Keeping up with Technology

Recently one of my on-going customers called asking for assistance. I hadn't talked to them in several months and was happy to hear from them, not just for business, but because I enjoy their friendship. Their question could not be defined as just software assistance or accounting assistance, it is sometimes a blurred distinction between the two because one leads into the other.

What intrigued me was when she said "Sarah, will there ever be a time when I will not have to learn new things?". My response was of course "no, that's what keeps us young and keeps our mind active".

As much as we don't want to sometimes, learning is the livelihood of our lives.

We are learning as babies, playing with our toys. We have to change the toys babies play with every 6 weeks because they get bored with the ones they have mastered.

We move through our school years being challenged to learn more, sometimes feeling overwhelmed but always trying to do our best, then moving on to another level, grade, certification or degree.

Some of us learn pottery, sports or to challenge our bodies with physical fitness.

We become parents and most times, are not taught how to be a parent. We learn from others who are parents, maybe learning not to do what they have done, but more often, modeling those who we respect and have raised children we would love to have as our own. Then, we become grandparents, we learn to be quiet until asked, we learn to watch our children learn and we look upon learning in a different way, as one of the many circles of life.

We retire and take pride in hobbies we have had , like woodworking or golfing until we become challenged with physical limitations, then we learn to adapt to those hobbies that our bodies will allow us to tackle. We learn, that limitations are just another challenge to overcome.

So, why in our work would we expect learning to be any different? We learn our jobs, then the tax rules change, the software is updated, the economy requires we manage our business differently.

Always, we are learning and as long as we take on the challenge as something positive, we will be rewarded with a sharp mind and a positive role model for others who just might be watching silently from a distance.

Adjusting Journal Entries from your CPA

As a consultant for many small businesses, it really bothers me when a CPA does not make sure after the tax return has been done that the client’s books match the tax return. Most small businesses don’t understand or realize the importance of this. Many small businesses rely on their CPA for accurate numbers, not realizing that they should and could have financials that match their CPA records at their fingertips, on their own computer.

Adjusting journal entries are entries that are done once your CPA reviews your books and makes any changes before filing your tax return. These adjusting journal entries should be given to you along with your tax return. They will include depreciation (if not previously posted), may include changes to fixed assets and prepaid expenses as well as loans if the interest expense had to be adjusted. If any personal expenses were paid from the business the adjustments will also include changes to the owners equity.

Your CPA works for you, ask for your adjusting journal entries and post them in your books if the CPA hasn’t done that for you. If you need help, we can help at Success In-Formation LLC.

QuickBooks Question & Answer Session

Anyone interested in a QuickBooks Question & Answer Session on a Saturday or an evening, please email me at info@successif.biz. Remember to tell me your time zone when you tell me your preferred time.

Our most recent Q & A sessions have only drawn one person. I'd like to pool some people together for a group session. There are always good questions when there is a group.

The session is free for 90 minutes.

Communicating accross Generations

You can see here, why I have been amiss about posting on this blog. I am a new Grandmother. Here, my granddaughter is less than a week old and for a few minutes, we communicated in our own way.

I spent just over two weeks with my daughter and her husband before, during and after the delivery of Victoria Tate. I learned just how much things change through the years. I remember my mother being with me when I was having children and she must have been thinking the same thing. You'd think that things like having babies and nursing would be so natural that they would be done the same across generations. But this is not the case, innovations in baby care, clothes, toys, re-discovered (by me at least) herbs, salves, diapers (no pins anymore even for cloth diapers). It didn't take long for me to realize that the old school way was my way and I suddenly felt my age, I guess I should, I'm a grandma.

So many times we want to do things because we know they work. Because we are used to doing something a certain way. It doesn't always mean it's the right way and it might not be the wrong way, but there might be a better way if we are open to listening, watching and learning.

Blog Block

I have been experiencing a combination of a busy schedule, a new grand baby on the way and a new found dilemma called "blog block". I feel a change coming. For any of you who have followed my blog, I apologize and will be posting very soon.

Mastering the task - one bite at a time

One of my favorite mentors in my life used to remind me when I was overwhelmed with a task at hand: "How do you eat an elephant Sarah? One bite at a time".

I'm sure that quote belongs to another person and forgive me please for not citing the correct author, but I do relate to the quote. I get overwhelmed as often as my clients do, but I try to pick the most important tasks and concentrate on the task at hand instead of something I "should be" doing. There will always be lots of work to do and we are all very busy people. One way to keep moving forward is to continue to master our software to learn easier ways to do the tasks at hand.

How to you master your software? One new task at a time, for example:

QuickBooks:

• Begin adding or organizing items - one hour per week
• Begin using just one additional billing method - this month
• Merge vendors (customers, items, accounts) that are duplicates - 4 per week
• Attend Success in-Formation http://www.successif.biz/ Free On line Q & A Session each month with a list of questions to ask - 90 min per month.

American Contractor:

• Begin using T & M Invoicing for one job this month - read help next Tuesday.
• Begin using Info Center by scanning in AP Invoices for just one job - starting on the 15th.
• Add your daily/weekly tasks to Fast Access in Command Center - one time, next Friday morning
• Schedule Night Auditor this month to reindex every Tuesday night - Schedule it tomorrow (takes 5 minutes to schedule it - read help for more info)

Windows:

• Name your saved files in a consistent fashion - begin today as often as you can.
• Organize your folders on a shared folder/eliminate duplicates in just one folder - 15 minutes each Wednesday after lunch.
• Schedule an automatic backup or contact a remote backup company this month so you don't have to worry about loosing data.
• Learn to connect to the office remotely - this month.

Microsoft Word:

• Make your tables attractive using Styles - one table at a time as you need them.
• Learn about QuickParts by reading help and creating one. - Next Friday afternoon.
• Add a commonly used document to your templates - this week.

Microsoft Outlook:

• Add a tag line about your business to your signature line - change monthly on the 10th of each month
• Delete your junk mail folder- once per week, glance at the emails quickly for non-junk, then delete.
• Categorize your contacts into logical categories to find contacts quickly-create or clean up one category per week.
• Add above tasks to Outlook to remind you, over time, you will be happy you did them, they will make your life easier in the long run.

Learning in the Now

Learning new software is a wonderful time to practice, living in the present.

There area many books out about "living in the Now" and "focusing within". I remember when I used to demonstrate software and I could feel myself "being in the zone". Time would go away while I was in a contractors office showing them a software program. I would focus on their questions and make notes and show them the software. I got very good at knowing my success rate by the time I left their office. I could feel the connection we had made, or didn't make in some cases. I could assess their needs and concentrate only on them. When this was happening, I lost track of time. Sometimes the demo would take 3 hours, sometimes 45 minutes. It really didn't matter, what mattered was that I was there at that moment, living in the Now.

Life is so busy, offices are so busy. It is very hard to do your present job as well as implement new software. It is especially hard if you don't have a plan of action for how it will happen and if you cannot focus on that plan. Your focused hard work will make your job easier in the near future.

Focusing within means giving attention to the task at hand and to yourself. Be good to the person who has to do this task "You". Give yourself time to read, concentrate in a quiet place, not answer the phone, just to breathe and relax. You deserve the chance to fully grasp what you are doing in the workplace. Someone at your office decided that now was the time to implement new software. Based on that decision, you can decide that "Now" is the time you will give your undivided attention to your needs in order to learn and perform this task.

As quoted in "The Power of Now" by Eckert Tolle, there is an Eastern saying "the teacher and the taught together create the teaching". I can say from experience, that a successful implementation are when both the teacher and the taught are focusing in the present moment.

Happy Learning!

Networking

I have always valued the benefit of networking. It is a challenge to decide what networking opportunities are the most time effective. There are a limited number of events per month I can manage to participate in so deciding which will benefit my business the most is a marketing decision I struggle with each month.

I am a member of the National Association of Women in Construction (NAWIC) and have been for 30 years, longer than I have done anything else, including raising my children.

My business is a member of two Chambers of Commerce, both Manatee and Pinellas Park in Florida. I am on the small business committee of the Manatee chamber which meets once per month for an hour in the morning.

When I was in Michigan I was a member of the Construction Association of Michigan and the Associated General Contractors. I have not re-joined any construction associatons other than NAWIC since being in Florida (now 3 1/2 years) but am considering making that move soon.

There are network associations popping up all over the place these days. They are private and local to your specific area. In these associations, the members refer the other members of the group to each other and everyone they know. Some groups have only one of each kind of company in an industry so your competition is not a member of the group at the same time you are. But...you cannot miss meetings, if you miss your meeting, another company, possibly your competitor will take your position. If I refer someone to one of my clients or a friend or my family, I want to know they are good at what they do. I don't want to refer someone just because I'm in a group that requires me to do that. I understand that the theory is to grow your business, but I'm not sure yet if these groups are for me, although I'm sure there are very skilled people in the group that I would be happy to refer.

With the Internet, we network no matter what we do. The world sees us, blogging, writing articles, what colleges we attended and who our friends are (my space, face book).

It is important to say what you mean and stand behind what you say. If we aren't sure of something, we must state up front that it is an opinion or we shouldn't say it at all. My mother taught me and I taught my children "if you don't have anything nice to say, don't say anything at all". I guess after all these years, this still holds true.

Oh and one more thing, Blogs are almost always "opinions"!

Happy Networking!

Document your Business Process

Every business needs to document the process of how things are done in their business. If you don’t state in writing what you what to happen within your company it just won’t happen, especially in the way that you expect.

Just like instructions to do a task, a business process states how things are to be handled at your company, in brief form. It doesn't have to be as detailed as a procedure or policy manual. Think of your business process as "the big picture" that helps to explain how your business functions. What you do in your business will determine how detailed the document is and what form it takes on.

It may take the form of a gantt chart or it could take the form of a flow chart. If that is too elaborate for you just put it in writing, it will be referred to often. It may become a jumping point for creating employee training instructions (saving you time every time you hire someone), company referral charts (where do we buy this, who do we call to refer that service, etc) and many more documents that together may be come your company policies and procedures.

Wouldn't it be nice if the next time an employee says to you "how do we do backup" you can just say "did you look first?" in the documentation!

For more information on "Documenting your Business Process" go to http://www.successif.biz/ and click on Articles and Links.

Marketing for a non-marketing professional

Marketing has got to be the biggest time drain on my business, along with keeping up with technology. I've been doing marketing work this week. Making changes to my website, talking to other professionals who can offer services that are compatible with mine, net working in general.

I try to market on a tight budget. It's tough to know what will work and what won't and just like any small business owner, it's 9pm at night and I'm still working.

I finally posted some articles on my website. I'm trying to offer free information so people can get to know me. Not just junk, but really good stuff. I need ideas for topics, please send some!

That's another subject: the web definition of an article. It's the big thing these days, "get your articles published on the web". Funny thing is, what "they" call articles are about 3 or 4 paragraphs. People don't have time to read much. It's amazing what a time warp you can get into when you get on the web, so articles are kept at a minimum. We all need time for our other life; reality: those who give you a kiss every now and then when you aren't pecking away at your computer.

A day in my life

Recently I spent a day with one of my new clients. I spent the day with them in their conference room along with their chief estimator, vice president and their controller. We looked at their new software and viewed screens within the software and discussed their current business process and how it would fit into their new software.

What we did in that meeting was so important to the success of this company.

• It was important that the meeting was attended by the key players and only those players (although there are times when all players should be involved).
• It was important that all of us dedicated that time to the meeting un-interrupted with no phone calls, only a break for lunch.
• It was important that the software was used as a guide for how things would be done and who would do what and what sequence of events would be followed.
• As the process for the implementation of new software was unveiled, notes were made about how to perfect the existing process in the future. IE: potential problems in the current process were uncovered that came up as a result of creating the new process.
• It was important that we documented the revised process right there in the meeting as a part of the meeting.

We all came out of that meeting with a clear process in writing of how their company would function using the software to it's fullest potential.

Keeping up with the Blog

I know it's been some time since I posted here and I appologize for the delay. Many companies decided that 2008 was the year to get new software and that thrills me, and it keeps me very busy. I am always happy to see the progress companies make when they implement new software. It's like cleaning out your house and repainting, sending all the old clothes to Goodwill, buying new furniture and appliances and learning how to finally program the DVD player, all at the same time. What a task, but how rewarding when everything is set up, organized and the employees truly understand why they are doing what they do and everyone understands how to read the reports.

January 26th my daughter married her sweetheart who is a wonderful young man and I couldn't be more proud. The wedding was in the hills of Texas in a beautiful large log cabin. The weather was perfect and the guests were even better.

So it's back to work, meeting with my peer group and working on my website and classes and helping clients understand the world of financial software.

I sure do love my work. I hope you do too!

How can I get more Oomph out of my computer?

Do you ever wonder what all those terms really mean? RAM, HD, CPU, Motherboard?

RAM stands for Random Access Memory. For those of you who aren’t computer gurus, this is the memory available when your computer is in the “on” position. This is what helps you open (access) many (random) windows at one time and run several programs at once with items minimized on your task bar. RAM is easily upgraded. RAM is sold in increments of 64MB (Megabyte) up to 512MB, then in increments of 1 Gig (equivalent of two 512 MB sticks) sticks. Every computer has a different type and speed of RAM so you have to know what you need when you ask for more memory. To find out what type and speed of RAM you need, you can “Google (www.google.com)” your computers model number and read up on the type of RAM your computer takes.

HD stands for Hard Drive. A hard drive is a physical item in your computer that stores data. The size of a hard drive is referred to in megabytes so many people think of it as memory but it’s really not considered memory. It is considered “storage”. Hard Drives can range from 1 Gigabyte up to many hundred Gigabytes. It is hard to know how much hard drive storage a user will need but an average person who doesn't save games or movies may use less than 40 GB (gigabyte) of storage. With the storage of movies and games, some people need larger hard drives. A larger hard drive will not necessarily speed up the processing on your computer.

CPU: Stands for Central Processing Unit and this is a tiny brain in your computer which sits on your Motherboard along with a little fan which keeps it cool. CPU’s usually last the length of your computer and unless you have a very high end computer, they are not always worth replacing. Many times a computer user keeps their computer so long, that is it just not cost effective to replace a CPU. It’s more cost effective to buy a new computer. CPU’s come in two major brands, Intel and AMD. It’s like Buick and Chevy, some people like one brand or the other. The confusing thing about CPU’s is the way they are measured when trying to compare apples to apples. Be sure to have a good sales person fully explain how they compare before purchasing your next computer. CPU’s are usually the most expensive component in your computer and also one of the smallest components.

Motherboard: This is the board inside your computer that everything else in your computer connects to. Your CPU must be compatible with this board. Different boards go with different CPU’s. Your RAM is plugged into your Motherboard. Your hard drive and other peripheral devices (like CD Rom Drive, DVD Drive and USB Ports) are plugged into the motherboard. If your Motherboard goes bad, it can be replaced but sometimes other things which are connected to it may be affected by the bad motherboard. Sometimes your operating system will need to be reloaded as it is licensed to the Motherboard.

To increase the speed of your computer, the most efficient thing to do is increase the RAM in your computer. If you need more storage space, adding a Hard Drive to your computer is not a bad investment if your computer is working fine otherwise. Replacing your CPU or Motherboard is often not cost effective unless your computer is very new, and in that case, they probably are still under warranty.

To check out your own computer, right click on My Computer, and then left click on Properties. Here you will see the following:
System: the version of Windows operating system that is loaded on your computer
Registered: who the operating system is registered to
Computer: The size and type of CPU you have in your computer as well as the amount of RAM in your computer. To check the size of your Hard Drive, left click on My Computer, then right click on the drive you want to know the size of (usually your C drive), left click on properties of that drive.

Decisions, Decisions

What are the classes that will jump people off their pen and pencil and onto the keyboard to sign up? I’ve been contemplating that this year.

I want to start the year out with a series of classes for free, maybe for the home user. I also think a series specifically targeted at small businesses who need expert help from great instructors might be good (kind of like what Score counselors can offer but people never get out to utilize them).

I know I’m a little fish in a big sea of on-line classes, but I also believe that it just might be my advantage to be that way. I’ve been in so many offices and I’ve worked with people who have been forced to become the main financial managers for their company, and they never intended to be in that role to begin with. I also know that most companies I’ve worked with or talked to or worked for (90%) don’t have a business plan. Don’t set up general ledger budgets. They say when you set a goal, you will achieve it just because you set the goal in writing or verbally.

If only, I could catch people and share just one insight that would help make them more profitable or more proud of themselves.