Inspiration and Information for Starting Your Business

Archive for February, 2010

Getting and Keeping Your Financial Books in Order

There are dozens of reasons you might be excited about starting a new business—and it’s a good bet that the opportunity to keep financial records isn’t one of them. As a result, this crucial element of business success often takes a back seat to more glamorous tasks.

Setting up your financial books in an organized manner is one of the important first steps a new business owner can take—and one of the most commonly ignored. Even if your business has an accountant, it’s essential that you know something about basic accounting principles as well. Accountants rely on receiving accurate and well-organized information, and the day-to-day bookkeeping on which that information is based will most likely happen in-house.

The key is to develop good record keeping habits from the very beginning. Start by familiarizing yourself with the basics of bookkeeping. In most cases, with a little study and help from computer software tools, you should be able to manage your most basic financial records. This includes the daily recording of transactions, maintenance of a general ledger, and maintaining your cash records. There are some other records you may need to maintain, depending on your business, such as accounts receivable ledgers and accounts payable ledgers.

Once established, accurate financial records are a gift that keeps on giving. Are you making money, or losing it, and how much? Is your business on sound financial ground, or are troubles lurking ahead? A sound bookkeeping system will help answer all of these questions and more.

Taking this end of the business seriously right from square one is one of the best investments of time and attention a small business owner can make.

Readers—what is the most helpful program you’ve found for record keeping? Post your suggestions or recommendation in the comments!

Do Your Homework! Market Research Matters

There’s a reason this is called the Information Age—because information is now the bread and butter of business. What you know about your industry, your market, and your customers can be the difference between abject failure and stunning success.

Ask Philip Kotler, author of the classic Marketing Management, whether information matters and he’ll point to the billions spent on market research every year. Coke knows how many ice cubes we put in a glass on average (3.2) and how many Coke commercials we see on average each year (69). Proctor & Gamble once bothered to find out how many of us fold our toilet paper and how many crumple (42 percent fold; 33 percent crumple; 8 percent fold and crumple; 6 percent wrap it around their hands. Oh, you didn’t ask? Sorry).

These companies are not searching for these answers so the CEO can do better at Trivial Pursuit. They are looking for information so they can continue to grow their businesses. Knowing your market and the habits of your customers, often in exquisite detail, matters. Ice cubes and toilet paper may not matter to your company, but some things will, and it’s your job to figure out what those are and how to measure them.

All successful business owners must know their markets, competitors, customer wants and needs, and what it takes to be competitive. You must set aside a decent amount of time and money for market research, especially if you are starting a new business or branching out into a new direction.

Before you begin researching your market and collecting data, you must first determine your needs and objectives and then implement the right data collection procedures:

Determine your market research needs and objectives. The first step in doing market research is to decide what you really need to find out. The kind of information you are seeking should determine the type of research you will do—although of course budgetary constraints will also play a part in your decision.

Do you need to learn how potential customers think about your product category in general? If so, interviewing groups of target buyers in focus groups may be the way to go, even though this type of research indicates only directional trends and may not be statistically reliable.

Or maybe you only need to confirm general trends in your industry based on existing research. In that case, reading information from outside services, industry trade associations, and industry experts may be all that you need to do.

Maybe you’ll want to conduct blind tests of different formulas before finalizing recipes for a new product. Or perhaps you have completed extensive product development and testing and are now ready for a field test of your prototypes.

Market research procedures. Generally, market research procedures break down into the following categories: Primary research (the actual data-gathering about the specific usage patterns, product feature likes and dislikes, etc. of target buyers or current users of your products) and secondary research (in which someone else has done the actual data-gathering in the field). Secondary research is generally much less time-consuming and cheaper than primary research.

Depending on your budget and timeframe, it may be worth popping in to your friendly neighborhood marketing consultant for a professional overview of your situation. If nothing else, a quick consultation can give you a better grasp of what the possibilities are and which would be best suited to your own business.

What methods have you used to do any kind of market research?

Evaluating Your Strengths and Weaknesses

You’ve got an idea. You’ve got the drive. You’ve got your financial ducks in a row, and they’re quacking in four-part harmony. But are YOU ready to start a business?

There’s more to running a successful business than ideas and resources. A number of skills and personal attributes add up to make (or break) a business owner. Knowing your strengths and weaknesses can tell you (1) whether you’re ready to start a small business, (2) what kind of business is right for you, and (3) whether you need to shore up your own skills or add a partner who can bring skills to the table that you lack.

Some of the major skill areas to consider:

  1. Sales skills. How are you at pricing, buying, sales planning? Are you a skillful negotiator? Do you know how to track competitors and learn from the data?
  2. Marketing skills. How familiar are you with advertising and public relations? Can you map out a marketing strategy and see it through?
  3. Financial skills. How are you at managing cash flow? (Your own checkbook might provide clues.) Can you track monthly financial data and multiple accounts? Manage credit lines, general bookkeeping, billing, payables, receivables? Payroll?
  4. Personnel management. How will you do when it comes time for hiring employees? Firing them? Managing them? Motivating them?
  5. Personal business skills. How are you with oral and written communication, computer skills, and general organization?
  6. The intangibles. Do you have the ability to work hard and for long hours, to manage risk and stress, to deal with failure? Can you work well both alone and with others?

None of these are non-starters. When it comes to crucial business skills, everyone has a mix of strengths and weaknesses. The trick is to recognize the areas you need to shore up before the floodwaters come.

Take a look at your own skill set with this assessment tool:
Strengths and weaknesses checklist

What’s In a Name? For a New Business, Plenty

Naming a new business is a crucial step, one that should be given careful consideration. Your name can help customers find and remember your company. It can evoke your mission, your products and services, or that intangible “something” that draws people to your door.

On the other hand, your company’s name can leave you lost in a sea of too-similar names (First State Bank), evoke little or nothing (AirTran, Comerica and Vonage are oft-cited examples), or bring undesirable images or ideas to mind (such as BookGoo and Fairtilizer).

If the Internet is to play any role in your business—and it’s hard to think of a business for which this isn’t true—you’ll want to choose a name with an identical available URL. A quick search at Whois.net can tell you whether your company name is available as a domain. If so, it’s worth the spare change to park the domain while you get your ducks in a row.

Then there’s the knotty question of trademark infringement. Get close enough to an existing brand or company name and you may find yourself on the receiving end of a cease-and-desist order. Even without the legal unpleasantness, changing a business name is a messy and costly process that can sometimes lose whatever consumer equity the original name had built.

Fortunately, most potential trademark infringement problems are caught during the process of incorporation at the state level. The name of a corporation, limited liability company (LLC), limited liability partnership (LLP), limited partnership (LP), or nonprofit corporation must be distinguishable on the records of the state government in which the incorporation takes place, which means it must not be deceptively or confusingly similar to another name already in use in that state. If the name is not sufficiently unique, the state will reject the company’s formation documents.

If you are planning to incorporate or register to transact business (foreign qualify) in another state, performing a name availability check in the intended state(s) will tell you if your desired name is already in use by another company in that state. If expansion into other states is a possibility for your company, no matter how remote, it’s better to check up front than to risk a mid-course correction down the road.

See also:

The Name Inspector—a brilliant blog devoted to the corporate/brand name game