Freight Brokerage Business. The Staff of Entrepreneur Media, Inc.
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prepares a financial statement—then they should be paid at their normal rate. But that’s not part of their job as an advisory board member. Keep in mind that even though you don’t write them a check, your advisory board members will likely benefit in a variety of tangible and nontangible ways. Being on your board will expose them to ideas and perspectives they may not otherwise see and will also expand their own network.
• Choose Equipment That’s Reliable
Although multifunction devices—such as a copier/printer/fax machine or a fax/telephone/answering machine—may cost less initially and take up less space in your office than stand-alone items, you’ll lose all of these functions simultaneously if the equipment fails. Also, consider the machine’s efficiency rating and cost to operate; compare that with stand-alone items before buying. However, these machines are more reliable than ever, so one could be right for you.
There are a variety of professional voicemail services you can subscribe to as a small business that offer key features that will enhance the professional image of your company. However, try to avoid using complex voicemail systems that make it difficult for people to ultimately leave a message or reach you, especially when a time-sensitive situation arises.
Many voicemail services will automatically transcribe incoming phone messages into a text and then send you an email or text message with the transcript of each incoming message.
• Consider the group dynamics when holding meetings. You may want to meet with all the members together or in small groups of one or two. It all depends on how they relate to each other and what you need to accomplish.
• Ask for honesty, and don’t be offended when you get it. Your pride might be hurt when someone points out something you’re doing wrong, but the awareness will be beneficial in the long run.
• Learn from failure as well as success. Encourage board members to tell you about their mistakes so you can avoid making them.
• Respect the contribution your board members are making. Let them know you appreciate how busy they are, and don’t abuse or waste their time.
• Make it fun. You are, after all, asking these people to donate their time, so create a pleasant atmosphere.
• Listen to every piece of advice. Stop talking and listen. You don’t have to follow every piece of advice, but you need to hear it.
• Provide feedback to the board. Good or bad, let the board know what you did and what the results were.
tip
Consider managing forms electronically. Many software packages, including PDF Expert (https://pdfexpert.com) and Adobe Acrobat DC (https://acrobat.adobe.com/us/en/acrobat.html), allow you to scan paper-based forms into a computer or tablet once, and then electronically fill out the forms, and then store/share completed forms. This allows you to create a more paper-free work environment, plus gives you quick access to forms from any internet-enabled computer or mobile device, especially when your documents and forms are stored in the cloud (online).
As tempting as it may be to fill up your office with an abundance of clever gadgets designed to make your working life easier and more fun, you’re better off disciplining yourself to buy only what you need. Consider these basic items:
• Typewriter. You may think that most typewriters are in museums these days, but they actually remain quite useful to businesses that deal frequently with pre-printed and multipart forms, such as contracts and shipping documents. A good electric typewriter can be purchased for $100 to $150.
• Computer(s), Software, and Printer(s). You do not necessarily need the “latest and greatest” in computer power, but you need a system that can run the software you need for your business and is expandable to accommodate your growth. For software, you have an abundance of programs to choose from that will support every aspect of your business—and more are being introduced virtually every day. Because software can be a significant investment both in terms of dollars and time in learning, do a careful analysis of your needs and then study the market and examine a variety of products before making a final decision. Keep in mind, many online applications, including Microsoft Office 365 and the specialized applications for freight brokers that are offered by DAT Solutions, LLC., do not require software to be purchased. Instead, you pay a monthly, per-user fee to fully utilize the software application.
• Internet Access. High-speed and reliable internet access is essential for any efficient business operation, especially a freight brokerage. Your choices will typically include a cable service, FiOS (fiber optics), cellular, or satellite, although not all these options will be available in every area. The type of equipment you’ll need depends on how you’ll be accessing the internet, and prices can vary depending on the service you need. Shop around for the best service and price package.
• Something Old, Something New
Should you buy all new equipment or will used equipment suffice? That depends, of course, on which equipment you’re thinking about.
For office furniture (desks, chairs, filing cabinets, bookshelves, etc.), you can get some great deals buying used items. Remember, few people are ever likely to see your office, so make your choices based on functionality rather than appearance. You might also be able to save a significant amount of money buying certain office equipment used, such as your copier, phone system, and/or fax machine. However, for technology-based items, such as your computer, you’ll probably be better off buying new. Don’t try to run your company on outdated technology.
To find good used equipment, you’ll need to shop around. Check out used office furniture and equipment dealers. Also check the classified section of your local paper under “Items for Sale,” as well as notices of bankrupt companies and companies that are going out of business.
• Data and Equipment Protection. You need an uninterruptible power supply to keep your computer from going down in the event of a power failure or brownout, as well as a surge protector to protect your system from power surges. You can buy these items separately or as a combined unit. You’ll also need a data backup system that allows you to copy the information from your computer to another location for safe storage. Consider investing in some type of online backup (cloud-based) option for storing or backing up your data, so it’s always accessible, from anywhere.
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Postage stamps come in a wide array of sizes, designs, and themes and can add elements of color, whimsy, and even thoughtfulness to mail. Stamps look more personal; metered mail looks more “corporate.” Consider using metered mail for invoices, statements, and other “official” business, and stamps for thank-you notes and similar marketing correspondence that could use an extra personal touch.
• Photocopier. The photocopier is a fixture of the modern office and is necessary for even the smallest freight brokerage. You can get a basic, low-end, no-frills personal copier for less than $200 in just about any office supply store. More elaborate models increase proportionately in price. If you anticipate a heavy volume, consider leasing.
• Fax Machine. With the ability to easily scan and email documents, the need to send and receive faxes is declining quickly, but you will still want fax capability in your freight brokerage. Your options include a stand-alone fax