brains of business - microsoft access...bendigo 3550 email: [email protected] valentini &...

Brains of BusinessA collaborative business newsletter, focussing on practical and useful

information that benefits you and your business.

Issue 5 August 2007 ISSN 1834-2728

In this issue our contributors look at HOME-BASED BUSINESS.

It’s Business from Home, Not the Other Way Around ................................ Page 5Make sure you’re aware of all the traps or your home-based business could end up without a business or a home...........................................by Paul Henshall, ActionCOACH

Getting the Right Tools is Simple ............................................................... Page 2Scared of your computer-based business tools? Building a database, website & security system is easier than you might think!................................by Julie Misson, Simply Access

Tax Compliance can be Easy if You Set it Up Right from the Start ........... Page 3The log book system can be can be used for more than just your car. Keep it in shape and tax time will be a breeze......................................by Dean Murphy, Valentini & Murphy

Make Sure Your Business Doesn’t End Up in the Washing....................... Page 4Keeping all your business activities on the right track and separated from your home activities can be tricky............by Clare Fountain, Sorted Business Administration Services

Events Calendar.........................................................................................Page 9

Don’t Mix Business with Pleasure ............................................................. Page 7If mixing business with pleasure on the social side can be dangerous, it’s absolutely disastrous in your book keeping............by Jennifer Blainey, First Class Accounts Bendigo

Events Calendar...don’t miss out!

For more information on contributing to the Brains of Business Newsletteror to list your events, call 1300 667 554.

Your feedback is valuable. Please click here to register your thoughts.

No Need to Compromise on Your I.T. Just Because it’s from Home! ........ Page 6Find out how to turn your home into your own wireless network space and even extend it to a mobile office...........................................................by Joe Ciancio, Maxsum Solutions

Aren’t We ALL Really Home Workers? ...................................................... Page 8These days most business people spend plenty of time doing homework, not just those with a home-based business..................................by John Brewin, Workforce Extensions

http://www.simply-access.com/brains-of-business-feedback.html

What Computer Tools Do I Recommend?I am a home-based business operator, tried the office scenario but, as I visit most of my clients at home, I decided being at home is much better financially and also increases productivity.

I thought I’d share a few of the tools I use. As I am a database developer, most of the tools I use are computer-based - don’t let that scare you. You may also think that because I am a nerd the computer tools I use are complicated, when they are not. I need tools that are easy to learn and to implement as I’d rather spend my time on database development.

Okay, what helps me to run a successful home-based business? (I say successful with bated breath as there is a lot more for me to learn and improve on.) Note: These tools can also be used by a large business. So, what do I use and why?

* Putting Clients First (PCF), Client Management Database - www.puttingclientsfirst.com. I know this is my own product, but how can I sell my own product if I don’t use it myself. I don’t want this to be an advertisement for PCF, as I have so much more to share, but if you are interested in finding out more, click on the above link.

* Site Sell – http://passion.sitesell.com/products19.html. I use this site

WHAT WE OFFER:

• Individual database development

• Microsoft Access problem solving

• Data management

• Client management systems

• Microsoft Access training

Simply Access For more information contact Julie Misson

URL Address: www.simply-access.com Phone: 0400 906 942

Email: [email protected]

to build my websites. What’s so good about this host is that it is more than just a website host, it is a community where everyone shares ideas. It is not expensive as you can build the website yourself, therefore negating the need to pay a website builder each time you wish to make a change. They also show you how to build a website that is full of content to enable you to rank well, thus getting plenty of visitors, allowing you to

monetise. They step you through how to do this using their 10 day program. Be warned, if you want to do this properly, it does take time, but well worth it. If you do not have a website, this site is truly worth a visit.

* Snagit – www.snagit.com. I use this tool so often. It does what it says, snags images (and more) from your computer screen. You can then add arrows and text, etc., then save and copy as an image. You can also use it to extract text (although it does not work too well with pdf documents) and capture videos. You can download a free one-month trial.

* AVG - http://free.grisoft.com/. Virus protection. Why is this tool good? Well, it’s free and it works – all of you should have virus protection at the very least.

If you need more information on any of the above, please do not hesitate to give me a call.

Top TipUsing carefully chosen

software products can makeyour life so much easier.

Home-Based BusinessA home-based business can be the most convenient, simple solution to finding the most appropriate premises for a small business. For an Accountant though, the home-based business is a minefield of compliance issues to keep the dreaded Tax Man happy.

The Tax Office has some very strict guidelines as to the DO’s and DON’T’s of home office expenses. To the disgust of most people, the term ‘Log Book’ relates to far more than just your motor vehicle. When working from home you will need to keep a log for the use of items such as your computer, internet use, phone use – both mobile and fixed line, as well as logs if you use audio visual equipment. As with a motor vehicle log book, the purpose is to determine the split between your private use portion and your business use. The easiest way to overcome this paperwork nightmare is to have two of everything – one exclusively for private and the other exclusively for business use.

The other big challenge is in relation to claiming a portion of your home loan interest, your rates and insurance, heat, light and power expenses. The Tax Office have made it easy to determine the claim for your utilities by allowing us to claim 20 cents per hour – the catch, you need to keep a log of the hours you work.

WHAT WE OFFER:

• Business Taxation Returns

• Ensuring you understand the financial position of your business

• Strategic Review of business structures & systems

• Budgeting & business planning

• Review & feasibility of new business acquisitions & start-ups

Valentini & Murphy For more information contact Dean Murphy

Address: 425 Hargreaves Street Phone: (03) 5443 0800

Bendigo 3550 Email: [email protected]

Valentini & Murphy

With regards to interest and rates though, the problem is a little more complicated. The major point that needs to be understood is in relation to maintaining the TAX FREE status of any gain we may have when we sell the family home. We can use a method of calculating the floor space that the home office uses (subject to certain Tax Office restrictions and guidelines) to claim these expenses. If we have claimed a portion of our interest

and rates, etc. then we technically need to include as income an equal portion of the gain we make when we sell the house.

Your Accountant may just be your best friend when it comes to

setting up your Home-Based Business. Provided you have systems in place for recording your expenses and you implement these from day one, then life will be far easier come tax time.

The Tax Office has issued a number of rulings and facts sheet relating to home office issues. You would be well-served to make yourself aware of these and ensure that you are compliant, to save any sleepless nights should the Tax Man choose you for an Audit.

Top Tip Want to work from home?

- then you better do a crash course in ‘Log Books 101’.

Home-Based BusinessRunning a business from home is a smart thing to do. Historically there was a stigma attached but not any more. A Home Office enables you to juggle family and business logistics effectively. For start-up businesses it also keeps the set-up costs to a minimum.

When setting up home offices for my clients, I run through the following checklist so they are sorted from the start.

Create a professional image:

- Check background noise when you are on the phone – make sure you can quickly ‘escape’ from the noise of the house/family.

- If you intend to have staff at your home office make sure they feel comfortable – having a desk in the corner of your bedroom or in a hot/cold shed is not appropriate.

- What impression will a client get from seeing your home? What does it say about the way you live your life. Make sure your personal ‘image’ compliments your professional one.

- It is vital that your business phone is separate and not answered by your family. I’ve had some great chats with kids and for some businesses it might work, but not many.

Create Rules:

WHAT WE OFFER:

• More time for you & profit for your business!

• Individually designed productivity systems that work!

• No fuss “How To“ Manuals

• Practical workshops

• Free 30 minute telephone consultation for “Brains” readers

Sorted Business Administration Services For more information contact Clare Fountain

Address: 473 Hargreaves Street Phone: 1300 667 554


Sorted Business Administration Services

- How will you switch ‘modes’ between ‘home’ and ‘office’? Most people get to travel and switch off between work and home. A challenge if it only requires three steps! Some people change clothes to get into/out of the headspace.

- Managing working hours. Close the office door at 5pm and don’t open it again before 9am. Make sure work doesn’t intrude into family or ‘you’ time.

- Sharing the office space. Clarify with the family what they can and can’t do in the office.

- Confine the office. Create ‘work-free’ zones, eg. the lounge room, bedroom and

kitchen. I have seen some offices with a bed instead of a home with an office.

- Friends also need to be aware of when you are wearing your work hat and when you are available to socialise.

Making a home office successful requires strong self-discipline. At home you are surrounded by distractions so the ability to focus and exert strong Time Management skills is imperative. Setting up a daily, weekly and monthly routine is the first step. Having clear expectations of what you can achieve in the time available for both work and home is also important. Is the priority to make sales phone calls or hang up the washing!

Do you need more time? Why not attend a Sorted Time Management Workshop.

Top TipEnjoy the benefits of working

from home (like a fully-stocked fridge!) but make sure they don’t

become distractions.

The Home-Based Business ‘Dichotomy’Ah! Spending your days with no travel hassles, flexible work hours and low expenditure base. All great images of the home-based business, but let’s be aware of a few potential ‘traps’ waiting on the other side of the rainbow!

No headspace separation between business and pleasure. That drive home after work is often just what you need to clear the head and allow it to recharge. When you’re working from home that gap is just not there so it can be difficult to switch OFF…or ON. So, physically GO to work at the start of the day and put in a short walk at the end…the change of environment will do you good and clear your head. You almost NEVER get the best ideas when you’re actually AT work.

No defined hours of work and play. Whilst the ability to work the hours that suit you sounds great, the reality is that you could end up working ALL hours. Define your work hours (they can still suit your lifestyle) and stick to them. A friend of mine actually has a timer on the power to his desk which makes sure he can’t stretch out the working hours beyond those planned.

No workday routine. I’ll wager that the routine’s what you think you want to get rid of but, ironically, it’s the routine that

WHAT WE OFFER:

• Results based one-to-one business coaching

• Intensive “group” sessions

• 2 day business “boot” camps

• 1 day Workshops in Marketing, Sales, Team Building, & Customer Service

• One off business “boost” sessions for any size business

ActionCOACH For more information contact Paul Henshall



ActionCOACH

also keeps you focused. Adopt a working regime from the start. Get up, have a good breakfast and get dressed in work clothes that match your profession. It doesn’t matter that OTHERS can’t see you, but it does matter that YOU can see you. If the look doesn’t match the thought then the required actions won’t follow. I remember a great example of a home-based administration person calling business owners’ to set up appointments.

She couldn’t work out why, on this particular day, conversations were difficult. She took a break, freshened up, changed out of ‘house clothes’ and into work gear and immediately found the attitude of her phone prospects

had changed….why, because HER attitude had changed.

No dedicated workspace. If you don’t follow the same rules regarding work environment that you do with an ‘external office’ then be prepared for chaos. You can’t operate efficiently if you’re sharing your computer with the family internet surfing requirements. And, you can’t push the dirty dishes to one side and lay out your work and expect to produce a professional outcome. Set up a permanent workspace and establish the rules around who can enter and when.

So, remember to really enjoy the lifestyle may take a little WORK!...but then that’s what you’ll actually get paid for.

Top TipTreat your home-based business

like a BUSINESS or you mightend up with no business

and no home.

I.T. In Your Home OfficeFor most people, working from home sounds like the dream work situation. However, while working from home can offer flexibility, many soon find that their existing IT set-ups at home are not suitable for doing business efficiently or interfacing with clients professionally. Working from home often involves a lot of after-hours work as well, so you want to make sure that you have an efficient set-up to avoid wasting your time, money or energy!

In today’s Internet age, the very least a home operator requires is a broadband Internet connection (like ADSL) to provide fast access to the Internet. Imagine having to dial-up every time just to check email, or worse yet, losing business because you replied to an email too late! A broadband connection will also give you lightening fast Internet access that can really speed up your admin work plus give you ready access to any information you may need to source on the Internet.

A broadband connection can even be shared across other computers in the home via a router – great if you have school-aged kids at home who might benefit from a fast Internet connection as well. Other resources, such as printers and scanners, can also be configured to be shared in the home – also ideal for the rest of the family or if your operations grow in the future.

WHAT WE OFFER:

• I.T. Consulting

• Voice Over IP phone systems

• Computer system administration

• Computer networking

• Document management systems

Maxsum Solutions For more information contact Joe Ciancio

Address: 130 Mollison Street Phone: (03) 5442 7785


Maxsum Solutions

Here are some other great ideas to make working from home much easier. Try using wireless networking around the home. This gives you the mobility to be able to work from anywhere on the premises without having to unplug and reconnect a mess of cables! Simply having the freedom to work from somewhere else in the house might be just what you need to give you a fresh perspective on your work. Or if you do

have clients coming to your home, but don’t necessarily want to have meetings with them in your work space, you could set up a designated meetings area and just use a laptop, for example, wirelessly

during meetings with clients.

Finally, you might want to consider using a PDA (Personal Digital Assistant) to really give you that professional edge. Your PDA can be synced up to your PC at home so that you can access, retrieve, and upload data when you are out onsite with clients. This means that you don’t need to enter all your data when you get home from meetings; it’s all there ready and waiting for you on your system so you can just get on with the job!

So, as you can see, there is any number of simple and yet highly effective solutions available to help people working from home achieve both professional-level service and efficiency gains.

Top TipUse a NextG wireless broadband

service on your mobile deviceto access data anywhere!

Home-Based Business There are many aspects of running a home-based business to consider. An important one of these is your account keeping.

Q: Where do I start?

A: Firstly, have a discussion with your accountant. They will advise you of your legal requirements for record keeping for tax and GST purposes. They will also advise you as to what reports and information they need to prepare your tax. Providing them with clear and accurate information will ultimately cost you less for their work. So, consider an initial investment into the right systems and support.

Q: How should I keep my accounts?

A: As with other aspects of your business, it should be separated from your household and other finances. This way you will better know how your business is progressing. A separate bank account is a good starting point.

Q: What about shared expenses between home and business?

A: These should be identified as shared on your cheque butts and other records that you keep. If you are using your car for personal and business, keep a log book.

Q: Do I need accounting software?

WHAT WE OFFER:

• Installation, training & support of MYOB & QuickBooks software

• Regular bookkeeping maintenance services

• Regular management reporting

• Payroll, incl. PAYG & Superannuation requirements

• BAS & End of Year preparation of books for Accountant

First Class Accounts Bendigo For more information contact Jennifer Blainey



First Class Accounts Bendigo

A: While your business is small, you can quite successfully use a manual cashbook, or a simple spreadsheet to record your income and expenses. If you are registered for GST, you will be doing a Business Activity Statement (BAS), so make sure that you include a separate column to record the GST component of all transactions.

Well-known software companies such as MYOB and QuickBooks have reasonably

priced small business versions of their software. Choosing one of these makes it easy to upgrade as your business grows and easy to produce vital financial reports. Make sure that you

include the cost of some training in your software decision, it is a necessary investment to make the purchase worthwhile.

Q: What if I don’t know anything about bookkeeping?

A: There are bookkeeping services (such as ours) that can do the work for you in very little time. Using a bookkeeping service frees you up from the time and head-space it takes to work it all out. It allows you to concentrate on your own expertise that, in turn, makes money for your business. It’s therefore often a valuable investment to get the work done by a professional who can determine what bookkeeping tasks each of you will do.

Top TipAn investment in professional

advice and systems can save alot of hassles and money

in the long run.

Homework Becomes Home-Based WorkIn Edition 3 of the Brains of Business publication I commented on the topic of balancing a healthy home life with a productive work life. I highlighted the importance of recognising and implementing strategies promoting work and home life balance that serve to benefit employers and employees, thus attributing to a happier and healthier workplace and family life. The Top Tip for this Balancing Business and Lifestyle article was, ‘A healthy and productive business relies on the health and wellbeing of its employees’.

Too many of us still take unfinished work home and spend precious family and private time tying up loose ends. If you are like me, I spent much of my childhood dodging homework, unless it was something I considered of relevance, fun or of particular interest. The fact of the matter is I am still doing homework, although now I do see a particular relevance for it from a business development perspective. It is true many of us are still slaves to homework. Homework can be a very beneficial and important element of a business, for both the employer and employees. Managed homework, set up to conform to strict parameters, such as hours of work, is an attractive working option for many in the workforce.

WHAT WE OFFER:

• Short-term or long-term labour hire

• Permanent Recruitment

• Contract Recruitment

• Complete payroll/Human Resource service for your business

• Industry training through JobSkills training

Workforce Extensions Central Victoria For more information contact John Brewin

Address: 29A Miller Street Phone: (03) 5443 7200


Workforce Extensions Central Victoria

The Australian Bureau of Statistics reported that in June of 2000 more than 1 million Australian’s chose their home as their work environment. The majority of these workers were setting up a business based out of their home. Home-based work is an attractive option to members of the workforce for a number of reasons. Access to a large range of employment opportunities, flexibility of work hours and a reduction in travel and time costs are

among a long list of reasons why a growing number of employers and employees are adopting, in full or part, the home work option.

Working from home does however have its own set of challenges.

Sustained focus on and development of work tasks, maintaining channels of communication from what can be an isolated workplace and balancing family and other pressures that may factor into working hours, are all important issues to consider and contend with. Whether working from home on a full-time or part-time basis, a healthy degree of drive and focus is required to maintain a presence and level of work activity among the business and labour market. Home-based work is not the preferred and profitable option for everyone, as many individuals require instruction and leadership that comes from working in a traditional team environment.

Top TipHome-based work is an attractive, flexible working option but requires

particular focus, self-disciplineand direction to make it

productive and profitable.

Events CalendarDate &Time

Who Event Details Location Cost Booking &Information

August

27th 6-9:30 Sorted Time Management &Find Your Desk Underthe Mess Combo

473 Hargreaves St, Bendigo

$209.00 1300 667 554Register by 23rd August

September

7th 8-10am

18th 6-9:30pm

21st 8-10am

First Class AccountsSorted

First Class Accounts

Financial Forensics

Time Management &Delegation WorkshopFinancial Forensics

Cafe Au LaitMitchell St, Bgo473 Hargreaves St, BendigoCafe Au LaitMitchell St, Bgo

$49 incl.breakfast$165.00

$49 incl.breakfast

5441 6261

1300 667 554

5441 6261

October

5th 8-10am

16th 6-9:30pm

19th 9-10am

29th 6-9:30



Financial Forensics

Time Management &Delegation WorkshopFinancial Forensics

Time Management &Delegation Workshop

Cafe Au LaitMitchell St, Bgo473 Hargreaves St, BendigoCafe Au LaitMitchell St, Bgo473 Hargreaves St, Bendigo



5441 6261

1300 667 554

5441 6261

1300 667 554

November

2nd 8-10am

16th 8-10am

First Class AccountsFirst Class Accounts

Financial Forensics

Financial Forensics

Cafe Au LaitMitchell St, BgoCafe Au LaitMitchell St, Bgo

$49 incl.breakfast$49 incl.breakfast

5441 6261

5441 6261

Whist every care is taken in the preparation of this Newsletter, the Central Success Group does not take responbility for the opinions expressed,errors or omissions. Readers should take responsibility for acting on any of the information contained in this Newsletter.

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normally valued at $120.Call First Class Accounts on

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