Category: Operations

2014 will go down as the year people and businesses experienced some of the worst security breaches. There were reports of breaches and attacks that made headlines across the world when many businesses both small and big corporations learned first-hand how damaging such security breach can affect a brand. One of the lessons learned was that any business regardless of size can be attacked when proper security measures are not in place. In fact, the websites of small businesses have higher chances of being attacked because they typically lack dedicated security staff and expertise compared to companies ranked in the top half of the Fortune 500. Breaches on small enterprises may not make the headlines of the day, but the damage caused might crush down the company. The following are some of the measures small business owners and entrepreneurs can use to keep the website of their business safe from a breach.

Data Encryption

In all types of sensitive data whether it’s credit card accounts, bank routing digits, or employee social security numbers are the kind of data the hackers want. Anytime you are storing sensitive information on the website, especially when the data is being transmitted over the internet somehow, it is important to ensure it is encrypted. It is recommended to turn full disk encryption tools that are currently coming as a standard on most operating systems. On Windows, the features are referred to as BitLocker and on Macs it is FileVault. It is easy to activate the features because it takes a few minutes to encrypt all files on the drive with noticeable performance lag. One catch about this type of encryption is that it applies when only one users are logged out of the computer.

It means that hackers can still attack a business computer when the users are logged in even if you are not using the computer. It is, therefore, necessary to set the computer to log out automatically after 15 minutes when it is not in use.

Security Layers

It is important to have a security system and ensure it serves as the first line of defense for your website. For instance, consider a web application firewall as the first line of defense. A firewall is designed to inspect the incoming traffic and does all the work of examining the users and weed out any malicious attempts requests offering protection from SPAM SQL injections, brute force attacks, cross-site scripting and other OWASP.

The Security-as-a-Service (SaaS) available today have made things easier to provide protection of data to small businesses who cannot afford the traditional type of firewall only available as hardware appliances. The SECaaS is using the cloud technology to cut down prices that are affordable to small businesses.

SSL Encryption

Secure Sockets Layer (SSL) is a standard security technology that establishes a secure link between the client and the server. It may be through a web server and a browser or a mail client and a mail server. According to Blue Coat Systems, as much as 35% of all traffic is now SSL encrypted online. It is a technology that allows sensitive information such as social security numbers, credit card numbers, and login details to be transmitted securely over the internet. Since the data is sent over browsers and web servers in plain text, it leaves the data vulnerable to interception. SSL encryption is used to encrypt data for both the link and the data being sent. Since all browsers have the capability to interact with web servers, the SSL Certificates is used to establish a secure connection.

Conclusion

A successful attack on your small business site may lead to compromising of users’ data and personal information. The indirect consequences could be the site being excluded by search engine organizations such as Google, once it is listed as one of the infected sites that could spread malicious content on the web. Ensuring the website is protected with the latest security software and hardware is a critical step to prevent chances of intrusion.

 

Are there actually ways to simplify business processes that can save you time and money? Well that’s the million dollar question most business owners ask themselves on the regular basis. It is important to continually seek ways to get the job done in a more cost effective manner without compromising quality – and your brand. Though there are many avenues you can take, many small business owners have leaned towards the use of technology to help streamline practices.

Intuitive and advanced technologies are being developed every day that provides several options to businesses looking to simplify processes. Whether its business applications for improved communication, or interactive tools and resources to provide better marketing platforms, there several resources at your disposal. The question then becomes…

What technologies are worth investing in to simplify the business? Below are a few most commonly considered:

1. Business in the Cloud

When cloud technologies and cloud computing became a popular term, it was first thought of as applications that were great for storing files like music downloads and pictures. However, with new advancements, cloud technology has gone above and beyond the storage platform. Today, there are cloud based business applications for just about every business need. Employees are now able to remotely have access to documents, files, and cloud based databases/applications anywhere there is an internet connection. Whether you’re in need of an affordable word processing system, file storage, or an accounting system for generating reports, there are cloud based solutions available.

Cyber Security: With the increased investment in business software and applications, company data becomes vulnerable to cyber thieves. Investing in network security software ensures that your company information is never compromised. Such features allow you to stay vigilant and proactive against threats with real time warnings and easy to implement solutions. When you consider the fact that one threat could set you back thousands of dollars as well as a ruined reputation, investing in cyber security should be of extreme importance.

2. Internet Marketing Solutions

Marketing is essential to the success of your brand. However, if you’ve been in business for a while, you know that marketing can also consume a large portion of your time, resources, and finances. If you’re looking for cost effective solutions that will help you streamline marketing practices utilizing internet marketing tactics would suffice. Some options for streamlining might include:

Emailing for advertisements – email marketing is an efficient method of internet marketing. By creating a sizeable email lists, companies can send promotional or informational materials. With the click of a button, hundreds if not thousands of potential consumers will receive notifications to their inbox.

Social Media Management Tools – social media is a huge factor in marketing today. As businesses strive to connect with consumers on a more personal level, the need to post regular content is necessary. Social media management tools can make daily posting to multiple platforms a lot simpler. Creating an account can connect all of your social media accounts. From this social media management tool, you’re able to create and schedule posts, review analytics, and respond in real time to your target audience.

3. Virtual Phone Solutions

If you’re looking to improve business communications, investing in a virtual phone system can help. Essentially a virtual phone system is created using cloud based technology. There are plenty of benefits to investing in a virtual phone system.  Workers are able to access the phone system wherever there is an internet connection allowing them to be more productive throughout the day. Calls are connected through the internet and can be routed to anyone else who has access to the virtual phone system. This is great for small businesses who have more than one location, remote workers, or simply for businesses looking to save money while streamlining company communications.

4. Project Management Tools

When collaborating on projects within the company it is imperative that staff remain on the same page in order to produce quality results. Project management applications can assist in keeping the lines of communication open and ensuring that the project is completed from start to finish. Managers can assign projects, create steps for completion, monitor the progress, set budgets, and even communicate with involved staff and customers to ensure that things are on target.

Hopefully this has given you some idea on where to start implementing new processes within your business. Streamlining your small business practices is really all about evaluating your company’s areas of weakness. Take a step back and review each segment of your business to discern if there are areas that could use improvement. Whether it is communication systems, marketing platforms, or project management, there are efficient technological systems, applications, and tools that can be used to cut time and money while improving productivity.

If you are the proud owner of a new small business, you may already have built up a sizable list of clients and business associates. You may have inherited some of them from your time at a previous company, or you may have compiled a list of potential clients and customers somewhere along the way. Regardless, one thing is certainly apparent: You’re going to need a lot of help to keep your customers and partners in the loop as you begin to grow your new business. And it’s not always possible to handle them all on your own.

It’s Never Too Soon To Engage The Help Of Call Center Services

It’s certainly never too soon or too late to engage the professional help that call center plus services can give you. Even if you only have a potential customer list of less than 100, it’s a sure thing that your official company website will soon bring in more. As the volume of orders, questions, and comments increases, you are going to hard pressed to handle it all by yourself. More importantly, the longer you find yourself hanging on the phone, answering all of these questions, the less time you’re going to have available to concentrate on other aspects of your rapidly growing business.

Outsourcing Your Call Center Services Is The Best Option

This is exactly why you need the help of a professional call center service. You can’t spend all day on the phone taking orders. You need time to update your site, negotiate the delivery of new goods for your web store, and plan for new developments and projects. Even if you have a staff of employees on hand to answer the phones, their time can very likely be spent on more important and pressing tasks. In short, the sooner you outsource your call center services, the better it will be for your business. It’s simply the best option to ensure the continued productivity and profitability of your company.

Appointment Making Is Best Left To Qualified Professionals

If you need to make appointments for new customers or partners in the industry, it’s a task best left handled to qualified professionals. A call center service can help you set up an instant messenger service on your official company website that can take messages from interested customers. This leaves all the communication duties to qualified call center representatives while allowing you to keep your hands free for other tasks. An instant messenger will increase the interactivity of your website, thus allowing customers and visitors to feel connected to your business in a meaningful manner.

The sooner you arrange for professional call center representation for your business, the better. The profitability of your company depends on visibility and recognition. To ensure that you get this, you’ll need to do everything in your power to make sure that your business is fully interactive with your customers. A professional call center is the best way to guarantee this.

If you thought that filing taxes as a “one man band” was challenging – wait until you hire employees. The government has strict regulations in place for employers that must be followed in order to avoid hefty penalties. Not only will you be responsible for distributing payroll on a periodic basis to your staff, but you’ll also be responsible for paying related taxes for each employee you have on the books. These taxes include federal income, social security, Medicare, and potentially state and city as well.

Getting Help with Payroll and Employment Taxes

Dealing with tax payments can be complex – especially if you’re new to business. Many business owners realize just how much responsibilities they have and opt to work with financial professionals and/or utilize applications to keep things organized. For example, ADP employment tax & compliance services provide a one-stop solution for small business owners in need of assistance with their payroll and taxes.

By employing the services of companies like ADP, business owners are able to gain control and minimize risks. With options to outsource your payroll and tax needs to certified professionals and/or incorporating applications for “do-it-yourself” payroll and tax filing solutions, you’re sure to remain in compliance and avoid issues with the local and federal government.

Taxes for Employers

Not convinced that you need to outsource your payroll and employment tax needs? Here is a closer look at the taxes you’re responsible for:

• In General

After acquiring a federal employee identification number (EIN), you’ll then have to file payroll taxes through the government. As an employer you will be mandated to withhold each employee’s full federal income tax, and half of the Social Security and Medicare tax from each paycheck. Employers are also responsible for paying for the remaining half of the social security and Medicare tax.

• Unemployment Taxes

In addition to the taxes that were listed above, as an employer you will be responsible for paying unemployment taxes for each one of your employees. It is referred to as the state and federal unemployment tax. The federal unemployment tax is approximately 6% of the first $7,000 paid in wages throughout the year. State unemployment tax will greatly depend upon the state you’re doing business in.

• Federal Income Taxes

The amount of federal tax income you’ll have to account for each pay period will depend upon the amount of income your employees make. This is why it is mandatory for businesses to provide incoming staff with a W-4 form to complete. This helps to figure out the percentage of federal, stage, and city taxes.

• Social Security Taxes

Social security taxes account for about half of the federal insurance contributions act (FICA). A total of 6.2% of each employee’s paycheck is to be withheld for social security taxes. On top of that responsibilities, employers are also required to match that percentage, paying the other half.

• Medicare Taxes

Medicare makes up the other half of FICA. Again, employers will need to withhold a percentage of their employee’s income while also matching the percentage. Medicare tax is approximately 1.45%.

• State & City Income Taxes

Depending on where your business is, you may be required to pay state tax along with your employees. This percentage will vary greatly and can be calculated using a tax tool. While most cities and counties do not have an income tax, there are cities such as New York that do. You’ll be responsible for withholding a portion of your employee’s check along with paying a portion of these taxes.

Realizing all the taxes you’re responsible for paying and the laws you’re required to have a grasp of can make it easier for you to enlist help. Sometimes, the best way to get more things done in the course of a day and avoid risks to your business is to outsource. Accounting professionals and financial agencies such as those described above are highly skilled and have the resources to help your business succeed.

Entrepreneurs LOVE to create; they don’t enjoy setting up systems!

As solo business owners, that’s all we want to do – create products and programs, and come up with new ways of delivering our services.

So when the talk turns to systems and processes, this is where most business owners’ eyes will glaze over … after all it doesn’t sound like a very exciting way to spend your day, does it? But having the right systems in place really is the key to your success…

… creating the snazzy new program is not going to generate a ton of money for you if you don’t have anyone to sell your program to (list building system).

… creating a high-end coaching/consulting program is not going to generate a ton of money for you if you don’t have any clients to begin with (get more clients system).

… building a huge list of thousands of subscribers who you can sell your products and services to, is not going to generate a ton of money for you if you don’t have any business automation in place (automated marketing system).

Today, I’d like to share with you my top five tips for creating your systems for success so that you can create the business and lifestyle that you want.

1. Invest in a system for where you want to go, not where you are now. If you’re serious about your business, and want to make it a success for the long-term, then you have to be prepared to invest in the right ecommerce system for your business. I’ve had many conversations with clients over the years who have invested in expensive, high-end coaching programs … yet are not prepared to make the relatively inexpensive investment of having the right ecommerce system in place to grow their business.

2. Manage before you market. This simply means getting your foundational systems in place before you start to market. Once you start to market your business and you’re generating enquiries from potential clients, you want to be sure that you have the right system in place so that you can respond instantly and easily. It also means ensuring your financial management system is organized, your inbox is not in a state of chaos, and you can easily locate critical data. Once you start to get busy, you simply don’t have time to dig around for information, even if you do “have it here somewhere!”.

3. Get the right system for your business; not what everyone else is getting. Analyze your business and determine your long-term goals, and have a system in place that supports that vision. Too often I’ve had conversations with clients invest in a fancy bells-and-whistles ecommerce system because a “marketing expert” told them this is what they needed; or everyone else in their mastermind group was using it so they thought they’d better use it too! Just because others are using a particular system doesn’t necessarily means it’s right for you and your business.

4. Automate as much as possible. Any time you do “something” more than once, you need to create a system for it, so that doing it a second, third, or even a fourth time (and beyond) is quick and easy. It’s especially important to automate your online marketing system as once you start getting new subscribers on a daily basis, you want to make sure the information they requested is delivered to them automatically.

5. Don’t try and fudge different elements together because it’s cheaper. Now this is the opposite of number 1 above. Being prepared to make the investment in your business, but you make the “cheaper” investment by fudging together a series of cheaper alternatives and hope they’ll all work. In most cases they don’t and you end up with lost revenues, upset clients and customers, and a whole load of headaches!

I know having the right systems in place for my business has revolutionized it over the 13+ years I’ve been in business. Just some of the daily successes I experience in my business through having the right systems in place are:

• New subscribers – EVERY DAY!
• A pipeline of ideal clients.
• Marketing is systemized (and in some cases automated).
• Ability to take time away from my business, and cut back during the summer.
• 67% of each month my business generates revenue (approx 18 out of 31 days) i.e. those new order notification emails you get in your inbox!

Wouldn’t you like the same for your business too? Follow the success tips above, and you soon will have!

Are you struggling to set up the right systems in your business?