Keeping Business Records

There is always a lot of discussion about keeping accurate business records and most of it focuses around the accounting or legal records.

There are two other types of records that are genuinely not given the priority they deserve.

The first is Customer records. The recording of their purchasing habits, days, times, items purchased etc along with their contact details so that you can continue to communicate with them.  This is the first step to building a successful and viable business platform.  The value of your business is calculated with due respect to your records in particular your relevant customer list and how you communicate with them.

The second is keeping a Business Diary. The recording of what discussions have been had in the business be it with customers, sales reps, telephone enquiries etc should be recorded in a format which makes it easy to recall the detail as required. A business diary or day book becomes invaluable when you have more than one manager or supervisor, drop in owners or need to have someone run the business for a few days.  It also becomes an important aid to legal representation if you keep your records in a format recognised by Law.

If you have any queries you should check statute of limitation requirements under Legislation with your Accountant and Solicitor.

Business Security protects Assets

More often than not, there are two types of security breaches.  Electronic or Physical.

Electronic Security Breaches

We are now well and truly entrenched in the IT world.  Some of the most recent breaches I have seen personally have been staff and client confidentially, bank account access and also the theft of Intellectual Property.

• Ensure that your computers are password protected.  With something a bit more creative than the business name or initials!
• Protect your devices from Bluetooth enable devices.  Don’t allow a passing bluetooth device (iphone etc) to have access to your network and its files.
• Ensure that your computer folders are password protected or your networking system adequately locks down access based on access codes.
• Ensure CCTV recordings are kept and checked.  Ensure that the system is not able to be bypassed or interfered with by staff.

Physical Security Breaches

The main benefit for you and your business to stop opportunists is to carefully look at your physical security and improve it.  You will need to think like a criminal and should allow an outside firm or someone you trust to give you a third person look at your security.

• Make sure your employees have a say.  You will find that they will come up with simple, low cost measures to improve your business security.
• Don’t leave rear doors unlocked etc during trading.  The person dropping off supplies could also be taking from you.  Install a buzzer and remote lock, check who it is via CCTV and let them in and monitor them from your office.
• Ensure all doors meet the building and fire codes and install heavy duty physical deadlocks.  If it is a high risk area, fit the door with extra hinges and steel backing etc.
• Remove obstacles and rubbish from inside and outside your business. Remove the temptation for anyone to hide or loiter.
• Put up security and warning signs and utilise recordable CCTV to monitor customer, staff and contractor movements.
• Don’t have an external switchboard and if you must, ensure it is locked.
• Look at the quality and ability of your walls, windows and roof to withstand break and enter attempts.  Make sure skylights are protected.
• Install a good quality back to base alarm system with additional sensors.  Make sure that the sensors will work irrespective of your marketing posters etc you may put up.
• Install external lighting and sign lighting to not only promote your business, but to make it a safe environment for your staff and customers.
• Reduce cash stored on the premises and show from the window that cash registers are empty by leaving the drawer open.

This list can go on and on.  Enlist the help of your Business Insurance Broker and the Insurer’s Risk Control Managers; your landlord; staff and external Security firms.

Timetable in regular reviews and always keep improving your business.

Recycling Printer Cartridges

Whilst you have to be careful not to void any supplier agreements or warranties, explore the option of using recycled printer cartridges or at least make your used printer cartridges available to refilling agents if your warranty prohibits using recycled/renewed cartridges.

Measure your printer and toner use and adjust your ordering cycle to compliment efficient use of the existing supplies whilst not having to carry a huge stock of toner or ink on hand.

Do you really need to Print?

Stop – Think.  Do you really need to print off that document onto paper?  With a little extra effort could the document be formatted or edited online and then tweaked by another staff member to get the context and content correct?

Maintain your Printer !

Regular maintenance is a must.  If you wish to get the best out of your printer, ensure that you have it regularly maintained to ensure not only optimal performance but reduce the amount of resources it chews up.  Remember to turn it on at the last moment in the morning and last thing at night.  Printers should also be set up on their own power protection system as they are notorious in supplying brownouts back up the lines to other equipment attached to the same power board etc.  Also ensure that at least once a month the printer is given a good vacuum to get rid of paper dust and clean out excess toner etc.

Go Paperless where possible!

Use common sense to reduce paper.  Use electronic bank statements and put a stop on paper statements turning up.  Don’t print out emails to circulate; circulate them by forwarding the emails to the appropriate people.

Scan and email documents rather than printing out copies.  Do the same with meeting agendas and notations.

Update your fax machine to receive faxes electronically and forward them to your email automatically.  It will also mean you can access faxes remotely via your emails.

For more Business Development Tips consult your Business Coach