business tips

If your laptop was stolen

Laptop sofa ipad working

So this is a subject that I feel strongly about. Something I’ve had the misfortune of experiencing recently.

I have a couple of questions worth thinking about.

If your laptop was stolen, what would be the impact on your clients? What would be the impact on you personally and your business?

Would you lose all your marketing materials, invoices, expensive promotional photos, business plans, written procedures, client testimonials, eBooks, training materials?

Would your client’s confidential information be released out into the big wide world? What would your client’s reaction be? Would your business even recover from that?

Would you lose personal photos that you never got around to printing?

If your laptop gets stolen you don’t, unfortunately, get to choose the day it’s going to happen.  You don’t get to say “well I think my laptop might disappear into the hands of strangers tomorrow so tonight I’ll run a backup”.

Backing-up data daily has been a part of my routine from day 1 of working for a hire company here in Adelaide many years ago. They ran a tight ship and I’m glad for that great foundation right from the beginning.

Things to do today:

  • Buy a couple of USB’s. Label them. Make a copy of everything on your laptop regularly. Put the USB’s somewhere safe (taking a copy off-site means you still have a copy if you get fire or water damage in your office).
  • Consider backing up to the cloud as well.
  • Run a search in File Explorer for “password”. Have you got documents that contain passwords for you or your clients? Change the word “password” to something else.
  • It goes without saying you shouldn’t have a document actually called “passwords’!
  • Log into all your websites that require a password. So emails, accounting software, online banking etc. Ensure that none of the passwords are stored. I know it’s a right pain having to remember every different password (but I still hope you’re not using one password for everything, right?).
  • Set up a password for initial access to your iPad and laptop, so that it’s difficult to even get past that first login screen.
  • Lock-up filing cabinets and paper shredders are a must if you have confidential client information in your office.

If you’re like me you may be security conscious when going away for the weekend and you probably also make sure you don’t leave technology in the car when you run into the shops, but what I didn’t realise was just how common home and office break-ins are during broad daylight. School pick-up time is a common one!  Not a nice experience for anyone.

Please back-up, lock-up and password protect.

Happy bookkeeping…

 

Sarina

 

P.S.  I often share small business tips on Facebook and Instagram – just search for Festival Bookkeeping. Look forward to seeing you there.

 

More free resources for small business owners:

 

 

 

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My 3 favourite productivity tips

Handbag purse calculator phone

“You’re off to great places! Today is your day! Your mountain is waiting, so get on your way!” Dr Seuss

As a business owner, your productive days are the ones that keep you moving forward. They keep you one step ahead of the competition. Importantly, they mean that you can put your feet up at the end of the day with a smile on your face, feeling good about your day and what you’ve achieved.

Today I’d like to share my 3 favourite productivity tips to help you, in Dr Seuss’ words, get on your way!

Play music

Playing music whilst working BUT…only when doing easy tasks I don’t need to think too hard about. For me this includes scanning documents for filing & uploading receipts to my software. It’s surprising how much work you can power through when you have music to boost your mood and it’s almost like a reward for getting through your tougher work earlier on.

Use online invoicing software

Is this how you prepare Invoices? Open up a Word document, change the Invoice number (after checking it’s the next number), add the customer name and details, save it, attach it to an email, type up a professional-sounding email message, send. Oh and remember to back-up all your Word documents in case your laptop fails etc? Well you have probably already guessed what I’m going to say. Of course there are much more efficient, hassle-free ways to do your invoicing and this includes using online invoicing software. Using your mobile or iPad you can send an invoice to your customer whilst you are right there with them and you know they’ve received it. If you send the same invoices to customers every month, you can set up recurring invoices to go out in a fraction of the time than if you had to do it manually each month. For those in the UK, you can try Quickbooks’ online invoicing software free for 30 days.

Do the difficult tasks first

This is a gem of a tip that has really helped me in my business and in life overall actually. It sounds so simple, yet it can have huge productivity benefits. When the weight of a difficult task is lifted off of your shoulders you really do fly through the rest of your day feeling confident and able to tackle anything. I’ve come to believe that success comes to those willing to do the difficult things others put off doing. Pick up the phone and make those difficult phone calls first thing in the morning before you have too much time to think about it. Head out the door and introduce yourself to potential clients. Leave the fun stuff like updating social media until after the uncomfortable stuff is out the way. I tend to overthink things and before I know it part of my day is gone whilst I wait for myself to “feel like” doing the tough stuff. Since adopting the habit of doing the difficult tasks first I wouldn’t do things any other way.

So for me being productive is all about working smarter and not harder, embracing technology and remembering to reward myself. Not all of my days are productive ones, and that’s okay. As a bookkeeper sometimes I get weighed down with the numbers and just need a good break so I can come back and tackle my work another day with fresh eyes!

 
Let me know – how do you stay productive? Have you changed your habits and become more productive?

Similar posts you may like:

Happy bookkeeping…

Sarina

The post in which I mention bookkeeping & fun in the same sentence

ipad-and-receipts

Okay, so I may have a warped sense of what constitutes fun – but hear me out on this one.  If you find bookkeeping a pain in the butt and a necessary evil in order to keep the taxman happy, then take 5 minutes to read my:

6 ways to make bookkeeping fun!

  1. Get creative! Jazz up your accounts files with some nice labels or replace your folders with colour co-ordinated ones.  There are some really nice colours out there now, and you can colour co-ordinate your whole office.
  2. Every time you finish your bookkeeping tasks for the week, reward yourself with a little of something that puts a smile on your face. (Did somebody say chocolate?)
  3. Take time out to meet other business owners and attend a bookkeeping workshop. As well as picking up some hints and getting you enthused about getting back to your bookkeeping you’ll probably get a morning or afternoon tea thrown in as well.  There are workshops that cover debt collection, payroll, tax, software, cloud computing and lots more.
  4. Have your favourite music playing quietly in the background, grab a glass of wine (or maybe just half in my case or else my accounts would be a shambles) and enjoy the time to yourself.
  5. Get organised. Have a spring clean of your accounts documents and files and feel good about how organised you are.  I’ll be writing more on accounts organisation a little down the track (try this post here).
  6. Follow a blog that motivates you in your quest for business or career success.  A couple of goods ones are:
    http://under30ceo.com
    http://flyingsolo.com.au

If none of these ideas really appeal to you, you could always pay someone else to do it while you go out and have your kind of fun!

Some other bookkeeping posts you might like:

How do you keep motivated to do your essential bookkeeping tasks? Let me know in the comments below.

Happy bookkeeping…

 

Move forward

Take charge tip

I’ve been thinking about how we sometimes put things in the too-hard-basket, where they stay for much too long. Cluttering up our lives not only in the physical sense (ie a desk covered in paperwork), but emotionally too. Sometimes you just have to take charge, dig in and deal with it.  A weight will be lifted off your shoulders and by de-cluttering physically and mentally you leave space open for good things to come into your life.

This has recently worked for me.

Has this ever happened to you?