Issue 4 - April 12, 2003

Editor: Lynne Bullen
lynne@associatedsecretarial.com.au

Publisher: Associated Secretarial
Copyright © 2003 Associated Secretarial

In this issue:

1. Editorial

3. Resources

5. Column: Dawn's Tech Talk - Is Your Electronic Data Secure? [Copyright © 2003 Dawn Darwent]

6. Sponsors

7. Feedback

8. Subscribe/Unsubscribe

1. Editorial

Hello! Good to see you've joined us again. Thanks for coming back. A warm welcome to our new subscribers, too. If you're joining us for the first time, you can catch up by visiting our Newsletter archives by clicking on this link: http://www.associatedsecretarial.com.au/newsletter_archive.html

In Parts 1, 2 and 3, we covered quite a lot about what you need to do before actually starting up and running your own business. In this issue we were going to cover Networking, Marketing, Advertising and Memberships.

Because we have a lot to cover in Networking and Memberships, we'll do just those and leave the others for Part 5.

So, let's get right down to it!

Lynne
lynne@associatedsecretarial.com.au

2. Article: So, You Want To Be In Business? Part 4: Starting Out - the Basics

==> Networking: What is it? How does it work? Why should you do it?

The word "Networking" often conjures up multi-level-marketing (MLM). The very phrase "multi-level-marketing" can strike fear into the hearts of even the brave. Isn't it funny how a word used some years ago had a meaning all of its own. Networking and MLM were sort of "married" together.

Well, let me assure you that the word "networking" has finally shrugged off its unwanted partner. It is now back in its own right. So, let's go explore the world of Networking!

Start by sitting down in a quiet room, pen and paper in hand, and take yourself back to your very first job since leaving school. Remember how enthusiastic you were? How excited? Your first job! Who was it you worked for? In what trade, industry or profession did you work? Who visited your employer?

I bet you can recall the name of the fellow who was your regular courier. What about the Sales Reps who came selling their wares? You would probably even remember the name of the girls and fellas behind the counter where you bought your lunch. Then there are all the other businesses in your street or on your block. You probably got to know some of the people working there. You may have even struck up a friendship that has grown stronger as the years passed by.

Got you thinking? OK. Write down all professional and personal contacts you have made from way back then to the present day. Depending on your age, I bet you've managed to list at least a dozen people. Some of you will have listed upwards of 100. Not hard when you start.

Now, why are you doing this? It might not seem to be a relevant exercise, but believe me it's very helpful. Look at the names in your list. You'll probably be drawn to several names on the page. Why? Because each of those people left an impression. Some good, some bad. So, let's think about the good impressions.

What stood out about those who left a good and lasting impression? Think about the moment. Take a fresh piece of paper and write down the names of six from the first list who left a good impression. Beside each name, write down what it was about that person which impressed you. Was it a word, a gesture, the clothes?

We'll move on to the not so impressive people, those who probably left no impression worth dwelling on, unless it was something so bad that people are still talking about that poor soul! Write them down as well. Just six, and the reasons they left that not-so-good impression.

Now that you have your good list and your bad list, pick out the six who left the greatest impression, good or bad. Take your time. Try to capture the moment and write it down.

Why are you doing this? There's a phrase coming up that is very pertinent to the exercise you've just completed. Look at the six "finalists" and what it was about them that left such a lasting impression with you.

These eleven words are also guaranteed to leave an impression on you. What are they?

"You never get a second chance to make a first impression!" Lesson number one in the art of networking! You're ready to go!

Live by this when you're networking. When you're doing anything. It's the rainbow with the pot of gold at the end of it! Now you've got the idea! If you remember this phrase when an opportunity presents itself, you'll have taken your first step into the world of Networking. How? You'll have just made an impression on
someone. Hope it was a good one!

Many business people have an advantage if, in their younger years, they were on the school debating team. Some will have had the lead in almost every school play. There are others who are just plain extroverts! And there are those who seem to shift effortlessly through life, making an impression without even trying!

For many of us, just having to begin a conversation with a new acquaintance, let alone speaking in front of even a small group, scares us straight! If you fall into this category, don't give up.

Find your local Toastmasters International. These groups are wonderful, giving their members encouragement and teaching them and showing them their full potential. You'll be able to give your "stage fright" a swift kick, and carry on with confidence.

Click on this link: http://www.toastmasters.org. The information on this site is well worth a look.

You'll find Networking Clubs that are set up specifically for the purposes of marketing your business and broadening your horizons. Most of the good networking organisations give members support and encouragement in their business endeavours. Many offer mentoring, motivation, inspiration, friendship, information, business referrals and problem solving strategies. Some offer courses, on-line or physical location designed specifically for the purpose.

My suggestion would be to look at many and choose a few. Find out who runs those you've chosen and let them know you're interested. Most will invite you along to a meeting or two. If they do, go! It will cost you only time (unless it's a dinner or breakfast meeting), and it's time well spent. You'll learn to be discerning,
and you may even discover your hidden talents. After you've been along to a few here and few there, you'll know whether they're what you're looking for.

Here are some links you might like to try:

http://www.belfastcity.gov.uk/businessclub / Belfast
Surrey Business Club: http://www.surreybiz.net/ UK
Enterprise Clubs of Australia: http://www.enterpriseclubs.com.au/
Leads Clubs: http://www.leadsclub.com/ USA, UK, Australia, Peru
Superstar Networking: http://www.superstarnetworking.com Canada
Women's Network Australia: http://www.womensnetwork.com.au/
NZ Women:http://www.nzwomen.com/site/content/business_redletter.html New Zealand

You'll find that being a Member of networking group, on line or on land, will also give you ideas to build not just your business contacts, but build your confidence as well. You'll soon learn that almost every day, there's an opportunity to network, and an opportunity to make your First Impression.

Another way you can network is to go along to industry specific forums, seminars and workshops. By "industry specific" I mean those functions related to the service or product you intend to sell. You'll not only learn more about your chosen field of business, you'll also have the chance to meet others in similar or allied businesses.

Remember earlier we talked about the rainbow with the pot of gold at the end of it. Well, there's a second rainbow:

==> The Art of Give and Take

This art should be taken with you to any clubs you've chosen to join. Reciprocity is one of your keys to successful membership of any club, no matter what it is. If you join a club, don't go along expecting be given all the other keys. Like any relationship, it has to be a two-way street. If you don't participate, you won't be welcome there for very long.

So, what have you got to offer? What can you "give back"? That can't be too hard. You're a good person. You have a great idea. You're enthusiastic. You're doing your research, building a solid base and growing your network. Ask yourself, "How did I do all that?" There's your answer! Share your learning experiences with your fellow members. You might just spark an idea in someone else and give him or her the start they need. Now, wouldn't that make you feel good?

Don't forget, you can network every day, no matter where you are. That's it. Not all of it, but you do have a starting-point. You'll be just fine. Choose your clubs or groups. Be discerning. Make sure they offer what you need. Share your experiences and actively participate.

It's all a matter of balance. Don't forget to take the rainbows with you. Remember, there's a pot of gold at the end of each of them.

Next time, we'll explore Marketing and Advertising, two similar, yet very different business tools.

Look forward to seeing you back here in two weeks' time.

In the meantime, take care of yourself and those you love.

Lynne

Lynne Bullen is a successful businesswoman whose talents include Public Relations; Editorial and Commercial Copywriting; Design and Facilitation of Seminars, Forums and Workshops, and helping small business to grow and prosper.Lynne Bullen Strategies was registered and commenced business in 1991 to offer VA services to the small business owner. She is also the Founder of Associated Secretarial ...the perfect solution. Lynne is happy to share her knowledge to help others achieve their goals. lynne@associatedsecretial.com.au

3. Resources

An Australian site especially for small business. No matter where in the world you are, there are articles and items which are sure to spark some ideas: http://smallbusiness.ninemsn.com.au/smallbusiness/experts/

If yours is a business one that requires you to translate documents from one language to another, there's some useful information about Translation Software on this link:
http://www.stresstips.com/mall/language_translation_software.htm

Designing your Corporate Image or creating Brand Awareness is very important to any business. Check out the info at http://www.synergie.com.au/brochure.htm

4. Article: 6 Simple, Low Cost Marketing Ideas for Your New Home-Based Business

Most people start their new home-based business on a budget. But that doesn't mean you can't get the word out about your business! You must, in fact, if you want your business to make it to it's first anniversary (much less it's 5th or 50th.)

Luckily, savvy new business owners know that the most effective forms of advertising are frequently free or low cost. Here are six great ideas for launching your new business.

1. Word of Mouth.

Many people think this comes only after you've started satisfying your customers, and they tell their friends and family about your business. That could be the case, but you'll want to start that "buzz" for your biz before you have your first client.

You do this by contacting your friends, family, co-workers and everyone else you know and simply know that you are in such-in-such business now. You're excited about it, and if they have any referrals they can send your way, you will treat them extraordinarily well, and you will be forever grateful to your friend for the referral. Your sheer enthusiasm for what you are doing really has to shine here, for maximum effectiveness.

2. Business Cards.

While business cards aren't any big secret, many new business owners spend way too much money on them. If you're working with a budget (aren't we all?) then you should know that you can get full color business cards online, for free. Well, you only pay shipping and handling charges. You're still only paying about five bucks in all. Get them at: http://yourhomebiz.com/freebizcards.html

When I started my web design business in 1996, I paid a local chain about $80 for 500 "fancy" 2 color (black and blue) cards. Technology really is a wonderful thing.

3. Flyers.

Flyers are a great way to get the word out about your business. Most of the time, computers come with word processing software that will even help you accomplish this task.

If your local laws allow it, you can pass them out door to door (and get some great excerise in the process), put them on cars in crowded parking lots, give them to satisfied customers, etc.

One thing you CANNOT do is put them in mailboxes. It's against the law (in the U.S.A.).

4. Press Releases.

While I am no expert in press releases, there is one thing I do know: THEY WORK.

In fact, my web site once made it into a small article in the Seattle paper one Sunday. It mentioned my site, as well as about 10 others. But you know what? My hits more than tripled for weeks afterwards.

Do press releases work? You bet! There are lots of experts online that you can learn from.

5. Get on the Radio.

If you can be interviewed on the radio as a "local expert" in your business, your phone will start ringing and your web site will get traffic. It's amazing! And there are hundreds, if not thousands of radio shows who would love to interview you for one reason or another and learn about your expertise. (And yes, even as a new business owner, you ARE an expert!)

6. Classified Ads.

Classified ads have been around forever (or so it seems) and there is a good reason: they work. Period. I have noticed that ads in big city newspapers have gone up significantly in price. It may be justified, but most of us new home-based business owners simply cannot afford that on an ongoing basis.

Other options include your local "penny, thrifty, etc." -type papers, where you can run an ad for under $10 a week. You can also pay a bit more and advertise in a newspaper advertising network. This is where groups of newspapers come together and offer advertising much below their normal rates for bulk ads. So instead of being seen in one newspaper, you're ad is in 10 or 100, and you pay rock bottom prices.

You can even find free advertising online (at sites like http://yourhomebiz.com/classifieds.html). But be careful, free doesn't always equal effective -- especially when it comes to online advertings (like FFA sites.)

So, if you've just started your home-based business of you're marketing budget is a little dry, try some of these free, yet effective marketing ideas and watch your business soar.

Subscribe to Julie Frost's free email newsletter, YourHomeBizWeekly at: http://www.YourHomeBiz.com
For more in-depth information, read the best-selling ebook "How to Find, Start, Grow, and Succeed in Your Own Home- Based Business" at her web site: http://www.yourhomebiz.com/ebook.html

5. Dawn's Tech Talk: Is Your Electronic Data Secure?

The almost total reliance of most businesses today on Computer Technology means that significant consideration needs to be given to securing a reliable back-up system. It is important that in the event of loss of information, you can restore data quickly, reliably and accurately.

The issues that need to be considered when implementing a back -up system include:

==> Data to be backed up

In general, the larger and more diverse the business, the more data that will need to be backed up. This will determine the type of back-up strategy to be used and the hardware necessary for effective back-ups.

==> Operating system in use

Different operating systems require different software and possibly different hardware to enable back-ups to take place. This becomes more complicated if there is more than one type of system in place (i.e. Macintosh and IBM).

==> What should be backed up

In principle, you should back up information that you MAY wish to refer to again. This can include:

accounts
correspondence
internal correspondence
emails
internal documents - ie advertising, graphics etc
work related information - ie databases, spreadsheets, client records etc.

Depending on the system implemented, you may wish to back up just the server, or server and individual workstations.

==> Back-up Strategy

Issues that need to be addressed include:

what data will be backed up?
how often back-up will be carried out?
how will back-ups be archived?
where will back-ups be stored (on-site or off-site)?
how often will back-up media be recycled?
who will be responsible for back-ups?
will all files be backed up or only those that have changed?

==> Back-up Method

There are several methods to choose from, depending on cost, amount of information to be backed up, and time constraints. Back ups can be either automated or done manually. Generally speaking, the more information to be backed up, the more automated the process should be.

The most common methods of backing up include:

Floppy disks - generally only used nowadays for small amounts of data, such as accounts, correspondence etc. This method can be time consuming, but cheap.
CD Burner - for larger amounts of data - this is usually a manual process taking anywhere from a couple of minutes to up to an hour depending on equipment and amount of data to be backed up. Whilst this process can be automated, some of the burning software is not reliable and back-ups could fail.
Back-up Tape Drives - used for backing up high volumes of data and across networks using sophisticated back-up software.

==> Testing

Any back-up system should be set to report any inaccuracies in its back-up so that remedial action can be taken when necessary. In addition to this, the veracity of the system should be tested on a regular basis by doing a restore of selected files.

As a final fall-back, there is the option of insuring data to cover costs of re-entering information into your computer system.

For taxation purposes, you need to keep records for up to 7 years.

Dawn Darwent is a Director of IPD System Services Pty Ltd, a South Australian company that specializes in providing computing support and secretarial services to small/medium businesses and individuals. She has worked with both Windows and Macintosh technology for many years. Dawn is especially interested in sharing her knowledge and using her experience to enable clients to become masters of their computing technology - rather than slaves to it! dawnd@ipdsys.com

6. Sponsors

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7. Feedback

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