Tag Archives: home office

Home Office Entrepreneurs: Economy of Scale

Posted on by
Reply

With the economy being what it is, we are all budgeting a bit more carefully. Saving money and eliminating waste have become matters of fiscal need for many small business owners.

Making more money isn’t necessarily as important as making the right amount of money and saving whenever possible. Buying in bulk may no longer be the best way to save. Eliminating the need may pay bigger dividends. Elimination of debt in your business is as important as eliminating it in your personal life during “lean” economic times.

Scale back if you must, but don’t go into debt for your business. Pay as you go and weigh all the options carefully before any major (or minor) purchase. Barter and trade for services with your peers. Consider buying reconditioned and pre-owned items when that’s feasible. Check eBay, Craigslist and your local classifieds before buying new.

Sell the things you don’t need and eliminate the time, money and hassle of storage, give away items using FreeCycle, or offer them to your peers and/or startup folks who may need or want them.

During difficult times, the help you give others and the pulling together as a local or online community can make all the difference. And, as a client told me not too long ago…

We are the entrepreneurs. We are the survivors. We are able to recreate ourselves as the market changes to come out on top.

So while other people may have to worry about if they will have a job… we need only consider how we will maintain our edge and better serve the market as it grows, shrinks, evolves and changes. After all, it’s what we do, it’s what we have always done.

Frugal Mobility 101

Posted on by
Reply

While the price of doing business (and everything else from driving a car to buying groceries) continues to soar, there are several new developments that make it easier to do business from any location.

Many of these mobile tools are remarkably effective and some of them I consider essential. Even better (considering today’s economy) many of them are low-cost or free!

Take advantage of online apps

You all know about some of the more popular online web-apps like Google’s suite (Gmail, Google Docs and GCal), but you may not know some of the more recent additions.

Desktop: Interested in having a web-based desktop that you can customize and access from anywhere you can launch a web-browser? That dream is now a reality thanks to the good folks at eyeOS. A simple log in will create your personal desktop that is universally accessible. It’s an awesome idea, and it’s brand new.

Music: Pandora lets you carry your favorite music with you and listen from any browser. You can sample your favorite artists and get exposed to new ones based on your tastes. By ranking the songs in your personal “radio stations” the system learns what you like. I work with music and this helps me to feel “right at home” anywhere I’m working. It’s wonderful — and it’s free.

Accounting/Timer: Keeping the books and keeping up with your billable time has never been easier. I can work from any Internet capable machine by simply logging into my Cashboard account. The timer keeps my records, and I can shoot off invoices and get an instant overview of my accounts (who owes me money and who I owe time). Working somewhere else isn’t the hassle it once was. This one isn’t free, but it’s reasonable and it adds enormous flexibility.

Thumb drives are cheap and convenient

If aren’t an early adopter, you may not have an ongoing love affair with your own personal “lipstick” (aka “jump” or “thumb”) drive yet. Today, with the prices plummeting on these little gems and the available storage space moving up, it’s time to begin the romance.

Owning one will open up new mobile worlds. If you are buying your first one, get the largest one you can comfortably afford. An 8 gig is ideal.

If you are worried about security, consider TrueCrypt. It’s not a simple setup, but it’s bulletproof. Be sure to back up your thumb drive to your computer once a week.

Keep your personal stuff with you

Bookmarks: If you feel lost without your Firefox bookmarks, you can now take your bookmarks with you too!

You can use Foxmarks to sync your bookmarks from anywhere to anywhere else or you can use a portable version of my favorite browser to carry it all with you on your thumb drive, external hard drive or iPod. I’ve tried several bookmark sync extensions over the years, but none are as sweet as Foxmarks and you can access them from any webbrowser (even IE) by logging into My Foxmarks, once you set up your account.

Quicklaunch: The bookmark toolbar in Firefox is probably one of the most productive tools I’ve ever set up. I use it to keep my most often visited sites a single click away. Syncing with Foxmarks or using my portable Firefox means I have this information at fingertip access. I use this for my Google calendar, Remember the Milk (task list program that merges with GCal), Cashboard, twitter, Facebook, financial sites, Pandora, W3 validation site and my own websites.

Email: By setting up IMAP email, and running it through gmail, I’m able to take full advantage of the superior spam filtering and search options offered by Gmail and I an access my email from the web from anywhere. I can also check it from the portable version of Thunderbird I keep resident on my thumbdrive.

IMAP means that I’m looking at the most up-to-date version of my email from everywhere. The changes you make on one machine are visible anywhere you log into your email accounts. Ask your host if IMAP is available for you. It’s a bit tricky to get it set up, but once it’s running, it’s maintenance free.

Research: I adore Zotero! If you do online research and use multiple machines, get Zotero and store your database on your thumbdrive and take it with you wherever you go.

As such, I can point my Linux Firefox browser to the same collection area that I use in my Windows Firefox browser. If I’m at someone else’s machine who doesn’t have Firefox, I can boot my portable Firefox and use the same database from inside my thumb drive without leaving a trail of personal information on a machine that doesn’t belong to me. Unfortunately, for IE lovers, this genius Addon is available for FireFox only.

Passwords: Do you find that you often get out and need tiny snippets of personal information, usernames, and passwords? KeePass Portable to the rescue!

I use the same method for keeping a central (and always up-to-date) database in KeePass as I do in Zotero — I have the Linux version and the Windows version both point to the database on my thumbdrive. I also carry a portable copy of this secure, opensource program on my thumbdrive, in case I’m using someone else’s machine when I realize I need the info. It really is one password to rule them all!

As open source programs, web-based apps and compact media storage continue to improve, so does the ease with which technology workers can live and work. Now that’s nice!

The Best, Easiest, Cheapest Business Planning Tool — Ever!

Posted on by
Reply

How much money do you need to make in 2008? How much do you want to make? Have you budgeted for expenses? Have you planned for vacation time away from work?

I just finished and filed my taxes. Yeah me! But the cooler part of that equation was that I took the tax software for 2007, and ran a few numbers for fun. Yes, I said “for fun.”

I hate taxes and bookkeeping more than the average joe… probably a lot more… but I found this process quite enjoyable. Why? Because it gave me a perspective that all the personal business planning to date hasn’t managed to offer.

How so? Let me explain…

After my taxes were complete, I saved that file for posterity (and for future reference, if needed) and renamed the file so I could play, without re-entering all the information.

First I gave some serious thought to the larger purchases I need to make for the business this year. For instance, going from a two-monitor system to a single one with my new Linux computer has been difficult. Within the next two months I plan to purchase two wide-screen monitors and a graphics card to push them to improve my efficiency when I’m online (and to eliminate any of that pesky extra deskspace I might otherwise enjoy.)

I reviewed my expenses for 2007 and determined which ones would be about the same and which ones would increase and which ones I could whittle down. I plugged my best estimations onto each category. (Which also gives me a de facto operating budget for 2008 neatly organized into tax categories, now printed out in my budget notebook!)

The next thing I did was max out my retirement contribution for 2008. (Note that IRA contributions will increase from $4000 in 2007 to $5000 in 2008, and take that into account with your final numbers.) With my expenses and my investments calculated, I then tweaked some of the other numbers to determine exactly how much money I need to make in 2008 to meet my income and savings goals without increasing my taxable income dramatically.

There are a few little spots in the income category that really bump up your taxes – to the tune of 30%+. Personally, I don’t want to work to make an extra 10K, if that means that the federal government will take $3300 of that off the top. I’d rather have a little more time to call my own.

You can also use this tool to determine how much you should put into your IRA contribution… for 2007. I found the “sweet spot” in my own contributions by plugging in various IRA contributions until I found the amount that benefited me the most in taxes without breaking my budget. Since you have until April 15th to fund that IRA, it’s crazy to pay more taxes than you must, if you can pay yourself instead!

I decided this year that rather than simply trying to make as much money as possible, I would employ the 80/20 rule. I determined the optimum income for my personal situation. I’ve been working as an independent, remote professional for eight years now. I wanted to get a bit smarter about it. I love my business, but I’m tired of it constantly encroaching on my life. I’m ready to have my cake and eat it too! Being self-employed is a tough balancing act, but your income is still merely a tool to live – even if you adore your work.

So, I decided how much time I wanted to take off this year for personal days, vacations, etc. In 2007, I took off the entire month of December. Granted, I had to move from the city back to the country during that month, but I also enjoyed a cruise vacation. As a result, I’ve decided that vacations are wonderful! Yes, I should have known that before, but I only managed to take “working” vacations in the past. I’ll not make that mistake again. Live and learn.

I deducted the number of weeks I wanted to take off this year from the available 52 to determine the number of working weeks for me in 2008. I even padded that figure a little for personal illness days, personal mental health days and days when the kids may be sick or other members of the family may need my help.

I took the number of dollars I wanted to make this year (from the tweaked numbers on the tax program) and divided that by number of work weeks I determined I would have to give me the amount of money I needed to make per week.

Then, dividing that figure by my hourly rate, I knew how many hours I needed to bill per week to meet my goals. I was surprised at the figure… and thrilled.

I also was honest enough with myself to know that I work 2-3 hours for every billable hour. Yes, I should be more efficient, but I spend many “non-billable” hours writing articles, doing research and staying on top of the industries I serve and the technologies they use. I also have an unquenchable personal thirst for such things, so I’m not as disciplined as I should be. Knowing your weaknesses and working those into your budget will make your numbers more accurate.

Now, I know how many hours I need to work per week, how many need to be billable and how many days off I can take this year without impacting my bottom line. It’s a liberating feeling. It takes the guess work out of being self-employed.

This year, I’m not going to spend my life at the computer and I’m probably going to actually enjoy more of the money I make. Yes, the software I used is based on 2007, not 2008, but it’s probably the best tool readily (and inexpensively) available to make these determinations for the small business owner.

You may want to give it a whirl yourself… after your taxes are filed.

Personally, I use TaxAct… it’s about half the cost of the leading software, it’s downloadable for immediate gratification, and I find it simple to use.

(It also keeps a running total of taxes in the top right hand corner which helps for “comparison” planning for the new year.)

Once this year is winding down, I’ll order the 2008 version and plug in my numbers to make sure I’m on track. I’ve planned my work so I can determine in October how much more I need to make, if I should invest in any additional equipment, and what needs to happen to keep me on track even with the changes in tax law. I’m actually looking forward to doing my taxes for 2008 to see how well this planning works. Me… looking forward to doing my taxes! Will wonders never cease?

Improve Your Work Environment

Posted on by
Reply

If you followed the steps from last month’s clutter-busting article, your desktop is clutter free and you can now find all the files you need on your computer. You have probably archived and put away old client files and have found that you are more efficient on a daily basis. Right? Congratulations!

Now let’s talk about making your office as comfortable as it is efficient.

Buy a decent chair

If you spend as much time in front of your computer as I do, the first thing you need to do is buy a quality desk chair. Consider this an investment and take the time to adjust it to ergonomic perfection.

Many chairs are rated for the hours used per day. The higher the hour number, the higher quality the construction. Skip the bargain aisle at your local super-store. Resist the temptation to buy online. You really need to “test drive” your next chair.

A quick guide to selecting a traditional desk chair

  • Adjustable height (your thighs should be parallel to the floor and your feet should be flat on the floor when seated)
  • Back support (you need lower and upper back support to resist the slouching in the back of your chair or slumping forward in it)
  • Properly sized seat (it should allow at least 2 inches on each side of your hips and between the end of your chair and your knees to prevent circulation problems)
  • Fabric and wheels (the fabric should breathe and there should be enough wheels to avoid “tipping” when you lean in the chair — four isn’t enough)
  • Arm rests (these should be adjustable to make them the right height for all tasks to help prevent repetitive stress injuries)

You may cut costs by locating office supply liquidation stores, by checking the local second hand stores and watching the sale and discontinued models at your local office supply or office furniture store.

If you want to read more on every aspect of desk chair selection, visit ChairWheel, a blog about all things desk chair related including exercise ball chairs, kneeling chairs and saddle chairs.

Bring your work into the light

The last thing you need to add to your work day is more stress in the form of eye-strain. Selecting the proper lighting for your work area will improve your outlook and decrease those squint-enhanced wrinkles.

Don’t begin work in the dark. Make sure that the room light has adequate high-wattage bulbs.

If you need additional task lighting, survey your desk to see if you have room for a desk lamp. If you don’t have room on the desk surface, consider a clip-on style light to attach to one edge of your workspace or a floor lamp if you have the space beside your desk. If neither of these are an option, consider using an adjustable task light option that will hang on the wall behind your desk or on the side wall.

You may also want to consider they type of light you are using. Full-spectrum lights are a blues-fighting option for the winter months, while compact fluorescents are a great green choice to help you cut the electric bill. Halogen and “Eye Saver” bulbs make close work and reading easier.

Whichever type you select, make sure you can adjust the light level for the activity at hand and that any task lamps have casings that stay cool to the touch for easy, safe adjustment.

Soothe your eyes and clear your mind — naturally

Technology isn’t a substitute for the natural world… not even at your desk. When you are working you need to take the time to refocus your eyes, and your thoughts, away from the monitor several times per hour.

You can do this by looking out a window if you are lucky enough to have a good view of the outside world from your desk. Even without a good view, or any window at all, you can still enjoy nature on a smaller scale at your desk.

Add something natural to your workday by pulling in a plant. If you don’t have the desk space for a table-top plant, purchase a potted tree or larger plant that can sit beside you while you work. (I have a vine on the bookshelf next to my desk that brightens my workspace.) I also have a tall, narrow “tank” on one corner of my desk occupied by “Ink” my male beta fish. His home is about 6 inches in diameter and stands about two foot tall, so it takes up very little space on the desk’s surface.
I highly recommend a beta. They require little attention and very little food. Mine is a bit of a character and will “tap” on the glass if I haven’t fed him before sitting down to begin my day (or if he’s bored). A small fish tank will offer you something soothing to watch while you think through a tough project.

Do whatever works for you, the point is to bring a little nature and a little joy to your workday to help remind you to keep your balance and to make your work environment a bit more enjoyable.

Streamline Your Home Office

Posted on by
Reply

When you work for yourself, there’s seldom time to make your office as enjoyable as it is productive.

Organizing, streamlining and “shoveling out” your office can be the key to internal peace as well as improved productivity but finding the time and the energy to handle these tasks is never as simple as clearing surfaces or filing papers.

Creating an optimum office environment requires considering the physical comfort of your office, the “virtual” as well as the physical clutter that invades your space and developing systems that keep you happy and productive.

Physical files

As a remote worker, you probably don’t have to juggle as many physical paper files as a traditional office. You do, however, posess some important papers that you will need to keep.

Banks of physical filing cabinets are opressive. I use a single file drawer for my “finger tip” files. All the other files are archived away from my office. Keeping my physical space clean and clear helps me to think.

At the end of each tax year, I clear out the information that relates to the previous tax year and move it to storage in a less convenient location (my attic). I place these files in plastic bins and label them accordingly. If I ever need the files, I have them, but since I implemented this system, I’ve only had to access my archives a couple of times.

I don’t need more than one drawer to keep my current client files, legal files, tax information, receipts and billing information. Old client file are archived. Current client work (completed during the previous) is archived along with tax information, billing and receipts from the previous year.

I’d like to say I found my perfect filing cabinet solution — but I haven’t. I currently use an open-top bin that slides under my desk. Eventually I will find (or build) the perfect one-drawer file cabinet with two index card drawers at the top and a slide out shelf for my thesaurus with a dictionary on top and a printer cubby. I’ve made several sketches, but I’ve not finalized the design yet.

Desk Clutter

If you don’t have a clear place to work, you don’t work effectively. I find that I’m easily distracted if I let the top of my desk get out of hand. If you can’t dust your desk in under a minute, you have too much stuff there.

  • Get rid of the knick-knacks
  • Eliminate the “piles” of paper
  • Pay the bills and file the stubs
  • If you haven’t had time to look at the magazines and catalogs lounging on your desk by now, you probably won’t — so discard/recycle them
  • Handle the things on your desk ONCE – and put them where they belong — don’t merely “shuffle” the papers

Computer Clutter

Inside and outside of many computers dwells a mire of mess. Outside you have cords, cables, peripherials, connectors and other things that you may or may not even need anymore. (Anything that you haven’t used in the last six months, probably doesn’t need to be taking up valuable space.)

During my recent string of moves, I’ve noticed I don’t really use the flatbed scanner as much as I thought I did, and that thing is a beast! Ditto for several other external devices. I’m paring those down in favor of an all-in-one printer/fax/scanner.

Get rid of any wires you can. Bundle and tame the ones you must keep. (I use a label maker to tag my cords at both ends so I don’t spend time “following” the cords to figure out where they go.) Also, if you aren’t using a good UPS (uninterrupted power supply) or a high-end surge protector, now is a good time to invest in one.

Virtual Clutter

It’s easy to believe that if you don’t have to physically shuffle the files, that they don’t exist. Computer files that aren’t well-organized are time-sucking annoyances. It not only takes more time to find the files you need, but you spend more time (and money) on your full system backups.

(NOTE: Before you start cleaning out computer files, be sure you have a full system backup. If you are running a Windows system, force a restore point.)

If you want to recapture some space quickly, start with the software programs you don’t use. Getting rid of those will clear up space quickly and easily. If you haven’t used a program in the last year; chances are you won’t. Some of the programs you have used in the last year may be just as easily handled by another program you use regularly. Check. Don’t keep anything installed that you don’t use.

Put the old program disks with your archived paper file folders if you think you may need them again. If not, then donate them to someone who will use them (like maybe a VA that’s just starting out and could use the boost!)

Find a logical way to organize the data files you need on a daily basis for quick access. Whatever works best for you is what you should use. I use custom desktop icons to “visually” organize all my primary files. I find that I can absorb a visual icon quicker than I can read a folder name/description below a typical file icon. I even have mugshots of my clients on their individual folders under my master “clients” folder. It makes it super-fast to find what I need.

I keep all my essential “use them all the time” files under a master folder called “Wicked” — with a witch’s hat icon. This shows how things are organized under that folder:

For files that you may be needed in the future, archive them to an external drive. If you have archived client files on your machine, burn them to a CD or DVD and slip them down in the paper file for that client so you can find them quickly if needed. (You can get stick-on sleeves for file folders at any office supply store to make it easy to retrieve the DVD if/when you need it.)

Organizing your files, eliminating duplicates and archiving old information will make your time in front of the computer a more enjoyable and productive undertaking.

It will take some time — probably more than you realize to get things in shape — but you will regain that time investment in just a few weeks. It’s worth it. And… if you begin this process now, you will be completely organized as the new year begins and your year-end tasks (and taxes) will be easier. Now wouldn’t THAT be nice?

Next time, I’ll cover ways to improve your physical office environment in ways that go beyond merely clearing clutter.