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The remote worker's 13-point guide to staying productive and connected
Andrew Stubbs • August 8, 2020

Telecommuting, teleworking, working from home, mobile work, remote work, flexible workplace… whatever you want to call it, it amounts to the same thing.

No chats about last night's match at the watercooler. No comparing notes about the movie you watched. And no after-work drinks.

Just the work, I'm afraid.

But, looking on the bright side, you don't need to commute for an hour by bus or drive to the office.

You can eat when and what you like and you get to see more of your family.

That's great for work-life balance and managing stress levels, isn't it?

And there are plenty of ways to make working from home incredibly productive too: strategies you can use to get more done and tools that make connecting with others a breeze.

7 Tips for creating a more productive workplace at home

  1. Separate work life from home life

Establish 'do not disturb' guidelines, work hours, break times, and a policy on handling personal matters.

For example, no doing dishes or laundry or taking out the trash during work hours.

The best advice is to treat your home office as if it were a 'real' office located somewhere else.

  1. Establish "office" hours

While telecommuting offers lots of flexibility, you've still got to stick to a schedule or time will run away from you.

Try to set daily work hours throughout the week to maintain a routine.

  1. Set up your space for work

Carve out a space in your home that becomes your dedicated workspace.

Ideally, it should have a door so that you can shut out noise or interruptions.

Making your workspace at your kitchen table or in your bedroom is asking for trouble.

  1. Keep the lines of communication open

If you're working remotely, be sure that you're not totally disconnected from colleagues:.

Check in at least once a day by email, online chat, phone or videoconferencing with your onsite managers and co-workers.

  1. Get out of the house

Working from home can get lonely.

Make sure you get out of the house and spend time around other people at least some of the time. Take a walk after lunch, for instance.

  1. Use a Virtual Private Network (VPN)

A VPN is the best idea for connecting to a network that you don't control.

This includes the Wi-Fi at co-working spaces, cafes, libraries, and airports, where your connection is not secure unless you set up a VPN.

  1. Over-communicate

Working remotely requires you to "over-communicate".

Tell everyone who needs to know about your schedule and availability often. When you finish a project or important task, say so.

6 tools to make working from home much easier

  1. Slack for chat

Slack is a communication management app that is especially well-suited to remote work.

You can create team channels for every department and send direct messages. Slack also lets you drag-and-drop files, bookmark messages, and pin documents for quick reference.

This app cuts down on internal emails since it's quicker, more efficient, and more user-friendly.

For remote teams, Slack can serve as a virtual watercooler, helping team members bond or blow off steam.

It provides a hub where you can meet other remote workers for both professional and team-building purposes (don't underestimate the importance of that in the absence of a real office).

If your business uses Office 365, Microsoft Teams may be a better option for you than Slack.

  1. Zoom for video meetings

Zoom is the Swiss Army Knife of video conferencing.

Combining HD video with increasingly important features like screen sharing, content sharing, and local recording, it is an obvious choice for organizations in need of an end-to-end conferencing solution.

Zoom makes meetings more accessible and only one person needs to download it; everyone else can click the meeting link to jump in from their phone, desktop, or tablet.

As for point 1 above, if your business uses Office 365, Microsoft Teams may be a better option for you than Zoom.

  1. Zapier for sharing information between apps

Zapier lets you automate workflows by "bridging the gap" between your many other tools.

Busy team members dislike having to switch between apps. Zapier solves that problem by making sure that all of your customer and team information is synchronized between platforms.

Facilitate the integration of your other tools and keep your whole team in the loop while saving everyone valuable time.

  1. Trello for task management

Trello lets your whole team create, design, and assign tasks in a straightforward visual interface.

You can create "cards" for every task and sort them by department or assignee.

As a task progresses, team members completing their parts can slide the relevant card from one category to the next.

Trello's collaborative tool lets your whole team stay informed of the progress of projects in a more instantaneous, visual, and engaging way than a series of emails or memos.

Other apps to consider in the task management space include Monday , Asana and Basecamp.

  1. Toggl for time tracking and reporting

Toggl is a great tool for assisting with productivity.

It incorporates a simple time tracker with powerful reports and it works across all your devices.

Other apps to consider in the time tracking category are Harvest , Time Doctor and Clockify.

  1. Loom for screencasts

Loom is screencasting software available via Chrome extension or a desktop app. They have a free version and a paid plan.

You can use Loom on Mac, Windows, and Chromebooks.

It allows you to record your camera and screen with audio. You can then download your video, embed it on your blog, or share it via social media or email, etc.

Other apps to consider in the screencasting space include Screencastify and Screencast-O-Matic.

 

That's it. Now you have all the tips and tools to work productively and contentedly from home – without feeling that you're not getting much done or missing the "buzz" of the office.

Why Your Business Needs to Invoice Using the New Peppol Network

By Andrew Stubbs • June 5, 2022
Here's some good news if your business sends invoices to business or government customers. Peppol* is on its way. (That's Peppol, not Peppa .) Ever had this conversation in your business? You or one of your team: "Hello, I'm calling to follow up the invoice we emailed to you last month. It hasn't been paid yet." Customer: "Really? We didn't receive that invoice?" In addition to the time and expense of following up, the cash flow delays create stress for you and they hurt your business. Thankfully, the adoption of Peppol will solve this problem. What is Peppol? Peppol is an obscure acronym for Pan-European Public Procurement On-Line. What's more important than what it stands for, is what it enables. Peppol is an international 'eProcurement' framework for the electronic exchange of information. It creates a standard approach for governments and businesses to structure and exchange information such as invoices and other documents. What Peppol means for you and your business Peppol makes electronic ordering, invoicing and shipping between governments and private companies faster, simpler and more secure. This means your business will get paid faster when dealing with government and larger businesses. In 2019, Australia and New Zealand adopted this platform for e-invoicing which, when implemented, will make 'we never received your invoice' issues virtually impossible. The new e-invoicing system is more secure than email and provides many other benefits. Which countries are adopting Peppol? There are currently 40 OpenPeppol member countries: 32 countries in Europe plus Australia, New Zealand, USA, Canada, China, Japan, Mexico and Singapore. Each country has a Peppol authority. For example, in Australia that's the Australian Tax Office (ATO). Is Peppol already in use? Yes it is. For example, the SuperStream system in Australia-which many businesses are currently using to automate the payment of employee superannuation contributions-is based on the Peppol protocol. How does e-invoicing work? The system connects the accounting systems of all businesses and government departments via the secure Peppol network.  Suppliers generate sales invoices in their accounting systems which are sent to Peppol.

Company Director? Why You Need to Apply for Your DIN

By Andrew Stubbs • May 4, 2022
If you're a director of an Australian company-or you plan to be-take 5 minutes now to read this article. All existing directors (and intending directors) of Australian companies need to be aware that the Australian Government has announced the introduction of a new mandatory Director Identification Number (DIN) system. (You'll notice the term director ID is also used for DIN.) This system is the initial step in the Modernising Business Registry (MBR) Program which has been established under the Treasury Laws Amendment Act which was legislated by the Australian Government in 2020. More information on the MBR program can be found here . What is the DIN system trying to achieve? The DIN aims to provide accountability and traceability of a director's relationships over time, across all companies and will provide information on a director's involvement in what may be repeated unlawful activity, including illegal phoenix activity. It should also solve the problem of false or fraudulent director identities. What are the key features? It is mandatory for all directors, foreign directors and alternate directors of Australian companies to hold a DIN. The DIN is a unique 15 digit number. The first 3 digits will be 036 which is the identifier for Australia. The last digit is a check digit to help with accuracy when quoting your DIN. Like your tax file number, you will only be issued with one DIN which you will hold for life - even if you cease acting as a director for any period. To obtain a DIN, you will need to prove your identity so you will not be able to hold multiple DINs. Other office holders (e.g. company secretaries) are not required to register. The director is responsible for updating the DIN records for any changes in personal information within 7 days of the change. The director must apply personally. The process cannot be completed by your accountant, lawyer, spouse or executive assistant. There are significant penalties for non-compliance. How do you apply for a DIN? Directors have 3 options for applying. You can apply online from 1 November 2021. To use this method, you must first establish your identity via myGovID (an app you download on your smart device which is different from myGov). Once set up, your myGovID will make accessing a wide range of government services easier. (It's not just for your DIN application). For information on how to set up a myGovID please go to https://www.mygovid.gov.au/set-up During the DIN application process, you will need additional information such as your tax file number (TFN) and your residential address as per ATO records. It would also be advisable to have other personal details such as bank account details, medicare card or a recent income tax assessment available in case these are required. You can also apply by phone ( 13 62 50 ). During the call, the operator will ask for the identity documents you would have used to obtain your myGovID (passport and driver licence) as well as the additional information listed above. These details will be confirmed with the records held on existing government databases and, assuming the details agree, your DIN will be issued. Or you can apply by mail, but this is not recommended because the process for doing this seems vague ("Write to us") which means you can probably expect a lengthy process of certifying documents and coping with the vagaries of the postal system. One of the other two methods would be a better choice. When will you need to apply for a DIN? Transitional arrangements will allow directors to become familiar with the new requirement. When you need to have a director ID will depend on when you were appointed as a director.

7 Best Practices for Setting Your Small Business on the Success Track

By Andrew Stubbs • April 7, 2022
If you're a small business owner, you're always on the lookout for better ways to go about routine tasks to boost growth and underpin reliability. So, yes, you have the will; now, what are the ways? What are those consistent routines you can instill that will have the most benefits? This article looks at the top 6 things you can do to help your business thrive. We're going to cover finances, goals, marketing, technology and you ! So, let's take a look… 1. Your finances are a scorecard … and a predictor Boil it all down and dollars in the bank are the report card on the health of your business operations. Surprising then that so many people don't really pay much attention to how much they've earned, nor how much they're likely to earn. As much as it might feel like a chore, reviewing your sales and financial projections and then using them to ascertain if you need business financing is a discipline worth cultivating . If you suspect that your cash flow is precarious, you should be checking out your options today. First metric to check: your credit score. If it is too low, you need to take steps to shore it up. Next, check in with your bank or finance broker about what loans are available. 2. Goal setting, goal achieving, goal celebrating So, if you're using current and future dollars in the bank to keep score, the next thing is to do something about it. This is where goal setting comes in. If thoughtfully set and persistently pursued, goals help you orientate your willpower and your energy at each moment of the business day. This is the hidden power of goals: giving you a good sense of direction and a way to channel your instincts towards wise objectives. Constantly checking in with your goals makes them a benchmarking tool to keep your business pointed in the right direction. Yes, just having goals helps. Actually achieving a goal helps too, of course! 3. Increasing the impact of your marketing Marketing is not magic. It is not a mystery. It is not an art. However, many less-than-reputable marketers will try to claim that it is. They do so to gain wiggle room to pad their invoices and cover up their lack of skill. What this means is that it is easy to waste money on ineffective marketing. The good news is that there are many low-budget marketing strategies that actually work to help grow your brand and reputation. Scout around on the internet and choose one or two new tactics. Deploy them and test them. If they work, double down. If they don't, try something else. If you can't tell if they're working, also try something else. Social media is the obvious starting place for these low-stakes experiments and the old classics of LinkedIn, Facebook and Twitter are where to trial them. 4. Bringing your business up to date technologically The ability of modern productivity and project-management tools to give small players the same capabilities as the big boys simply cannot be ignored. Harness them properly and they'll let your small businesses operate with the same productivity as the titans of your sector. And, if your business is in the services sector, the increased controls that business technologies can yield also lets you be highly agile - that's something the big boys can't do. So, ask yourself: are you taking full advantage of what's out there? Don't worry, the answer to this question is always 'no' - the field is simply moving too fast for anyone to be able to take full advantage. However, if you have a realistic view of your needs, then you have a yardstick to help assess all the solutions out there. When you know what you need the technology to do, then you can wisely choose what hardware, software, platforms and techniques to introduce. 5. SEO has changed and it is going to change again Google - indeed all platforms offering broad search functions, from Youtube to Facebook - are constantly altering and optimising their algorithms. This, in turn, means SEO practice must constantly evolve to keep pace. So, if your SEO approach hasn't been overhauled in a few years, the time has come to give it some attention. Do a review of best practice and score how you cater to SEO in your online presences. Yet, because the underlying concept of SEO has not changed, the corrective actions you need to take may not be major. Then again, they might be! It is better to know unpleasant news sooner than outright bad news later. 6. Download the right new apps The remote work trend has gone mega and this means mobile productivity apps are very much of-the-moment. See, you can get a surprising amount done with just your phone and tablet. And apps are how it all happens … plus connectivity and a full battery, of course! Usually, apps are best for keeping an eye on things, boosting effectiveness on the "busy" tasks and enabling you to give your stamp of approval to work that needs your say-so to progress. In general, these are not value-adding tasks, just the value-neutral tasks that get in the way of the value-adding tasks. Now, there is no end of apps out there. So, as always, don't bother looking until you have some idea of what you need. 7. You are the ultimate business tool Health is the single most important aspect to consider for anyone running a business. It's the non-negotiable factor that governs everything else you are capable of. To adapt a quote from Arnold Schwarzenegger, being fit and healthy is "a status symbol. It reflects you worked hard for it; no money can buy it. You cannot borrow it, you cannot inherit it, you cannot steal it". This means that you must get enough sleep every night (most people need 7 hours or more). This means a healthy diet must become your preferred way of eating. This means that you should exercise every single day (except when sick). This means you must give your mind a rest too . Meditation isn't some mystic monkish thing, it's simply the practice of letting your thoughts come and go while you - the observer - stay peaceful and undisturbed by them. Think of it like this, meditating is mediating your mind. Take stock, choose wisely, make small steps in the right direction In this article, we've talked about some improvements you can make to what you're already doing. You don't have to do all of these at once. Start with the one that seems easiest and then stick with it to see if it works. Remember, it's not always about big changes. Often, you can make major improvements in outcome by making small changes to input. Doing the little things better. So take stock, choose wisely and be sure to make those small steps in the right direction for success today, tomorrow and the next day.
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