Top 5 Business Data Cloud Storage Tips

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The top 5 tips weekly post is always full of hints and tips for small, home & micro business owners.

1. Although you often pay a monthly fee for cloud storage, it still usually works out cheaper than buying physical hardware for data storage.

2. The cost of cloud storage covers the outlay of the cloud provider for storing your data in a much more highly secured environment than would be possible for a small business.

3. Cloud storage is scalable and will cost far less per megabyte when you buy bigger storage packages.

4. Remote access to your stored files usually allows you to access them from your laptop or smartphone.

5. Don’t rely on free cloud hosts to store your business data. There is no guarantee that your host will be there from one day to the next.

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A Mini Guide to Business Insurance

There are many different types of insurance cover that a business will need to look into, and some that are required by law. You can find a full listing and evaluation of these on online comparison sites like Money Supermarket. But here is a list of some of the main policies that should be considered by businesses and details of what they provide if something goes wrong.

Personal Liability insurance

This type of insurance provides cover for claims for compensation from people outside your company; this may include people injured at your place of work or members of the public who are injured or belongings damaged because of your company. This policy will cover any compensation or legal costs resulting from a claim against your business.

Employer’s Liability insurance

If you have any employees then you need to take out this insurance by law. The policy protects you if your employee is injured at work, or becomes ill because of their work. This policy will also cover any legal costs accrued. You must purchase a minimum of £5 million in cover by law if you have any employees, although many policies will automatically cover you for £10 million.

Property Insurance

The insurance will cover you if there is any damage to your place of work or your tools. This may include anything from flood damage to theft. If you take out this insurance you need to calculate how much it would cost to replace everything in your work place, down to your office tables and chairs.

Professional indemnity

Professional indemnity will cover you if your client loses money because of a mistake you have made, or because the work you have provided is deemed substandard. If your client makes a claim against you, this policy will protect your business by paying for compensation and covering any legal costs.

GUEST BLOG: This helpful business advice was provided by Roger Nuffield.

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End of ARC’s or Automatically Renewable Contracts

Ofcom’s ban on automatically renewable contracts (ARCs) or ‘rolling’ contracts came into effect on 31st December 2011. This means it is now unlawful for telecom providers to roll customers over onto a new contract without their permission. But what does this mean for small businesses?

Simply, if you are a consumer or a business with less than 10 employees, the new regime will give your business more control over how much you are paying for a business telephone and broadband package, more freedom to shop around for the best deal and will make it easier to switch providers.

The process used to be that thousands of customers with phone lines coming to the end of a 12-18 month contract would find themselves signed up to the same provider for another 12-18 months unless they actively opted out of the renewal in a specific time frame. This usually incurred a penalty charge.

Automatically rolling contracts tied customers into another contract without the customer signing anything. So telephone and broadband contracts across the country will now be much more flexible for customers and businesses with less than 10 employees.

Ofcom states that 15% of consumers were on these automatically renewable contracts. The ban came into effect because Ofcom was concerned the rolling contracts made it difficult for customers to switch providers and so there was less competition within the broadband and telephone market. The argued that the rolling contracts make switching unattractive to consumers as they are put off by the costs related to cancelling a contract.

BT disagreed with Ofcom’s ban stating that it didn’t think it hindered competition in the telecommunications industry. Ofcom investigated the issue and found many unhappy customers who felt duped into staying with their providers for another year.

Consumer watchdog Which? backed the ban, saying that telecom companies should focus on offering great value deals with top-notch customer service, so that their customers are happy to stay with them voluntarily rather than being tied in by over-restrictive terms and conditions.’

GUEST BLOG: This informative business article was provided by Nadine Bourne of XLN Telecom.

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Collaborate to Accumulate

There’s no denying times are tough for small business. Competition for customers is fierce, overhead costs are rising, and although there is much talk of ‘going global’ the reality is for many small enterprises the costs of breaking in to new markets are often prohibitive.

Yet there is a way for small business to remain competitive, increase capacity, enter new markets and secure new customers with expansion costs being kept to a minimum – collaborate.  In its’ simplest form, collaboration involves two or more people working together with a common goal to improve their position. In many cases this will involve sharing knowledge and planning how best to use the joint resources (client lists, technology, networks, investments etc.) to achieve the goal or goals for each party.

Technological developments means your list of potential collaborative partners no longer needs to be restricted geographically, so the opportunity to share the development costs of entering new markets, taking on larger clients, and securing new customers is open for all to take. There are  also plenty of ‘tools’ available to assist your collaborative efforts from the simplest of email and telephone, to web conferencing and the increasingly popular document & calendar sharing, social media, and web forums.  The majority of these tools cost little or no money to use so the ‘barriers to entry’ for collaborative working are minimal.

My own company actively works in this way with a number of projects on the go with different collaborative partners, some over 300 miles away! We speak regularly, have plans mapped out (Gantt charts can be useful for time sensitive tasks and identifying responsibilities), keep an eye on shared costs, and are clear about what we each want to achieve from the collaborative effort.

Tips for a successful collaboration

  • Think carefully about your collaborative partner(s).  They may be a company you already have a relationship with, in which case consider whether a collaborative project would enhance or be detrimental to that, but if not then take the time to research who might be suitable. Some basic ‘due diligence’ in terms of trading history, previous successful collaborations, and general reputation is a good idea.
  • Consider how the collaboration may be viewed by significant others in your business e.g. customers, suppliers, shareholders if appropriate. If there is any question that this approach will not be positively viewed, have a re-think.
  • Be clear and put in writing the objectives of the collaboration, who is responsible for what and when, costs and how these are shared (who pays for what), and crucially be clear about ownership of Intellectual Property.
  • Be clear from the start about what you want from the collaboration in terms of furthering your own business objectives and make sure that these are complimentary (they don’t have to be the same) to the company you are partnering with. The whole point of collaboration is to achieve a very specific quantifiable goal (e.g. secure a public sector contract, increase client numbers) rather than just a general mutually agreeable relationship with no clear focus.

I’m a keen advocate of collaborative working and have been doing this myself for many years. I’m not, however, saying you should just hop in to bed with the next business that comes along! Collaboration for collaboration’s sake is unlikely to be successful, but you may be surprised where opportunities arise. Keep an open mind as to whom you could partner with, including those you currently view as competitors, to achieve greater recognition and success.

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Sometimes great customer service only needs to be easy and familiar

We’ve all seen the news lately and heard of lots of large and small businesses closing down. No doubt, you’ve also seen the impact on your high street with both large and smaller, independent retailers shutting up shop.

However, it’s important to realise that despite uncertainty in the economic environment, high levels of competition and increasingly value and price conscious customers, there is demand and opportunity out there for businesses that provide good value products and services combined with great customer service.

This is backed up by research from the Institute of Customer Service which states that:

  • Two thirds of retailers consider ‘customer switching’ as a significant threat to their future sales whilst a third consider this customer behaviour as the biggest single threat to their business.
  • However, three quarters of the businesses surveyed believe that the delivery of good customer service is an essential differentiator in the current economic environment.
  • This is echoed by 83 percent of customers surveyed who said that the quality of service that they receive is very important to them when it comes to retaining their loyalty as a customer.

That doesn’t mean that you have to offer the lowest prices and the best service to succeed. It is important to point out that whilst customers are looking for competitive prices many are not willing to sacrifice service over price. I wrote about this on my blog a while ago where I talked about an article on mycustomer.com, where Right Now CEO Greg Gianforte quoted an interesting poll from Harris Interactive:

“According to their research, some 84% of customers would be prepared to pay 5% over the standard rate for a superior customer experience, 62% would pay 10% more, 25% would pay 15% more and 11% would pay 25% more.”

What I am not saying is that we all should put our prices up (although for some businesses that can be a great growth strategy). What I am saying is that when we develop our customer service we must understand what is right and best for our customers.

Customer service should not always be about making things fancy or delightful as that’s not what everyone wants and sometimes it’s just not appropriate. Sometimes customer service should about making things easy or familiar.

Why easy? Well, we are all busy so making something easy and quick and saving them time and hassle can be the best gift we can give to someone. Would you value that? I would.

What about familiarity? Where’s the value in that? As customers we are people too. So, why do we like familiarity? Because it’s understood. It feels less risky. Would you value that? I would.

In the end, for some businesses great customer service may only need to save us time and feel risk free, particularly with your existing customers (your most important asset).

When you are thinking about improving your customer service in your business are you over thinking and complicating it?

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Data management – failing to plan is preparing for failure

In the 1980s, the idea of protecting your company against a data loss may simply have been a policy of “back that file up on a floppy disk”. Fast-forward a quarter of a century and the reliance on digital systems is so massive it is a safe conclusion to say that the vast majority of companies would be unable to function should their IT systems breakdown. With this in mind, two new business sectors have developed: Business Continuity Planning and Disaster Recovery.

How does Business Continuity Planning and Disaster Recovery work?

Business Continuity Planning and Disaster Recovery are very closely linked and essentially describe a company’s ability to react and recover well in a time of crisis. This is achieved through the planning and procedures involved in Business Continuity Planning and Disaster Recovery.

Effective examples of company’s adopting Business Continuity Planning and Disaster Recovery work include:

Putting measures in place to minimise and eliminate threats to key personal and facilities;
Creating strategies to manage crisis communication;
Putting action plans in place to protect the reputation of a business in the aftermath of a disaster;
Preparing network communications and IT infrastructure so that a company is confident it can get back up and running as quickly as possible in a worst-case scenario.

The importance of Business Continuity Planning and Disaster Recovery

An effective Business Continuity Plan and Disaster Recovery procedure can be the deciding factor between the long-term success or failure of a company. It is estimated that for every 20MB of data that is lost, someone would have to spend 19 days re-typing it, while nine in every ten companies that suffer significant data loss, without having put plans in place, go out of business within two years.

Key factors to consider when putting procedures in place

Scenario assessment – establish what the impact would be, before the disaster strikes;
Resuming business – put step-by-step plans in place detailing how to get back on your feet should the worst happen;
Data capture – take extensive measures to reduce the risk and amount of data that could be lost in a disaster;
Best practice for recovery – it is crucial to know exactly how you are going to implement your plans, often communicating across various locations;
Compliance – make sure your plans are in-line with regulations for safeguarding sensitive data.

Getting it right

Remember, reacting to a disaster effectively is crucial for business, but it also plays a significant role in the lives of all the staff associated with the company. When livelihoods are at stake, it is the company’s responsibility to get it right for the sake of its employees and its shareholders.

GUEST BLOG: This business advice article was provided by Iron Mountain Incorporated.

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Online Marketing Tips for Small Businesses

Every small business wants to emulate the success of the FTSE 100 companies‘ online marketing strategies. But as many SMEs have significantly smaller budgets they believe that these strategies are simply too expensive for them. Recent developments in marketing, such as social media and consumer driven marketing stunts, are however within reach for even the smallest companies. Here are a few examples of consumer driven marketing in the corporate world and examples of how you too can stimulate the same conversations with your customers:

Coca Cola in a recent internal video admitted that consumer generated stories outnumbered those generated by the company itself. If such a large company, with a huge marketing budget, is taking lead from its customers then so should you. Whether you make sofas or manufacture ready meals you can create a dialogue with consumers, or even weigh in on existing conversations.

Ikea recently took advantage of a consumer driven idea and created a successful PR stunt. A group on Facebook called ‘I Wanna Have A Sleepover In Ikea’ was the inspiration for IKEA’s stunt. The company created a similar competition for 100 Facebook fans to be part of a giant sleepover at the Essex IKEA store. This stunt rewarded consumers for their brand loyalty and created demand for other events around the country. Have a look at what people are saying about your brand, and act on your findings.

Social media is a great way to gauge the ideas of your audience and things people want to see from your industry. One company in particular did this especially well. Belling, a kitchen appliance manufacturer, compiled a book of recipes that had been tweeted to them. The recipe book entitled Tweet Pie – The World’s Shortest Recipe Book contained 50 tweeted recipes.

If you are a business you can take full advantage of social media and consumer driven marketing, it is inexpensive and incredibly successful.

GUEST BLOG: This helpful business article was provided by Katie Bryans.

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Crowdfunding – could it work for your business?

Crowdfunding is becoming an increasingly popular method for small businesses and social ventures to raise much needed funds.  The map below gives you some idea of the scale of growth in Crowdfunding over recent years.  Interestingly, the same source indicates that 46% of all UK Crowdfunding platforms were launched in 2011 alone, so with the growth in such sites I wanted to write about the ups and downs of Crowdfunding from a small business perspective.
Worldwide map of Crowdfunding platforms

What exactly is Crowdfunding?
The idea behind crowdfunding is a relatively simple one. You have a business idea or want to grow your business but need money to make this happen. Visit your chosen crowdfunding platform, create your pitch, set your financial target, and promote your project to anyone online or offline who you think might want to invest in it, for example family, friends, clients, suppliers, twitter followers, linkedin (you get the idea). You offer rewards (traditional Crowdfunding) or a share of equity/revenue (commercial Crowdfunding) in return for the investment. When you reach your target, you get your money and get delivering on all those promises.

Sounds simple enough! So once your project has been listed you sit back and let the money roll in?
Alas, nothing could be further from the truth. In fact if you haven’t already been building your profile and marketing to your target audience before you post you’re going to have to work flat out to raise the funds you need. The onus is very much on YOU to promote your project and get the investors in.  At the time of writing this blog 31 projects, that’s 67% of those listed currently on the commercial Crowdfunding site Crowdcube® have 10% funding or less (many at 0%). Looking at some of the successes on the site it’s not difficult to spot the more established companies securing their investment fairly quickly (Kammerling’s £180k; The Rushmore Group Ltd £1m).  I’m not saying they didn’t have to work to secure their investment but a more established brand is likely to have a head-start.

How much does it cost to post a project?
At the current time the majority of sites don’t charge to list your project, but do  take a fee when projects reach their investment target. The average seems to be around 5% of the target achieved.

What do I have to offer in return?
Different sites have different rules so be clear about this before deciding whether to part with equity or offer rewards. Rewards (or ‘perks’ as they are called on some sites) could be anything relevant to your project such as free tickets to a show to an acknowledgement on a website or free/discounted products depending on how much is pledged.  Crowdcube® require you to release equity in return for pledges so you’ll need to make sure you have the right company structure for this and think carefully about how much equity you’re prepared to offer.  Most sites have an area where you can interact with investors and let them know how plans are progressing.

The art of pitching
Creating a memorable pitch (usually in video format) is a crucial part of the Crowdfunding process and it’s probably true to say many small businesses don’t have spare video footage hanging around that can be used. Even if you did, you need to know how to make your video appealing to potential investors and get your message across in a very short space of time.

You have to remember that whilst the Crowdfunding websites are providing a platform for you, that is all they are doing. It is YOU who has to put the work in to promote it, market it and reach your intended audience. You’ll be competing against plenty of other businesses so creating a compelling pitch, sometimes in less than a minute, can be a real challenge.  It’s worthwhile looking at the different sites and watching the videos of those projects who have secured 100% funding to get some ideas for your pitch. It may even be worth having a chat with one or two of them to find out just how much work they put in ‘behind the scenes’ to reach their target.

Dribble Delights – an example of a small business Crowdfunding
I caught up recently with Cheryl Ryder owner of Dribble Delights who currently has her project posted on Bloom VC a site which allows you to ‘make a promise’ to investors in return for their money. I asked her about her Crowdfunding experience so far.

Cheryl’s idea for a range of dairy-free foods for babies and toddlers stemmed from her own experiences as a Mum of a now 3 children, all of whom are dairy-intolerant. She became exasperated at the lack of choice on the shelves when it came to party food and treats in particular.  She entered the company into The Pitch 2011 competition with just an idea and became one of five finalists in the Scottish heat. This spurred her on to take the idea forward but as is often the case, funds were needed to turn it into a reality. Enter Crowdfunding.

“It seemed like a good idea” said Cheryl “we had nothing to lose and everything to gain by trying to raise funds this way”. Although Dribble Delights have not yet reached their target funding (they have 30 days left but have so far secured just 3% of their target £7300), Cheryl is keen to point out what a positive experience it has been for them and the value of using the Crowdfunding platform to get their message out there.

If anyone enters Crowdfunding simply to get money then they’re fools” said Cheryl. “It’s a bonus if you get your money but the exposure and opportunity it presents is priceless. We’ve had amazing coverage and recognising  we’re operating in a very niche market, but being able to reach that, ask questions and effectively test out what we’re doing has been incredibly helpful”.

Cheryl isn’t put off even if they don’t raise their funds in the next month, but feels that the most successful projects are those who have been working on building their market well in advance of posting their project and already have a following.

Making your ideas public
I asked Cheryl whether she had any concerns about drawing attention to her business idea before it was off the ground in case somebody came along and copied it. As her company was already very much in the public domain having been a finalist in The Pitch 2011 it wasn’t really an issue, but for others it could be so you have to balance whether the exposure with potential financial return balances out or outweighs the possible risk of someone with deeper pockets taking your idea and turning it into reality before you have chance to.

Here’s my summary of the ups and downs of Crowdfunding for small business:

Some good reasons to choose Crowdfunding:

  • More straightforward (and less expensive) to raise finance than through Business Angels/VC
  • An alternative to bank finance which is difficult for small business to secure
  • Free PR for your business – gets your message out there
  • Positive endorsement from potential clients
  • Builds future buyers database

Some things to think about:

  • Waiting time to know if you’ve raised sufficient funds to go ahead
  • Lack of good contacts, networks and mentoring that normally comes with external investment
  • Risk of failure to gain investment
  • Multiple investors to communicate with
  • Risk of idea being copied

It’s up to you to decide whether its right for your business but it should certainly be given serious consideration.

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Top 5 Tips for Small Business Logo Design

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The top 5 tips weekly post is always full of hints and tips for small, home & micro business owners.

1. The most memorable business logos are often just icons.

2. Text on a logo is not always necessary if you can come up with a strong enough visual concept.

3. Many logos use only a single colour. This helps to keep the design focussed and the message clear.

4. A rectangle design is a popular choice for many business logos.

5. If you must have text as part of your logo, make sure that you use a sensible and clear font. You may also wish to consider using only letters rather than a full business name.

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3 real ways to help you stand out and build better relations with your customers

Readers of this blog and my own across at www.adrianswinscoe.com know that I write about building better and more valuable relations with your customers and your people as a way of growing your business.

Over the festive break I spent quite a lot of time ‘unplugged’ from the digital world thinking about how we can help ourselves stand out in front of our customers and, at the same time, help ourselves build better relations with past and present customers.

Here’s a few ideas that I would encourage you to think about doing more of:

  1. Automation, particularly marketing automation, is becoming really popular and there is a lot of talk about how we can automate this and that, specifically, when referring to online transactions, communication, customer service etc. Whilst I understand the rationale and efficiency of these type of efforts, I often stop and think about what this would mean to me if I were the customer on the receiving end of automation and how would it make me feel. Obviously, it will depend on the type of business you are in and the volume and size of transactions you have but do take the opportunity to stop and ask yourself what is the cost to your customer relations of trying to automate as much as you can. Try to resist the temptation to dehumanise everything. Put the time and effort in and do it yourself. In doing so, you will automatically personalise it and it will make you stand out.
  2. If you want to make people feel good about your business, make it less about the business and more about them. Here’s a simple idea: Pick up the phone/meet more customers even just to say ‘Hi’. You never know what will happen.
  3. We live in a digital age but don’t you get the feeling that you get a little overloaded from time to time with all the emails and web-based stuff that you see? How about winding back the clock a few years and try to do less by email and more by letter or postcard. We all love getting postcards and letters, right? Excited, I came across a great web-based service and set of applications for Android, iPhones and iPads called Touchnote that can help with that. What they do is allow you to upload pictures and images, write a personal message and they will post a postcard to a single or number of participants. Obviously, you have to pay for this service but what a great way to stay in touch with some of your customers and make you stand out at the same time.

What do you think? What would you add that has helped you stand out and build better relations with your customers?

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