“I’m growing but struggling with time and stress so how would you advise I start to delegate so I can grow without the overwhelm?”

The best way to address stress and overwhelm is with my three-column trick for how to start delegating. 

I’m often asked: “I don’t know how to outsource. What should I ask them to do? What work should I give them?

So too often, people don’t delegate. 

Anyone who knows me has heard about my three-column trick. 

I encourage you over the course of a week to write down in an excel spreadsheet or bit of paper, all the tasks that you carry out within that week.

Your three columns should be labelled 

• Me
• Someone else 
• Is that person already in my business?

Then make a list of all your tasks and put a tick in the corresponding column. 

If it’s something that only you can do, then put a tick in the ‘Me’ column. 

If it’s something that someone else can do, pop a tick in the ‘Someone else’ column. 

If that person is already in your business then put a tick in the last column, and go and talk to them immediately about how they can help you by taking on that task. 

As you look over the tasks in the second and third columns, start to build a profile of what that person’s profile should look like. 

For example, are the tasks predominantly bookkeeping, marketing, or admin?

Is the ideal person already in your business? But you just haven’t opened up that conversation with them yet?

Or is there someone in your wider network who you could approach that could help you with your marketing, bookkeeping or admin?

This is a really quick way of getting started with your outsourcing and delegating.

Send us your week, or fortnight, of three columns, and we’ll review it with you for free, with a little superstar treatment thrown in, contact us on:

Email: info@jaxstarsolutions.co.uk

Telephone: 020 3362 4436

Mobile: 07811 393520

Website: https://www.jaxstarsolutions.co.uk/

“I want to streamline the quoting process and make it more effective but I just don’t know where to begin?”

What’s your current quoting system? What’s your process?  Do you have one? 

Why should you have one? 

It saves time. If you are using invoicing software, and not using the quotations within that, you’re duplicating the work. Because you’re having to replicate that quote into an invoice when the work comes in. 

It also doesn’t work if you ever want to step out of the process. 

New business begins with quotations. So how do you start to delegate invoicing to someone else if you don’t start with a quotation process? 

Begin mapping your existing quotation process.

Ensure you’re quoting in the same system that you do you’re invoicing in. 

If you don’t know how to, then you can get help with it.  

For example,  if you’re using Xero for invoicing but you’re generating a quote in Word, they aren’t in the same system. If you are invoicing through Excel or PDF and you’re generating quotes in Word then it’s going to be very tricky if you’re not using software for invoicing. 

All business should be trackable. 

You should be learning from your losses as well as your wins.

So it’s great if you know where your sales are coming from and how much revenue you’re receiving. 

It’s equally important to know what’s happened with our losses. 

If we’re not tracking these in software, then we might have an idea but we often look back optimistically. 

So make the most of the software you’re paying for. Put as much as you can through the software to get the best value for your money. 

If you want any free help and advice streamlining the quotation process for your business, with a little superstar treatment thrown in, contact us on:

Email: info@jaxstarsolutions.co.uk

Telephone: 020 3362 4436

Mobile: 07811 393520

Website: https://www.jaxstarsolutions.co.uk/

When it comes to CRM systems for small business owners, how does one begin to choose and what’s your favourite?

First, think about what you want your CRM system to do. For example, if you want your CRM system to talk to your invoicing system but there’s no link or integration between the two systems then there’s no point. 

We look at everything in the back office from the foundations up. 

Then we plan out how we want it to work, in an ideal world. 

For example, I would like my CRM system to do X, I want it to talk to Y and then I want it to talk back to the CRM system. 

But identifying the ultimate aim of the CRM is just one key aspect to consider.

The other aspect to consider is what is the budget. 

I recently looked into a CRM system that did absolutely everything. 

Except the pricing was based on a much larger company than mine. 

Figure out first what you want it to do before you start any free trials. 

If you’re not sure what CRM systems can and can’t do then seek advice from professionals with the experience and knowledge to guide you through finding the right CRM system for your business. 

If you want any free help and advice choosing a CRM system for your business, with a little superstar treatment thrown in, contact us on:

Email: info@jaxstarsolutions.co.uk

Telephone: 020 3362 4436

Mobile: 07811 393520

Website: https://www.jaxstarsolutions.co.uk/

So many financial software packages. How do I choose and what’s your go-to recommendation?

My go-to recommendation is, stick with what you know but learn to use it fully. 

Get someone to train you, or set it up for you so you’re using it to its full potential.

I’ve worked with many businesses that are using software that aren’t using it properly, and it causes all sorts of problems for their business.   

But don’t just stick to one way of doing things because it’s the way you’ve always done it. 

Often Xero works better. It’s always going to be my go-to for financial software because I’m a certified partner. 

However, Xero isn’t going to work for every type of business. 

For some businesses, spreadsheets do work better than software. 

There are many businesses that Xero can’t work for. 

And in those circumstances, we’ve made their existing systems work even better for them. 

It’s all about the process. 

For example, we’re working with a locksmith who invoices one address and carries out work at a site address. He was using an existing invoicing system software to invoice from the site he carried the work out at. But his accountant wanted to move him to Xero to be tax digital. We’ve done that by getting his invoicing system to talk to Xero. It was crucial that he maintained the ability to invoice on-site when he was there before he gets on to his next job. Otherwise, he’d be spending all his evenings and weekend invoicing.

So we made it work for him. There was no change to him, but a lot of paddling below the surface by us –  like the swan analogy – to make it work for him. 

Don’t be fooled into believing that anyone method or software is better for your business. 

Consult with someone who has experience with different types of systems, software, and processes, and especially someone who takes the time to understand your business thoroughly.

If you want some free advice on how to choose the right software for your business, with a little superstar treatment thrown in, contact us on:

Email: info@jaxstarsolutions.co.uk

Telephone: 020 3362 4436

Mobile: 07811 393520

Website: https://www.jaxstarsolutions.co.uk/

If you find yourself questioning your decisions when it comes to your process, or you just need to remind yourself exactly what it is about you and your work that sets you aside from the rest, check in with yourself by asking these questions:

• What do my customers get in return for working with/buying from me?
• How does my work improve their lives?
• What specific outcomes can my clients expect from our work together?
• What is my USP that influenced them to buy from me in the first place?
• What do I do to continually improve myself and my brand?
• What do I have/ do that my competitors do not?

We all know that people buy from people, if your potential client trusts you and what you can deliver, your prices can be justified no matter its range. Getting these messages across in your branding is just as important as getting them into your pitch to customers, it needs to be a reflection of yourself. Your brand is often someone’s first impression, and it can validate or influence their decision to work with you.

When you are charging based on your worth, you’re also setting a high standard for the type of people you are looking to work with. The audience that perceives you as valuable are the same people who would benefit most from working with you, being able to resonate with your values is crucial.

Knowing Your Worth Will Allow You to Grow as A Business

When you understand your worth and are enthusiastic about how you can help others, the sky’s the limit. There are endless opportunities and connections to be made with the right people, especially through networking. When you believe in yourself, the universe shows up for you!

Whether it is a power pose or saying, it is always a good idea to have something that reminds you to stay true to what you are worth and attract those clients who recognise that.

Jackie Forster

Jaxstar Solutions is a valuable resource used by Small Businesses and Corporate organisations to help in the day to day running and operational side of their business, enabling them to get back out there and do what they do best…sell their products and services to make money.

So, with that in mind here are 3 strategies for approaching business goals for your business in 2021:

Revisit your long-term goals and objectives

The first step is to review your progress in 2020. Spend some time taking a step back and re-assessing where you are heading, and why. It is important that you are realistic about the current status of your business and the future outlook.

That is not to say you need to change your long-term goals and objectives. The goals and objectives may not need to change, but the timescales might.

Review your outgoings

Are there ways you could reduce your outgoings for 2021, or perhaps there are places you really need to invest? It is important that you put your business in a position where you can be agile and adaptive to changes in the marketplace.

Establish short, medium and long term goals

Having looked at what you achieved in 2020, compared to your business goals at the start of the year, build the strategy and plan on how you will progress towards your long-term goals in 2021.

Break down the long-term goals into smaller, short term goals. Then, identify the work that will be needed to hit them.

What do your goals look like when broken down monthly, weekly, daily? What will you need to do to achieve your targets? What are the KPIs that will ensure you will be on track to hit short, medium and long term goals?

Jackie Forster

Jaxstar Solutions is a valuable resource used by Small Businesses and Corporate organisations to help in the day to day running and operational side of their business, enabling them to get back out there and do what they do best…sell their products and services to make money.

But no need to panic just yet! There are several ways to manage an overdue invoice without compromising your professional relationship with your client.

10 step action plan for chasing late invoices:

It’s not Rude To Chase Your Invoices

In the early days, it can feel rude to contact a client to ask for payment on various occasions, and you might let small payments slip to avoid the risk of losing them as a client. As you become more experienced in business, you come to understand that chasing invoices is all part of running a business, you’ve delivered a service and they need to pay for it.

Set Payment Terms Expectations Early

No one likes to talk about money but setting the client’s expectations by discussing your payment terms early on can prevent problems further down the line.

Explain when you will invoice the client and what the payment terms will be. Most small companies tend to opt for a 30-day payment term, while larger companies might be happy with 60.

Warn your Clients About Interest Charges on Late Invoice Payments

Government legislation has been introduced that allows small businesses to charge up to 8 per cent interest plus the Bank of England base rate on late payments. They can also pass any debt recovery costs onto the client.

However, you should warn your clients from the off that interest will be charged if your invoices are not paid on time.

Don’t Work Yourself Up

When a payment is not made on time, the temptation is to think the worst and assume the client is trying to get away without paying. This is rarely the case. In most instances, the client will have simply forgotten to pay or have a prescheduled date when their payments are made.

Instead, we advise you to wait a couple of days after the payment was due before sending a polite reminder.

Send Them a Late Invoice Letter or Reminder

Your initial payment reminder should be polite and written in the right way. Simply stating that the payment is now overdue is often enough to prompt payment.

Send a Statement of Outstanding Cost

If no payment is forthcoming and you do not receive a response from the client asking for an extension, you should then send another email. This time explain that the invoice is now overdue and include a statement of the outstanding cost.

Give them a Polite call to Chase Payment

It’s a lot easier to ignore an email than it is to dismiss a request for payment made over the phone. If you have followed the advice above and still haven’t received the money, you need to speak to the client to ask if there’s an issue with the payment.

It may be that the client is experiencing cash flow problems of their own and wants additional time to pay. However, putting the client on the spot in this way should give you a clearer idea of their intentions, and help you decide what course of action to take next.

What if They Still don’t pay the Invoice?

If the client still doesn’t pay, then you need to continue to chase. Don’t let it consume your life or take too much time out of your working day, but make sure the client knows you are not willing to let it lie.

If payment is promised, ask for the date it will be made by. You should also cease all work for the client until the invoice has been paid.

Hire someone else to chase for you

Having someone else that doesn’t have a relationship with the clients makes the demand more formal. This person can also hold the client accountable and keep in contact with them when they say they are going to pay.

Should I Consider Legal Action for Unpaid Invoices?

If they still haven’t made the payment you may need to consider more drastic action like taking County Court action. A County Court Judgement against a company can adversely affect the credit rating of a company for six years. Often the threat of a CCJ will get the desired response within the processes 28 day period.

Jackie Forster

Jaxstar Solutions is a valuable resource used by Small Businesses and Corporate organisations to help in the day to day running and operational side of their business, enabling them to get back out there and do what they do best…sell their products and services to make money.

Organise your Christmas closure

If you are 100% closed over the Christmas break ensure that you have informed all of your clients and customers well in advance to allow them to prepare too.

Get your self assessment sorted

Ensure all of your accounts are prepared and ready for submission before taking a break, as business owners we all know that a looming deadline means that we can never relax and we all deserve a break over Christmas.

Plan your social media

Ensure that you continue to stay present on social media even if you aren’t working, schedule your posts to go out so that your name is still being seen online.

Update your Google My Business page with your opening times

You can add temporary opening times to your Google My Business profile to let customers know when you aren’t operating, but you can also direct them to the right contact if they needed to get in touch.

Promote your Boxing Day sales now

If you are having a Boxing day sale, or any type of sale for that matter, ensure you are promoting online as much as possible on the lead up to Christmas. When people are scrolling through social media on the days between Christmas and New Year, you want to make sure you are directing them to the specific sites pages they will find those unmissable deals.

Plan for holidays between Christmas and new year

If you have staff that have booked holiday between Christmas and New Years ensure that you have spoken to other members of your team to ensure a hand over has been completed and checked before distributing the work accordingly. Ensure plenty of notice to avoid any unexpected complications which could risk the work not being completed.

Send out gifts before you close up shop

If you are sending out Christmas gifts to your customers or clients this year, ensure you have them delivered to them before your business closes, you don’t want to be stressing about it not arriving and fighting with the supplier on Christmas eve. If your clients are local, it might be worth getting the gifts delivered to you and you give them out yourself to reduce the risk of the gift not being received.

Update your voicemail and out of office responses

Ensure that you record a new voicemail before closing your business that gives the details of who to contact in an emergency, your current operating hours (if any) and when you will be returning to the office. Also replicate this in your automatic email responses on the day you close your business. (don’t forget to turn this off when you are back, we have all done that before)

Plan your Calendar for January

Ensure all meetings and calls that are due to happen in January are planned fully before Christmas to relieve some stress of when you come back from your break. Ensure all Zoom calls, Phone calls and team meetings are scheduled and accepted in everyone’s diary now with exact dates and times so you know what you are coming back to.

Set your 2021 goals

Plan out all of your business goals that you want to achieve in 2021 so when you come back in the New Year you have an action plan, are motivated and can implement them immediately with the help from your team or associates.

Jackie Forster

Jaxstar Solutions is a valuable resource used by Small Businesses and Corporate organisations to help in the day to day running and operational side of their business, enabling them to get back out there and do what they do best…sell their products and services to make money.

However, leaving it to the last minute comes with so many risks, the biggest being that there might be something preventing you from completing it on time. With an instant fine of £100 if you miss the deadline, and daily fines of £10 (for up to 90 days) if you haven’t filed by 30th April – there are plenty of financial incentives not to be late.

Besides the obvious problems shown above, we at Jaxstar solutions know there are a few more very persuasive reasons why you should complete your Self-Assessment before the Christmas holidays…

It gives you more time to save for your tax bill

Unfortunately, there is no getting away from the fact that we all have to pay taxes, it’s good to know how much you owe and then be able to plan accordingly. Christmas is an expensive time of year, so it helps to know what future liabilities you have coming up, and how much you have leftover to play with.

You might receive your refund in time for Christmas/New Year
Obviously, we can’t promise that this will happen! However, if you are due a tax refund, wouldn’t it be lovely to have it in your bank account instead of HMRC’s? The sooner you provide all the information, the sooner your tax calculation can be completed, and that means you might get a nice cash bonus to enjoy during the festive season!

You have time to ask for help if needed

Self-Assessment forms can be complicated, and if you leave it until the last minute, there will be less time to sort out any queries, and you will be putting yourself, and your accountant, under unnecessary pressure to provide all the information in time.

You can relax over the Christmas break

We all know having a looming deadline in the back of your mind can drive you mad, especially at Christmas when you are supposed to be relacing with your family. If you get your Self-Assessment filed before the Christmas break you’ll be free to relax with a clear conscience, to fully enjoy the festive season with the satisfied feeling of having all your ducks in a row.

You can start the new year free to focus on plans and objectives

January is the perfect time to step back from your business, to think about what’s working well, and also what you’d like to change. Setting goals and sketching our a plan to achieve them is the most important thing you can do to bring success to your business. If you have got your Self-Assessment tax return out of the way, you will be able to dedicate time at the start of the year to planning your business success, rather than worrying about tax deadlines.

Jackie Forster

Jaxstar Solutions is a valuable resource used by Small Businesses and Corporate organisations to help in the day to day running and operational side of their business, enabling them to get back out there and do what they do best…sell their products and services to make money.

I use this time of year to do just that, so I thought I would share a few helpful tips of how I research and plan what I want to buy for the best price as well as some tips to ensure you are getting the best product and service from these retailers.

If you’re shopping for tech, know the life cycles

Most technology, including smartphones, TVs and tablets, is released on a one-year cycle, so you only need to wait 12 months before there’s a shiny new device to get excited about. Big tech companies will do their best to tempt you into buying their latest release, but the forgotten device celebrating its first birthday could still be more than adequate and it’s also far more likely to be on sale.

Research your favourite products’ price history

There are useful web tools you can use to check how much a product has been sold for previously so you can work out whether the ‘sale’ price really represents good value. CamelCamelCamel, for example, provides price history for products sold on Amazon, whereas PriceRunner has wider market coverage.

Make a list of different retailers selling the same product

The rush in activity on Black Friday can cause websites to crash and retailers to run out of stock. If this happens while you’re trying to buy a product, having a pre-prepared list of stockists will mean you can try others, so you don’t miss out.

Start your Black Friday shopping early

Many retailers have already launched deals a week before Black Friday and this year some retailers are running promotions through the whole of November. If you are waiting for Black Friday itself to search for bargains, remember the best deals are likely to be snapped up quickly – especially big-ticket items – and some products may already have sold out.

Check the returns policy

The one good thing that has come out of lockdown is that everyone will be shopping online which gives you more rights than shopping in store. You have 14 days from the date of delivery to cancel an order and a further 14 days to return it for a full refund. You should also get the original standard postal costs back. Many shops offer extended returns periods in the run up to Christmas – handy if you are buying a gift.

Ensure to check whether the policies entitle you to the actual money back or just a store credit/exchange!

Set up online accounts in advance

It is not unheard of for websites to slow to a crawl on Black Friday and for popular deals to sell out quickly, so you’ll want to get in and out as swiftly as possible.  Open online accounts with your favourite retailers, pre-enter your payment and shipping details, and save them to your account so you can complete purchases quickly once deals are live.

It’s also worth signing up to your favourite retailers’ newsletters and following them on social media as this may give you early access to deals.

Jackie Forster

Jaxstar Solutions is a valuable resource used by Small Businesses and Corporate organisations to help in the day to day running and operational side of their business, enabling them to get back out there and do what they do best…sell their products and services to make money.