As my bio states, I am sharing my journey that started with a spark of an idea and now is in the prototype phase heading to market soon.  I want to be able to show all the down and dirty aspects of being a mompreneur from beginning to end.  Last week was one of those rough spots that all too often, nobody talks about.

At the present moment, I am gearing up to conduct test marketing which has me working on a number of points including really fine-tuning the prototypes and revising the NDA for test marketing.  Somewhere in this process, I became TOTALLY hung up on creative details (that do not matter right now) AND mass production.  You ask, What specifically about mass production?  EVERYTHING.  Where?, When?, How Many Pieces?, and every other nitty-gritty detail that I could dream up.

I promised in the beginning that I would share my mistakes with you and not only my accomplishments.  Well, here you go — last week was a HUGE MISTAKE!  I wasted a big chunk of valuable time on everything mass-production-related when all the information that I needed was right under my nose.  A few weeks ago, I threw out a question regarding manufacturing overseas to the Nation’s Business Forum.   I received some valuable information that I, of course, ignored with my tunnel vision.  That was really where the mistake began.

The Nation advised me that I was not ready to think about overseas manufacturing, and it would be unlikely that I would have the minimum numbers to even order from overseas.  Now, I know this all to be true!  Last week was a different story.  I banged down the door of every resource I know with mass production questions.  Thankfully, a number of people tore me away from this obsession.  I was given the advice to concentrate on the project in front of me, my family, and health leaving out all other distractions.  This started the fire in getting me out of this mode of thinking.  I also went to yoga (did you read my challenge to myself on clearing my mind at yoga?).  Last week there was a substitute teacher at yoga, who was unbelievably hard, so I had to stay focused and stop my reeling thoughts. Thankfully, the fire to stop obsessing continued to burn.

Over the last few months, a group of women, who are in the Women Entrepreneurs Group here at the Nation, and I have formed a support network with each other.  This has been the most amazing part of this entire process for me.  We are totally different women at various stages in very unique businesses that connect and reflect with one another.  Just Awesome!  I credit this group directly and indirectly with fully grabbing me out of my state of craziness and extinguishing my crazy thought process.  Simply reading their blogs, gathering their information, and feeling their processes snapped me back to reality.  Nicole Fende, of http://www.smallbusinessfinanceforum.com/, who in general is an amazing wealth of knowledge, set me on the straight and narrow.  Thanks Nicole!

As for the answers to my mass-production questions, I still have none.  What I do have is plan for the current moment.  A plan to make the prototypes and first-run locally.  I like to move fast, but I need to constantly remind myself “slow is fast” in this case.  The underlying moral of this long-winded anecdote of my glowing mistake is that I am nowhere near the point of exploring overseas mass production and The Nation works!

There is something to be said for peer-to-peer interactions, and this group of women entrepreneurs that I have linked up with are a built-in sounding board.  I was afraid to post my questions or originally join any groups, but now I am so happy that I did….To me, the best help is real-life help from those that have lived it!

Do not be afraid to put yourself out there and ask questions and link up with others in similar situations.

Actually, listen to the answers!

Stay in the moment, and deal with what is in front of you.

Catch up on my real-life adventure at backngroovemom!

Though many business owners feel stressed when faced with major negotiations, the truth is that we’re all negotiators. And a lot of us are better negotiators than we think we are.
The ability to negotiate kicks in almost as soon as we learn to speak. Think about it: You wanted the cookie. You’re mom had the cookie. That’s where it all started.

Whether you’re a child negotiating with your mother for a cookie or business owner negotiating with a consultant for a project or service, it all boils down to creativity. You learn to look at things from angles that may not be direct. You have to come up with an alternative plan that gets you to the same place by another route.

First, know what you want
I make extensive use of contractors to handle day-to-day business activities, allowing my team to focus on business growth. I’ve learned that when negotiating with contractors, you need first of all to keep your own interests in mind–after all, getting your work done is why you’re hiring a contractor in the first place. Make sure you have a strong understanding of your wants and your needs and the end results you expect the contractor to produce.

Once you’re clear about what you want, you can open the negotiations with an initial terms sheet. This piece of paper lays out the results you want, the structure you want, and what you’re willing to pay.

Then, figure out what they want
Keeping your own needs firmly in mind, observe and get to know the person you are negotiating with. The more questions you ask and the more answers you get, the better off you are. (Don’t confuse negotiation with sales. Sales is often about talking and convincing; negotiation is about listening.)

For instance, suppose you’re talking with a contractor about staffing your booth at a trade show. Their prices have gone way up from previous years, and your offers of modest increases are refused. Finally you talk with the owner and find out she’s trying to shift the business to focus on trade show packages that include staffing, booth set-up, and production of fliers and other handouts–work you’d planned to outsource to other contractors. Suddenly the negotiations are back on track because you’ve can give the contractor an opportunity to demonstrate their new service package at an affordable price.

In a good negotiation, you get what you want. It just might not look like what you’d been looking for.

Negotiating toward a contract
There’s no question about it: Good paper makes good friends. As the negotiation proceeds, turn that terms sheet you used at the start of the negotiation into an actual contract.

If you are involved in a fairly straightforward deal, you can have a paralegal modify a standard contract template to fit the particular situation. Having the contract drawn up at your end is a negotiation advantage; many contractors don’t want to go to the trouble or expense of having a contract drafted and they’re anxious to make the sale. This means they’re more likely to accept your terms.

Milestones
Be sure to include in your contract agreement significant milestones for the project work. I was reminded of this not too long ago when we failed to establish milestones, and at the completion date discovered that the final product didn’t meet our specifications. We ended up having to hire another firm to do the work the way we wanted it, but we lost time and money as a result. If we’d had milestones in the contract, we would have known in a short period of time that the deal was a bad deal.

Good negotiations mean good business
Consulting relations are like personal relationships: Business is easiest when you’re engaging in relationships that are easy, productive, and enjoyable. If you notice during the negotiation itself that you’re not getting along or that you have to spend your time chasing them, heed the danger signs. If the negotiation is miserable, the project itself is likely to be even worse.

It’s to your advantage to take the lead in keeping the negotiation on track. That means keeping your eye on the end result, while being adaptive and flexible about how you attain that result. In most cases, you’ll find that the negotiation process is an economical and efficient way to get what you want.

Chris Rugh is the founder and CEO of Custom Toll free, which host the largest selection of vanity toll free numbers on the web, and an avid blogger with attitude.

It is because of all of these reasons that document management software was created in the first place. Of course, just knowing that the software exists does not help you to understand which one is the best for your growing company. There are a few different brands out there all telling you that they will meet all of your document management needs. If you are willing to invest just a little bit of time on research, it is possible to find the exact software that you have been looking for and you can get on with your life.

Look into Efficiency
One of the main reasons why you are likely investing your time and money into document software is because you are looking to save some time out of your day. The only way you will be able to accomplish this is if the software you install has the ability to provide a good workflow. Workflow is the ability to find and access information in a streamlined manner. It includes going through the security phases in order to gain access to the documents as well as the procedures for finding the document.

Look into Hosting
The right software will allow you to host your information where you want it to be hosted. You will be able to choose between hosting the information locally on your own system, in a managed system or on your system but allowing access from anywhere. Many prefer to allow another company to host the information for them because of the added layers of security. Others believe that allowing anyone else to have possession of secured documents is a security risk. If you do decide to host your documents, it is highly important that you encrypt your files properly.

Look into Ease of Use
The software will not be very efficient if you cannot figure out how to use it. Test out the software yourself by uploading a few documents to it. If you have any employees, ask them to test out the software. If you do not have an employee, ask your spouse or a friend to test it out. If someone else finds it easy to use without any instructions, you may want to choose the software. It is important that you are not tempted to install the cheapest one no matter how low your budget is. Lower grade software can be riddled with problems or it simply will not meet your needs. Tally your list of demands first and choose based on price last.

Time and attendance options come in all shapes and sizes. They range from simple card swiping systems to biometric reading systems. It all depends on the security level and how many employees you have.

Mobile Option
There are now mobile time clock software solutions for those businesses that have many employees out in the field. BlackBerry has a GPS enabled application called SmartServices Solution Suite. SmartServices Solution Suite allows your employees to record, “the exact number of hours recorded by the system. For employees login and logout as per their work schedule and personal work, only the number of hours put in by employees will be accounted for by the system. “

Since we are all human and make errors, this is a great way for field workers to stay up to date on their hours and streamline the process to your phone.

Smart Cards
Smart cards are also a great way for businesses to keep track of their employees. Smart cards can have other information such as employee expense accounts stored on them. Tensor WinTA Time Management system for example, has actually started manufacturing smart keyfobs.

A hospital that has already implemented these keyfobs says that, “Having an electronic system that, once the rules are put in, will work across all functions is particularly good”.

Although these are just two of many options for time and attendance software and hardware options, keep in mind the options seem to be endless. Many systems can be implemented for very little cost, and some Internet based systems can be started right away.

Less Reps
Quantity isn’t always quality—especially when it comes to a call center. If you don’t have an in-house team of representatives, you want to make sure the company you are choosing to outsource your call center needs is up to date on all company information. The more reps you have the easier it is for a communication error to occur, and could look bad on your company.

Outlets To Be Reached
With the numerous ways people can be reached, it is wise to have similar outlets available for your customers. Calling a number and waiting on the phone for the next available representative can be time consuming. Many companies are implementing live chat features to their website. This can be convenient for your customers since they can multi-task while getting the information they need.

Twitter is another outlet many companies are using for their customer service efforts. This is also a good way to monitor what is being said about your company online.

How Will the Reps Be Utilized?
Call centers can be used for many different reasons, they can be used lead generation efforts, a telephone answering service, asking for donations, customer service and so on. Before setting up a relationship with a call center, ask them what their specialties is and see if their specialties match your own.

Once you have decided on these few points, it will be easier for you to decide with the call center how to get your efforts up and running. If you decide that an in-house call center would be best, still go through the same process. In the end you will be able to decide on the best option for your company and your customers.

Professional answering services are easy to find and most telephone service companies offer as an added-value feature in addition to your phone service. But what potential problems might happen and what services are available to you?

There are four major types of answering services: automated, live, Internet and call centers. Automated is what we are used to where the caller will need to press a number to obtain further information. If you want to appear “larger” in employee size, you could create separate lines for departments, or even insert fake names. This type of system works well if you just want to provide general information.

A live service is a bit more expensive in where you would contract out an operator and the operator decides whether to talk a message or patch through to you directly. The advantage to this type of service is a real human operator rather than an automated message at any time of the day. If you operate an online site where customers make purchases, a live service can help customers trust your business and feel at ease when placing an order. On the other hand, if you go over the set number of calls in your contract, it could get very, very expensive.

Internet-based services like Google Voice, or RingCentral, work by consolidating phone lines and routing them to the best line or providing voice mail options that go to a Web-based account. Most of these VoIP services that use a Web interface to manage incoming calls have additional features like routing calls, accepting faxes, forwarding text messages to cell phones, and receiving an automated receptionist. And, all you need to set it up is an Internet connection and the phones. With an Internet-based service, you might have sound quality issues if you have a slow or bad Internet connection. Some phone system companies will guarantee a certain number of minutes a month your service will not be interrupted, but most of the time you can’t negotiate this number. The advantage of using VoIP answering service is that you will be able to manage your business from anywhere in the nation.

Call centers are more on the telemarketing services side and helpful if you need a promotional product or sales push, or need an inbound call center to answer multiple phones ringing. AnswerConnect.com for example, offers live message taking, online order taking, paging and live call transfers delivering messages instantly to the customer’s email box for permanent storage. If you plan to outsource your answering services needs to a call center, or use appointment setters to take online orders, etc., you should spend time training, providing copy and monitoring (or listening) to the calls to ensure the company is professional and speaks accurately to your business.

If you plan to open or already operate a retail store, restaurant, café, boxing club, salon, bed and breakfast, or even a cupcake store, here are a few of the advantages of a POS system and software:

Better transaction processing: Business POS systems process transactions much more quickly and with fewer errors than lower-tech methods. Restaurant POS systems are a good example: before POS systems became popular, servers would take orders by hand and physically walk them over to the kitchen. A POS system organizes all information in one place: the server inputs the order at a terminal, the kitchen can print it out, and the customer can pay the bill based on the entered information,

Easy record storage: Using a POS system is a better way to keep records: since transaction information is stored electronically, there’s no need to save paper receipts or sales slips. A POS system can capture nearly every relevant piece of information about at transaction- who made a particular sale, the items sold, the total sale amount, and even data like customer information can be stored and referenced easily. When you’re planning your next marketing promotion, you can send out an email blast to customers that already own a certain product, or plan a sale of complimentary products together. More accurate record keeping also makes computing employee tax amounts, bonuses, and commissions easier.

Information management: Retail business owners know never to underestimate the importance of good inventory management. Since POS systems keep track of sales, they can also tell you when you need to reorder a certain product. A POS system also allows you to manage intangible information, like scheduling: for example, POS software for gyms and exercise studios allows a business owner to schedule exercise instructors, desk receptionists, and other staff based on class attendance and sales information for certain times of day.

Cost savings: The chief reason most businesses switch to a POS system is cost savings. Monitoring inventory, employee sales efforts, promotions, and marketing efforts all ultimately lead to more strategic and effective business management, which will save you money in the long run. The right POS software for your business can also cut down on theft and unauthorized employee discounts- since inventory is reported accurately and with regularity, missing items will be easier to spot. Using a POS system enables you to make decisions based on real-time data, and to plan future promotions and sales more effectively.

True, a POS system is a big investment. You’ll also need to consider the logistics of the switch- entering your inventory or product offerings into the new system, training employees, and learning how to use reporting features can all take some time. If you’re considering purchasing a POS system, check out the StartUp Nation Buyer Guide – the more information you have about system requirements, purchasing details, and vendor offerings, the easier it will be to choose the right system for your business.

When most people think payroll outsourcing, they think about writing checks and managing direct deposit. Payroll companies do provide these services, but they also do much more. Here are a few of the most commonly used payroll company services:

• provide W-2 and other tax reporting forms
• automatically update wage amounts and tax deductions to comply with regulatory changes
• provide online payroll account access
• allow employees to keep track of sick and vacation days
• calculate employee tax withholding amounts
• compute deposits to employee savings accounts
• project and job cost reporting

Benefits of Outsourcing

Outsourcing payroll is advantageous to small business owners for a few reasons. First, there’s cost savings: payroll companies are able to perform computations faster and more accurately than the average small business owner. Payroll companies also provide experience and expertise. The experts- attorneys, CPAs, and researchers- that work for payroll firms ensure that calculations will be accurate. This helps you avoid fees and penalties that can accompany late filings or errors in tax documentation. Payroll companies also perform time-consuming tasks, like managing employee savings accounts and deferred compensation or employer contribution accounts (cafeteria plans, group term life insurance, and health savings accounts) that most business owners find confusing and tedious. You’ll also avoid worrying about processing payroll when you’re traveling, out of the office, or to busy to crunch the numbers. Outsourcing ensures that payroll processing is done accurately and on time, no matter your workload.

How Outsourcing Works

Payroll processing companies can draw employee paychecks either from your existing bank account, or require that you to set up a “designated account” with their company that they control. You’ll need to provide employee information, such as social security numbers and employment forms (W-4s and I-9s), as well as bank information for direct deposit. You will also need to “call in” or otherwise provide (either online or automatically) employee hours a few days before each payday. The payroll company will need to be notified if employee pay information changes.

Outsourcing Costs

Most payroll companies calculate costs on a per-check or a per-employee basis. Actual costs can vary- they will depend on the length of time between pay periods, the complexity of calculations, the number of employees you have, and the features you choose to offer, such as online access. Make sure you ask vendors for an itemized quote breakdown, and compare several different service offerings before you make your final decision.

Merchant Account Basics

In order to accept credit card payments, you’ll need to open a merchant services account. The merchant account is the go-between that links your customers’ payments to your own business bank account. The merchant account provider checks credit card information, verifies balance amounts, and transfers funds from a customer’s account into your merchant account. At the end of the business day, transactions are “settled” and later transferred to your business bank account. A merchant account can work using a credit card terminal or swipe machine, or using specialized software to process payment information, as is the case with most online transactions.

Qualifying for an Account

Since the merchant account provider is responsible for chargebacks (when payments are returned to the customer, either as a refund or in the event of fraud), they’ll need to make sure your business is a good financial “risk.” The approval process isn’t difficult- almost all but the riskiest (think those headquartered in Caribbean islands or online businesses that deal in adult industries) businesses will be approved for an account. However, the best rates are reserved for those companies with reliable financial histories and good credit records. Even if you don’t qualify for the best rates when you first apply, you may be able ask for more preferable terms as your business becomes more profitable and your build a solid credit history. Be wary of online merchant account providers who brag that “Everyone is approved!” This isn’t a good thing- make sure you are able to obtain rates that are within your operating budget.

Rates and Costs

Rates will vary depending on your credit history and the type of credit card processing you require. Many online-only services charge a specific dollar amount per transaction, or a percentage of the total transaction cost- usually anywhere between 1 and 5% of the total sale amount. Rates for swipe machines are generally less expensive, and there’s no need to purchase or lease the “gateway” software necessary to process transactions online. If you use a swipe machine, you’ll need a credit card terminal- these can be purchased, or even lent to you by the merchant account provider. Keep in mind that the terminal itself can be usually be purchased for around several hundred dollars.

What to Look for in an Account Provider

Choose a merchant account services provider whose rate structure suits your business. For example, if you have a large amount of small dollar amount transactions, you’re better off choosing a provider that charges a percentage of the transaction amount only, rather than a dollar amount fee- it wouldn’t make sense to pay over a dollar to process a transaction for 99 cents. Beyond budget concerns, you should choose a credit card processing provider that offers the services you need-whether online or otherwise- that provides good customer service. Ask for referrals from other businesses, your bank, or a vendor locator service.

Processing Orders

Businesses that can’t stay open 24 hours a day, or those with a large volume of incoming calls (too many for one person or even a small staff to handle) turn to inbound telemarketing companies for assistance. A inbound telemarketing firm can take orders over the phone and process customer payments 24 hours a day, 7 days a week, without concern to time differences or even language capabilities. If you have Spanish-speaking customers, hire a bilingual telemarketing company- customers can place orders easily, and processing will be more accurate.

Customer Service

Many businesses hire telemarketing companies for their customer service skills. For example, websites that sell products around the world, or large companies that provide services (think banks, hotels, airlines, etc) rely on inbound call centers to provide customer support. You can assign a 1-800 number to the telemarketing company to answer customer calls about billing, shipping, reservations, or other concerns.

Helpdesks

Businesses that sell technical products, like software, often employ dedicated telephone service representatives (an employee trained by your business in your product’s features that only answers calls on behalf of your company) as a cost-saving alternative to having their own staff answer calls. Using inbound telemarketing for helpdesk support has other advantages, too- you can employ telephone service reps with different language capabilities that are available at all hours of the day.

Appointment Setting and Lead Generation

Another benefit of inbound telemarketing is that it can be used for temporary projects. Say you’re launching a new product that you want to push for summer, inbound telemarketing services can help. You can direct customers to call for more information about a product, take their information down, and pass the sales lead information to your staff. You can also use the telemarketing company to schedule sales appointments with potential customers.

The uses for inbound call centers aren’t limited to the above- call centers can be used for promotional contests (think radio call-ins) collecting information, taking donations (think non-profit fund drives or telethons) or for any other purpose that can benefit your business. Make sure you speak with several different telemarketing companies before settling on the firm you use, check references, and listen in on sample calls before making your decision.