NFIB

Use Outside Business Services to Extend Your Office
04/ 03/ 2002


As hard as you work, you just can't do everything. This is usually the time of year when this becomes apparent, if you weren't already aware of it. Here at the Workshop, it took us quite some time of knocking our heads against the wall before the light bulb went on. If you're ready to get some professional help for those non-core tasks and get your sanity back, try these suggestions from Workshop contributor Jeff Moses.

Whether you own a small company or work for yourself, it's a good idea to know about the multitude of business services available. These should be seen as ways to extend the services you provide, while allowing you added time to focus on what really makes you money. These services can also help enhance your professional image (making your business seem larger than it is).

-- Secretarial services are available to help with the odds-and-ends of your business: typing and data input, organizing files, addressing and stuffing envelopes for mailings, putting together overnight packages, providing special photocopying needs, etc. Many of these services have retail storefronts that also sell office supplies.

-- Answering services. Today's voice mail systems (answering machines) can handle most company's needs, but contracting with an answering service can give you a professional image that is hard to beat. When selecting a service, make sure that operators are available during the hours your calls come in. Ensure that the operators are professional and are able to give out information about your company in a way that you're proud of. Take the time to properly instruct the operators so they can perform to your expectations.

-- Financial services. As your business grows, you may find benefit in using a bookkeeping service to maintain your records. This can save you a lot of time and aggravation. Such services usually allow you the choice of bringing records to their location or having their employees come to your office. These services can help you with invoicing clients, paying bills, paying employee salaries, product inventories, or helping with tax preparation. If you're not to the point of hiring a full-time bookkeeper, such a service could prove invaluable.

-- Accountants. For your larger financial needs, use an accredited accountant. These needs may include preparation of business plans, drawing up of loans, establishing employee-compensation plans, final preparation of taxes and general business advice, among many others.

-- Print shops. A good all-around print shop can help you quickly and inexpensively prepare advertising materials, including business cards, brochures, flyers, letterhead and even complex graphics pieces. Some shops even handle the mailing of flyers, as well as the purchasing of mailing lists.

-- Web site designers and Web site writers. A well-designed and well-written Web site can do wonders for your image and prove an inexpensive way to attract new business. There is growing competition among Web site designers, so prices are coming down dramatically. Before contracting with a designer, make sure that you see what he or she has produced for other companies. Shop around for price and quality.

-- Temporary personnel services. These services can help you in crunch time, for specific extended periods or for recurring seasonal needs. They provide almost every type of personnel a business could need, including receptionists, clerks, secretaries, general office help, financial management, construction workers and janitorial staff, among many others. When new temp workers come into your office, take the time needed to train them -- and let them know exactly what you expect from them. Remember, they may become a permanent part of your staff, so welcome them as you would any new employees.

-- College intern programs. Contact local colleges, universities, community colleges and even high schools to see if they have special intern programs that give students credit for working in established companies. Such students can often come into your place of business at no cost to you. Many of these students are quite bright, though they may be inexperienced in business. They may even become future employees. These programs usually offer flexible schedules for students to work around their classes, or to work full-time during vacations and summers.

-- A weekly, semi-weekly or bi-weekly visit by a professional housekeeper can take an enormous load off your shoulders. Evaluate hiring such services from a cost standpoint: how much money will you lose if you take an afternoon off work to clean and straighten the house? Sure, you can wait until the weekend to do it, but that will take up part of your resting schedule, and keep you from family activities.

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