• Set-up a VOIP phone and fax line. I use Vonage and particularly like it. I don’t ever pay over $30 a month and have free nationwide long distance. You can also setup a soft phone through most providers. This allows you to make calls from your work line even if you’re traveling.
• Purchase used office furniture and supplies. One of my mandates when first launching, I was absolutely not allowed to buy anything new, well except paper. There are a ton of stores throughout the city that sell second-hand office furniture. I was lucky enough to find everything I needed with little effort and saved a ton. Another great benefit of purchasing secondhand; it’s better for the environment and looks quite eclectic-chic if done right.
• Digitally print business forms. One benefit of digital; you can print small runs of business cards, forms and letterhead. We all know how important it is to brand everything possible; letterhead, envelopes etc. But these costs can add up quick. Send the printer your files and just print want is needed until money starts coming in more frequently.
• Update your cell phone plan. If you’re using your cell for business make sure you review your plan with your provider. You may need to purchase more minutes or data to avoid large bills that can sneak up on you.
• Purchase small business bookkeeping software and set aside time every week to take care of your finances yourself.
• Make a list of all required items for startup. Sort the list into groups starting with highest priority items and so on. Only purchase what you absolutely need from the start. I personally have bought a few items I could have done without.
• Get a coffee maker and bar fridge for your office if it is not already equipped. Making your own coffee and bringing your lunch to work really adds up over time.
• Discuss cost saving ideas with suppliers. Chances are they’ll be glad to offer up their opinion.
• Most importantly, track all your costs closely. Spending can get out of hand very quickly and affect your long-term growth.

Have a productive, cost-effective day! K

1. Write a script. Be sure to include the following:

• Date
• Ask the caller to leave their information including business name (so you can research the company before calling back)
• Let them know you will call them back within the day.
• Add additional information regarding current promotions, events, news stories that relate to your product or services etc.
• Always leave your website address.

2. Make sure you sound confident. Smile while you record your message, people can hear a smile in your voice.

3. After you record your message listen to it. Make sure it sounds welcoming and is working properly.

Here is an example:
Hi, you’ve reached Karen at Volume Communications on Wednesday July 21st. Unfortunately I am not available to take your call right now. Please leave your name, number, company name and time you called after the beep and I will get back to you before the end of the day. Be sure to ask me about our Ultimate Brand Makeover. You can also checkout our website at www.volumecommunications.com. Have a great day.

It may seem a little lengthy but chances are if your called has waited for your voicemail they will wait to leave a message.

Here’s to a productive day, Karen

Size of run: This is just the quantity of pieces you need. The more you order the better the price break, so estimate a 10% overage if you are unsure of your numbers. The quantity will also determine what type of printing is best for you.

Types of Printers:
Offset printing is a commonly used printing technique where the inked image is transferred (or “offset”) from a plate to a rubber blanket, then to the printing surface. Used for larger runs, they are the most common commercial presses.
Digital Printing is a method of printing using digital techniques in which the data and images are printed directly from a computer onto paper, including those developed for computer printers such as inkjet or laser printers. Used for smaller runs and custom jobs where each piece is different (ex. personalized direct mail)

Stock:
Paper. Generally is quoted in three types; bonds (writing stocks), text weight (flyers, brochures, books) or cover weight (business cards, book covers, postcards). The thickness of the paper is specified in pounds.
Stocks are also specified in grade. Most premium sheets are double or triple coated. Coating is the application of clay particles and other additives, fillers, adhesives and pigments; all designed to give you the smoothest, brightest stock. Of course premium stocks are more expensive but will hold up against wear and damage longer than there cheaper alternatives. Uncoated stocks are available but not usually recommended by printers.
When quoting you also want to specify the appearance or texture which is gerenerally classified as one of the following levels of coating: Gloss, Silk, Velvet (or Dull), Velour and Matte.
So if you want to produce a ticket you might want to go with a light weight double coated cover stock so it is sturdy enough to sit in a wallet or pocket but not too thick that it breaks when it is folded.

Size of Finished Product:
Your job can be produced in any size you wish but be sure to research items such as postcards as the post office  has certain specifications for mailings. Also it will prove cheaper to discuss the size with your printer to make sure the size specified is not creating too much waste.

Color:
Color is specified in a ratio. To the left of the / is the front of the piece and to the right is the back. So if you want a piece that is full color on the front and only black on white on the back you would specify a ratio of 4/1 or black on white on the front and a blank back you would use a ratio of 1/0.

Finishing:
Finishing is considered anything after printing, drying and cutting. This may be folding, corner stitching (stapling), saddle stitching (stapling down one side), perfect binding, die-cutting, scoring etc.

Example of an RFQ (request for quotation):
Ok, so let’s say I want to produce an information piece to be given out at a trade show that would show off my companies work.
Usually if the job is under $5000 dollars I would just send the RFQ as the email body. If over I would probably use a template with company letterhead. Be sure to also shop around, not all printers are created equally. This is how I would send in my request.

Job Name: VOLUME COMMUNICATIONS SALES SHEET
Quantity: 5000
Finished Size: 8.5 x 11″ (8.5 x 22″ flat sheet with single fold)
Pages: 4
Colour: 4/4
Stock: 100 lbs Matte text, coated FSC approved stock
Finishing:  Single fold

I have just specified that I want a four page brochure that has a single folded. I want it to be full color on a matte stock that is certified environmentally friendly and thick enough to stand up against wear but not quite cover stock.

Now, that is just a tiny bit of info to help you get by. When in doubt ask. Most printing representatives that I have worked with are very knowledgeable and helpful. Another great way of making sure you get what you want is to keep a folder of print samples you receive. That way you can use them as examples when speaking with your representative or even use them as inspiration.

If you have any questions shoot them my way or give a real expert a call; Stephen Lewis from The Interprovincial Group 416.283-5555. He is a pro in the industry and will provide you with great pricing. Just tell him I sent you.

Good luck! Karen

(Some information was gathered from www.Wikipedia.com and www.sosprint.com)

Here are some places you and your employees can talk about your brand:

• Linkedin: Create a company listing and make sure every one of your employees creates an account and connects to the company listing.
• Networking events: Search key words in google for event listings ex. networking events and Toronto. Linkedin also has an events database. Schedule events in your employee’s calendars. Don’t forget your business cards!
• Twitter: Create a company handle and schedule a few times a day to chat about your brand and like topics. Remember, people will only follow you if you have relevant information to offer. For more information on how to use twitter to your best business advantage read Chris Brogan’s 50 Ideas on Using Twitter for Business.
• Friends and family: Everyone has a network. Talk about your company whenever possible and encourage them to spread the word.
• Join online forums: use your expertise to offer advice to potential clients.
• Other places where you can network are seminars, meetings, cafes, gyms, clubs, or even your local coffee shop. Forge a friendship with anyone you meet.

In any business, small or large your people are the driving force behind your brand. The key is proper training.

Here are a few tips to share with your employees to get them talking about your brand:

• Train staff on the history and future of your brand. Make sure your employee’s know that they are a big part of the business’ future success.
• Prepare talking points and make sure every employee reads them.
• Hold monthly information sessions. Encourage staff to share industry news, icebreaker techniques, networking success stories, coordinate event calendars, set goals and brainstorm on new ideas. Include the entire company if possible; you never know where new ideas will come from.
• Encourage employees to join professional associations on behalf of the company.
• Keep a spreadsheet on your company server or FTP where employees can build a database of contacts.
• Encourage employees to be genuine; creating a meaningful relationship with contacts will create trust. Networking is about quality, not quantity

And most importantly, don’t forget to follow-up with potential clients within 24 hours.

8 Tips for staying on top of small business knowledge:

1. Each month assign yourself a subject (e-mail marketing, tax tips, innovation, technology etc)
2. Schedule 2 hours a week to spend researching your topic. Stagger your time into 1/2 hour sections if needed.
3. Bookmark your favorite sites.
4. Compile information in a doc. and save it to a folder called “Information Library” on your hard drive. Create a document for each topic or even a folder within the library for each topic.
5. Large book stores such as Amazon or Chapters are great resources for books specific to your topic.
6. Ask! online forums are a great place to start… or email companies that specialize in your topic. They may be able to offer a few free tips. Also talk to friends and employees, everyone will have something to offer.
7. Subscribe to blogs like mine (wink)
8. Take classes. Most community colleges offer night classes on subjects ranging in photography, bookkeeping, web design, web 2.0 and the list goes on. If you’re in the Toronto area check out George Brown’s Continuing Education website.