On the move? Tips for Making your Office Move Smarter and Smoother

New Office Space

Moving your place of business can be an exciting and/or stressful time. In fact, any move, whether it be office or personal, tops the stress charts. There are ways you can maintain productivity and save yourself stress when moving your business to a new location.

Communication is key. Make sure everyone is on the same page pre-move. Most employees will pack up their own work-space; everyone should know the game plan including the date of the move and scheduled duration to set up.

All employees should know what to take and what to leave behind as moving is a key opportunity for “Spring Cleaning”. Save money by not moving unwanted items plus proper procedures for discarding equipment, furniture and files should be clearly outlined.

If possible, bring blueprints or diagrams of the new space for all employees to view as this will help them know what to expect. Also, it is important that everyone understands how much room they will have available in the new location so they will know if there will be enough space for their current items. Your employees will be more independent with their part of the move if they know what to expect before the big day.

Take time to construct a universal checklist with input from key staff, including IT. Liberally budget time for important tasks and IT, per the Golden Rule of “expect the unexpected”.

Moving time is also a great opportunity to upgrade. This can be from screens to furniture to software. If you invest time for IT to set up, you’ll save money in the long run by having the upgrades done in advance and ready to go.

This goes hand-in-hand with checking your insurance coverage, especially for computers. If you hire a moving company, double check their coverage as most go by weight, and may not cover certain things like artwork.

Email and call key clients and business partners with your new address and availability during the move. Also, make sure your website, business cards, stationery and other collateral have the new address and/or phone number printed and switch them out early.

Concerning computers, a double back-up is suggested, one for employees and one for the person in charge of moving. If you have an IT person they can handle this task but if not, store data on a set of DVDs, external hard drive or on flash drives/portable storage devices for all and store in a lock box.

Consider moving over a weekend as there will be less stress from being non or only partly operational and there will be more time for any unexpected kinks that could severely affect productivity.

Budgeting is key, with not only actual moving expenses but remember payroll could increase as employees may have to spend extra time assisting with the move.

Planned properly, moving your business to a new location can be a smooth process.

ShaBro Alternative Office Solutions specializes in helping small businesses with office solutions, payroll services and many other business solutions including budgeting and bookkeeping.

If you need assistance with business services, especially during a move, hire a professional.

Concentrate on what you do best, and let ShaBro help you take care of the rest!

10 Characteristics of a Great Employee

Personality Testing

The job market is showing signs of improvement as companies are hiring.

When a company hires an employee, there is so much an employer should consider to make sure they are hiring the best person for the job.

Some employees are better than others and there are common traits that make a fantastic employee.

If your potential candidate has these characteristics, they may turn out to be a great asset to your company:

  1. Honesty – If your employee has a high level of honesty and integrity, it will make doing your job as an employer so much easier. You will not have to worry if your employee is lying or stealing from you.This type of employee usually has your company’s best interest at heart and will do their best to get the job done correctly and efficiently.
  2. Pays attention to detail – When an employee is detail oriented, they take great pride in their work and do their best to avoid mistakes by making sure they have all of their bases covered and check their work.
  3. Hard worker – When a person is hard working, they get a lot accomplished everyday. They strive for results and enjoy working hard to get things done.
  4. Modesty – An employee who is humble will usually outproduce others as they do not feel a need to toot their own horn or build themselves up as the quality of their work and productivity will speak for itself.
  5. Passoniate – If you love what you do, it is not like work at all. Imagine getting paid everyday to do what you love. If an employee enjoys their job, they will get things done happily and give it their all.
  6. Intelligent – When your employee is intelligent, you will spend no to little time micro managing them or checking their work.
  7. Independent Thinker – When you hire an independent thinker, you will be able to delegate tasks to them and not have to wonder if they completed the task because you know it will get done.
  8. A Good Fit – When you hire an employee who fits into the work culture of your company, they become part of your team and will care about your business as much as you do.
  9. Positive Attitude – When your employees have a positive attitude they are more productive and do not usually encounter “burn out” or feel defeated when a challenge or hard task comes along. They will come up with solutions and spawn new ideas.
  10. Successful – A great predictor of future successes is a person’s past successes.

Even if you are in desperate need of a new employee, take your time and make sure you choose a person that will be an asset to your company and will stay with you for years to come.

”Real integrity is doing the right thing, knowing that nobody’s going to know whether you did it or not.” –Oprah Winfrey

Shabro Alternative Offices Solutions can help you with the hiring process by administering a personalty test and/or conducting an interview.

This test will provide information about the potential employee’s personality so that you can make an informed decision whether or not they would be a good fit for your company.

Know the personality of a job candidate before hiring them!

Review your Budget More Frequently, Especially with Small Business

Business Budget Control

Like the ebb and flow of the tide, most businesses change continuously depending on a variety of factors which can include everything from seasonal flux, addition or loss of a key client or change in product cost.

A small businesses greatest tool to respond to this factor is its budget. Basically your budget is your plan to match future receipts with expenditures to help you meet your defined profit, or sales or growth goals.

Being proactive and prepared for the expected and unexpected is especially important for small business budgeting. It’s worth your time and effort. Taking the time to review and revise your budget more frequently can be key to your business success. Here are some tips for more effective budgeting:

* Monthly reviews:
The Small Business Association recommends revisiting your budget monthly, rather than just quarterly or end of year as many small business owners do. Look at the next quarter’s budget early, and review what happened at this time last year. Closely examine your previous months performance and expenditures. If time, actually revise your budget monthly with key staff members.

* Know your peak periods:
Taking the time to look at slow and peak periods will help you schedule labor more effectively, as well as scheduling for purchases. Depending on your business, if you must do time intensive product inventory, schedule it for slow periods. For all types of businesses, both vacations and marketing activity can be budgeted for in slow times as well.

If you own a newer business with no historical data, do some research. Speak with other local business owners and research industry standards.

* Needs versus wants:
Know your business needs versus wants. Just like a personal budget, if expenses need to be lowered that’s the first place to examine. If you can, hold off on as many purchases as possible until the start of a new billing cycle.

* Speed up your receivables:
Are your receivables on track? Examine what you can do to speed up invoicing and look at your payment cycles.

* Shop around:
Shop around for new vendors, suppliers and service providers. Will one company offer you a better deal, or will your current supplier update their cost? Is it more cost effective to do certain services such as payroll in house or farm them out? Again, time is of the essence for many small businesses. Don’t wait for a yearly or quarterly review.

* Expect the unexpected:
Factor in the unexpected loss or gain of a revenue source. A client change can severely effect your budget. Budget in how long it may take you to replace a lost client, which may include marketing to get new business.

* Build in budget incentive programs
Devise an employee incentive program that could include sales/performance tied to profit, return on investment in marketing dollars, or meeting and lowering expenses without risk to your quality of product or services. As you are keeping a more frequent eye on the budget, you’re employees will too if based on an incentive.

ShaBro Alternative Office Solutions can help your small business with a variety of office solutions, including budgeting consulting, bookkeeping services, HR consulting, payroll services and debt collections to help expand and grow your business.