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When Should You be Outsourcing?

When should you be outsourcing?

A small business owner cannot do it all. Whether you have employees on staff or not, outsourcing is an eventual must. But how do you know when it’s time, or even what you should be outsourcing?

If you are feeling that you are not able to focus on daily tasks within the scope of your profession – it’s time. If there are certain tasks you absolutely dread or that interrupt your day many times – it’s time. If your staff is spending too much time doing busy work or answering phones – it’s time.

What should I be outsourcing?

Anything that can be done on a computer or phone can be outsourced. The real question is: What is your current biggest time-suck? Look at where most of your time is going – do you have to be the one doing that? Is it worth paying an employee to do it? Or would you prefer to outsource at a lower cost?

Outsourcing incoming calls has increased in popularity for small business owners. The key for growth is cutting costs in some areas, to redistribute them to other extents. Thus, causing more revenue to your business.  According to The Staffing Stream, successful small business owners that outsource discovered that they can save 50% on their budget overall.  They also found that they did not lose any quality on the work. Which brings up a good question, am I actually posting this right now? Or did I just outsource my social media presence?

Benefits of outsourcing

One benefit to outsourcing is having fewer employees to manage yourself. You do not have to deal with finding coverage for sick days and planned time off. Having an outsourcing partner ensures you will always have a team of ready and capable workers.

Outsourcing also increases productivity, going hand in hand with more work being done for a lesser cost.

Do some introspecting

Are you getting caught up in taking calls, checking messages, and scheduling? These are all distractions that prevent you from performing your job efficiently. Challenge yourself and take the time this week to evaluate your daily phone operations. Add up the minutes and enlighten yourself about how much time you could be saving throughout the week and further investing in your business.

If you realize you need help in this department, let us know! We will give you a free 7 day trial so you can feel the benefits before committing.

Betties Book Brief

Want a massive social following in your business?  Who wouldn’t!

Back Office Betties had the great pleasure of reading One Million Followers by Brendan Kane and we just had to share it with all of you!  Kane gives great insight on how to take advantage of many different social media platforms.  His growth hacks for your business and your brand make this book a must read.

Betties Take-a-Ways

This book has a wealth of knowledge!  Here are our top 5 take-a-ways pertaining to Facebook:

  • Facebook is used to share more content than email or any other online social platform. No matter how many followers you have, Facebook only shows content to 2-5% of your audience.  What’s the determining factor?  How engaging and relevant your content is.  Your content must resonate with your audience.
  • Create ads specifically to get more likes/followers on your page. Be careful not to limit your demographics when testing ads.  A great example was given about Chatbooks in the book.  They wanted to target mom’s 45 years or older who liked scrap-booking, photography, and motherhood in a Mother’s Day ad.  Instead of age targeting, they used a broad range on age and found that younger people were sharing the ads with their moms to start a conversation.  This in turn created an organic reach to the intended demographic.
  • Have a great headline with a great hook point. Ask yourself, if your potential customer is walking down the street and passes a newsstand with 100 articles, what headline would they stop to read?  It should be relevant, interesting, and meet the needs of your audience.
  • If you do ads on Facebook, do not raise the spend limit if the ad is doing well.  Facebook will reset the cost in auction and your costs will increase.  Instead, duplicate the ad and create a new one.  It’s recommended to have a budget of $11 to $25 daily on ads.  For the most part, your page ads should not cost more than $0.10 per ‘like’.
  • Use the 80/20 rule when posting.  Make sure 80% of the time your content is share worthy and 20% of the time your asking for a sale or promoting your business.

Believe us when we say this is just the tip of the iceberg on all the information given.  It also features in-depth interviews from marketing experts, celebrities, and influencers.  This book could be helpful taking your firm to the next level you’ve been wanting!

Back Office Betties

Your Social Media Accounts

Personal vs. professional social media accounts… how do we navigate managing all of our profiles!? The answer… very carefully. On our professional accounts we carefully choose the pictures we post, we write and rewrite captions, and we make sure what we share aligns with our company morals and values. If you think your personal profiles should be treated any differently, you’re wrong.

Even though your personal social media account may serve a different purpose – staying in touch with family, friends, etc.; it is still a reflection of you and your business.  People want to connect to others and create value in their relationships, this includes business as well.  Trust value is a big component of consumers.  According to Edelman Trust Barometer, 63% of people agree with this statement: “A good reputation may get me to try a product—but unless I come to trust the company behind the product I will soon stop buying it, regardless of its reputation.”   And it doesn’t just stop at the company level.  Consumers are more likely to do their research on people within companies due to the unlimited access of information they have at their fingertips.

Social Media Tips

The following are a few tips for how you can avoid damaging your image via social media:

  • When it comes to supporting causes, the more controversial it is, the more conflict-ridden it will be. We’re not saying to never support a controversial cause, but beware that it may impact business, even if it is only on personal social media accounts.
  • Avoid sharing any snaps that are inappropriate and may involve alcohol, nudity, or profanity. It tends to not land well with customers.
  • Try not to post too much. Posting several times a day is annoying and comes off like you have nothing else going on. This goes for your personal AND professional accounts.

As your business thrives, there will be an eye on you within your social media platforms.  It’s important to keep your content light, fun, but still professional and appropriate.

Back Office Betties

Are You Unstoppable?

March’s Book Brief highlight is Unstoppable by Dave Anderson! This amazing book is all about how your mindset, when coupled with action, can greatly change your performance in your career. Dave Anderson breaks down the 4 different types of employees:

  • The Undertaker: Performance is below baseline, and they achieve nothing meaningful. This can include high achievers who win by violating values.
  • The Caretaker: They do just enough to get by and collect a paycheck.
  • The Playmaker: These people have what it takes to become Game Changers but aren’t quite there yet. Playmakers are more motivated by external factors, excessive affirmation, and personal glory. They have to celebrate every win and are more wrapped up in their own success rather than the success of the team.
  • The Game Changer: They are intrinsically motivated, they do ordinary extraordinary well, and are great cultural fits. They are committed to self -improvement, they want feedback from others, and they don’t see themselves as victims but products of their daily choices and efforts.

Are You A Game Changer?

So clearly, we should all be striving towards being Game Changers, but that can be easier said than done, especially without guidance. Well,

fortunately for us, Unstoppable provides a roadmap to Game Changer status:

  • Start with the “why”. What do you want to do? Do you want to inspire others? Do you want to help others succeed? What motivates you and pushes you? What inspires you?
  • Live life in the zone. Know where you excel and spend time in this zone perfecting those skills. This is called the zone of excellence. You should spend more time in the zone of excellence. When you leave your zone, snap back into it faster.
  • A.P.E– Attitude, Passion, and Enthusiasm. Having a good attitude, passion, and enthusiasm for what you do will determine how well you do it. The more A.P.E you have, the more dedicated you will be.
  • Have mental toughness. Have faith that what you are fighting for is worth every ounce of effort. Faith is what gets you back up when you fall. Faith turns criticism into helpful feedback. It’s what keeps you moving toward your goals!

Being a Game Changer isn’t easy, nothing that involves practicing discipline over your mindset is. But having discipline is what turns unexceptional into extraordinary, and there is no other way we should be living our lives!

Back Office Betties

Per-Minute Versus Per-Call: That Is The Question

When looking for a Virtual Receptionist, it can feel intimidating trying to find the best fit for you.  It’s confusing alone looking at what is available and taking all the options into consideration.  The first place that people often look is at the price.  Often with price comes to value.  As an entrepreneur’s, we all want to maximize value when seeking a service or product.  The big question arises, should you look for a per call-rate versus per-minute rate?

Breaking It Down

At first, per-call pricing may seem instinctive however everyone interprets a ‘call’ differently.  Some services will charge for the same rate if it is a wrong number or a hang-up.  It is possible that sending texts, emails, or faxes will also count as ‘’calls” for some companies.

Per-minute (or time-based) pricing can bring a more accurate impression of value.  Simply said, you pay exactly for the amount you use.  While every virtual receptionist business is different, here is a glimpse of the typical size of per-minute plans you might see:

  • Pay-as-you-go
  • 100 – 150 minutes
  • 200 – 250 minutes
  • 500 minutes
  • Custom quotes

Hidden Costs

It is important to look for specific hidden costs that may arise whether is per-call or per-minute plan.  Be sure to read the fine print with any service to make sure that all costs are being shown upfront.  Here are just a few hidden fees that may creep up on an invoice:

  • Initial set up fees
  • Monthly fee
  • Overage fees
  • Holiday fees
  • Text message fees
  • Connecting callers’ fees
  • Blocking numbers fees

We Are Straight Shooters!

At Back Office Betties, we average over 75% savings versus the cost of hiring someone in-house!  There are no surprise fees – ever!!  All our fees are disclosed upfront.  We also offer no charge for calls that are under 15 seconds.  Which means you won’t pay for wrong numbers or hang-ups.

Here’s a simple example:  Jennifer’s most recent bill for $236 for 94 minutes and 45 calls at Betties. Under a flat-rate plan from ‘Company X’ of $6 per call the invoice would have been $270.

At Betties, we are always mindful of our client’s budgets and prioritize keeping calls short without compromising on quality. We wouldn’t say the flat rate is better or worse than pay per minute. We’d suggest focusing on working with a company who knows your industry thoroughly and will provide consistent quality.

Back Office Betties