Your workspace can impact productivity

A great office space is about keeping your people happy, productive and working towards the key goals of your business.

An office is more than a place to put your desks, it is the heart of your business and the space where your people will spend most of their working day. Your office needs to create the right atmosphere for your people and inspire productivity.

A great workspace motivates your team

Engaged employees make their organisations 17% more productive and 21% more profitable, according to Gallup’s State of the Global Workplace report. Keeping your people engaged and motivated is a core aim of your workspace design.

There are some key universal traits that any good workspace will need if your aim is to boost team motivation, productivity levels and, ultimately, profitability.

A good workspace will include:

Flexible working options

A good office space should be an environment that's conducive to different types of work. If staff have different roles, and carry out different activities throughout the day, a mix of quiet spaces, communal areas, private meeting rooms and breakout space for catch-ups can cater for this.

Access to drinks and refreshments

Somewhere for staff to re-hydrate, refuel and stay productive. Offer free coffee and tea. A bowl of fruit or healthy snacks is a nice way to support time-poor employees who don’t have time to head out.

Privacy when it’s required

The seclusion of a meeting room is great for making for private calls, having team meetings or carrying out one-on-one conversations with employees and fellow directors.

Space to relax and kick back

Outside of the usual working day, a more social space in the office provides somewhere where people can hang out and enhance the social side of the team. The ‘creative agency with a foosball table’ has become a slight cliche, but having a space with comfortable furniture and recreational activities can be a real plus for many employees.

Great branding and design 

The design of the workspace isn’t just about the choice of paint colour. It's important to create an aesthetic and ergonomic design that reflects your brand personality, but also works as a highly effective space for your people. A professionally designed and branded workspace can have a huge impact on how your staff and customers perceive your company.

Enhancing your workspace

If you’re looking to refresh your office space, think about the elements that will improve the experience for your staff and your customers. A successful office revamp makes everyone happy and boosts productivity.

Establishing document systems and processes

With growth comes growing pains. Such pains can affect team morale as well as your margins. It’s critical to preempt potential friction and put systems in place to ensure you scale up with minimal disruption. 

It’s essential that you regularly review your business’s systems and have clearly documented processes in place - for consistency, efficiency, and so that you can delegate more responsibilities to your team.

Nine steps to establish great systems:

1. Identify your key systems.

Focus on documenting your most critical processes first. These may be customer focused, those where only one person knows how to perform the task, the tasks currently causing the most friction, or those preventing you from being paid on time.

​2. Develop a standardised approach to documenting your systems.

Document processes from start to finish in a concise, logical, and visual way. Start with diagrams or flowcharts, as they’re easier to digest, then embellish each step with text. Where necessary, include ‘how to’ guides, checklists, and templates (such as welcome letters or customer response email templates) within each system to ensure consistency and efficiency.

3. Break down each step into bite sized pieces.

If an overarching process requires touch from multiple team members, ensure the process includes the necessary communication points (so ‘Person B’ knows it’s time to do their piece), and that it’s clear which role has overall responsibility for completing the process.

4. Clearly label and store your procedural documents.

Your team needs to be able to access and execute procedures fast. Online document storage is best (the trees will thank you).

5. Identify the best person to draft each process.

If it’s a finance task, it’s likely someone within the Finance department should draft the system. This need not be a highly onerous task for the business owner, however, taking time to review these will save time and reduce rework in future.

6. Test the process!

Unless it involves learning how to use software, a new team member should be able to pick up a procedure and perform a task with little or no support.

7. Team training.

Include relevant procedures in new team member induction and make it clear to your team that they’re expected to follow the system. If mistakes are made, blame the system, not the person… and improve the system.

8. Review the process!

Regularly review and update your systems to ensure they’re still best practice. Empower the team to ‘own’ the systems they use and encourage them to drive improvements. Resist the urge to dictate how things must work, as those using the systems will have a better understanding of improvement opportunities.

9. Consider what can be automated or streamlined.

Technology is moving at a rapid pace. Encourage the ‘techies’ in your team to suggest automation opportunities, apps, or software solutions that could help your business scale better. A small investment could lead to a massive time saving - time is money!

“Speed is useful only if you are running in the right direction.” - Joel Barker

We can help you review and improve your critical business processes. Get in touch!

How to make your out-of-office email work harder when you're away

There are a few essentials your out-of-office message needs to contain. Before you try anything fun with yours, make sure you have the essentials covered.

Check that your auto-response has:

• A title that lets your recipient know this is an out-of-office message (some email services will do this automatically)
• The dates you’re out of the office, and the date you’ll be back in action
• Whether you can be contacted, and the correct contact details. Be really clear about when you’d expect to be contacted. You’re on holiday, so it’s fine to reserve this option for emergency use only
• Who they can speak to in your absence, what they’re responsible for, and how they can get in touch

So, here are a few ideas:

• Share your favourite post from the company blog
• Add a sign up for your newsletter into the text
• Add a link to your Instagram account so that they can follow along with your holiday adventures
• Spice up your message with a gif or some well-chosen emojis
• If your company supports a charity, use this space to share some information about the work they do at this time of year

Or, if you’re ready to really take things to the next level, try a humorous message. Done properly, this is a great way to brighten the day of the person getting your bounce-back. Of course, you’ll need to consider all of the people who could be emailing you during this time, and how they might respond. If in doubt, play it straight.

Here’s some clever out-of-office message inspiration from Grammarly:

Heading out of the office? Don’t let your business affairs slide. Book an appointment with us to make sure you are covered for the holiday period.

Talk to us about how we can help.

Have you got a strategy for a financially stress-free holiday period?

Christmas holiday breaks are a time to spend with family, friends & have a chance to recharge for the year ahead. We look forward to warmer weather and finally setting up an out-of-office email for the break. However, for business owners, this time can be stressful without careful cash-flow planning.

Even if you do continue to operate through the holiday shutdown season, your customers' financial behaviour may not remain the same.

It can be pretty disappointing to work hard all year only to find that once you have paid staff, overheads and creditors, you have little or nothing left in the bank to cover your own time off.

The strategies and tips shared below are generalised, however, we are here if you need to budget and prepare a cash-flow forecast. We can also help if you need assistance in applying for short term finance to get you through the break.

Why is cash-flow planning particularly important at this time of year?

Staff leave needs to be covered in addition to your normal fixed overheads like rent, creditors and tax compliance. The budget and forecasting process ensures you know your numbers and are prepared. If you are shutting down, you won't be driving revenue during this period and sales may take time to get started again in the new year.

Here are some simple strategies that can help:

Decide your Christmas and holiday break dates

Confirm these with staff, customers and suppliers.

Budget and plan for annual leave 

Remember the pay rates may be higher than standard hourly rates, also factor in statutory public holidays.

Decide

If you are going to pay out leave in full at the beginning of the Christmas break or continue to pay as usual throughout the break.

Review your work in progress (WIP)

Plan to complete jobs or services that can be invoiced and paid before Christmas (remember if you don’t invoice and get paid before Christmas, you may not see the money until mid to late January).

Capacity planning

There is often a rush to get everything done before Christmas, whether it's the kitchen benchtop installed or the beauty treatment before the break, so make sure you have the capacity to maximise on this.

Stock-take

Do you need to order in goods now to be able to complete work in progress? Check that there is stock on hand available.

Making an arrangement with the Tax Office

if you find you can not make payments, it is possible to apply for an instalment arrangement. There are costs associated with this, however it may provide a solution that gets you through the holiday period. Talk to us, we can help.

Talk to us about enhancing your financial support

If you can’t make ends meet, now is the time to organise short term financial relief like an arranged overdraft of loan, rather than hoping it will come right. Please let us know if you need any help with cash-flow forecasting, budgeting or finance applications.

Get in touch to improve your cash flow.

The true cost of a new employee

Bringing on another pair of hands?

It can be a big decision to commit to having a new member on the team but the right person will bring in the skills you need to grow the business and give you more time to achieve your goals, even if that is to spend more time with your family!

Before you advertise the role

Spend some time to understand what skills you need in your business to move forward or to strengthen your position in the market. You may decide that the skill gap could be met by training existing staff who have capacity or would be open to a change in job description.

If the role is new

Decide whether you need a full-time or part-time employee and what sort of experience or qualifications the ideal candidate would have. If they need training when they start, consider who will run this and how that will impact timings.

Create a job description

This will help you when it’s time to assess candidates. Try to avoid too many acronyms and internal jargon that won’t make sense to people outside your company.

Finally...

You’ll want to understand the true cost of adding another staff member. Start with average industry salary rates and work out the fixed and discretionary costs involved, including Fringe Benefit Tax, industry insurance and superannuation costs. Include your one off recruitment costs and overheads, as well as the cost of training and any benefits you offer, such as a car park.

The recruitment process provides you with an opportunity to diversify your workplace. And if you hire people facing barriers to employment, you may be eligible for a number of financial incentives available for businesses.

Talk to us about employing someone new.

Employing someone new to help take your business forward is an exciting step. We’ll help make sure that your finances and paperwork is in order before you hire.

Get in touch to see how we can help.

Get on top of time wasters in your working week

There are 1,440 minutes in a day and each of us have the same allocated amount. Some people manage to achieve much more than others. So, how can we free up time to help lead a better business and ultimately a happier life?

Reporting PAYGW Correctly 

PAYG and claiming tax deductions

From July 1 2019, If you don’t meet PAYG withholding obligations for your workers, by not withholding tax from their payments and not reporting it to the ATO, you could lose your tax deduction.

This will apply to income tax returns lodged for the 2020 financial year and beyond.

If you withhold tax from payments to workers, you must withhold the required amount and report correctly to the ATO in order to receive a tax deduction for your business.

PAYG withholding and reporting obligations apply to payments for:

Withholding rules still apply to cash payments. Similarly, for non-cash payments such as property or exchange of services, withholding rules still apply even if your worker agrees to receive a non-cash payment in place of money.

PAYGW

The payment of PAYGW to the ATO is a separate issue. The new rules are aimed at getting employers to report correctly and on time. Once you have reported an amount to the ATO, they expect payment of that obligation by the due date.

If you make an honest mistake, such as treating an employee as a contactor, you won’t be penalised. You can correct your mistake by lodging a voluntary disclosure

Talk to us

Contact us to review your PAYGW reporting obligations. 

Living above the line

There are three winning behaviours and three responses that’ll sink your team.

Are you living above the line? If not, you need to get there, as it’s the easiest way to transform workplace culture and team performance.

Here’s how, using the OARBED behaviour model:

The acronym starts with OAR - when behaving above the line, one takes: 

Ownership

Accountability

Responsibility

Below the line, BED, is defined as: 

Blame

Excuse 

Deny

No matter what, reacting in these ways is below the line.

For instance, consider the likely reaction of a naughty child caught in the act. If five-year-old Bobby is caught pulling his sister’s hair, he may resort to BED behaviour:

Blame: 'She made me do it.' Excuse: 'She pushed me first.' Deny: 'I didn’t even touch her.'

Adults don’t typically pull hair, but BED behaviour could look like this in your office: Someone misses a deadline… and they blame an internet dropout; make an excuse about not having the necessary information; or deny the project was their responsibility in the first place. This behaviour alienates oneself, while hurting team performance and morale.

On the other hand, paddling with our OAR means, regardless of our initial thinking, we must take ownership, accountability and responsibility. When we live above the line a resolution is found faster, individuals feel more supported and we’re more likely to learn from our mistakes.

​OARBED has no hierarchy. 

Would your team be comfortable calling you, or anyone else, out on below the line behaviour?

Remember, thinking below and acting below are not the same. It’s human nature to dip below the line in our minds, but it’s how we act that matters. Staying in BED is easy, but paddling with your OAR is much more effective and in time the whole team will be paddling in sync. Are you living above the line???

Therefore if you would like to know more about OARBED then feel welcome to contact us.

"The best apology is changed behaviour." - Anon

The five A's of change

Do you want continuous improvement in your business?

Let us explain The 5 A’s of Change: Awareness, Acceptance, Action, Accountability and Acknowledgement, and how we can help you to make change stick.

Whether it’s a new focus, a new venture or a new year, consciously recognising the process required to change can vastly improve your outcome.

The Five A's of Change breaks it down simply:

1. Awareness.

​First we must be aware of what needs to change. Perhaps we want to work smarter, not harder, so we can have more family time and better financial returns.

​2. Acceptance.

​We have to accept that in order to work smarter we will need to do things differently. There is no magic bullet; effective planning is critical to achieving change.

3. Action.

Once we have a plan; we must actually implement it. Taking action can be simpler than imagined; one step at a time, the momentum for change will grow. But, if we don’t act, planning is pointless.

4. Accountability.

Having someone independent to hold us to account is typically a foolproof way to ensure we act. A bit like going to the gym before work… we’re more likely to show up if we’ve committed to a friend or paid for a personal trainer.

5. Acknowledgement.

Humans are habitual creatures. It takes 21 times to change a habit. By celebrating the success of taking action and forcing change, we help to reinforce that good behaviour. The reaction is a chemical one.

This powerful model is simple and effective. Consider the things in your business that you would like to change and what stage in this process you’re at. What is your next step? Whatever your current situation, empower yourself and make a commitment to real change.

"The secret of change is to focus all of your energy not on fighting the old, but on building the new." Socrates

Do you need help making change stick? Check out how we can help you with planning and accountability.

Talk to us about how we can help.