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Buying a van – which one?

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When buying a new car, most people already have a strong opinion about what they want. Colour, brand, features etc., can be a very personal decision. However, where do you start if you need a new van for your small business, especially if you have not bought one before? This guide will help you understand what you should consider in making your decision about buying a van.

A van is a medium-sized motor vehicle, typically without side windows in the rear section of the body, for transporting goods.

WHY buy a Van?

If you need to transport goods in an enclosed vehicle that will not fit in a car, that needs to be protected from the weather and kept secure whilst still being very maneuverable and economical to run. Then a van might be the answer.

The small van is synonymous with small businesses, whether a tradesman, delivery driver, or even a mobile barista. They offer great cargo carrying capacity whilst driveable on a standard license and can still be easily parked.

WHAT factors should influence my decision when buying a Van?

When considering buying a van, you should evaluate the following:

Specifications
  • Size – When you consider your needs, vans will normally be described as short or long wheelbase, which indicates length. Think about what you need to carry and thus your required dimensions. Width is also key if, for example, you need to be able to load a standard-size pallet in the rear. The bigger the van, the harder it will be to park and maneuver.
  • Roof height – Being able to walk around upright may be a requirement but remember you might now no longer be able to drive into a loading dock or car park that has height restrictions.
  • Payload – What is the maximum weight the van will carry? Note this measure will also have to include vehicle occupants and fuel weight. A twin rear wheel axle will allow additional weight to be carried. It is important to know that a gross vehicle weight over 4.5 tons will require a special driver’s license.
  • Engine – Traditionally, petrol gives better speed whilst diesel provides more pulling power and fuel economy. Another advantage is a diesel engine will have a longer service interval and is designed to do more kilometres keeping your van on the road longer.
  • Drive train – Although more expensive, an automatic transmission may significantly reduce your driving fatigue if you are negotiating city traffic. In the country, an all-wheel-drive variant might be needed to get you where you need to go.
Passenger considerations when buying a van
  • Doors – Door configuration can also be very important depending on how you want to use the van. Say you want to reverse up to a loading dock, then barn-style doors with 180-degree hinges allow you to do this. Sliding doors on both sides allow better access to contents etc. If you have ladders on the roof, will a lifting tailgate allow you to access them?
  • Weekend warrior – If the van will also be your transport during your time off, are there any considerations you need to make, like extra seating or provision to carry a bike or surfboard?
  • Seating– Extra seating is available in some models if your van is to carry the workers and the tools. Indeed most car manufacturers offer a small minivan in the same format for moving up to 12 people (a special driver’s license is required if you have more than 12 seats)
  • Comfort – Vans typically have a very upright seating position. If driving all day, consider this carefully when test-driving vans. You might also be able to pay extra to have more creature comforts like climate control air-conditioning.
Nice to haves when buying a van
  • Parking aids – Rear parking sensors and a camera will greatly assist in reversing into those hard-to-get spaces.
  • Safety features, if available, might save someone’s life or make driving just that much simpler and could include adaptive cruise control, hill start, speed limiters, blind-spot monitoring, autonomous emergency braking, automatic headlights, lane departure, road sign assist, etc.
  • Internal fit-out – You want your van fit for purpose, and lots of options are available and could include interior lining, refrigeration, safety barriers, built-in navigation, racking, draws, tie-down hooks, onboard power, etc.
  • Accessories – A van can become more versatile with optional accessories like roof rack, side awning, roof ladder, interior lighting, towbar, rear step, cargo barrier, grab handles, etc.
  • Branding – A van is also a mobile billboard and gives you the canvas to create advertising on its side to promote your business. Some businesses might want to stay incognito if the van carries expensive items.
  • Warranty & reputation – Check for how many years of warranty you get if used in a commercial environment. Also, check online forums where others may share their experiences of driving that vehicle.
  • ANCAP Safety measures how safe your car/van will be in the event of a crash. Ratings for vans in Australia can be found here. Simply the more stars, the better.
Running costs
  • Capped servicing – Some van manufacturers will offer a fixed-price servicing plan which helps you with your budgeting.
  • Running costs – Be realistic on just how much it will cost you to keep your van on the road and use this cost in your business planning to understand costs vs revenue.
  • Repairability –  Chances are, as a commercial vehicle, your van will do many more kilometres than a car. This, unfortunately, increases your chances of having an accident. How easy is it to get replacement panels, and at what cost? Because of the nature of this being a commercial vehicle, it is likely the interior fittings will be designed to take some punishment.
  • Insurance will differ by make and the driver’s age and driving record. Vans generally will do more kilometres, so more likely to be in an accident and will attract higher premiums.

HOW do I buy a van?

What is your budget? Just like cars, there are dealers for both new and 2nd hand. You can, of course, buy privately.

Car dealers might offer drive-away deals and special financing deals to encourage you to purchase. Look out for bonuses like roadside assistance or scheduled servicing thrown in.

Check the latest rules as you might be eligible for an instant asset write-off from the ATO.
Car dealers might also offer fleet deals or a special price for ABN holders.  The GST on your vehicle may also be claimable

Note: Registration is generally more expensive for a business vehicle but is also claimable as an expense.

HINT – Buying a van

Before you rush out to buy a van, there are a few further things you need to know. 

Vans are built to a price, and that normally means cheap. Although some vans come with a 5-star safety rating, some do not, and due to maximising cargo space, might be very unsafe in a head-on collision. Please consider what your personal safety is worth. In Australia, vans were not required to have stability control (reduces the chance of rollover in a poor traction situation) until November 2017, so consider this when buying 2nd hand.

Vans are not cars. Thus, comfort, aesthetics, and multimedia will not be of the same standard. A van is designed to carry weight, and as such, the suspension will be hard and unforgiving in corners. When the van is empty, it leads to poor rear braking and front heavy handling. Drivers often sit ahead of the front tires, increasing the risk of cutting a corner early. Rear and side vision is restricted. Engine noise will be greater if the engine is below the driver’s seat.  

A great guide for buying 2nd hand vans can be found here

SUMMARY – Which Van

Which small van or which large van is the one that meets your business needs best?

If you own a delivery van, every friend and family member will want your help on the weekend.

That aside, it is a great representation of your business from both functionality and advertising.

Buying a Mobile Phone (Smartphone)

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When it comes to a mobile phone, are you an Apple person or an Android person? Believe it or not, the experience is similar, and both camps always copy what the other does. Fanboy tendencies aside, we will consider what you should know and consider when buying or selecting a new mobile phone. We will cover smartphones in this guide, not simple handsets with limited functionality.

A smartphone is a mobile phone that performs many of the functions of a computer, typically having a touchscreen interface, internet access, and an operating system capable of running downloaded apps.

WHY will a new mobile make a difference to my business?

While evaluating a smartphone, you should consider how important this device will be in helping you run your business. For example, beyond making phone calls, you could be using it to take food orders, process an EFTPOS payment, make roster changes to staff shifts, take photos, check your bank balance, pay your staff, enter a receipt or check your current business profit.

WHAT you need to know about Mobile Phone Retailers

You can buy a mobile phone outright or via a phone plan. Buying a phone outright means paying upfront versus via a plan where the payment is spread across several years. Which way is cheaper depends on whether a mobile phone carrier has subsidised the phone via a phone plan to encourage you to join their network. Subsidies normally only exist on popular handsets to encourage customers to join their network.

Be sure to read our essential guide on Mobile Phone Plans. Each phone vendor has lots of information on their websites. By visiting a phone shop or consumer electronics retailer, you can see many models on display, including some powered up for trial. Different retail stores will be aligned closely with one phone carrier, and the range might be limited based on who the carrier is aligned with. Traditional retailers like JB HiFi or Harvey Norman will have a greater capacity to choose from.

HOW to decide on Mobile Phone Features

You should consider which of the following features when deciding which phone will suit your needs:

  • Android vs IOS – or Google vs Apple. Your choice here will limit which phones you consider and possibly the apps available to you. If the app you need to use is only available on one platform, then your decision is made. You might also consider what you are familiar with today.
  • Country of origin – almost all phones are made in Asia and China. They may be designed elsewhere, and the software will come from an American company. Most recently, there have been many security concerns relating to the country of origin, but there is no proof of its validity.
  • Prices – whether buying a phone outright or on a plan, a $3000 phone is still expensive (especially if you lose or break it). You will likely have the phone for 2 to 3 years, so it is worth considering a mid-range phone from about $700 up, and it will do everything you ask of it.
  • Screen size is a diagonal measure of the screen represented in inches. The larger the screen, the easier it is to see content such as text or pictures. The downside is that a larger screen means the phone will be bigger to hold and store and consume more battery life. Some users may prefer a small smartphone.
  • Screen resolution – More expensive phones have a higher resolution so that you will have a crisper image on the screen. Also, consider what the screen is made of, which will determine its likelihood of breaking. Gorilla glass is good. The bigger the number, the better.
  • Processor – Just like a PC, the better the processor, the faster the phone will complete tasks. More expensive phones have faster processors.
  • Battery Life – Some brands don’t even quote battery size, for example, 3000mAh. In reality, battery life depends on how much you use your phone and for what. A phone vendor will normally promote battery life if that is a key feature of their phone. Some phones have user-replaceable batteries. Battery life does deteriorate over time based on the way and number of times you charge your phone.
  • Carrier frequency – A phone bought overseas may not be suitable for Australia. Carriers in Australia use different radio frequencies to make mobile phone networks work which may be different again overseas. Ensure the phone you choose is designed to work with your chosen carrier.
  • 3G, 4G, or 5G – This refers to the technology behind how your calls and data are sent and received. The key benefit is that the bigger the number, the faster the data (and the lower the reaction time latency) will be. Note this is not your allowance but rather how quickly you can download a large file. The phone and the phone network need to be compatible.
  • Camera – The photos you can take on a phone are amazing, but this is also a measure of price. Consider if you want that functionality and how much you are prepared to spend on this feature quality. Camera features include quality represented as megapixels, zoom, wide-angle, telephoto, focus ability, low light, and software manipulation features such as stabilisation.
  • Warranty – For how long and what will they include?
  • Reliability/Service – How easy is it to get phone support or repairs, and where would you have to go to get a repair done?
  • Cost of Repair – If you break a phone screen, what is the cost of getting a new one?
  • Rugged – Some phones are ruggedised, which means they will better survive a drop from a height. Great if you are a tradie.   At the very least, we suggest you consider an optional case to protect your investment.
  • Water-resistant – You should never take your phone swimming, but many phones these days will survive a brief dunk in water without failure. This key feature will likely deteriorate over time with knocks and bumps.
  • Storage – How much memory does the phone have, and or can you add a microSD memory card to expand it? If you are taking lots of photos or storing large files on your phone, you should consider this. Cloud storage is also a feature, and Google or Apple will provide a certain amount free, after which you pay.
  • Other – Other things you may consider are weight, design, colour, bendability, and how you unlock your phone.

HINTS

When getting a new phone consider what optional accessories may make your life easier. These may include a second charger – one for work, one for home, a car charger and holder, a case and/or screen protector to keep it safe, or a power bank to make sure you always have power.

SUMMARY – Which phone to buy?

Unfortunately, even if you buy the best phone available today, a new one will come out before you know it. You might have phone envy but remember this is a key tool so make sure the features make you more efficient in your business.

Be sure to visit our sister publication GadgetGuy for all the latest news and reviews on Mobile Phones.

How to complete a BAS statement

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If you are reading this guide, you may have learned that you must do a BAS statement, and this guide will help you prepare and lodge your statement.

The business activity statement BAS is a form submitted to the Australian Taxation Office ATO by registered business entities to report their tax obligations, including GST, pay as you go withholding, pay as you go instalments, fringe benefits tax, wine equalisation tax and luxury car tax.
(Source Wikipedia)

WHY do I need to do a BAS statement?

If you are a small business that exceeds $75,000 turnover or provides taxi or ride-sharing services, you must register and charge for GST. You need to lodge a business activity statement.

Your Business Activity Statement will help you report and pay your:

  • goods and services tax (GST) – See our essential guide on GST.
  • pay as you go (PAYG) instalments – is a withholding tax that requires you to pay incremental amounts of your business income to the ATO. These payments accumulate towards your expected end of year income tax liability.
  • PAYG withholding tax – You withhold this tax on behalf of your employees. They will get credit at the end of the financial year as part of their personal income tax return.
  • other taxes including wine equalisation tax, fuel tax credits, and luxury car tax.

WHAT do I need to Complete a BAS statement?

The fields you need to complete in your BAS will depend on your business structure and whether you’re completing a quarterly or monthly report or a monthly BAS if turnover is above $20 million.

The ATO will automatically send you a Business Activity Statement when it is time for you to lodge.

When completing your BAS statement, the ATO states:

  • Enter whole dollar amounts – leave cents out and don’t round up to the next dollar
  • Enter each invoice once only
  • If you account for GST on a cash basis your expenses and sales must fall within the period you made or received payment
  • Only complete the fields that apply to you – if you have nothing to report, enter zero
  • If you’re doing your BAS manually, double-check your figures and calculations
  • You can always correct a mistake made on an earlier BAS

The ATO runs webinars on completing your activity statement, and bookings can be made here.

Visit the ATO website for help completing other fields in your BAS:

HOW do I lodge?

The due date for lodging and paying is displayed on your BAS. Lodge and pay on time to avoid any penalties.

BAS due by QuarterDue date
1. July, August, and September28 October
2. October, November, and December28 February
3. January, February, and March28 April
4. April, May, and June28 July

You can lodge:

You may pay your BAS with BPAY, credit, or debit card, and you will need to quote your Payment Reference Number (PRN) if doing online. If you are concerned about managing your business’s available cash, you can pay ahead, which will be credited against your next Quarterly BAS liability.

HINTS

  • Reconcile the BAS figures with your records
  • Check your purchases and sales are reported in the correct period
  • Only complete the sections that apply to you
  • Keep good records as part of your normal accounting practices
  • Ensure your sales reconcile with your bank statements (if reporting on a cash basis)
  • Keep all your tax invoices and GST records for 5 years
  • All claims must be in Australian dollars
  • You cannot make credit claims for invoices that do not include GST
  • Further GST and BAS tips can be found on the ATO website https://www.ato.gov.au/Business/Business-activity-statements-(BAS)/BAS-and-GST-tips/

SUMMARY – BAS is your report on tax to the ATO

Lodging a Business Activity Statement is required if you turnover more than $75,000. Your reporting method is to the Australian Tax office for GST collection, PAYG income tax collection, and business income tax instalments. If you use an Australian designed accounting package, your administration will be greatly reduced. Ensure you accrue and do not spend the money you owe quarterly to the tax office.

Access files remotely – anywhere anytime

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When you are on your work or home network, it is very easy to share files between PC’s but what happens if you want remote access to files?. This guide will look at why you would access files remotely and understand what is possible and how we can set up a solution to access files remotely.

Remote file access or remote file sharing is the ability to access your computer files anywhere and anytime you are connected to the internet.

WHY would I want to access files remotely?

The requirement to work from anywhere is not something new. However, recent events have certainly accelerated the need to be able to work from home. The modern business world is all about collaboration and sharing information, and having files just on 1 PC goes against that. It also creates a security and continuity issue. The sharing of files and remote access ensures workers are always up to date and can immediately respond to business needs. Typical drivers for remote access include:

  • business travel
  • working from the client’s premise
  • working from home
  • work whilst commuting – meaning you get home sooner.

Remote access to files creates a security issue. If you can access those files remotely, who else might also be able to access those confidential files?

WHAT do I need to understand about remote file access?

If you are unfamiliar with a network or file sharing, read our guides on a computer network for small offices and storage and sharing files.

There are many ways to access files remotely using the internet.  The real challenge is to ensure that your files are kept secure, and the solution is easy to use.

There are two key methods to secure those files: to encrypt the individual file or create a secure connection for traffic between your office and your PC over the internet.

The technologies to secure files are:
  • To protect the individual file by encryption or the use of a secure sockets layer (SSL). This essentially means if someone could get a copy of your file, they could not read it.
  • Creating a secure connection to your office is most likely done with a Virtual Private Network (VPN). VPN uses the internet to create a secure pipe between your device and the business files/systems as if you were actually sitting in your office.

Keep in mind that hackers continue to exploit security vulnerabilities. Your choice of a remote access solution should be influenced by the importance of the data that can be accessed remotely. E.g. a customer quote letter falling into the wrong hands is an inconvenience versus the design plans for a new widget which could send you broke. Always ensure your tech devices have the latest security patches loaded.

A scenario can also be created where you cannot download a file. Still, through a secure link, you can view the information whilst you are connected only.

HOW do I access my files remotely?

The key factor here is the place/devise where your files are stored must be available all the time. Thus if the files were stored at the office on a PC and that PC was turned off when someone went home, you can no longer access those files.

For this reason, we recommend that you have a dedicated solution specifically designed to share files. Also, see our guide to file sharing where we compare Cloud vs NAS. The three options you should consider are:

Cloud Storage Solutions

You will be familiar with Google Drive, iCloud, Microsoft One Drive, DropBox etc. All of these allow you to set a special folder on your PC that automatically synchronise files between your PC and the cloud storage location. Any authorised users can also share this file to their PC, tablet or smartphone. Note you are relying on an outside company to store and protect your file. The file within your business is only a copy. Being a cloud service, you will pay a monthly subscription based on the amount of storage you require

Networked Attached Storage NAS

A NAS Device allows you to share files and backup files and computers within your office (or home) network. In addition, it can also allow those files to be shared anywhere anytime, just like the cloud storage solutions. The key difference is that you have full control and responsibility for your own files rather than risk being stored in another country like cloud solutions. NAS boxes are simple to set up and maintain and offer the flexibility to provide additional functionality and customisation for those more technical. A NAS must be purchased upfront, with solutions being available from Officeworks or electrical retailers. We strongly suggest you buy a system capable of using 2 or more hard drives.

Router

This solution is a little more complicated, and we only recommend it to those more technical. Assuming your router supports this functionality, you can attach a hard drive to the router. You can share files from that hard disk both within your network and out to authorised people via the internet through setting changes. This is a cost-effective way to access files remotely but is not a dedicated solution like the above two, which will be simpler.

HINTS

It is possible to share a single file with a 3rd party outside of your business on a one-off basis. This is commonly used to transfer files too big for email.

Small Business Answers has remote access to files vis a Synology DiskStation DS420+ NAS. This access can be achieved via two methods. The Synology NAS can be used as your own private cloud with 100% data ownership and zero additional cost. Like the cloud solutions mentioned above, you download an application called Synology drive, which sets a folder up on your desktop that seamlessly synchronises files to your NAS. These same files can also be accessed from a web browser, smartphone App or another Synology NAS. The second method is to use the Synology File station to customise access permissions to optimise security to share your files across multiple platforms. Whether it’s Windows, macOS, and Linux computers or mobile devices.  File station will also allow you to have a hybrid storage configuration allowing duplication with public clouds like Google drive.

Synology provides a handy NAS selector to help you determine which model is right for you.

SUMMARY – remote file sharing

The ability to collaborate and have the most up to date information via a shared file saves time and effort in this fast-moving connected world. A shared file is also one that is backed up in the event of a disaster.

Securing files that are shared is a critical consideration ensuring non authorised people cannot read what is contained.

The two simplest methods of remote file sharing are investing in a NAS solution or subscribing to a cloud storage solution.

Buy Now Pay Later (BNPL)

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Let’s say you have a customer interested in your product or service, but they don’t have the money this week to buy it.  What can you do? Persuade them to use a credit card, or maybe you should offer a Buy Now Pay Later (BNPL) solution.  The best known of these today are Afterpay, Zip, and Humm. There are many new players, including PayPal, MasterCard and Commonwealth Bank. Although this appears to be free, nothing is ever really free, so let’s discuss. This guide will help you understand and decide if you want to offer Buy Now Pay Later.

In a sense, customers have for years had this option through a credit card. You do not incur a charge as long as you pay the balance off at the end of the month. However, some consumers find it hard to get a credit card or have realised how easy getting themselves into debt is. Thus the buy now pays later explosion has occurred in Australia.  It is a new type of layby where you get the goods immediately rather than waiting for all outstanding money to be paid. The amount that can be financed is usually low compared to other forms of credit.

Buy now pay later works by a 3rd party financer providing credit to a consumer so you, the small business, get paid straight away.  The consumer walks away with the good or service and then must repay in regular instalments. If the consumer does not miss a payment, then they pay no interest. The 3rd party financer makes money from charging you a transaction fee and from charges to the consumer if they fail to pay on time. Note other charges may apply from the financer.

WHY should I offer Buy Now Pay Later (BNPL)?

The benefits for your business:

  • Customer may spend more or make a purchase that may not have happened
  • Customer repurchase rate may be higher
  • You get your money straight away with no fraud risk
  • The process is all automated so there is little paperwork and there is the ability to process refunds

WHAT do you need to know about BNPL fees and charges?

The downside of this method of payment:

  • The % charge per transaction is much higher than an EFTPOS payment (up to 3 x at time of writing)
  • Unlike a credit card, the customer must already have a credit in their buy now pay later account. So for example, if spending $100 must have $25 credit
  • There may be an additional transaction fee per sale
  • If consumers fail to follow the terms of the BNPL provider they may wrongly blame you for additional charges.

HOW do I decide which BNPL vendor?

What you should consider before selecting BNPL vendors:

  • Will you offer more than one solution?
  • Will the solution integrate into your existing POS, accounting, or eCommerce solution?
  • What is the reputation and take-up of each BNPL vendor? Consider the largest vendor will have the most registered consumers
  • Will the available maximum sales amount cover what you are selling?
  • How quickly will you be paid?
  • Is there a per transaction fee?
  • What percentage fee do they charge per transaction?
  • Can you reach additional customers by BNPL supporting your business?
  • What are your competitors doing in the BNPL space?
  • Is there any lock-in contracts?

HINT

If what you sell is below $50 in cost or more than $1,000 this might not be the right solution for you.

SUMMARY – Research Buy Now Pay Later (BNPL)

You need to evaluate the different providers and decide if the additional cost of selling is worth the extra business by offering a BNPL solution.

Backup keeping your data safe

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People most often consider a backup of their data when it is too late. I am sure you have heard of many horror stories of people losing all their data. The best insurance policy you can have for your business is to have a copy of your files that will enable you to continue your operation in the situation of some disaster. This guide will look at what you should back up and how to do it.

In information technology, a backup or data backup is a copy of computer data taken and stored elsewhere so that it may be used to restore the original after a data loss event.
Source Wikipedia

WHY do you need to backup your data?

Disaster can strike at any time and can come in many forms.  You could lose your data from:

  • Theft
  • Fire
  • Equipment failure, for example, hard drive failure
  • Data corruption
  • Malware or ransomware (see the guide on internet security)
  • Data is accidentally deleted

In theory, if you have a copy, especially at an offsite location, you can then use this to get yourself back to before the disaster.

WHAT do I need to consider in backing up my files?

Backups are periodic, short term images of files for disaster recovery purposes. Archiving, meanwhile, refers to the long-term storage of data that is no longer in regular use but can be restored if need be.  

Three rules of backing up:

  1. Backup regularly
  2. Backup to a reliable medium
  3. Backup to an offsite location

Just as important as backing up your data is the ability to restore your data.  If you cannot restore, then the backup is useless. Understand how to restore and keep a copy of, or know the download location of the software that will restore.

Label your backups, so you know which is the latest.

What data should you backup?

Everything!  Any file that you have created or modified should be backed up.  For a small business, this will include everything from accounting files to emails.  If you are using cloud-based applications, ensure that the vendor has appropriate backup procedures and save a copy of your cloud data locally so if their systems fail, you can still restore it.

HOW do I back up my data?

To back up our files, we need to decide on a medium, select a schedule and develop a process to complete the backup.

Media Options include:

  • USB (thumb) drives – a low-cost physical device that must be moved offsite.
  • External Hard drives – a larger capacity physical device that must be moved offsite.
  • Shared or NAS storage (see our guide on shared storage) – onsite network attached storage for local copies across multiple devices. (Easy way to implement a backup policy)
  • Cloud Storage – subscription-based storage with its own backup and security. Requires internet.

The best practice for a small business would be to backup all the files you are using. Make a  copy to keep at your office and an additional copy at an offsite location.

Set a schedule of how often this should be done.  The rule of thumb is how many days of work you can afford to lose.  As a general rule, either daily or weekly.

Finally, what is the process to actually do the backup?

  • Manual task – A person has the task of manually doing the backups based on a prescribed agenda.
    • Very labour intensive
  • Application-based – automatic routine as set up in an individual OS or application.  For example, Windows 10 can be set up to automatically back up all data off your PC
    • Only good for individual PCs or applications
  • Specialised backup software –
    • Costs more but may automate the entire process
  • Combination – Hybrid of the above 3.

We strongly recommend that you discuss this with your IT Support organisation as they will have the right knowledge to suggest and set up the right solution for you.

HINTS

Sync is not backup. With sync services such as cloud-based Dropbox, Box, Google Drive, OneDrive, or others, if you accidentally delete a file on one device, it’s gone on all of your devices as soon as the next sync happens.

Getting this solution right will take a bit of homework, but in the event of failure will save you big time.

When moving your confidential files, always ensure they are secure.

Consider having some backup log to understand what you have from when.

A full backup will back up everything.  An incremental backup will only backup those files that have changed since the last full backup.  Incremental backups will be much faster.

SUMMARY – Secure data backup

Data backup of all your files means that you can restore and keep working in the event of a disaster.  Back up solutions can be low cost and high maintenance through to high cost and automated.  Backups should be done reliably, securely, regularly, and kept at a different location.

Digital marketing – online targeting

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As a small business, if you want to attract customers you have the option to run advertising.  If you sell cosmetics and you advertise in a local paper you advertise to 50% of the population who has no interest in your cosmetics.  Namely men.  In this guide, we will look at how we can use digital marketing to target only those customers who are potential buyers of your product or service.

Digital marketing, Online advertising, internet advertising is the use of the internet, mobile devices, social media, search engines, and other channels to reach consumers.
Digital advertising is a targeted, data-driven advertising strategy for reaching consumers in every stage of the buying journey from early consideration through to comparison and purchase.

WHY should I use digital advertising?

Australian’s use of the internet grows every year. Every night most Australians have a smartphone in their hand as they watch TV.

We advertise to let people know you exist, to show a benefit or to promote a compelling offer. Digital advertising has specific advantages:

  • Customers can be targeted based on location, age, sex, income, interests and past search behaviors
    • Targeting can be done to only the audience you are interested in and not the ones you are not.
  • Instant real-time result allows you to measure success
  • Messages can be targeted rather than one message suits all
  • Start or stop advertising instantly

Using our cosmetics example we can decide to advertise today to women aged 19 to 35 who have an interest in fashion.  We can immediately see how many in our target audience have been reached and how many clicked through to your website.  It is also possible to track how many of those people ended up buying a product on your e-commerce store.

WHAT are the different types of digital marketing?

Before you endeavor on a Digital media purchase we strongly suggest you build a marketing plan as discussed in our Marketing Guide. The types of digital marketing options include:

  • online advertising  
    • banner ads – an advertisement that appears on a web page
    • keywords – spending money so your business will appear on the first page of a browser (Google) search
    • retargeting – serving a digital advertisement to someone who has already searched for your product or similar. For example, you search Toyota and keep getting ads for Toyota
    • native – an ad that is a sponsored post rather than a hard sell ad
    • video – use of a video advertisement in a digital arena like YouTube
  • online streaming
    • Podcasts – placing advertising in a pre-recorded radio type program
    • Video on Demand – this could be catch-up TV or Foxtel where video advertising is allowed.
  • social media advertising – use social media as the platform to advertise
  • mobile app advertising – free apps survive by including advertising
  • email marketing – a direct mail piece like you would have traditionally received in your letterbox but via email

HOW do I go about doing digital marketing?

Unlike traditional forms of advertising like TV, radio, and newspapers, digital advertising is much easier for the everyday person to do versus having to use a specialised media buying business.

It can be as simple as entering your credit card details.

Assuming you have a plan including having marketing objectives, a definable target market, and a decision on marketing levers (see our Marketing Guide) you are almost ready to advertise.

It is important to have some creative content that will actually convey your message and resonate with a customer. You need to ensure there are a customer benefit and call to action.  That is, why should the customer be interested and how can they get in contact with you.  The final part is to make it visually appealing.  See our guide on Graphical design to see how to do this simply.

Not that these are the right solution for your circumstances, but the most popular means to deliver a digital advertisement is through Google or Facebook.  Both these organisations have tutorials, guides, tools, etc. to lead you through the process and pay with a credit card to start the advertising.

Google https://ads.google.com/intl/en_au/getstarted

Facebook https://www.facebook.com/business/ads

HINTS

Whilst using digital marketing makes bold claims around specific targeting and measurement the reality is not always quite as accurate.  Errors do occur and you should always use actual sales improvement as a true measure of success.

While the internet is a powerful medium, you can benefit from using a mix of traditional advertising like direct mail, radio or outdoor and digital marketing to reach your target audience.

Digital advertising is bought in an auction environment.  The more buyers for the same digital assets drives prices up.

SUMMARY – better targeting of customers

Digital marketing or advertising uses the internet to target only those customers you specify.  It is possible to track those customers through to a sale which helps you determine if you should invest any further money in the same approach.  Digital advertising can be specific to your local area or enable you to reach a global audience. It is very data-driven and if used correctly is a very powerful marketing tool.

IT Support – help with technology

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Chances are you are reading this because you need help now!  IT support is one of those things that you never think about until something goes wrong or you need to do something but have no idea how to do it. This guide will look at how to get support and what you must consider.

Information Technology (IT) support refers to any assistance given with technology-related products and services. The role of an IT technical support engineer is primarily to help monitor and maintain computer systems and networks across an organisation.

WHY is keeping my IT running so important?

If your computers and technology are not working you may not be able to make any money, it may also affect your customer service to valued clients. IT support can be critical to your small business to get you running again.

WHAT does IT Support cover?

IT stands for Information Technology and in your business could extend to your computers, phones, printers, network, software, and cloud solutions you use like an accounting package or POS system.

IT support will come in three forms:
  1. Advice & installation of solutions
  2. Repair of issues
  3. Monitoring and optimisation of your IT

The actual support is provided by experts who are most likely running their own small business servicing clients like you. Some of the most common services would include:

  • Hard drive, email, and network configuration
  • Software installation
  • Software, hardware, and network upgrades
  • Desktop support
  • Application solution recommendations
  • Server and application support
  • Cloud services integration
  • Preventative maintenance and network audits
  • Data backup and recovery
  • Virus protection and removal

HOW do I choose the right IT support for my Small Business?

You should consider the following points to determine what you will require from an IT vendor:

  1. Do you need onsite support or do you just need to visit your local computer store where you bought your PC or other IT devices?
  2. Might you require out of hours support?
  3. Can the IT support representative talk to you in plain English so you understand what is going on?
  4. Are phone support and remote interrogation offered?  This will save both time and cost.
  5. Area of coverage. If you have a 2nd location can this firm provide adequate support?
  6. What sort of response times do you need and what can be provided? Rule of thumb here is the more critical the resolution, the better the response time needed. You could represent this by how much money you are losing if an IT solution is not working.
  7. Do you want a Service contract that would provide you a predictable fixed cost per month or pay by the hour or a hybrid of the two?
  8. It is possible to have an IT support business monitor your IT environment which could mean issues are fixed before you are aware of them? This could be as simple as creating an alert to notify the internet is down.
  9. What is the process to log a service request and to check its status?  Many IT service companies offer a portal where “tickets are logged” via an internet portal providing you extra peace of mind.
  10. Does the proposed IT services business have a good reputation?  You can ask for references and also search on the internet.
  11. How much are you prepared to pay to keep everything running?  It may come as a surprise to many that the cost of IT support can far exceed the cost of the hardware (PC) in the first place.

You can find IT support by googling small business IT support, asking associates for recommendations, or even asking your local computer store. Note it can be hard to find a good vendor.

HINTS

  • Reliability comes in two forms.  Make sure the business you deal with is reputable and delivers consistent service.  Having great customer service in the first month is no good if it is bad in the 3rd month. Also understand the actual person visiting your office of a multi-person firm may not be as reliable as another.  If the individual is sub-standard insist on a different person servicing your business.
  • Confidentiality is critical.  Remember you are giving access to an external party to your confidential information held on your computers.
  • If your IT device such as a printer is not working is it a configuration issue or is it just broken and need a warranty repair.  If it is a warranty repair, this will in theory not cost you anything.  Having an IT person in your office to tell you this will incur a per hour fee.
  • Same day service and service out of normal business hours will most likely cost you more.
  • We have a whole guide devoted to back up however if you do nothing else ensure you back up your data and keep it securely on the cloud or at an external location. If everything goes wrong, you will still have a copy.

SUMMARY – Reliable Tech Support

IT support may seem expensive until you need it, and at that time you will be prepared to pay a lot to get back up and running.  Pick a reliable support organisation that you can call on when needed.

Business Technology for set up

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As a small business owner, you need to be a jack of all trades.  One of the hats you need to have is head of IT or Information technology.  In this guide, we will look at what technology you will need to buy to establish a small business.

Information Technology or IT is the use of computers and telecommunications for storing, retrieving, analysing and to share information.

WHY should I invest in business technology?

Technology will allow your business to run efficiently and make your business look more professional.

It will enable you to communicate via a mobile phone and email.  You will have the ability to create documents and print them.  IT will allow you to control your finances and time. You will be able to safely store and share information and lastly be found and possibly sell on the internet.

So, put simply, what phones and computer stuff do I need to buy then set up to help run my business !

WHAT business technology do I need to buy?

Below is a checklist of technologies you will need to consider for your business and a link to find more information on selecting the right option:

What technology do I need for my business?

Mobile Phone. Features that will help make a difference in running your business.
Mobile Phone Plan. Consider coverage, data inclusion, & value for money.
Computer (PC). Demystifying the jargon to help you buy the right computer.
Computer monitor. Size vs cost vs quality for your business type.
Office Productivity Software. For producing documents, presentations, spreadsheets, databases, charts, and graphs.
Cloud-based software. Solutions to help you run your business, like accounting, payroll, staff scheduling, databases etc.
Internet Plan and Provision. Reliable broadband at a speed and capacity that suits your small business.
Internet security. Take precautions against a cyber threat to your computers.
Network or WiFi.  Allows your office to share resources like the internet or a printer.
Storing and sharing files. Collaborate with staff, customers and suppliers.
Backup. Protecting your data if the worst should happen
Printer. The cheapest one may cost you more!
POS System or terminal. If you are in retail, a café or restaurant you will probably need one.
Website domain and email. Creating an identity and allowing you to communicate on the internet.
Build a website. To boost your brand and help you sell.

HOW do I decide what technology to buy

All of the 15 items on the checklist above have their own Small Business Answers Guide to help you make the right decisions on what to buy. Be sure to click on those links.

If the whole process is still too much for you, we suggest you speak with an IT retailer or engage the services of an IT support person or organisation. See our guide on IT Support – help with technology

HINTS

Now I know you want the latest and best smartphone and computer but carefully consider how much all this will cost before you go crazy with the credit card.  Also, consider exactly what you need as you don’t have to buy everything on the first day.

If you believe you will expand and hire more staff, you can always pass technology down and invest in an upgrade for yourself.

The reverse of this, be careful of buying something that does not suit the job. For example, a cheap printer that is not up to the volume means you will be back out purchasing a higher specified printer.

Reviews of specific products can be found at our sister website Gadget Guy

SUMMARY – Setting up your office tech

Buying technology can be a very daunting experience, mostly due to the cost associated with it. It will, however, allow you to operate more efficiently and professionally.  The 15 step checklist and the associated 15 guides will give you the confidence to make the right decisions.

Cloud based solutions

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It is in the cloud, but what is the cloud and why is it useful to me?  There is so much confusion around exactly what cloud-based solutions is so in this guide we will break it down into simple terms and help you understand what it can do for your small business.

Cloud computing is the on-demand availability of computer system resources, especially data storage and computing power, without direct active management by the user. The term is generally used to describe data centres available to many users over the Internet.
A cloud application, or cloud app, is a software program where cloud-based and local components work together. This model relies on remote servers for processing logic that is accessed through a web browser with a continual internet connection.
Wikipedia

WHY should I care there is a cloud?

The cloud has enabled computing power and applications to be accessible to small businesses that previously only large enterprises could afford to own. So what might have cost you upfront tens to hundreds of thousands of dollars before is now available for a low monthly subscription.

Not only can you get access to computing ability cheaply the other big development that has made this all so accessible is not cloud-specific, it is the improvements in the user interface.  Users no longer have to be super technical instead we have user-intuitive ways to take advantage of solutions that help us in our businesses and lives.  The best example here is thinking of using a smartphone now versus using a dumb phone more than 10 years ago.

WHAT is the cloud and a cloud application?

The cloud is a real thing and literally is a whole bunch of computers sitting in large purpose-built buildings that you can essentially hire usage.  For any computing solution to work, you need a computer that runs an operating system and then application software to run a solution.  A solution might be to share/store files, to act as a post office for email, to keep track of how much money customers have in their bank accounts, to bill customers for electricity, to manage inventory, or keep track of the finances.

Traditionally a business would own this computer know as a server and manage it in house – many still do. The cost of buying this, keeping it running, and securing it is expensive. These servers might be busy for certain times of the day and do almost doing nothing other times of the day.

What cloud computing does is enable servers to be shared amongst many users meaning that each server is better utilised thus reducing costs.  It also allows businesses to only pay for the time they use.  The internet provides a means to use this computer power sitting anywhere in the world.

A Cloud Application is the same concept but rather than just buying computer power and storage, you are renting the use of an application to do a job.  Similar to the computers, to create an application is expensive but if you can share that cost with many more users it will dramatically reduce the cost.  Thus business applications that traditionally could only be afforded by the biggest businesses are now via the internet made accessible to small businesses for low monthly fees.

HOW do I take advantage of Cloud-based solutions?

The following essential guides are available on this site for common business solutions including:

Depending on your industry there are many more cloud solutions which if used correctly could save you time and money allowing you to do more to improve your business.  An internet search will help you find them.

Other advantages that cloud computing provides other than the specific solution and cost savings include:
  • Fast integration of the solution.  No hardware setup or software loading required.
  • Access from anywhere you have internet.
  • Application software is always the latest version.
  • Backup solution normally provided.
  • Better reliability of the hardware. Cloud vendors will guarantee less downtime of solution.
  • Expandability of computing or storage as you need it
  • Enables easy collaboration with others, for example, accountant
Disadvantages can include:
  • Performance can vary by vendor
  • You have no control of technical issues (also an advantage)
  • Security of your data not being in-house (also an advantage)
  • No control of downtime
  • Relies on good internet connectivity
  • Increases your internet allowance usage
  • Support may not be to the level you need

HINTS

A consideration you should have is where is your data being stored.  Is it in Australia in the USA or maybe China?  If this is important to you, possibly from a security perspective, you should ask this question before committing.

Most cloud solutions offer a free trial period so you can test drive the solution.

Always make an extra backup copy of your cloud data in your home or office.

SUMMARY – affordable solutions to drive your business

Cloud-based solutions have allowed enterprise technology to be available to small businesses affordably.  By sharing resources to many customers, prices have fallen.  Competition has ensured vendors provide easy-to-use solutions that will benefit your business.