San Francisco Bay Area Businesses

Business Growth

Solving Problems in San Francisco Bay Area Businesses with Effective Solutions

There’s this idea out there among many wannabe San Francisco Bay Area business owners that they have to come up with the next completely fresh idea in order to have a great business. Shows like Shark Tank (which I love) go towards creating this kind of mindset – although the sharks do a very nice job of bursting the bubbles of anyone who thinks that business success is merely about having that great idea. But I ran across this story about a company that was founded in the ’70s, and whose product you have very likely seen (especially if you have ever owned a dog). It *is*, in fact, about the idea. But the idea was found within the cast-offs of an existing vocational work, and there might be something in there that sparks an idea for you. Because I still think there is something to be said for us “small fry” San Francisco Bay Area entrepreneurs — the service business owners, the independent retailers, the salespeople, the franchisee, etc. — who look at the stories of those who have succeeded rather dramatically, and to see what it is they did. Whether it’s a new product or service line within your existing business, or something brand new, sometimes we need to just open our eyes to identify and begin solving problems in an effective way. Solving Problems in San Francisco Bay Area Businesses with Effective Solutions“Every problem has in it the seeds of its own solution. If you don’t have any problems, you don’t get any seeds.” – Norman Vincent Peale Joe Markham had a problem. The three-year-old German Shepherd he’d adopted, Fritz, loved to chew rocks. So much, in fact, that his teeth were one-third their normal size. In every other way, Fritz was a wonderful and loving companion. But Markham knew the dog’s one bad habit was endangering his health. So Markham, a partner in a motorcycle shop, encouraged Fritz to try softer substitutes: radiator hoses and motorcycle tires (customers often saw Fritz flying through the shop with a whole bike tire sticking out of his mouth). But the dog didn’t favor either of these items enough for it to become a rock replacement. When winter came, the bike shop kept busy by working on cars and snowmobiles. One day, Fritz stretched under a workbench, pulled out a part from a car, and trotted over to Markham, where the dog dropped the part on Markham’s foot. This rubber-knobbed gizmo was a prize — and it was love at first bite. Fritz forgot his beloved rocks. His new obsession had customers asking what kind of toy was making the dog so joyful. That’s when Markham speculated that if his dog loved this type of rubber so much, other dogs would too. And so began a long journey of prototypes, rejections, manufacturing woes, ridicule, and late-night commercial slots. But Markham persevered because he knew his real customers — the furry, four-legged ones — would prove him right. Today Markham’s toy,the Kong, has surpassed sales of 50 million products — almost one for every dog in America. And my take is that while perseverance played a role in his success, the real secret was that he stayed focused on finding a fun, effective solution to a common problem. So I ask you, San Francisco Bay Area business owners… Where can YOU find these hidden answers to common problems faced by your own customers? It doesn’t have to involve some witty, new invention — it can simply be serving a felt need effectively and well. But those problems ARE out there. And the answer might very well be sitting in your cast-offs. Feel very free to forward this article to a San Francisco Bay Area business associate or client you know who could benefit from our assistance — or simply send them our way? While these particular articles usually relate to business strategy, as you know, we specialize in tax preparation and planning for families and business owners. Warmly, Patti ONeill and Gale Bergado(408) 241-4100ONeill & Bergado

Business Growth, Business Tax Planning

Time Management Software Choices for San Francisco Bay Area Businesses

Tax “season” is over – at least for most of us. For all of the tax-exempt organizations out there operating on a calendar year basis, just a little nudge regarding the May 16th filing deadline. We’re here to help. Now, however, despite the relief that comes with the passing of the personal income tax filing deadline, it’s important to remember that tax avoidance isn’t a one-time occasion. The truth is that the decisions you make year-round affect how things go down (or up?) on your personal return AND your business return. On that note, you know I would love an opportunity to come alongside your San Francisco Bay Area business and help to maximize the ability to capture tax savings already existent within your books – and perhaps create new pathways for new savings, as well.  You’re only a phone call away from setting up our first meeting. Whaddya say we approach tax season a little differently this year? My aim is to free you up from tax stress so that you can excel in other areas. Grab a time on the calendar if you’re ready to start planning some tax savings moves that can pay off NOW:Patti (408) 241-4100  Gale 408-775-7800 Besides making the most of your tax situation, something else you’ll do good to make the most of is time. Not only on a personal level, but if you’re wise, you’ll also recognize that it’s the most valuable resource in your COMPANY – and it can be so easily wasted.  It’s true: figuring out a system to improve efficiency in the workplace can be like grating nails on a chalkboard (unless you love that type of thing). And the world is filling with people who want to tell you what to do in this area. But, that’s not me today, so much. I’m just going to point you to some tools. Sound good? If so, let’s dive into what’s out there and find something that works for your business… Time Management Software Choices for San Francisco Bay Area Businesses “Lost time is never found again.” – Benjamin Franklin The toughest thing to find in small business – after profits, of course – is enough time to accomplish all you want. Any tool that can help you and your staff work more efficiently has got to be worth more than a quick look.  That’d be time management software, next in our series on software for your small business.  What it can do Basically, this software makes it easier for you to track how long your people work on various tasks. It comes in handy if you’ve got a lot of different kinds of employees (such as freelancers and contract workers) working on a lot of different jobs – and you can imagine the savings when you no longer have to track all those details manually. Another big benefit comes from the software being able to analyze this information to tell you which employee is handling which job fastest and most efficiently, making some of your productivity decisions easier.  Theoretically, this should make your staff happier, too, as you can get them onto jobs they like and recognize your good workers quicker – and spot those who need a nudge. Long-term, employees can see their own remaining time off through the year and you can, too, when you have to juggle workloads. And let’s be honest: It’s no fun finding out you have a worker – or workers – cheating on their hours, but it’s better that you find out and stop the bleeding of your resources. An integrated attendance system of time management software can be one of your best defenses against this fraud.  Time management software can crank out reports to tell you the progress of a project sliced and diced into whatever chunk of time you like, which helps you spot redundancies and keep the workflow moving in the right direction. What it should offer Ease of use. Your software should be simple, intuitive, and clear, with dashboards of key performance indicators, automatic time tracking, and reminders, and customizable and clear reports. One handy feature in the best business software is templates; one of the first you’ll want from your time management software is timesheet templates.  Invoicing. You want to be able to set the auto-billing in days/hours and have the bill on a single dashboard as your different staffers work for different clients.  Scalability. The software has to be able to grow with your company and with your increasing number of employees. Part of this too is flexibility: You should look for a list of extensions and add-ons you can cherry-pick. (One option growing in popularity allows you to turn off social media and news  … talk about time management …)  Alerts. You can’t live without this kind of messaging in small businesses anymore, and it’s especially important when you’re working with employees, deadlines, and tasks of varying priority.  Integration and device compatibility. Most time management software will integrate with payroll and other modules. Equally important these days is compatibility with different operating systems and portable devices. You can’t have a remote worker left out of the loop because the software doesn’t travel well. Check for offline functionality too, in case somebody heads somewhere that has spotty internet. Your questions Time management software is going to be pivotal to your small business. Ask some hard ones. Generally, this software (like most for business today) is usually hosted in the cloud. It comes in at well under 10 bucks per month per user, though as with all business software, the more you pay the more you get. Some vendors charge a base fee or have a minimum number of users.  Here are a few vendors’ offerings to give you an idea of what’s out there:  ProProfs Project: Just under a grand a year for 20 users, with “Covid support” pricing for large companies. Kanban boards to organize and Gantt charts to visualize timelines. Free trial offered. Daily backups.  Rescue Time: Web-based. Free trial offered. Features a daily “Focus Work” goal.

Business Tax Planning, Tax Reporting

Customer Relationship Management Software for San Francisco Bay Area Businesses

Apparently, it is National Small Business Week. And while I tend to think these kinds of “national weeks” or days, or what have you, are often pretty silly … well, as someone who has been in the trenches with the SMB community over the last few years, I could not be prouder of my San Francisco Bay Area SMB clients. I know how much it takes to get a company off the ground. I know the hours and dedication involved in keeping it running and thriving. I know the sleepless nights and the emotional weight of carrying an entire venture on your shoulders. You don’t get to “turn things off” at night. You are my hero. And serving people like you is my passion. And I’d love to be more than merely a resource for you in tax projections or KPI management. There are so many ways we want to come alongside you and your business. Grab a time here if you want to hear more:Patti (408) 775-7790  Gale 408-775-7800 So, in that vein, I’ve recently touched on various software programs from accounting to payroll… so it only seems natural to jump into customer relationship management, the high and mighty “CRM.” Customer relationships are the key to a thriving business – customers are at the heart of whatever it is you provide. And the relationship needs to be MANAGED, and at scale … otherwise, you’re merely a glorified freelancer. And just like accounting transactions and payroll taxes can be automated, so can various aspects of customer interaction.  Let’s talk about customer relationship management software… Customer Relationship Management Software for San Francisco Bay Area Businesses “Employers only handle the money. It is the customer who pays the wages.” – Henry Ford  We all know there’s nothing simple about running a small business these days – and it certainly isn’t easy tracking the activity of your customers from when they first walked through your door all the way to their last transaction.  A clear and complete picture of their journey with your company could have quite an impact on your bottom line.  Enter customer relationship management (CRM) software, next in our series looking at tools for your business.   Everything in one place CRM comprises many customer management systems – sales, marketing, and customer service, to start. It connects your departments to keep a trail of every interaction your staff has with each customer from initial purchase to support calls and emails (including in detail what was discussed) to additional purchases. You can track and analyze this data, then intensify a customer’s experience with your company – presumably leading to repeat or increased sales and better profits. (Data’s key: A recent survey showed that a lot of companies lose a lot of money over bad data in their CRM system.)  Every company can benefit from quality CRM. And even if you have a CRM system now, it should be a constant job to refine it and determine if you should upgrade. You might be thinking this function just sounds like a big spreadsheet – and it is, except to the nth power. CRM doesn’t just retain user and contact information but can use it dynamically: setting calendar events and appointment reminders, prioritizing your pipeline, spotting new sales opportunities, and moving customers through the different departments of your business. Some examples Sales and marketing. The right CRM system can make it easier to connect with buyers exactly when they’re ready to buy and via their preferred method. It can also help predict future sales and budgets and give your salespersons more real-time information on clients on a wider variety of devices, like smartphones. Similar information can help you get word out to prospects more effectively, too.  Customer support. Uniting customer service and sales will help you predict your customers’ preferences and more easily track and act on their purchase history. This also makes it a lot easier to handle (and diffuse) complaints.   What customer relationship management software should offer Look for customizable and continuously updated dashboards, centralized customer data whether on-premises or in the cloud, scalability (as with all business software …), and easy integration with all your other software and modules, such as those for email marketing or customer support. You should, for instance, be able to create customized messages for customers and set up prompts so your employees (no matter where they are) know exactly how often a customer has been contacted and what information they have received.  Your customers should have their own portal in your system; this takes a lot of hand-holding labor off your plate. Look for portal features that let clients create and receive answers to requests (such as for support), update their own information, and receive automated contact.   Cost and value This isn’t going to be the cheapest thing you’ve ever bought for your business, so get the most for your buck.  First, check with your salespeople, marketers, and customer-support staff about what they need in a system. Dig into whether your people will need extensive training or new mobile devices to use the system (those costs add up fast). Look for free trials from providers – most vendors offer one, though some vendors are more generous than others.  Some important questions to ask potential vendors:  Here are a few offerings (as usual with biz software, the more you pay, the more you generally get):  Apptivo CRM: Offers visual pipeline, integration for smartphones, and capturing leads from your website, among other features. Prices start at a few bucks a month and increase by the number of apps, fields, and dashboards.  Sales Cloud Lightning Professional: Features an Account Insights background intelligence on prospects and industries. There’s a personal assistant to ping you about overdue tasks, trouble spots, and leads. Cost is low two to low three figures per month per user, billed annually. A two-week free trial is available.  Zoho CRM: New “Canvas” design editor to create dashboards that give minimalist role-critical information to industry-specific sales data with broader industry context. “Ultimate” package cost is about 50 bucks a month per user but has a

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