Brains of BusinessA collaborative business newsletter, focussing on practical and useful

information that benefits you and your business.

Issue 6 November 2007 ISSN 1834-2728

In this issue our contributors look at SPRING CLEANING.

Identifying the Non-Essentials is Easier than You Think ........................... Page 8The effective use of the Pareto Principle in all areas certainly makes it easier to decide what stays and what goes................by Paul Henshall, ActionCOACH Business Coaching

The 11 Essentials (Easily Remembered) of a Brilliant Business ............... Page 6Use the Acronym S P R I N G C L E A N to remind yourself of the important tasks and to make them a habit..........................................................by Julie Misson, Simply Access

Have Your Plans Worked for You...or Did You Fail to Plan? ...................... Page 2It’s a great time to review your goals before the year’s over. But, if you didn’t make any in the first place, then how/what will you review?..........by Dean Murphy, Valentini & Murphy

Get Yourself Seriously Sorted and You’ll Never Look Back ....................... Page 7Clean-up your work space and you’ll clean your head space, feel invigorated and improve your life....................by Clare Fountain, Sorted Business Administration Services

Bring Your Financials from Chaos to Control ............................................. Page 3Clean-up those financial files and your Accounting software (and your Accountant!) will love you for it.........................................by Jennifer Blainey, First Class Accounts Bendigo

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In I.T., Clean-Ups are a Way of Life, Not an Option................................... Page 4The world of IT has always been dedicated to clean-ups to improve system performance. Here are the areas you need to consider......................by Joe Ciancio, Maxsum Solutions

Extra Cleaning Solutions to Get All those Jobs Done ................................ Page 5Have you got the time to do all those clean-up jobs? If not, then consider getting a little help in.....................................................................by John Brewin, Workforce Extensions

Have Your Plans Worked for You...or Did You Fail to Plan?Isn’t it hard to believe that there are less than 6 weeks until Christmas! Thus, another year has nearly past. So, how did you go with all of the plans that you set out to achieve this year?

It’s spring and it’s time for the annual clean-out, so what better place to start than by dusting off the ‘To-Do’ list that you have put together over the past 12 months. Perhaps it started with the statement that “Next year I’ll be more organised and get my Tax Return lodged early”. What better way to start to plan your cash flow for the busy Christmas period than to have some solid numbers for your tax liability. Perhaps the year hasn’t been so great – better to know about it now than bury your head in the sand any longer. It’s not that your tax needs to be paid now, rather we know that the amount is due and we can actually budget for it rather than the typical last minute panic as to how we fund it.

Built around your statement to get organised, was most likely also a good intention to finalise the Business Plan that you have talked about for years. Setting a budget for the coming 12 months and establishing some Key Performance Indicators (KPIs) should also form part of this process. If your business plan is hidden in piles of ‘stuff’,

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• Business Taxation Returns

• Ensuring you understand the financial position of your business

• Strategic Review of business structures & systems

• Budgeting & business planning

• Review & feasibility of new business acquisitions & start-ups

Valentini & Murphy For more information contact Dean Murphy

Address: 425 Hargreaves Street Phone: (03) 5443 0800

Bendigo 3550 Email: dmurphy@vandm.com.au

Valentini & Murphy

then dust it off and make a commitment to take some action.

Perhaps your goals were not so financially-based, but more about YOU and how, why, when, where and with whom you conduct your business and life. Maybe the challenge you set was to find a better work/life balance. If so, then how did you go? It’s not absolutely critical that we achieve all of our goals, it’s more about measuring where we are at with

the decisions (within the last 12 months) we felt were important to us. Make the effort to put aside some quality time to reflect on what you have achieved. Focus on the positives and plan to build on

them for the next 12 months. Take the time to plan where it is you want to go.

We never plan to fail, rather we simply fail to plan. The annual spring clean-out can be a great opportunity to clear the mind – not just the cupboards. So, prepare yourself for another huge year ahead and use this great time of year to build some solid plans for the goals that you wish to achieve.

The annual spring clean-out can be a great opportunity to clear the mind – not just the cupboards. So, prepare yourself for another huge year ahead and use this great time of year to build some solid plans for the goals that you wish to achieve.

Top Tip Why not use this year’s

spring clean to dust off all those plans and ideas that you haven’t

had time to get to.

Bring Your Financials from Chaos to ControlYou can get great satisfaction, and a sense of being in control, when your accounts and paperwork are up-to-date.

We have just concluded the first BAS quarter of the new financial year for most of us. Was it an ordeal? Your data file wasn’t yet rolled over to the new year…your system seemed sluggish?

The start of a new financial year is a great time to clean up your QuickBooks or MYOB file to enable it to run more efficiently. You should start by looking to purge some transactions. As long as you are making good backups, this doesn’t mean that you will lose data, you can always go to your previous backup if you need to look at those older transactions again. Any transactions that are incomplete, e.g. bank transactions not yet reconciled, will not be deleted during a purge as they are still current transactions. A good guide is to purge transactions more than two years old.

Another clean-up job is to ask your accountant for any adjustment journal entries so that your records match up to theirs for the end of last year. This makes your information up-to-date and relevant, allowing you to have a clearer understanding of the financial position of your business. It also makes the

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• Installation, training & support of MYOB & QuickBooks software

• Regular bookkeeping maintenance services

• Regular management reporting

• Payroll, incl. PAYG & Superannuation requirements

• BAS & End of Year preparation of books for Accountant

First Class Accounts Bendigo For more information contact Jennifer Blainey

Address: 473 Hargreaves Street Phone: 03 5441 6261

Bendigo 3550 Email: bendigo@firstclassaccounts.com

First Class Accounts Bendigo

accountant’s job easier at tax time next year if you are both starting the year with the same balance sheet.

Remember to not only back-up your data files regularly, but also to verify them to check for errors. If errors do occur, the sooner you know about them the easier they are to fix, and the less likelihood of having to re-enter data should a file restore be necessary.

Finally, there is the paperwork itself, including payroll records, paid creditor invoices and statements and completed invoice or receipt books. Get some good archive boxes from

the stationery supplier, box up your old records and store them in a safe place. Make sure they are accurately labelled, just in case someone needs to access them in the future. It is so much easier to find your current information if your filing cabinets are not clogged up with the old stuff.

If you make some “new financial year” resolutions to do regular data and paper file maintenance, you will reap the benefits of reduced time and stress levels at tax time next year.

So now jump to it, and clean up your data files and paperwork! It doesn’t improve the bottom line, but it does make you feel like you are back in control.

Top TipVerify, as well as back-up,

your data files regularly to allow problems to be quickly identified

and corrected.

In I.T., Clean-Ups are a Way of Life, Not an OptionAgain this year, the Christmas and New Year period is approaching all too quickly as businesses start gearing up for the pre-Christmas onslaught. But just as you might give your house a thorough ‘spring clean’ to clear away those winter cobwebs, it is also important for businesses to take a moment at this time of year to take stock of their IT set-ups and ensure that they are best positioned to get through the very busy Christmas and New Year period and indeed start the new year off on the right foot.

First of all, it would be advisable to check that your anti-virus software is up-to-date. Many people often put off updating or renewing their anti-virus software without realising that they are exposed to an infinite array of threats to their IT system’s stability and security in the meantime. Prevent your system from going down at that critical moment by updating your anti-virus software to the latest version available.

It is also a good idea to check your domain-name registration. If you have a problem in this area you will find that you can’t receive email; not only that but you can’t host your company website without it!

It is also important to check that your IT systems still have the capacity to meet

WHAT WE OFFER:

• I.T. Consulting

• Voice Over IP phone systems

• Computer system administration

• Computer networking

• Document management systems

Maxsum Solutions For more information contact Joe Ciancio

Address: 130 Mollison Street Phone: (03) 5442 7785

Bendigo 3550 Email: info@maxsum.com

Maxsum Solutions

your business’ needs. Take a moment to check how much space you have left on your server or workstation. Is there sufficient disk space left for your immediate and long-term needs? If not, then now is the time to remedy the situation before it becomes a problem. Also, take a look at your Internet connection speed and monthly download limits. You may have signed up for these some time ago and now might find that

an upgrade in this area will really make a difference!

Finally, just as we might replace the batteries in our smoke alarms at home during a spring clean, it is important to verify

that your back-up systems in the office are up-to-scratch as well. Have the batteries in your UPS (Uninterruptible Power Supply) been tested and replaced if necessary? Is your back-up system operating correctly, and have you attempted a trial restore of your data?

These are just a few simple steps that can ensure that your business will be in the best possible shape to take on the New Year!

Top Tip

Be sure to check and replace the batteries in your UPS, if necessary.

Extra Cleaning Solutions to Get All those Jobs DoneContinuing the theme of past editions, the notion of ‘Spring Cleaning the Workplace’ can have a very positive effect upon an organisation’s staff morale and productivity. Much like the feeling of satisfaction experienced from cleaning out the home garage or kitchen pantry, involving existing and on-hire staff in a clean-up and straighten-out of the workplace can breathe new life into the look and feel of an organisation.

There is much in the media about obesity and the growing girth of an increasingly large percentage of our population. We all know that one way to combat the spread of one’s girth is with daily exercise and a more cautious approach to what our daily intake consists of. With the hint of warmer weather and Daylight Saving giving us more of a chance to get out and enjoy the great outdoors, for many of us this is the time for a little naval gazing. It is a time when we dust off the running shoes or pump up the tyres on the bike and spend some ‘Me Time’. With a little effort the results become evident both on the outside and within. Much like a diet or exercise plan many workplaces could do with a little ‘Me Time’.

Over a period of time desk trays and paper files gradually take hold of valuable desk real estate. Pin boards become visual evidence of our over-use

WHAT WE OFFER:

• Short-term or long-term labour hire

• Permanent Recruitment

• Contract Recruitment

• Complete payroll/Human Resource service for your business

• Industry training through JobSkills training

Workforce Extensions Central Victoria For more information contact John Brewin

Address: 29A Miller Street Phone: (03) 5443 7200

Bendigo 3550 Email: bendigo@wfext.com.au

Workforce Extensions Central Victoria

of the office printer and filing cabinets seem to have more paperwork sitting on top instead of inside. There are a number of measures we can take, such as daily chipping away and dealing with the look and feel of the desk or work area. This does not mean simply making new piles and re-locating them a little to the left or right out of eyesight. It means spending a few minutes dealing with the issue.

Filing is one of those tasks not too many of us enjoy but unfortunately it is a necessary evil. So is scanning, photocopying and all those other little tasks like sorting, stacking and shelving. The completion of these

tasks does have a positive effect on employees, much like the sight of seeing big, fat, red ticks next to items on a ‘To Do’ list. The issue with achieving some of these big fat red ticks is the time these seemingly small tasks often take. Time is a valuable resource that not too many businesses have in abundance. Our company deals daily with businesses requiring the services of on-hire casual employees to perform such spring cleaning duties. For our employees such tasks equate to meaningful time and experience with professionals in a variety of workplaces. For the host employer our service provides a huge help keeping on top of workload requirements and the possibility of rolling on a new, hardworking and dedicated employee.

Top TipEvery workplace deserves a spring clean from time to time. Such time-

rich tasks can be carried out by dedicated on-hire help.

The 11 Essentials (Easily Remembered) of a Brilliant BusinessBelow are some spring cleaning and other tips that you could consider during this Spring season. Some of them you can do during your spring clean, others are good habits to get into on an ongoing basis.

Sift through your emails – get rid of the ones you don’t need. Did you know that when the Outlook file (.pst) reaches 2 gigabytes, it ceases to function? To check the size of your Outlook file; with Outlook open, on your tool bar > File > Data File Management. Select Personal Files and click the Open File button. Change your view to ‘Details’ and the size of your Outlook .pst file should be displayed.

Plan your next marketing campaign. Make sure you test and measure all your marketing campaigns to work out which ones are value for money and which ones are a complete waste of time and money.

Ring your ‘A’ grade clients to see if you can assist them in any way; or

Invite them to a special evening just for them. These are the people that keep your business pumping along.

Nightime activity # 1. Create a list of the top 5 priorities you need to achieve

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• Individual database development

• Microsoft Access problem solving

• Data management

• Client management systems

• Microsoft Access training

Simply Access For more information contact Julie Misson

URL Address: www.simply-access.com Phone: 0400 906 942

Email: info@simply-access.com

tomorrow. This helps keeps you focused on the important tasks. When doing this, ask yourself what is the best use of my time to achieve my objectives. This will help you to define your top 5 priorities.

Give to a Charity – Ok, not really spring cleaning, but good for the soul.

Compress your Outlook Files. On your toolbar File > Data Management > Settings (button) > Compact Now

(button).

Learn a bit more about one of your computer programs, i.e. Microsoft Word.

Eat well. You have to look after yourself, not just your business.

Archive your unused folders and files. I do this in a very simple way. I create a folder called ‘zzzz’. I call it ‘zzzz’ for two reasons; it puts the folder at the bottom of my folder list and reminds me that this is my sleeping folder and that I can wake it up if I need to access any of the files. I move all my old files and folders into here; also good to do in Outlook.

Nightime Acitivity # 2. Before going to sleep at night get into the habit of writing down, or even thinking about, what you have achieved and what you are grateful for, no matter how small. Being in business usually means lists of things still to do which reinforce the negative. Give yourself some positive feedback. Give yourself a spring clean.

Top Tip

Look after your emails andOutlook will look after you.

Get Yourself Seriously Sorted and You’ll Never Look BackAfter being stuck inside all winter, spring is the traditional time to open the windows and let the fresh air circulate and invigorate your home. The longer days and brighter sunlight almost act like a refresher to your eyes. The windows look dirty, the shelves dusty! Interestingly, the essence of spring cleaning is about getting organised…everything comes back to being organised!

In Australia, spring leads into Christmas - into the long summer holiday - and then the New Year. It is a fantastic opportunity to organise both you and your business. It also tends to highlight the areas that aren’t organised. Like at home, ‘things’ in your business accumulate - both physically and in your head. Take a look around you. Does your workspace invigorate you? Do you arrive into it each day and think, “YES, I’m going to spend the day here and LOVE IT”?! If the answer is no, I recommend you block out some time in the next 2 weeks to:

1. Cull rubbish. Be ruthless. If you haven’t read it/actioned it, either do so within 24 hours or bin/recycle it. 2. Archive what you legally need to keep. If you haven’t done your 06/07 accounts, keep the box handy. 3. The walls – do they need a face lift; a lick of paint, new artwork or something

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• More time for you & profit for your business!

• Individually designed productivity systems that work!

• No fuss “How To“ Manuals

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• Free 30 minute telephone consultation for “Brains” readers

Sorted Business Administration Services For more information contact Clare Fountain

Address: 473 Hargreaves Street Phone: 1300 667 554

Bendigo 3550 Email: clare@sorted4business.com.au

Sorted Business Administration Services

inspiring. 4. Is the business organised? Does your team know what they are doing? Do you know what you are doing and, more importantly, do your clients know what you are doing? 5. Is the office organised? Review your office systems – what works, what doesn’t work and what can be improved.

In a Find Your Desk Under the Mess Workshop recently, I worked with clients

to set up some really simple but effective systems. When you are reviewing yours, remember the line, “Keep it Simple Sweetie”!

The lead-up to Christmas is a busy

one both at work and at home - lots of social functions and clients who want their work completed before the end of the year. As the pressure builds the key to remaining sane is being organised. Beat procrastination and make smart choices about what you say yes to!

When you say “Yes” to something, always consider what you are saying “No” to. Remember to take time for yourself…do you want Santa to find you on Christmas Eve, dozing over the presents that still need wrapping!

Have a wonderful and safe Christmas and I look forward to being in touch in the New Year and hearing what your goals are for 2008…remember to include being organised!

Top TipBetween now & Christmas, spend 15 minutes a week organising & planning

for the week ahead. Review your goals for 2007 & organise yourself to

make it happen.

Identifying the Non-Essentials is Easier than You ThinkThe first step in anyone’s spring clean is to gather up everything you ‘own’ and make the tough decisions as to what is worth keeping, including products, services, clients, tasks and activities. This works brilliantly for businesses on an annual basis. One way to evaluate what’s worthwhile keeping is to use the Pareto Principle, otherwise known as the 80/20 Rule, which says “in anything, a few are vital (20%) and the rest is trivial (80%)”. A critical element of your role is to determine which is which and act on it.

So, let’s look at how this rule applies in the business world: - 20% of the products/services produce 80% of the profits. - 20% of the clients produce 80% of the revenue.

But consider these too… - 80% of decisions come from 20% of the meeting time. - 80% of a manager’s interruptions come from the same 20% of people. - 20% of a sales force will develop 80% of the annual results. - 20% of a ‘To do’ list produces 80% of the goal achievement.

You focus on the trivial 80% if the following statements ring true: You are working on tasks other people want you to, but you have no investment

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ActionCOACH For more information contact Paul Henshall

Address: 473 Hargreaves Street Phone: 0418 302 057

Bendigo 3550 Email: paulhenshall@actioncoach.com

ActionCOACH

in them; you are frequently working on tasks labelled ‘urgent’; you are spending time on tasks you are usually good at doing; activities are taking a lot longer than you expected, and; you find yourself complaining all the time.

You focus on the vital 20% if the following ring true: You are engaged in activities that advance your overall purpose in life; you are doing things you always wanted to do

or that make you feel good about yourself; you are working on tasks you don’t like, but you do them knowing they relate to the bigger picture; you are hiring people to do the tasks you are not

good at or do not like doing, and; you are smiling!

When it comes to time, there are four types of tasks: 1. Those that require low competence and add low value. 2. Those that require low competence and add high value. 3. Those that require high competence and add low value. 4. Those that require high competence and add high value.

So, identify and focus your efforts on the areas of high competence and value as these are the tasks you should spend 80% of YOU time, and “clean up the rest….to someone else or just throw away”.

Top TipApply the 80/20 rule in as many

areas as possible - it’s truly universal.