It’s actually pretty easy for you and your business to fall behind the times. If you’re not moving forward, you are not just standing still, but actually being left behind and slipping backwards. What worked a decade ago, or even 6 months ago, may not work today or in the future. This certainly is very true for marketing, but even in most aspects of business, things are constantly changing. It’s so incredibly easy to just fall into the day-to-day operations of your business and lose track of what is really out of date. Here are some prompters to get you thinking.
Signs Your Business is Falling Behind the Times
1. You pay all your bills by cheque
With internet banking, it’s super easy to just pay your bills online and writing a cheque has become obsolete. You can pay to people’s bank accounts/EFT or BPAY etc. Utilise the ABA feature to save even more time and cut more errors.
2. You’ve a big old cash register sitting on the counter
It takes space, is an eyesore and not needed. Tablets are becoming popular, more compact systems, as well as having devices on tables where your café customers can scan the barcode and place and pay for their order direct online.
3. Your business ONLY accepts cash
With even mobile businesses being able to take payment via an iPad or mini device, like a Square. People just are not carrying cash that much these days, especially since COVID where cash handling was being frowned upon.
4. Your team do paper timesheets (or none at all)
Firstly, it’s a legal requirement that timesheets are done and it’s a heap easier and simpler to do your timesheets digitally. Yes, I know some team (especially if they’ve been with you awhile) might not like timesheets; but manage that change well and get them all on board.
5. You’re still using a desktop-based accounting package
I won’t even talk about only using a manual system or just using Excel. Programs like Xero can be accessed from anywhere, sit in the cloud and allow easy but secure access for you and your support team. They are very secure. If anything gets hacked, it’s more likely your email, than Xero or MYOB online.
6. You’re using paper job cards
There are so many programs which help with managing workflow – whether it’s ServiceM8, SimPRO or a million other programs and apps, there is something for everyone!
7. You post invoices, statements (and letters)
Why would you? Given that postage is going up to $1.30 each, plus it takes time to receive. Just as someone can say “I didn’t get my invoice” via email, they can do the same via post. In fact, some programs, like Fergus can track if an email was opened or not.
8. You don’t have a website
Oh dear! There is an expression ‘If you aren’t online, you’re not in business!’ Having a Facebook Page is ok, but you don’t own that real estate. If FB boots you off then where is your business now?
9. You still use a fax machine
Other than some medical practices, I don’t know of too many businesses which still have a fax machine. With technology and email, they really are obsolete.
10. You use spreadsheets to manage inventory
There is a stat that 90% of spreadsheets contain an error. Plus, they often mean additional work and duplicate. There are so many options available in apps and software – off the shelf and custom.
11. Your accountant gets the proverbial shoebox of paperwork
Many accountants won’t even accept clients like this; it takes everyone a heap more time to prepare your returns and time is money. Again, heaps of apps, like ReceiptBank (now called Dext).
12. Your financial controls aren’t up to scratch
Theft and fraud is rife, especially in businesses where there are few control measures. I’ve seen small businesses with$500K to $1M being stolen. Keep your eyes open, have security processes in place and communicate with your team that this is being monitored and theft will not be accepted.
13. You’re operating from one desktop screen
Having more than one monitor can be exceedingly useful for many industries. You can have data on one screen, be working on another etc. It’s not necessary for every business, but definitely worth looking at.
14. Do have online forms with options Mr, Miss, Mrs or Ms
It’s not the 1950’s and women should not have to identify whether married, single, divorced, or a spinster. Google says that Ms indicates an ‘unmarried woman beyond the age of 30’. A male does little more than Mr so why all the categories for females? Get with the times and if you want to keep this field – then don’t make it compulsory.
15. You (or your team) use paper diaries
Digital is easy to use and you carry it everywhere. In fact, for myself now, I carry only a phone, with a cover that allows cash and cards to be inserted – no handbag.
16. You quote or invoice via a carbonised book
Most trade businesses have stopped this practice. Definitely, don’t just write your price on the back of a business card.
17. Leads are handwritten in your diary, on a scrap of paper, or maybe on a piece of timber
All leads should go into a CRM so you can best manage, nurture and respond to those leads, which in turn increases your lead conversion rate, which in turn is very likely going to increase sales and grow your bottom line profit.
18. Set in your way!
‘We’ve always done it this way’ isn’t a response. I am at times providing business coaching to a client and ask why something is done a certain way and even if it’s being done wrong, the response is “it’s always been done that way”.
19. You don’t value or ask for team input
If your stance is that subordinates (like children) should be seen but not heard, then you’re missing out on their contributions and ideas; some of which can be exceedingly valuable.
20. Thinking that Apps cost you money
Imagine that an app costs each team member $30 a month, but saves each person 2 hours every week and your cost (including loading, super, wage, WorkCover) is $70 an hour. Each month you’ll save $572 per person. Say you’ve 10 staff who work 11 months a year. Your annual saving is $62,920! Why wouldn’t you pay that $30 per person?
21. Meetings Have to be in Person
Face-to-face meetings are no longer necessary. They use up time, resources and don’t help the environment. Revert to Zoom, Skype or Teams instead!
22. Staff are only productive if they come into the office
COVID again taught us that hybrid work arrangements can be exceedingly effective, plus if you need less physical office space, you’ll save on rent too!
23. Your website is not mobile-friendly
The majority of people searching online are doing so from a mobile device; having a mobile-friendly website isn’t just better for them, you’ll be more findable, because Google will rank your website higher (SEO) IF you’re mobile-friendly.
24. You’re not on social media
I get it, some of us hate social media; but whether you love it or hate it, consider where your target market is hanging out.
25. You don’t use the Cloud
The cloud is great to back up, store data and share data – there are so many benefits to using secure Cloud services.
26. Passwords are written on a piece of paper
Maybe that piece of paper is under your keyboard, or worse, written no-where and if you have a mind lapse, lost forever. Again, some excellent programs which manage passwords well.
27. You don’t recycle
It’s just good for the environment and shows your team that you care about more than just your bottom line.
28. You spend money on phone book or magazine advertising
I don’t even know if phone books are delivered anymore. Wherever your marketing dollars are being spent, be sure to track and measure the return and success of that expenditure.
29. Go visit the local stationery shop to purchase
For a start, most of these stores have high overheads and you’re paying for it. Buy online, save money on the purchase AND save your time (and fuel) travelling to and from that store. Many have free postage for $50 or more orders. Plan for your needs and it won’t even cost you shipping.
30. You print all your invoicing invoices
Even if you get an invoice via email, you print it and put it in a lever arch file as “Bills Paid”. Store everything electronically; it will save you time, paper and ink.
31. Innovation has stopped
And one more … you’ve stopped being innovative and just instead ‘play it safe’. In other words, you’re stagnant.
Was going through that list a little uncomfortable? If you are falling behind, you don’t have to change everything today, but get a plan in place, work out what is important and just chip away at things, but ensure you are taking action and not just falling back into old habits. If you need guidance, support, or accountability, then reach out to me here.
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