiving end, ask if they’d rather leave a voicemail message before putting them on hold. If they’d rather not, pick up the phone and talk to them every 40-60 seconds. Let them know that a zombie invasion has not happened yet and that there’s a light at the end of the long hold.

Keep the Volume Low

Remember to respect those around you by not speaking at the top of your lungs while you’re on the phone. It’s not good for your voicebox, and it’s not good for everyone else’s eardrums. Mind the volume when you’re in public. Politely tell your caller that you’ll call back when you’re in a better location.

Keep Personal Matters Personal

Not everyone — and we can’t seem to stress this enough — wants to hear the full, gory details of your latest office drama or boyfriend woes. So never discuss personal stories, especially when you’re in mass transit, or in enclosed space with other people, like the elevator. It’s better to talk about personal things in private, preferably with a tub or two of your favorite ice cream. And a box or two of your favorite pizzas.

Keep it Off the Table

Whether you’re eating out on a fancy meal somewhere in Hell’s Kitchen, or enjoying a Big Mac in Brooklyn, never put your phone on the table. Keep it in your bag and remember to put it on silent or vibrate. Remember that there’s life outside your mobile phone, and it may be staring you right in the face, secret sauce charmingly smeared on his or her cheek. If it’s an emergency, politely excuse yourself and take the call away from the table.

Keep it Away While Driving

Okay, this is an intervention. We care about you and the lives of others. So never, ever talk on the phone while driving. And don’t even get us started on texting while driving. Almost 10 people die and more than a thousand get injured on a daily basis due to distracted driving.

If you absolutely need to call someone, pull over on the side of the road first before reaching for your phone. Your life and the lives of others are more important than the most important phone call you could think of. Yes, that includes a call from the Queen, the POTUS, and Johnny Depp.

Jot It Down

Before making a call, jot down important questions that you’d need answers to, or vital points that you’d need to discuss. Not only will it save you precious time, but you’ll sound prepared and professional. If you’re taking a message for someone, make sure that it’s as detailed as possible. Politely ask how a name is spelled out (“Would you mind spelling that out for me, please?”) or repeat call back information. Your officemates would love you for it.

Remember Your Non-Verbals

70% of the time, and that’s a huge chunk by the way, we communicate. And communication is not just about speaking: a large part of it involves non-verbal aspects such as facial reactions and gestures. And unless you’re on a video call, you won’t have access to such non-verbals over the phone. This is where effective listening comes in. Remember to keep focused, give the other party a chance to speak, and don’t interrupt.

Be Picky About Words

We’ve all been in a situation wherein we need to badly talk to someone over the phone. And we’ve all had to hear “I don’t know,” “I literally have no idea,” or worse, “Who? I don’t know who that is, so, like, I don’t know what to tell you right now? So, yeah, bye.”

Be picky about your choice of words. “I’d be glad to check that for you,” or “Let me see what I can do to help you out. Would you mind if I put you on a brief hold?” sounds way better and more helpful. Treat your callers as royalty, and they’d be doing you the same.

Pro-tip: Go for standards. Yes, not yeah. Phone number, not digits.

Anticipate Callers’ Needs

Being helpful is a skill that will put you in good stead for the rest of your life, over the phone or otherwise. As you answer calls daily, you’ll get to know regular callers better. And if you let your helpfulness and proactiveness kick in, you’ll be able to anticipate your callers’ needs and be of better assistance. It will save you time, energy, and build better business or personal relationships.

Manners Maketh Man

Of course, not everyone you speak with on the phone is a saint. From time to time, you’ll get a caller who will be impatient and just plain rude. And no matter how downright villainous the person on the other line is, resist the urge to snap back. Mind your good manners and right conduct. Don’t slam the receiver. Don’t mutter under your breath. And whatever you do, don’t curse!

7 Timeline-Based Tips to Successful Event Planning

admin August 22, 2016

Time check: 2 hours, 13 minutes before the event starts.
As of right now, there’s still no word from the caterer, the chairs haven’t been delivered yet, you just found out that one of the keynote speakers is down with the flu, and the host is still stuck in traffic.
That’s right — just 2 hours, 13 minutes before your company’s worst event nightmare is realized.
Wouldn’t it be a more perfect world if all our events went exactly as planned?
Yes, event planning is back-breaking business. You obviously want your company or brand’s event to make a great impression, regardless if it’s relatively small or one of a grander scale.
And as with all tough tasks, we need all the help we can get to make it as smooth sailing as possible.
We’ve compiled 7 timeline-based tips every event planner should keep in mind:
No. 1 — Determine the Need for an Event
(4-6 MONTHS BEFORE THE EVENT)

There are many whys and whats an event planner needs to satisfy. Why is there a need to hold an event? What is the main objective? Who would be working on it? Is there a budget? If you won’t be able to answer these important questions (and more), then you may want to rethink if you’d like to push through with it.

But if you were able to answer all the preliminary queries about your event without breaking a sweat, then you need to start preparing for it 4-6 months prior.

At this point, make sure that you:

✓ Have an event committee and chairperson
✓ Establish each committee member’s role and responsibilities
✓ Schedule regular committee meetings (and don’t forget the minutes of the meeting!)
✓ Allocate a budget
✓ Determine the type of event (is it a formal fund-raiser? A product launch? A business dinner?)
✓ Pick an event date
✓ Book your venue
✓ Identify and book your speaker (if you need one), hosts, and special guests
✓ Identify corporate sponsors and request for their logos (for banners)
✓ Determine the guest list

No. 2 — Contact and Communicate
(3-5 MONTHS BEFORE THE EVENT)

We can’t stress this enough — the key to a successful event is constant and clear communication. And 3-5 months before the event, it’s normal for the initial excitement to dissipate for some of your team members.

Also, this is the best time to contact people and businesses who will work with you during the event.

At this point, make sure that you:

✓ Have all your communication collaterals created, printed, readied and sent out (to those that apply). And by this, we mean:

Formal Invitations
Save-the-date cards
Email invites
Social media announcements
Event map or directions to reach the event venue from different routes
Pre-event posters
Banners (to be put up during the event)
Signages for pedestrians and vehicles (ask your venue what they would allow/require)
Registration template
Write your event programme
Have a publicity plan (utilize social media channels to create hype or contact local press to write about your event to generate hype)
Have press release articles written, checked, and distributed
Plan for promo items or giveaways to VIPs and guests

✓ Get documented arrangements with important vendors who handle:

Chairs, tables, podium (if they are not provided by the venue)
Audiovisual equipment (lighting, projector, computer, sound system)
Decorations (flower arrangements, stage design, etc.)
Catering (get a menu plan, schedule menu tasting if needed)
Entertainment (will there be a live band?)
Ushering and guest relations
Safety and security
Transportation (will you offer free shuttle services to and from the venue?)
Parking
Photography and videography (look specifically for photographers/videographers with event coverage experience)

No. 3 — Find and Furnish
(1-2 MONTHS BEFORE THE EVENT)

With just a few weeks of breathing room, arrangements for the event should already be in order. This is the perfect time to review the complete event plan with the whole planning committee and look for anything you’ve missed. Get your magnifying glasses and polish up your event plan.

At this point, make sure that you:

✓ Assign and document point persons who will be in charge of communicating with each vendor
✓ Finalize your event programme AKA master plan
✓ Create a list of ushers, organizers, and everyone else who will be working on the day of the event
✓ Create a seating chart for guests
✓ Purchase giveaways
✓ Create your guest speaker’s speech (or write key notes that he or she can discuss)
✓ Review all your security and parking arrangements
✓ Start designing table names for guests

No. 4 — Confirm and Anticipate
(1 WEEK BEFORE THE EVENT)

The event is fast approaching — you’re on the seven-day countdown! Take this time to lock down documented confirmations for all your arrangements. This is also the time to anticipate all the things that could possibly happen (or go wrong) and create contingency plans. Get your thinking caps and put your brains on percolate.

At this point, make sure that you:

✓ Have confirmations for all arrangements with vendors via your team’s assigned point persons
✓ Confirm the final guest count and forward it to the caterer (it’s a good idea to add at least 10 extra meals and seats than the confirmed count)
✓ Print badges for ushers, IDs for organizers, registration documentation, seating charts and plates
✓ Have a list of backup ushers, organizers, and volunteers
✓ Brief all concerned parties of their respective roles before, during and after the event
✓ Confirm media/ local press’ attendance

No. 5 — Finalize and Tweak
(1 DAY BEFORE THE EVENT)

The big day is on the morrow! And if you’ve followed your master plan to the T, you should be able to get a good night’s rest tonight. But before you do, take the whole day to finalize all aspects of your plan and make it stellar. It’s time to make last minute adjustments and tweaks to your event’s needs.

At this point, make sure that:

✓ You check all signages, tables, chairs, decoration, and audiovisual needs are in place in the venue.
✓ Ensure that all giveaways are packed, ready to be distributed, and are on-site
✓ The registration table is stocked with all necessary documents/ items
✓ Send reminder emails to local press/media attending the event
✓ All organizers and point persons have a copy of the event programme, including: special instructions, important phone numbers, guest and VIP lists, and seating charts

No. 6 — The Big Day!
(DURING THE EVENT)

Today’s the day! The months of hard work comes down to this day. To keep things as organized and as stress-free as possible for you and your whole team, you should arrive early at the venue and have a meeting/pep talk before the event starts. All point persons should make sure that their designations are all set.

At this point, make sure that:

✓ All point persons are on top of their designations and are ready to give a brief status report
✓ All audiovisual and lighting equipment are working
✓ Re-check tables, chairs, decorations, etc.
✓ Catered food quantity and quality are checked
✓ Vendors’ attendance are confirmed
✓ You have enjoy the event!

No. 7 — Evaluate and Elevate
(AFTER THE EVENT)

The event has concluded successfully, and everyone has gone home with smiles on their faces, which is simply awesome. This is the perfect time to evaluate the event and list down points for improvement for the next one. And most importantly, give gratitude to all those who worked hard to make the event simply stellar.

At this point, make sure that you:

✓ Write personalized thank you notes to:

✓Event Team Organizers and Volunteers
✓Sponsors
✓Speakers
✓Guests
✓Media/ Local Press
✓Vendors

✓ Write a detailed evaluation of the event with suggestions for improvement
✓ Conduct a post-event survey with the whole team and with guests
✓ Create a post-event press release article and publish photos of event
✓ Gather all financial information related to the event, including receipts and reports

With these seven timeline-based tips, event planning will no longer be nightmarish. Who knows, if you master all these steps, you might even make a living out of it.

How The 5 Sentences After Hello Can Grow Your Business

admin June 13, 2016

There’s an old adage that says, “You only get one chance to make a first impression”. It’s true, and first impressions are more important than you might think. If you’ve ever done sales, you know that when the customer walks through the door, you only have a few moments to set the tone for your entire encounter.

Yet not every customer will physically walk through your door, and first impressions are often made long before a customer even approaches your premises. Getting the phone answered is obviously a must, but first impressions are the key to recognizing your business’s true over-the-phone potential. Answering the phone is just the first step in getting a customer’s business. A caller wants to hear a friendly voice and a positive attitude.

Callers who have a positive phone experience are 10-15x more likely to go from potential customer to actual customer than someone who has only done an internet search. On the other hand, 79% of customers won’t call back if calls are unanswered and 69% won’t call back if they get a busy signal.

Setting up positive expectations is at the core of potential long-term business relationships. This means that, as part of a first impression, the first 5 sentences after ‘hello’ have the potential to make or break nearly every first encounter. So if you’re relying on someone to answer your phones, you need to be sure that they know how to set up a positive expectation within five sentences.

The first step is to have a friendly, positive-sounding voice answering the phones. The second is to make sure that this person is knowledgeable about your business and how to help the customer get information and speak to the right person. This means no answering machines. Avoid them at all costs! In today’s mobile-driven world, there is no reason why a potential customer should not be able to speak to a friendly, knowledgeable representative whenever they call during business hours.

If you are unable to afford an in-house receptionist, then a virtual receptionist can provide the same service at a fraction of the cost. And if you have a professional answering service, you won’t have to worry about missed calls, because you aren’t relying on one lone receptionist to field every call and question.

Virtual receptionist services have a team of people to make sure that every call gets answered promptly and professionally, because your business is their business. Remember, positive tone, positive expectations, and positive phone experiences equal positive cash flow in terms of satisfied customers.

Getting To Know You: Six Things You Need To Know To Keep Clients Happy When Working Remotely

admin June 9, 2016

Working remotely has its advantages. Whether you turn a spare bedroom or another area of your home into your office, or have another place for peace and quiet where you are most productive, staying focused and keeping on track are vital. Here is a list of six simple thoughts and ideas that can be used to help you stay accountable and on track.

From the first point of contact with a potential client, building trust should be your main objective. Be honest about what you are able to do and when you will be able to do it. Don’t set unrealistic expectations on yourself. Make sure they are aware of your limits and what you are capable of. This will not give a negative outlook or impression. It is simply letting them know what they can expect out of a business partnership with you.

After you have made it clear what you can accomplish for the client, create a very clear and detailed contract. Include deadlines, descriptions, and the amount you have agreed upon for your services. It is also important to make sure that everyone involved has signed and received a copy of the signed contract.

Once you have agreed and accepted the project, communication will play a vital role in the relationship between you and the client. Keep them informed of your progress and where you stand as far as meeting deadlines. You want them to be well aware of the value of your service and demonstrating what you are accomplishing along the way will speak volumes about your work.

While working on the project, create mini milestones for yourself and set dates and times of when you want to have these goals accomplished. If you are going to keep the client informed, it is important to make sure you are following your own standard and staying on track. This will also show you what areas you excel at and where you could use a little more effort in developing your craft.

While working on your client’s project, make sure you are accessible to them. You may not need to drop whatever it is you are doing immediately to provide them with details, but make sure you are checking for voicemails or emails on a regular basis. If a client thinks you are trying to dodge them, it may lead to them being uncomfortable and looking for other options.

One of the most important tips you can remember is do not assume anything. If you have a question or are in doubt, contact the client immediately. It is easier to remain on schedule by losing a few extra minutes for a phone call than what it is by spending hours or even days trying to fix a misunderstanding.

The Top 5 Reasons Picking up the Phone Is Better Than Sending an Email

admin June 2, 2016

All of this modern technology is great, but sometimes it aids in a lack of human communication. We forget this so easily, as we go about our days snapping pictures for Instagram and tweeting our latest thoughts.

It’s good to take a step back from technology and do things the old-fashioned way. So many times, we begin to type out an email instead of just simply picking up the phone to call the person. It’s time for a change! Here are the top five reasons picking up the phone is way better than sending out an email. We know you’ll agree!

1. It’s just plan easier. Sending out an email takes time. You have to think about what to say, and type it out in a grammatically correct format. If you pick up the phone, all you have to do is use your voice! You can also multitask while you’re on the phone, which is a plus.

2. There’s no confusion. Texting and emailing can be a little confusing for the correspondents. Sometimes, words can be misinterpreted, which can lead to confusion. By talking on the phone, you minimize all that confusion, and you can communicate freely with whomever you’re speaking with.

3. It’s nice to hear someone’s voice. Admit it, hearing your best friend’s voice is way better than receiving an email from her. You can catch up quickly and get more in detail with what you’re talking about.

4. It’s fast. Emailing takes a while. You have to email back and forth, sometimes multiple times before you are done with the conversation. Talking on the phone is direct, and you get straight to the point. There’s no waiting game to play, you just talk, and everything follows!

5. It’s personal. Sending texting and emails can be so impersonal. Using your voice is so much better! You’ll have better, stronger relationships.

Pick up the phone! Technology tends to complicate things. Instead of opting for complication, why not opt for simplicity? Picking up the phone used to be something that people looked forward to. Technology has made us dread this kind of direct contact, and that’s not good. So, next time you need to communicate with someone, don’t send an email–pick up the phone! Make it a habit, and soon enough you’ll do it without even realizing it. Those around you might pick up on the habit as well.

Hide and Seek: 3 Ways Your Small Business Can Save Money

admin May 30, 2016

While owning a small business may fulfill one of your lifelong dreams, it’s also incredibly difficult work and at times, managing the finances associated with it can be stressful.

The biggest struggle for the majority of small businesses lie in the financial aspect and they occasionally struggle to remain profitable throughout the duration of the business. In order to help save money, here are three money-saving tips that can be used in any small business.

Double Up On Advertising

For a new business just starting up, one of the biggest expenses lie in advertising. While there’s not really a way to get out of advertisements to initially promote your business, there are ways to help reduce your cost of advertising once your business has launched. One of the best ways to do this is to include advertisements with your invoices and other collateral you send out.

If there’s a new promotion or coupons that you want to get to your customers, you will save a lot of money in the long run by sending it with material your customers are already getting. If you wish to send advertisements to other customers, make sure you get the biggest bang for your buck by including promotional material coupons and other collateral all in one envelope.

Lease Equipment

As a small business, purchasing all of the equipment you need to start up your business can come at a high cost. Office equipment is expensive to begin with, but purchasing it brand new only makes the cost even higher. Odds are you don’t need to actually purchase the equipment, so why not lease the equipment? Leasing the equipment means that your cost is lower upfront and if there are any problems with the equipment, the costs are most likely covered under your lease agreement.

Hire Interns

Hiring interns is a true win-win situation for everyone involved. For your business, you get a full-time employee without spending any extra cash. For the intern, they receive on-the-job experience they can use with them after they leave the job. As an added benefit, if you like the intern and the work they completed, you can hire them after the conclusion of their internship so you already have a trained employee ready to go on your staff.

As a small business, it’s always important to look for opportunities to save money anywhere possible. Even though your business may be booming at the time, you should always try to manage your business from a financial standpoint that allows your business the best chance for growth. While there are plenty of tips to help save money as a small business, following the three tips above can help put your small business on the path to success.

5 Money-Saving Hacks for Your Medium Business

admin May 27, 2016

If you’re a business owner, chances are good that you are constantly looking to save money for your business. While business may be good, it’s always important to manage it from a financial standpoint that provides you with the most opportunity for growth. The following are five money-saving tips and tricks for you and your business.

Hire Interns

Hiring interns is a win-win situation for everyone involved. For your business, you find full-time (or sometimes part-time) employment without spending money. For the intern, they not only receive college credit, but they also receive beneficial on-the-job experience. In addition, if you like the intern, you can hire them at the conclusion of their internship and you will have a new full-time employee who is already trained for your business.

Don’t Purchase New Equipment

While it can be tempting to want to have the newest, top-of-the-line equipment, it’s important to realize there may not be a need for such equipment. There are plenty of reputable companies that sell refurbished equipment such as printers, scanners and computers. Most times, this equipment can be found at large discounts and can save your business a lot of money. In addition, purchasing recycled printer cartridges for your printers and other devices can help cut back on costs.

Go Paperless

Going paperless can save your business money since you will significantly decrease your costs when it comes to printers, ink cartridges, paper, toner, folder, paper clips, and other materials associated with using paper. With today’s technology, many tasks can be completed without printing out the documents. While it will still be necessary to print some documents and materials, cutting back on printing is an easy way to save money.

Manage Utilities Properly

While there is no way to avoid paying utilities such as telephone, internet and electricity, there are ways to help reduce those bills. While it may be expensive in the beginning, switching to energy-efficient light bulbs in your business will help save money on your bill over time. If that doesn’t seem possible, make it a priority for your employees to turn off lights when they’re not in use.

Barter

Bartering with other businesses is a great way to reduce your costs. Devra Gartenstein of Demand Media writes, “Bartering saves money because the goods you exchange cost you less than the value you attach to them if you use your regular retail price as the basis for establishing value.” Odds are good that you have something another business owner is looking for and they probably have something that you want.

Use this to your advantage and help get what you need, all while helping other businesses. It’s possible that not all of the strategies and tips mentioned above will apply to your business, but if they do, give them a shot! You will be surprised to see how much money you can save by implementing these 5 strategies.

Try This, Not That: 6 Simple Swaps That Will Save Your Small Business Money

admin May 24, 2016

You’ve worked hard to make your small business successful. There have been more 18 hour days than you can remember. Yet, when the end of month profit numbers come in, your net profits aren’t commensurate with your expectations (or your labor). Profits are coming in, but the comparison against outgoing monies is barely positive. Obviously the situation calls for a change. How can you make this happen? Here are 6 Simple Swaps that Will Save Your Small Business Money.

Use Laptop computers

Possibly the greatest amount of money going out is your energy cost. A great way to reduce your energy consumption is by switching from desktop computers to laptops. Laptops offer energy savings of up to 90% when compared to desktops.

Examine your phone usage

It is possible to reduce communication costs by reducing the number of lines in use. A closer look at your current plan or switching to a more computer based system such as VoIP can also keep your costs down. Customer service can be kept at a high level regardless of which option you choose.

Take taxes into consideration

Year end tax bills can severely affect your business’s bottom line. An online savings account where quarterly tax monies are kept can eliminate those year-end tax bills and penalties. Hiring an accountant can serve a two-fold purpose: they can keep your books in order, and are knowledgeable about tax breaks and deductions.

Internships

Develop relationships with local colleges for internship possibilities. Interns receive college credits while working for your business in a seasonal or general position. You might even discover a young, sharp new employee for the future.

Word-of-mouth advertising

If advertising costs are eating into your bottom line, website testimonials can expand your footprint. With the connectivity engendered by today’s internet, it’s easy for your clients to pass on information and positive reviews to a larger audience.

Pre-printed forms

Why go to the added expense of custom designing forms for your business? Pre-made forms are available at numerous internet sites. Best of all, they’re free.

Starting your own small business is something you’re proud of achieving. All the hours you’ve spent trying to make it successful shouldn’t be in vain. By controlling costs, it is possible to finally reward your hard work, and your vision. Yes, you love the work you’re doing, but shouldn’t you make a little money too? Isn’t that why you started your business?