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.

Making data meaningful for your business

Raw data describes the facts and figures that a business processes every day. Over time, every business hoards a certain amount of data and it only becomes meaningful to a business after it has been processed to add context, relevance and purpose.

For example, in a restaurant, every order will be recorded. However, a restaurant won't learn much by looking at each one in isolation. Analysis of the orders will reveal trends and patterns, such as peak dining days or biggest-selling menu or bar items. Knowledge of the business comes from the relationship between the singular pieces of information. That restaurant owner may know to do their biggest stock order on a Wednesday by analysing their covers and establishing that sales increase by 38% on Thursdays.

The pace of business in today’s technological times requires businesses to be able to react quickly to changing demands from customers and environmental conditions. The ability to be able to compile, analyse and act on data is increasingly important. In some instances, a high volume of data may need to be accumulated and analysed before trends and patterns emerge, like a particular season’s most popular dish.

When you aren’t compiling accurate business data, you can only rely on gut feel and assumptions about past performance to inform your future business decisions.

If your business is already using cloud software for accountancy, project management system or CRM, it’s likely that you’re sitting on a goldmine of data. If properly utilised, this data can greatly aid running a successful business. You'll have valuable insight into your sales, expenses, profit and staff efficiencies that can help you answer critical questions and drive smart business decisions.

Every business is unique, but here are three quick tips to help you drive data in your business.

Three steps to ensuring data is meaningful for your business:

1. Data is only powerful if there is context – can you stop to answer these questions?

• What is your primary objective (business or personal)?
• What is happening in the business?
• What isn’t happening?
• How can you influence what happens?

Figure out what you’re currently trying to achieve before anything else. It’s important to periodically go back and ask yourself these questions and what goals develop from the answers, as answers evolve over time. You may have started out with your primary objective as running the best restaurant in your area. However as time has passed, your primary objective might now be to take time away from the business to spend more time with your children.

​2. The only way your data can help you drive your business is if it’s accurate and organised appropriately – ask yourself:

• Are your financials up-to-date?
• Do you have any unreconciled transactions?
• Are you tax compliant?
• Are your staff trained on what systems and processes to use for different parts of your business?
• Are your cloud systems being correctly utilised?

The worst thing you can do is to attempt to analyse incorrect data and attempt to make decisions for the business based on it! Tools like Spotlight Reporting can help you with the reports you need for business decisions.

3. Understand what the data necessities are and what the niceties are.

• What would you most like to understand about your business?
• What figures pinpoint success for you?
• What are your objectives over the next six to twelve months, and two to five years

Remember, to focus on what truly matters and build from there. If you want help with the process, we can accumulate, analyse, report and advise on your data; or show you the tools to use.

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.

Finding the balance

Looking for a little more work-life balance?

Sometimes it seems impossible when you are in the thick of it. The following ideas might help provide some light at the end of the tunnel.

Prioritise

Work often dictates to us, rather than the other way around. Create a list of all the things that need doing and categorise them. For example, work out the tasks that are ‘important but not urgent’ and ‘urgent but not important’. Task or project management tools like Trello can simplify your workload and and help to prioritise your time.

Delegate

Letting go can be an opportunity for others in the team to shine. Alternatively, bring in a contractor to help clear the load and you may find they bring in new ideas, create opportunities or streamline the process. Don’t limit yourself to what’s on at work - think about what would help at home too, such as a meal kit delivery to simplify the end of the day.

Book it in the diary

We are all guilty of putting off an exercise class or a coffee catch up because work takes over. These events are important for your mental and physical health and may give you space for creative thought or the ability to think with more clarity. Plus, you’ll return to work feeling more productive. Book it in and consider joining a group so you are more committed to turning up!

Use the technology to help you

‘Always on’ technology such as smart phones are designed to make life easier but we’ve ended up busier than ever. So choose the apps and tools that can reduce the stress. Whether it’s for communication and meetings, or your filing and accounting. An app could save you time and allow you to get on with other things - read more on apps. We can help with the right accounting software solution to reduce the paperwork.

Share with your network

Are there individuals in your network who face the same challenges or can help you achieve your goals? Set up a monthly breakfast to catch up, support and learn from each other. You’ll go back to work with new inspiration.

Do what you love

At the end of the day, your work is ‘part of’ your life not separate from it, so if you enjoy it, you’ll feel you have more ‘balance’.

Get in touch to talk about how we can help you achieve balance in your business.

What’s in the forecast?

When we set out on a fishing trip or hike, we always check the weather forecast.

It’s no different in business. The forecast tells us if there’s bad weather (poor cashflow) in store based on the direction we’re heading.

Your forecast will tell you:

The difference between a business forecast and a weather forecast is that, when the business forecast is showing bad weather, you can do something about it to make the sun come out. The forecast will tell you what’s going well and what’s not, so you can make adjustments to reduce the impact of bad weather.

Just as you wouldn’t go fishing without checking the forecast, you shouldn’t run your business without an annual forecast. So, don’t live in your raincoat, waiting to get soaked - take control and talk to us about getting your forecast done so you know what to expect.

“Planning is bringing the future into the present so that you can do something about it now.” - Alan Lakein

We’re here to help you, every step along the way. Get in touch!

Choosing a new business bank account?

A business bank account is an essential requirement for any business. But with so many banking providers out there, how do you know which business account to choose?

The key is to know what you require from a bank account, and to choose a bank that understands the banking, financial and funding needs of your business.

Choosing an account that fits your business needs

Whether you’re a new sole trader or an established limited company, it’s advisable to maintain a clear divide between your personal and business money. So it’s vital to open a business bank account, giving you a separate account to handle your business transactions.

The choice of available accounts can be baffling, with the big corporate banks and high-street providers offering a range of accounts, and new digital challenger banks also adding to the available options for business owners.

When looking for a business account, consider:

Talk to us about selecting your ideal bank account

If you’re in the market for a new business bank account, come and talk to us. We’ll help you understand the key requirements you need from your account, and the banking providers that are most suited to delivering the right flexibility for your business.

We’re here to help you, every step along the way. Get in touch!

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.

Hold me accountable or else what?

Most business owners understand that the only way to ensure something gets done is to document what is expected, assign it to the right person, and set a due date. But what do you do if the task isn’t done? What are the consequences of this inaction?

Think back to your school days when you had homework... 

Maybe you were super organised and got stuck in as soon as the work was assigned, or perhaps you completed it on the school bus the morning it was due. Either way, why did you get it done? Chances are there were clear consequences set by your teacher if you didn’t complete it - a few whacks with a stick or a lunchtime detention – that’s what we call accountability and consequence.

Unfortunately, many business owners forget these lessons from school. Sure, we set the tasks and actions, assign them to people and, if we’re really good, set a due date. From there, we so often forget to hold the person to account. Very rarely is there a consequence for the person responsible for the task. The consequence for the business owner, however, is ultimately a poorer performing business.

Here’s seven rules to tighten up your accountability:

Now, ask yourself…

What actions can I take to improve accountability and outcomes for my team? What changes or improvements do I need to make to my planning processes and reporting systems? And most importantly, who is the best person to hold me to account as a business owner? Accountability goes both ways, especially if you want to be an authentic and effective leader.

"Accountability is the glue that ties commitment to the result." – Bob Proctor.

Closing your business

Are you consider closing your business? Or have you recently sold your business?

If so, do you know what your obligations are regarding your accounts?

If you are closing your business or the business has been sold, you need to get all the data entry up to date, for the final accounts to be completed by the accountant.

This involves reconciling all the bank accounts, loan accounts and managing any outstanding invoices and bills.

You also need to ensure all your employees final pays are processed.

It’s important that your accountant has the details of everything to do with the business sale - the contract and settlement documents etc.

If this sounds like a mammoth task we can help.

As your bookkeeper, we will check if you or your accountant will be cancelling all your relevant registrations such as:

It’s really important that registrations are not cancelled without checking with your accountant first.

Sometimes business goes bad

Sometimes things go wrong, things that can be out of your control or can’t be helped, And the sad outcome of that is that businesses can go bad.

It’s obviously a challenging time when this happens. So, it’s important to understand what is involved.

Firstly, if you’re working with a bookkeeper and accountant, they can often identify when things aren’t going and can try to help you get your affairs in order. Unfortunately, sometimes this isn’t enough, and you have to call in the Liquidators.

The liquidation process will be dependent on your business structure, there are differences in the process for sole traders and companies.

The Liquidator will most likely contact your bookkeeper and accountant to obtain access financial records. Before providing any information, your bookkeeper and accountant should check that you are actually in liquidation. There are scammers out there. This is achieved by searching your company name or CAN on ASIC.

If you are in liquidation, you should also be aware that, as a creditor, your bookkeeper and accountant will most likely only continue doing any further work for you if the Liquidator has authorised the work.

As mentioned previously, liquidation is a challenging time. Understanding what is required of you and your bookkeeper can help ease the pain a bit.

We’re here to help you, every step along the way. Get in touch!