Scale Your Small Business

Today's question is, when is the right time to choose accounting software? And when should you hire an accountant? And the answer is now. If you have not chosen accounting software or don't have an accountant just yet, the time has come. In this week's episode, Jill is digging into all things money management.

There are many things that can make your life easier as a small business owner. One of those all-important things is accounting software. Jill uses Quickbooks Online, which she has found smooths out the accounting process and makes the purchase-to-file pipeline easy. This program allows you to swipe through your transitions and file them into the appropriate category. Not only that, but Quickbooks will remember those transactions, so the next time they appear, they'll be suggested for that same category. From there, you can do this work while the kids are at soccer practice, while you have a quick break, or while your car is in the shop.

Many business owners wait until the last moment to sort these transactions and will even file for an extension to file in October. Jill recommends breaking this habit by being honest with yourself and considering hiring an accountant. This vital addition to your team can save you time and effort, and generally will give you peace of mind that your transactions are sorted and your ducks are in a row when the time comes. Delaying this crucial step can, and will cost you money. When you wait, you forget. And when you forget, things slip through the cracks. This team member will help you sort and organize what you need when you need it. A

In addition to an accountant, a bookkeeper is an incredibly helpful person to bring on your team. This person is going to be SO helpful with keeping you in the loop with your finances. They can lift a huge, huge weight off your shoulders and can help you manage some of the things you dislike doing the most, things that take you the most time, and things that cause you frustration.

All in all, these three tools will be sure to smooth out your accounting process!

Key Takeaways:

• Utilize online accounting software like Quickbooks to smooth out the accounting process and make the purchase-to-file pipeline easy. This program allows you to swipe through your transitions and file them into the appropriate category and remembers your transactions to make your accounting even more simple.

• Consider hiring an accountant. This vital addition to your team can save you time and effort, and generally will give you peace of mind that your transactions are sorted and your ducks are in a row when the time comes. When you put this off, you wait. And when you wait, you forget. And when you forget, things slip through the cracks--money lost.

• A Bookkeeper is an incredibly helpful addition to your team. This person is going to be SO helpful with keeping you in the loop with your finances. They can lift a huge, huge weight off your shoulders and can help you manage some of the things you dislike doing the most, things that take you the most time, and things that cause you frustration.

hijillian.com

Saving is an essential practice for businesses of every size. But it can be hard! The benefits of saving are monumental, and the downsides of doing it improperly can be crippling. Debt, business expenses, and other costs can add up. So, how do we get ahead? Today, Jill is breaking down her tips for saving.

There are certain priorities when it comes to saving and paying off essential expenses. Firstly, if you have debt, then it's crucial to pay that off first. However, there are ways to shave off percentages of your profit and tax accounts to lessen the overall blow and account for those costs slowly over time. It doesn't have to be a debt either--it could be any large, lump sum that you have to save for or even something like a trip for you and your employees.

In the end, it's about developing good habits early on, so you can create a cushion for yourself by saving at the same time.

By creating multiple accounts, you can better adjust percentages of other accounts to make a saving account work.

Remember to start small--1%, 2%, 3%. You don't want to go all-in at 25%, because you'll get hurt. These habits of taking a small percentage of certain accounts to save for another are building blocks. You can focus on these habits long-term and reap the benefits. When you couple this with lowering your cost of living, you can really establish healthy accounts.

Jill recommends having a separate account for just about everything that has a cost. That way, you're able to physically look in an account and see where you are at, which is much more effective than a spreadsheet. Also, you're able to move and make adjustments as necessary in real-time.

Jill's process is this: take the total of whatever it is that you're saving up, and I divide it by how many months you have left. Then, take the new dollar amount that you're being charged, because it might've changed, and build in a little bit of an extra. From there, take that bumped-up number, divide it by however many months are left, and use that new percentage to go off of. And then that is what I'm transferring out every single month. By the time you need to pay, you're already used to having that amount taken out of your budget.

As an extra tip: make the accounts you normally borrow from, the ones you're saving with, as inaccessible as possible. This is a little mental trick to help you get into a rhythm.

Key Takeaways:

1. If you have debt, then it's crucial to pay that off first. However, there are ways to shave off percentages of your profit and tax accounts to lessen the overall blow and account for those costs slowly over time.
2. It's about developing good habits early on, so you can create a cushion for yourself by saving at the same time. Start small--1%, 2%, 3%--These habits of taking a small percentage of certain accounts to save for another are building blocks. Long-term, you'll reap the benefits.
3. Have a separate account for just about everything that has a cost. That way, you're able to physically look in an account and see where you are at, which is much more effective than a spreadsheet. Also, you're able to move and make adjustments as necessary in real-time.

Welcome back to the Scale your Small Business Podcast with your host, Jillian Flodstrom! Today's topic is hiring. How do you know when it's time to bring someone on? How do you navigate the budget around that? What roles would you hire for? All of these questions can be overwhelming, but in today's episode, Jill is breaking down the basics.

Jill's first tip when it comes to hiring new team members is to start with an extensive list. On this list, you're going to want to include everything that a hire would be doing. Consider what their job is going to look like, but also consider the core reason behind your need to hire them. Is it because you're disorganized? Will this person save you time on projects that usually take longer for you to complete? If someone can complete a task for you in half the time, is it worth it to include them in the work you're doing? Your list should have the answer to all of these things. Your future self will thank you when you are able to train your new hire more efficiently. By knowing the in's and out's of what you want their position to look like, you can more effectively communicate their responsibilities.

While you're making this list, keep in mind what your budget looks like. Jill suggests setting aside what you would normally pay this person before you hire them to ensure you can afford the next step. Think about the sustainability of it, and if you can explore subcontracting options or only need them for a brief period of time.

Moving forward in the process, it can be a daunting task to actually FIND someone who fits your needs. Jill's primary resource is through warm referrals. If someone knows your personality, knows the type of work that you do, and they know someone that thinks could be a good fit for them, it's probably going to work for you too. Other options include your own network or bringing on a part-time contractor to full time and include what benefits you can. You can also check out job boards, Fiverr, or Upwork to find someone who knows the ropes and gets your vibe.

Jill has found great success with Virtual Staff Finder. That is an organization that helps you find people overseas to do amazing work. It's amazing when you can find someone that is in a completely different country, in a completely different time zone, but they totally get you and they want to see you succeed as much as you want to succeed.

Before you think about hiring someone, make sure you have your interview process is clearly defined. Have your questions lined up beforehand so you can weed through applicants that don't fit your needs. This allows you to see if the potential new hire is aligned and flexible to what your needs are. Often, things can be automated, which may not be ideal for the industry you're in. At the very least, it allows you to convey your needs clearly so you can sift through applicants. Additionally, it makes sure that you can clearly offer the position, as to not squelch any enthusiasm or lose an awesome employee.

Key Takeaways:

• Start with an extensive list. On this list, you're going to want to include everything that a hire would be doing. Consider what their job is going to look like, but also consider the core reason behind your need to hire them. Your future self will thank you when you are able to train your new hire more efficiently. By knowing the in's and out's of what you want their position to look like, you can more effectively communicate their responsibilities.

• Be intentional with where you look. It can be a daunting task to actually FIND someone who fits your needs. If someone knows your personality, knows the type of work that you do, and they know someone that thinks could be a good fit for them, it's probably going to work for you too. Other options include your own network or bringing on a part-time contractor to full time and include what benefits you can.

• Have your interview process is clearly defined. Have your questions lined up beforehand so you can weed through applicants that don't fit your needs. This allows you to see if the potential new hire is aligned and flexible to what your needs are.

Today's question is a big one: where do I start when it comes to social media? This is a major player in today's game, especially as a small business owner. If you're looking to get more visible, attract clients, and build a community around your brand, social platforms are the place to be. But, how can we overcome the pitfalls that come with it? In what ways can we maximize our impact and outreach with this incredible tool? Jill's breaking that down and more in this week's episode.

Social media is everywhere and factors into almost every aspect of our lives if we let it. It's a powerful tool that we can utilize to scale and build a community around our brands. With that being said, it can be absolutely overwhelming. In some cases, you can be active on as many as 8 different platforms. That's a lot to manage, and even more content to worry about.

Here's Jill's first tip: don't "create" content as much as you document. Now, this doesn't mean record the PB & J you just made and put it on your Instagram story, but it does mean you can point out highlights throughout your day that would be a nice peek into your life. What made today different than yesterday? Share with people value and share it unique to you. Often, we can fall into the worry of "why would anyone watch this?" The truth is, if there is someone else out there doing what you're doing, they still aren't living your life. The value you bring is unique to you--don't forget that.

Don't get Jill wrong--there is a time and place for planned, curated content. These are where you invest effort into lighting, videography, editing, makeup, you name it. Those areas are important to, but don't fall into the trap of comparing yourself to others. Here's the thing--everyone evolves. Their content evolves, their tactics evolve, and technology evolves, too. We are always, constantly changing. You are not going to be in the same place Gary Vee is in your first week of producing social media content--and you shouldn't be! Everyone starts somewhere--be gnarly and just do it.

Once you've created a system of content generation and documentation that you're comfortable with, you're going to want to make a plan. You may not have the best equipment yet, but what you do have is value and consistency on your side. Just like the news, people want to be able to expect when they can hear from you and take in what you have to say. Over time, this can build your audience and you start to build a robust posting schedule.

A few things about your posting plan. First, remember that you don't have to take on every social media channel at once. Start small! You can bring just as much value with a focused lens and with a broader one. Secondly, expect to make tweaks as you go along. Almost nothing ever works out the exact way we lay it out, and we learn things as we go. You'll get feedback from your audience in regards to what they find especially helpful, what they engage with the most, and what doesn't land the way you thought it might. Of course, there will be trolls, but they can be tuned out. Finally, be flexible and plan ahead. Know that your team is working with you and it's worth the effort to make sure you can help them as well.

Key Takeaways:

1. Document, don't just create. Sometimes, sharing an interesting update and point out highlights throughout your day that would be a nice peek into your life. What made today different than yesterday? Share with people value and share it unique to you.
2. Make a plan. Once you have a system in place for generating content, lay out what you want the schedule to look like. Start small, be flexible, and make tweaks as you gain feedback.
3. Remember that everything evolves. Content evolves, tactics evolve, and technology evolves, too. We are always, constantly changing. Don't worry about comparing your start to other's ends. You are not going to be in the same place Gary Vee is in your first week of producing social media content--and you shouldn't be!

LINKS

hijillian.com

Trying to get work done through constant distractions and interruptions can be frustrating. Putting out fires left and right, answering the same question multiple times, losing your train of thought, and bouncing between mental spaces is exhausting and inefficient. Today, we're going to talk about how you can effectively manage these interruptions to make sure you have the capacity to check things off your to-do list without sacrifice.

The first step to managing interruptions and distractions is to make sure you're scheduling dedicated time during your day to get work done. That means putting it in your calendar, sharing it with your team, silencing notifications on your computer, and yes, turning your phone onto airplane mode. Remember to turn off your smartwatch, too. This may even help you realize you had distractions that you weren't even aware were pulling you from your work.

The next move is to make sure you've scheduled an "open door" period, where your team knows you're ready and fully available for any questions they may have. With many people working from home, this may look like a slack message or a quick Zoom call. This period of time is for them to have full access to you and your brain. Of course, you can't tell a family member or a child to only come in during this period, but it's important to set expectations for yourself and everyone in your life so you can keep on track as best as possible.

When someone does have a question or needs your help, consider training your team to get right to the point. That way, there is no beating around the bush, and valuable time isn't lost trying to outline the question at hand. It's absolutely important to remember that when someone comes to you with questions, it's more than likely they don't want to be interrupting you either. They know you're busy and are busy themselves, so keep that in mind when the moment comes. It's all about a mutual respect.

If you do get interrupted, it's easy to lose track of the task at hand. It can take 10, 20, or 30 minutes to get back on track and regain your momentum. I great way to combat this is with brief voice memos. Use your phone or a program that sends your memo directly to your email so you can jump right back in.

Additionally, use these moments to further smooth out your process. If you find you're fielding the same questions day-in, day-out, it's worth considering a program like ScreenFlow so you have pre-build videos that can make your communications more efficient. From there, open it up to your staff and allow them to self-manage and answer each other's questions. Their time is valuable as well, so give it back to them!

Key Takeaways

• The first step to managing interruptions and distractions is to make sure you're scheduling dedicated time during your day to get work done. Make sure your staff is aware, and silence any and all notifications.

• Dedicate an "open door" period where your team and others have full, unabated access to you and your brain. Set those expectations early!

• Use voice memos to keep you on track if you get distracted or interrupted. It'll save valuable time usually wasted regaining your train of thought.

• Train your staff to effectively get the answers they need. That means getting right to the core problem they are having, setting up pre-built videos with answers to common questions, and allowing them to collaborate and regain lost time.

LINKS

hijillian.com

Show Notes

There are tons of options for you when it comes to choosing a planner or notebook. It can be overwhelming and confusing, and can often lead to throwing your hands up and going on without that essential tool. Today, we're going to take a look at the different types of bindings and uses for a variety of planners so you can find one (or a few) that work for you.

Our first stop is at the classic spiral binding. This is the same kind of notebook you may have used in school. These are usually smaller and come with lined paper. It's clean, useful, and can be super handy when you need something to jot down notes on.

Next is the wire O-binding. This is an affordable option that's widely used by corporations and companies across the nation. It's really popular in the planning community, but be wary of the rings themselves--they don't connect completely, which can lead to some troubles turning pages.

Then is the ring planner. These have 6 rings that hold any number of things--papers, dividers, folders, you name it. There are seemingly endless amounts of things you can do with these binders, and you can customize each one with a few clicks of the rings.

Finally, we have a disc-bound planner. The benefit to this type of planner is the flexibility of bending the planner over itself like a spiral-bound, but you have the option to hole punch and add in pages as you see fit, just like a ring binder.

There are a few things to consider when selecting a type of planner. First, you have to recognize which planners have limitations, what they are, and how they will impact your use of the planner itself. For example, if you feel like you're going to want the ability to add in pages or folders, a spiral-bound notebook wouldn't be the best choice. Some planners have differently spaced ringer or discs, so it's worth considering what sort of hole punching you'll need to do as well.

Beyond that, ask yourself "how do I want to break down my planner?" If you're looking to divide your planner into notes, lists, to-do's, or anything else, a disc or ring planner would be the road to take. If you like to look back through your planner to refresh your memory of things, a spiral-bound or wire O-binding might be your best bet, as they have pre-determined endpoints.

Remember, you don't have to lock yourself into one type of planner for every aspect of your life. There will be moments where you find yourself leaning towards one variety or the other--don't be afraid to branch out! One word of caution--make sure you know what works for you before you jump into the planner rabbit hole. There are tons of matching planners of every kind that can be fun to get into!

Key Takeaways:

1. There are a huge variety of sizes, bindings, and organizational styles of planners. It's worth doing your research and finding what works best for you.
2. Consider what you're going to use your planner for. Will you want to add more pages? Will you want to look back through the notebook? These are questions that impact your choice.
3. You're allowed to have one, two, three, or as many planners as you want--and the great thing is, they can be whatever type that works for you in that moment.

LINKS

Hijillian.com

Show Notes

A clear and clean working space is an essential part of the work that you do. Having a place that is free of clutter allows you to think clearly, stay focused, and get things done. But this begs the question: how do you get started? If you know anything about Jill, you know that she is an organizational fanatic. Today, she's breaking down how to optimize your workspace.

First things first: it can be overwhelming to tackle your entire house at once. Start small! Especially if this is your first time organizing--take a look at a drawer, a surface--something that's just driving you nuts. If you have a pen, pencil, highlighter drawer, dive in. This is a space you probably use multiple times throughout your day and holds things you need all the time!

From there, find a cleared-out space where you can dump everything out. Here is where you make the edits--take a look at what's in front of you and decide what you need and what you don't. Those little things that you thought you'd get use out of but didn't, gone. Pass them to a friend, donate them, or give them to clients. Whatever it is, get it out of your space.

Once you've purged everything out, it's time to take a look at what organizers you need for your uses. The first step here is to take measurements of the space you're working with so you can find containers and things that fit properly and make sense. If there's room in your budget, buy some extra organizers in case some don't work out the way you thought they would. Leave the tags on in case you have to return anything! Once you find something you like, you can use it anywhere else in the house that works for you.

LINKS

Hijillian.com

We've all been there--it's a Monday, you're still easing into the week ahead, and suddenly you get to your desk and there are 500 things you had forgotten about, things that came up at the last moment, and even more things that just need your attention now. It can be overwhelming and can start you out on the wrong foot for the rest of the week. Today, we're going to talk about how we can get ahead of that feeling and set ourselves up for a smooth, productive start to your workday.

The name of the game is weekly reviews. This is something that people like David Allen and Michael Hyatt use to get out in front of their upcoming week. For Jill, it starts with a cleanup. Right now, many of us are working from home, and things can get a little messy. Gathering up everything on your desk and putting them in a pile is a good place to start. Now, everything that was on your desk is still accessible, but it isn't cluttering the place in which you need to work to achieve your tasks.

This is also a great time to go through voicemails, emails, and paper mail. Sometimes we respond to things or take care of tasks during the week, but those communications stay at the top of your inbox or at the forefront of your mail pile. Sifting through these things lets you start fresh next week. Starting with a clean slate is refreshing!

From there, a brain dump is definitely in order. We've heard Jill talk about this before, but it's important to remember the importance of getting your ideas down on paper to avoid the moment your head hits the pillow and a million ideas come flooding into your head. Over a period of time, you'll find that you're sleeping better, waking up ready to take on the day, and generally feeling like you have a head start.

As you gear up for the week coming up, writing out your to-do list prevents you from overloading one day or another. As you're doing this, take a look at the previous week's to-do list and move anything that needs to be rescheduled. That also means organizing and sorting emails (check out the episode where Jill talks about that!).

While you're doing this, remember to set up a timer, silence your phone, and see what you can get done with uninterrupted focus. It might take longer at first, but once you establish a system, you're going to thank yourself at the start of next week.

Key Takeaways:

1. Getting ahead of your upcoming week can set you up for a successful, productive workday, every day.
2. Gather up everything on your desk at the end of the week so you can start fresh on Monday!
3. Dump every idea you have onto a centralized place so nothing slips through the cracks and pops into your head as it hits the pillow!
4. Review last week's to-do list and draft next week's so you don't overload one day or another.

LINKS

Hijillian.com

For many of us, there is an untamed beast that lives in our computers--it's our inbox. Organizing your email can be a daunting task, especially if you're sitting on 54,000 read, unread, drafted, spam, and otherwise out of control bits of correspondence. If you're looking to calm that chaos, here are a few helpful tips that can get that little red number down to zero.

Today, we're going to be using Gmail. Of course, there are other email platforms, but this one is widely available and easy to use.

Here's the key: priority folders. Yes, there are built-in snooze, draft, and starred functions, but they can quickly become overrun and overwhelming. Even if you've already set up folders based on a topic or subject, they can fill up fast.

Jill dives into the first folder: 1A. This is the folder that needs your attention and it needs it now! Emails that are put into this folder are usually same-day, customized responses, or emails that you'll need to address at the highest capacity. These can take any form depending on what it is you're prioritizing. By having and holding a space for these emails, you're able to make sure they get the TLC they need and get it on time.

The second folder she breaks down is 1B. This folder is still urgent, but slightly less so. These emails can and should be replied two within the week or in the next day or two. This space is something you can dip into as the week goes on so you can keep the number of urgent emails stays manageable.

Next, Jill talks about 1C. In this folder, you're putting emails that you know you're going to want to read or have a special interest in. These communications don't necessarily need a response or if they do, it's not time-sensitive. Sometimes, you're in the middle of something and don't have the time to read an entire email, even if you wanted to. Just throw those emails here and get to them when you have time.

Folder 1D is an especially useful place. Here, you're putting emails that you can reply with a pre-written, canned response. In Gmail, you can create templates of emails that you can drop in the body of the text. For example, if someone is requesting a meeting, you can put your pre-loaded reply with any appropriate links and you're good to go. Now you don't have to spend time re-writing the same thing over and over again.

Onto folder 2, which is the archive folder. This one is simple: it's good to keep records of everything that's going on. It empowers you when you need to go back to strategize and evaluate where you are.

Folder 3 is another easy one. Delete! Remember, though--it's good to go back through your trash and spam once in a while to make sure something didn't end up there that doesn't belong.

In folder 4, you're deleting AND unsubscribing. These are the ones that don't really have a place in your busy inbox.

Folder 5 is a game-changer, because sometimes you get emails that have an important or otherwise interesting link, quote, idea, or copy that you're really interested in. Where else could these live? Taking up valuable space in your inbox or your bookmarks doesn't make sense. This folder is for you to come back to and check out.

Now that you have your folders set up, talk yourself through your inbox as you organize your emails every day. A big, really helpful step you can take is to record yourself organizing and talking through why and what emails you're putting where. Eventually, if you decide to outsource this task to another person, now you have a training video ready to go for them to follow along with.

Hopefully, you can take these quick, simple organizational tips and get a hold of an unruly email inbox!

Key Takeaways:

1. Organizing your email inbox into priority folders is a great way to keep track of what needs your attention first.
2. Having a record of your past emails can pay off down the road.
3. Compiling email templates can save time by using a canned response to certain types of communications.
4. Recording your organization allows you to educate and delegate to a team member.

LINKS

hijillian.com

There are plenty of ways to keep your day on track. Planning takes effort and can end up being a big part of your week. Making sure everything is laid out is the first step in having a productive day. Today, we're going to talk about a few different strategies you can use to point yourself in a direction, hit your goals, and calm the chaos.

First, let's talk about using paper planning systems. Spiral-bound, ring-bound, and O-ring wiring are all great options for a planner, the point is that you use the one that works best for your needs. Regardless of what type of paper planner or schedulers you use, the point is that you have a place to write down everything that comes up the moment it arises. Like so many people, it's easy to lose thoughts or miss appointments because you noted it down on a piece of scrap paper that's blowing somewhere in the wind. Having a place where your brain "lives" prevents things from slipping through the cracks.

On the flip side, there are some seriously useful digital planning tools that can help you organize your day. Lots of folks know and are familiar with Google Calendar, but using the program to it's highest potential takes some intentional work. For example, Google Calendar is great because you can link any of your other digital calendars to it, block out chunks of your day to accomplish big projects without being interrupted, and coordinate with clients and teammates on availability. Jill and her team use an app called Calendly to schedule, reschedule, or cancel appointments or meetings at their own convenience. That way, you can avoid those annoying 3-4 threads of emails trying to find a time that works for both of you. Additionally, with Google Calendar, you can set aside time to finish those short tasks that can get lost while you're focusing on a bigger project. It can be personal appointments, professional housekeeping, or even paying bills. Either way, you'll get a notification that will remind you to get it done. Plus, it's color-coordinated!

Finally, and in many ways, most importantly, use these tools and check-in with your partner or spouse. Right now, things are crazy with COVID-19 still part of our everyday lives. In many homes, there are multiple people working in a small, sometimes cramped space. Communicating who is going to be where, doing what, and when, helps ease everyone's mind. Even when it's personal tasks, having it on a calendar where you can see, plan, and remember what's on your plate in the coming months can be a massive boost to your life.

Key Takeaways

Having a paper planning system gives you a place to jot down anything that comes your way as it arises. There are dozens of options to choose from, but the point is that they work because they are handy, practical, and house all your ideas, appointments, and off-the-cuff tasks.

Digital planning systems are great, and diving into them can make them even more useful. Don't be afraid to get creative with your Google Calendar. It's great to block out time to be uninterrupted, align with your team, and have a reliable app that notifies you of important tasks that may have otherwise slipped through the cracks.

Communicating your schedule with your partner or spouse is essential, especially in today's climate. With multiple people working from home, it can be hard to find time to accomplish certain things. There are always a million things popping up, so keeping things on the right path with your significant other prevents future troubles.