Your New Hire Checklist
Hiring a new employee is a big accomplishment in any small business, and there are a lot of steps involved, too. Here’s a handy checklist to help you stay organized when you bring that new hire on board.
First things first, the legal and accounting items:
- Signed employment agreement, typically an offer letter. There may also be a supplemental agreement outlining employee policies.
- Payroll documents include:
- IRS form W-4
- Form I-9
- Copy of employee’s government-issued ID
- Most states require a new hire report to be filed; sometimes your payroll system vendor will automatically file this for you.
- Notify your workers comp insurance carrier.
Next, it’s time for employee benefits enrollment:
- Health insurance
- Any other benefits you provide
- Provide the employee with the holiday schedule
- Explain their PTO and vacation if not already explained in the offer letter
Set your new employee up for success with the right equipment:
- Desk, chair, lamp, other furniture
- Coffee mug, refrigerator shelf
- Truck, keys
- Computer, monitor, mouse, keyboard, power strip, floor mat
- Office keys, card entry, gate remote, parking assignment
- Filing cabinet, keys
- Office supplies
- Cooler, other supplies
Your new employee may need access to your computer software systems:
- Employee email address
- Any new user IDs and password for all the systems they will need to access
- Document access
How will your new employee learn the ropes?
- Set up training
- Assign a buddy
Hopefully, this list will give you a start toward making your employee onboarding process a little smoother.
Your Perfect Work Day
How well do you love the way you spend your typical workday? What would a typical workday look like if you had absolutely no constraints? Here’s a fun exercise to get you thinking about your future and how you can make small changes in your current day to move it toward your ideal day.
Get comfortable and begin jotting out what your ideal day looks like. Start with what you do before you get to work. How do you start your day? With a workout or breakfast or something else? What does breakfast consist of? Where are you eating? What do your surroundings look like?
How do you get to work? What is your commute like? List the sights, sounds, smells. Once you get to work, what do you do first? Will you spend time on the phone? With whom? At the computer? Do you go somewhere?
Do you get a nice break for lunch? Write it all down in detail, and continue until your post-workday routine. Who are you with? Where are you? What do you do?
Here’s a partial sample:
“Lunch with my two friends at our favorite Mexican restaurant on the beach. We laugh a lot, share stories, and part with hugs and handshakes. After lunch, I work on my favorite work project, which challenges me to think about how to help my employees gain new skills. While I work, I listen to my favorite music CD. In a few hours, I am ready for a stretch break and walk outside to water the plants. After break, I return calls, talking with my clients and catching up on how to best serve them. …”
OK, now it’s your turn. Here are some questions to consider while you do this exercise:
- What’s important to you to spend time on?
- What’s enjoyable that you would really like to have as part of your daily routine?
- What activities will give you a nice balance of accomplishment, relaxation, and socialization, even during work?
- What do you need to include in your ideal day to get your needs met?
Change One Thing
Getting to your ideal day can take time. Don’t try to change your whole routine all at once. What one or two things can you pull out of your ideal work day description that you could bring into your current work day to brighten it with happiness? In the description above, this person might block out time to find employee training, go out for lunch instead of eating at her desk, make a new playlist, delegate tasks that are not part of her ideal day, or take more time when returning client calls.
Make gradual changes in your current day to improve it. With each change, you’ll be moving toward the realization of your ideal day. And if your ideal day doesn’t include bookkeeping but your current day still does, we’re here for you.
Do You Spend Too Much Time on Email?
If you feel like you spend too much time on email, you’re not alone. Almost everyone feels the same way. That’s why it’s so important to learn how to be as productive as possible when it comes to handling email. Here are five tips to help you do just that.
1- Automate your emails.
If you’re sending a lot of the same emails to clients, you may be able to add them to email list management software like Constant Contact or MailChimp. Then you can automate a series of emails using the autoresponder function.
Another way to automate your emails is to set up inbox rules so that certain emails are automatically filed into the folders you’ve set up. For example, if you get a monthly email for a recurring bill payment, you could send it straight to your bills folder if you don’t want to read it. This will save time in the morning when you sort through the pile of email that’s sent overnight.
2- Set a timer.
Make a habit of checking your email only once or twice in the day. Plan those times on your calendar and set a timer to stop if you need to. This employs time batching, one of the most productive ideas in time management. It’s unproductive to stop and read each email exactly as it comes into your box, so setting times restructures the way you work with email for the better.
3- Create draft email answers of your ten most frequently asked questions.
Do you get a lot of the same questions over and over again in your email? Don’t start from scratch each time you craft an answer. Start with a draft of a previous answer, make it generic, and save it in your drafts folder. When you get that question again, copy and paste the draft and customize it as necessary.
Repeat this for your top ten (or twenty) most-asked questions or emails that you send. You’ll shave minutes off each email reply from now on.
4- Learn the email software you’re using.
Sure, everyone pretty much knows how to send, reply to, and forward emails. Most even know how to add attachments. But what else do you know and use on a regular basis?
If you are tech-savvy, then simply spend some time reviewing your email settings and functions. There may be some you discover that will make your day.
If you don’t feel very comfortable with all things technical, then sign up for a formal course, preferably in person, where you have a real human teacher that can answer all your questions. It will be a day well spent.
5- Set up folders.
Folders, labels, or categories in your email software are all good ways to segment email so that it can be processed in a particular order. Your folders might be by priority, client, service type, or something else. In any case, it’s easier on your brain to answer all questions from one client or topic at a time than it is to ping-pong back and forth.
Use folders when you are complete with an email but want to save it for future reference. That way, your inbox will stay cleaner and emptier.
6- Use the search function.
Using the search function liberally in your email software when you need to find an old email will help you save tons of time.
7- Get a new email address if your current email address is too spammy.
You may be losing the spam battle with email addresses that have been used for more than a few years or that have been hacked. If so, the best solution might just be to switch to a new email.
Choose a good email address in the first place by staying away from email addresses that hackers can guess, like email@example.com, firstname.lastname@example.org, or email@example.com. Instead use firstname.lastname@example.org or a version of your first and last names.
Try these email productivity tips to help you spend less time on email while still getting the job done.
If you spend a lot of time online using a web browser to view web sites or to work in online applications, then you may benefit from knowing these wonderful features about your browser software.
All browsers support bookmarks, and hopefully you are already using this powerful feature. Which web pages do you need to visit on a daily basis? Those should be ones that have a place on your browser’s bookmark bar. Look for your browser menu to find the bookmark commands you can use to set them up.
Avoid bookmarking your bank, brokerage, and credit card web pages for security reasons, but most everything else is fair game and will save you a lot of time.
Need to browse privately? Many browsers offer incognito browsing which disables browsing history and the web cache. Find this command in your browser menu.
Roughly two-thirds of the population use Google Chrome as their browser, and the People feature is unique to Chrome. If you have a situation where you have multiple accounts with one software provider, Chrome allows you to have an entirely separate browser session going on for each person.
Let’s say you’re a social media consultant and manage the Facebook accounts for ten clients. You can set up a “person” in Chrome, one for each client. You then can have ten browser sessions going for each of your clients without having to log out and log back in to each Facebook account.
Do you volunteer at a nonprofit where you manage accounts for them? Set them up as a new person, and you can log in to all of their accounts without impacting yours.
Pretend that different departments of your business are separate people. Set up Accounting as a person in Chrome and log in to all of your accounting apps. Or set up Marketing as a person and log in to all your marketing and social media apps using this person.
Set up a different bookmark bar for each person, pouring rocket fuel on your time savings and decluttering you bookmark bars at the same time.
Set up a new person using the Manage People section in Settings. Toggle between People by using the button on the tab bar at the top right of your screen just to the left of the Minimize command.
Many browsers have extensions or plug-ins which expand the functionality of the browser. Here are couple of favorites.
- Gmail Offline – allows Gmail users to view their email when they don’t have an Internet connection.
- AdBlock Plus – tired of ads popping up? Get this extension to thwart them.
- Momentum – provides a customized, motivational dashboard with weather, time, and daily to-do items.
- Pocket – allows you to save articles and other content to read later or on your other devices.
Many of the software apps you use every day also have Chrome extensions you can use. Pinterest, Evernote, your anti-virus software, Hootsuite, and others have extensions you can check out and install.
Try these tips to learn your browser software better and become more productive while navigating the web.
Is There Really a 4-Hour Workweek?
Tim Ferriss made the 4-hour workweek a popular concept in his 2007 book. But is there such a thing, and more importantly, can business owners like you and me cash in on it? As the last of the Baby Boomers approach retirement, the topic of working less while making the same or more income is popular.
Here are five ideas to help you work fewer hours while making the same or more income.
Active vs. Automatic Revenue
Some business models allow you to generate automatic revenue. Automatic revenue is revenue you can earn and leverage over time by doing something only once and not over and over again. Active revenue is earned while doing something over and over again. Showing up for a teaching job with a live audience is active revenue while producing and selling video recordings of the same teaching is automatic revenue.
A goal of a 4-hour workweek concept is to increase automatic revenue while reducing active revenue. You may have to think out of the box to do this in your industry, but the payoff can be huge.
Delegation and Outsourcing
One traditional way to move to a 4-hour workweek is to have others do the work. Hiring staff frees up your time and allows your business to become scalable. When it runs without you, it’s more salable too.
If you have a lot of distractions in your day, you can easily double your productivity by learning time batching, which is grouping like tasks together in a block or batch of time and getting them done. For example, if an employee interrupts you with questions multiple times a day, train them to come to you only once a day to get all their questions handled at one time. Take your calls one after the other in a group, and then stay off the phone the rest of the day. Do the same with email, social media, running errands, and all of your other tasks.
Automation and Procedures
New apps save an amazing amount of time. List all of your time-consuming chores and then find an app that helps you get them done faster. For example, a scheduling app can reduce countless emails back and forth when setting meetings and appointments. To-do list or project management software can cut down on emails among you and your staff. And apps like Zapier can connect two apps that need to share data, reducing data entry.
The key to working less is to embrace the concept of leverage. How can you leverage the business resources around you to save time, increase staff productivity, and improve profits? It takes discipline and change, two difficult goals to accomplish. But when you do, you will be rewarded.
Time is money as they say, and if you can save time, you’re also saving money. Since your time is limited to 24/7, both personal and business time saved is profitable. Here are eight ways to save time (and money) for your consideration. Go through all of them with an open mind, and see which one might work best for you.
1. The trip to the grocery store
If you’re making several trips to the grocery store throughout the week, this one is for you. Cut down on those trips by taking inventory of your kitchen and seeing what you’ll need for the week (or longer). Shopping once a week will save precious time throughout the week.
Better yet, have your groceries delivered. Some shops will also pick and bag your times so your selections are ready for pickup. Even better, hire an assistant to shop for you so that your refrigerator and pantry is stocked when you get home.
2. Appointment scheduling
Automate your appointment scheduling and you’ll free up weeks of admin time for either you or your staff. There are dozens of apps, many industry-specific that can help you save time making appointments. Once you’ve set it up, send the link to the people you’ll be meeting and voila, it will appear on your calendar.
Here are a few to check out:
- And so many more: Google “appointment scheduling” to find more
For field service companies in the home repair or maintenance industries that serve commercial and residential customers, Google “field service scheduling” to get the right software for your business.
3. Office supplies
Order your supplies online and have them delivered.
4. Email interruptions
Turn off automatic send and receive in your email software to get rid of that nasty interruption. Mark your calendar to check and answer your email three to four times a day. You’ll go home happier and feeling more in control of your work with this one change.
5. The commute
If you can manage it, working from home one to two days a week can save you commute time. You may also be able to avoid rush hour by altering your work hours if you have some flexibility. After all, it’s your business.
6. Those errands
Batching your errands all into one day will save precious start and stop time on your other work days. Better yet, choose one day a week for outside errands and personal appointments so that you can get into the habit of this for the long term.
Do you go out for lunch every day? You may need the break or you may need to have that power lunch with a new business partner or client. But on days you don’t, have takeout delivered so you don’t have to waste time ordering and standing in line.
8. The bank
Are you going to the bank constantly? If so, you can avoid it in a number of ways:
• Take credit cards, and have clients pay online.
• Ask your bank about remote or mobile check deposit options.
• Hire a company to transport your cash deposits – Google “Cash logistics” to find companies with armored car services. It won’t hurt to find out how much it costs and you might be surprised.
Did you get an idea on how to save time? If so, it’s your turn to implement and reap the benefits.