How To Use Word More Effectively

Most people groan and complain about Word and how buggy it is and how it never does exactly what we want, when we want, and how we want.

C'mon people. Word is a powerful tool for business owners and once that power is harnessed to make your life easier, you'll be singing a different tune.

  1. Word has a spreadsheet feature built in. No need to run back out to your desktop to open a spreadsheet when with one click you can build a table right into the screen you're working on. Don't know how? Look on the menu for Table > Insert. Then choose Formula from that same menu. Voila. It's that easy.
  2. Track Changes isn't that scary. It's helpful, especially when multiple people are making changes on an important document. Just choose Tools in menu at the top of your Word screen and toggle it on. Now play with it on an old document. Delete a few words. Want to view the original text? There's a toolbar you can view (go to View > Toolbars > Reviewing) that has a dropdown menu. First choice is Final Showing Markup. But you can also view Final (which removes all the Track Changes marks), Original Showing Markup, and Original (with no Track Changes). To turn off Track Changes, toggle again in the Tools menu. Or to accept changes, make sure your Reviewing toolbar is still available and check out the buttons. Just press one! Again, play with it. You might be surprised how easy it really is.
  3. Add a custom dictionary. The Word spellchecker is worthless sometimes. It really only spellchecks certain words and for industry-specific terms, it misses them altogether (especially legal, medical/pharma, and science/tech). You can buy add-on spellchecking programs that will turn Word into a powerful editing machine. For medical, Stedman's sells a nice add on. For legal, check out Bouvier's Law Dictionary and Legal Speller, and for science/tech, try Spellex.
  4. Learn to master Word styles. It's easier than you think. For most of us users, Word applies its own formatting without being asked, which makes our blood boil. There is a way to conquer the automatic stylist in Word and to make it do what you want. For an overview (better than I could explain it), check Help > Styles and Reusing Formatting. (Also, if you go to Help > Microsoft Word Help and type in styles, you'll get more information than you need.) Once you learn a few things about styles, it's fun, very satisfying, and you'll wow clients and employers/employees.

Keep On Marketing

If you're feeling the crunch of the economy, you're not alone. Everyone I've talked to, from clients to fellow small business owners, feels some pain. Many have asked me for advice (I'm not a small business guru, but I always have advice, it seems) and my reply is like a broken record: focus on marketing.

It may seem counterproductive to spend money now. Especially if your bottom line is not that great and the money you would spend on marketing could be better used as padding for the coffers.

Resist the urge to hide. This is the time to market. Yes, people are tightening their belts, but really, people are looking for a good reason to part with their money. Provide it to them.

  1. Video testimonials can provide that "good reason." Consumers are really into YouTube videos. Why not use that technology to prove how much better your product or service is? You can use free video capture (Camtasia) software and post the videos on your web site’s main page. Or create a testimonial page and do more than a few. The idea is to get the satisfied customers to say how your product or service made a difference to them. Don't have them speak in your terms, have them use their own terminology (see #2).
  2. A customer's terminology has to do with benefits. I tell clients at least once a day that their sales material is not going to make an impression as written. It's filled with features: "13 years in business, member of BNI" and this does not matter to someone who's looking at your photography services for their wedding. They want to know what’s in it for them. Will you capture the most important moments of their day? Are you easy to work with? And then you've got to prove it. "Award-winning photographer offers free consultation, 25 free pictures if you buy the gold package, and black and white or sepia options for any photographs, you choose." See what I mean?
  3. Give something worthwhile to customers for free. This doesn't have to be 25 free frames, as in the photography example above, but it must be worth something. Usually product business offer something extra, "if you order today, you get a free shipping," and services business offer information, "free white paper on marketing if you sign up now." And don’t think about the monetary value to you, but think about the monetary value to your customers. If I received a free white paper on marketing from a company I was considering, especially if it gave me good actionable ideas, I'd be much more likely to use their services. And I often order from a vendor to get free shipping, as that's a huge draw for me.

Try marketing today. It may surprise you how a small effort reaps big rewards.

How To Keep Up . . . And Get Ahead

Productivity is always a concern for business owners, especially during this time with rising gas and food prices, consumers tightening their belts, and the need to maintain a profit.

A few stories lately have discussed productivity and once again, the ideas aren't what you'd expect.

CNN talks about our "sleep-deprived nation" and points out that American employees work more than they sleep - a disturbing trend.

"One-third of those surveyed for the National Sleep Foundation's annual 'Sleep in America' poll had fallen asleep or become sleepy at work in the past month. The telephone survey questioned 1,000 adults in the continental United States and was conducted between September 25, 2007, and November 19, 2007.

The poll also found that Americans are working more and sleeping less. The average amount of sleep was six hours and 40 minutes a night. The average workday? Nine hours and 28 minutes."

The Chicago Tribune approaches productivity in a similar way.

"'To be honest, employers may not be aware of the impact the physical environment has on individuals,'" said Steve Schiavo, a Wellesley College psychology professor who has presented papers at the Environmental Design Research Association (EDRA). 'Employers may only think of financial compensation as contributing to morale, but clearly there's more than that.'"

PCWorld suggests that letting employees take breaks (even if only to view Facebook) can improve productivity.

"Feeling guilty about checking out Facebook when you should be working? Well, don't -- because according to PopCap Games research, taking a 10-minute break to surf the Net will reduce stress and sharpen your mind.

The games manufacturer claims 'electronic breaks' actually increase staff efficiency and morale, warning that by stopping workers surfing the web, businesses are contributing to a loss to of productivity worth up to US$8 billion every year.

The research will come as a blow to companies that have banned access to social networking sites. According to employment law firm Peninsula, seven out of 10 companies already prohibit workers from visiting sites such as Facebook and are even considering banning personal Internet access altogether."

I know. You're thinking why in this economy would I let my employees look at Facebook, sleep, or enjoy their surroundings?

Because it works. Productivity was up in the first quarter of 2008, even as companies cut jobs. Many industry analysts point out that our services-oriented workforce is more resilient to economic highs and lows than we were in the 1970s. And why not make a few tweaks geared toward the comfort of your employees? If productivity continues to keep up and surge ahead, the resulting strong economy will take care of high prices and job losses.

Abandoned Shipping Containers – Another way to go Green

We have been following the recent stories of ways people are finding to go green. One of the most interesting is the way some builders and companies are using abandoned shipping containers to assemble structures ranging from homes to skyscrapers.

You've probably seen shipping containers before. They’re big boxes that look like the trailers the big rigs pull across our interstates, but they don't have any wheels. They come in varying colors and have different logos on them. They’re used by manufacturers to ship their good from overseas to the United States or anywhere else in the world. They’re stacked onboard huge ships then, once they arrive in port, they’re emptied and left abandoned.

Some ingenious minds have looked at these shipping containers and seen their real potential. It seems they can be used to construct single family homes that are strong, cost-effective, durable, and weather resistant. I thought this would look much like a mobile home until I saw one being built. Done by a knowledgeable builder, they look like normal fixed-based houses. It's remarkable what can be done. It’s recycling at its finest and it doesn’t stop there.

A European company FREITAG sells bags made from recycled tarps (a whole other issue), found that they could construct their office building using abandoned shipping containers. They’re unique way of producing their bags suggested that leaving the containers exposed and unchanged would make a one-of-a-kind office building. All of the containers are their original colors and show their company logos, but stacking and permanently joining them created a structurally sound and visually stimulating office building. They’re also very inexpensive.


What a great way to take unwanted objects and turning them into something beautiful and functional! It just takes someone with vision to see their true potential and bringing it to life.

Manners Matter in Virtual Team Teleconferences

Even though you can't see the people in your meeting with a teleconference doesn't mean that there aren't certain rules of etiquette that you should follow. In fact for teleconferences, meeting etiquette in certain areas is even more important than in a face-to-face situations.

Here are a few tips to help you to have the best teleconference possible:

  1. Make sure to send your agenda before the meeting so people may be properly prepared. You may want to send it out more than several hours ahead. Depending on the nature of the call, you may need to send your agenda several days to a week ahead of your planned call.
  2. Include your starting and expected ending time. Use Outlook to schedule your meetings electronically and ask for participation approval automatically. Let your participants clear their calendar to allocate you the time you need.
  3. Make sure you have communicated your expectations clearly to all participants. This will help to keep your meeting on-track and allow you to have metrics for which to measure your teleconference meeting success.
  4. If you have had previous problems with attendees putting your call on hold and sharing their canned hold music or promotional message with the group, consider discussing the issue privately with the party before your next call. If you cannot identify the person clearly, send with your agenda a gentle teleconference protocol reminder listing this item specifically to help your team get and stay on track.
  5. Keep your message short, concise, and closely follow your agenda. Doing so, will keep attendance high and keep participants focused.
  6. Follow-up in writing your plan of action and who has been tasked to perform which activities. Good follow-up assures that the plans you have discussed will be implemented and that team members can be accountable for specific tasks.

How To (Really) Help Employees Stay Healthy

Workplace Wellness

Here's a smattering of news articles to prove it.

Keeping your employees healthy is good for business.

Channel 17 news in Raleigh, Durham, and Chapel Hill talks about local companies who are not just adding fitness rooms at the office to encourage employees to stay fit and healthy.

"[F]itness centers are no longer the backbone of corporate wellness programs, said Dave Gardner, manager of corporate and community health at WakeMed.

'Employers can look at policies and how their environment is structured,' said Gardner. 'Do they provide access to food and beverages? It may be just vending machines, but what's in the vending machines?'

Companies with on-site cafeterias are leading the charge with healthier menu items. A poster in Quintiles' cafeteria touts organic items and snacks with no trans fats."

The Economic Times in India touts helping employees with their stress as a path to workplace wellness.

"As industries mature, one of the fallouts has been that employees have been bombarded with excess workload to meet the water-tight deadlines. The outcome-stress, which takes a direct toll on productivity as people tend to slack when burdened with huge portions of work. Fortunately, organisations are waking up to this reality and are manifesting their concern for their employees' health by carving out several initiatives to build a stress-free environment for them."

A New York Times article focuses on politicians who are encouraging small businesses to focus on healthcare issues just as if they were a large company and able to offer multiple health benefits.

"Newt Gingrich, the former speaker of the House, said smaller employers need to apply the same principles to health-care as they do to any other business.
'The question should be how do we get the best value for money,' Gingrich told the standing-room-only crowd of several hundred small-business owners.
He also prescribed changing workers' attitudes and behavior by offering healthy snacks in the workplace, access to wellness programs and fitness centers, and year-end bonuses based on a health assessment. At a panel discussion on small-business health-care costs, workplace wellness programs were seen as the most effective tool to cut rising prices."
In this age of rising prices (food, gas, health care) as well as the cost of doing business, companies may be tempted to scale back benefits, but perhaps the long-term effects of health and employee wellness should matter more.

Stay Smart and Stay Ahead

The Street looks at the recent Microsoft bid to acquire Yahoo and draws three very good tips out for current small business owners, summarized below.

  1. Do the basics very well: No matter what business you are in, you cannot take things to the next level, or withstand a recession, if that is your situation, if you are not handling the basics.
  2. We need to innovate: No business stays in business long if it does not adapt, change with the times and innovate. . . . One easy way to innovate is to just keep an eye on what your competition is doing. What is their Web site like? How do they market their business? Keep abreast of what others are doing and consider making changes accordingly.
  3. We need to change the game: [C]hanging the game means that the savvy small business person will also consider changing even essential ways of doing business when necessary.” highlights a story about a small business that is not only surviving, but thriving in the midst of harsh times for businesses of all size.

"There's a battle going on in the floral industry, and many small, independent florists are losing. Like other small businesses, they don't have the time or knowledge to keep up with the latest marketing trends and tactics.

This month's small business online marketing success story is about a business owner who's using search marketing smarts to win this battle, along with some blogging and social media thrown in.
Meet Cathy Hillen-Rulloda, owner and Design Director at Avante Gardens, an award-winning florist in Anaheim, California. Cathy started working for a local florist during high school in West Virginia, and opened Avante Gardens in 1984 after helping design flowers for the 1984 Summer Olympics in Los Angeles.

Since then, Cathy has become one of the floral industry's most accomplished Internet marketers. ‘She's a watchdog for the floral industry and keeps the rest of us aware,' says Ryan Freeman of Strider Inc, the operator of ‘Her Web site ranks well and performs well, she blogs intelligently, has a smart mind for business and PR, and has enough chutzpah to take action when it's needed.'"

For small business owners like Hillen-Rulloda, it's about doing the basics well, using innovation to stay ahead, and changing the game when required. When those three elements are in place, small businesses will thrive.

Register for Better Tracking

If you really want to keep track of your participants, use a registration page for all of your conference calls.  Registration systems will record any data you want and store it for use later.  Also, during a live call, you can see the data next to that caller - speaking directly to users and knowing who they are increases the personal touch of your call (not to mention it is impressive).  Also, each participant receives their own unique code for the call - again, more personal.

After your live event, you have data on who registered, who attended the live call as well as who did not - great for follow-up.  For paid services like teleclasses, this is a great way for tracking attendance and keeping control of who gets it.  For required employee calls, the data will keep everyone accountable.

Best of all, it's free.  Try it out!

When Multi-Tasking Works Against You

We've all been in this situation, sitting in a "boring" teleconference, our mind starts to wander, we decide maybe we'll look at our email, and then out of the blue, the speaker asks your opinion!

Wow, talk about an embarrassing moment, how do you say you had been drifting? It's better to follow these few tips to keep your focus in a teleconference particularly when your mind starts to wander.

  1. Close your email program and your browser. You won't be tempted to multi-task if you don't have these applications open.
  2. Turn off your cell phone and PDA. Don't be tempted to lose your focus with these distractions to the call.
  3. Get a piece of paper out and make bulleted notes of the meeting.
  4. As you think of it, write down your questions on a specific topic or write down the name of the person and task that they have just been given.
  5. Write down the follow-up actions you will personally need to take and the dates to take them. Writing will help you to stay tuned-in and keep your mind actively involved in the teleconference as well as provide concrete follow-up for you to log into Outlook after the conference call.