Be an Ethical Entrepreneur, Marketer, and Business Builder

The best way to share and sync files between all of your computers

If you’re like me you have several computers… One at work, another at home, a netbook and/or laptop for travelling… And it’s a pain to make sure you have the files you need available at all times no matter which computer you are on. Until now…

Over the years I’ve tested online document management editors such as Google Docs, Google Wave (which has since been retired), and Zoho Docs; but you need internet access to make them work, you have to use the rudimentary web-based office applications they provide, and you can’t open common file types such as audio files or OpenOffice documents.

In the real world, we don’t always have high-speed internet access, web browsers crash, and our desktop office suite (such as Microsoft Office or OpenOffice) are a lot more powerful and easier to work with.

Now there is a better way and it’s called DropBox. Here’s how it works

  1. You install DropBox on all of your computers and create a login.
  2. It then creates a DropBox folder on each computer.
  3. Move your important files that you want to access from anywhere into your DropBox folder. Don’t copy because then you’ll have different versions and you’ll never know which is the “right” one.
  4. Save all of your important new files into your DropBox folder.
  5. Invite your friends to DropBox and create folders to share with them for work you’re both collaborating on.

You can drop in files from any of your computers and, no matter what type of file you put in DropBox, it syncs each DropBox folder to have the exact same documents all the time. It’s so fast that it will actually sync between computers every time Word does an auto-save. DropBox doesn’t even wait until you’ve closed the file. Even more impressive, it will sync documents simultaneously across Linux, Windows and Macintosh. I regularly switch between Windows and Linux computers and DropBox keeps all of my documents synced.

Even better, you can access your DropBox files from your iPhone or Droid device or from a web browser on any computer. If your laptop dies, just login to your account from any computer and your files are there.

It’s also extremely helpful when sharing documents with colleagues. You can create folders that can be shared with any DropBox user. Currently I have 4 different DropBox folders synced between 3 computers. Two of the folders are shared with clients. One of the folders is shared with my business partner, and the last one is just for my personal information.

If you’re a die-hard Linux fan, Ubuntu One is a great option as well that offers much of the same technology with 2 glaring exceptions. The beta Windows client doesn’t seem to work at all in Windows 7 starter and you don’t get additional free space by referring friends.

The best part of both options? It’s FREE for your first 2GB of space.

Download DropBox and get your documents organized today.

To your success, Bryan

How to prepare your business for running without you…

As a business builder, the goal of every business you buy should be one of 2 things:

  1. Resell it quickly (within 12 months) for a substantial profit.
  2. Keep it as a great cash producer with minimal work on your part.

This blog is going to focus on one of the most important parts of achieving step 2 above – getting your office used to running without you! For this to happen, you MUST set a goal of being out of the office for at least a few days (preferrably a week) per quarter. If you’ve never done that before, choose a week in the next 3 months and write it on the calendar right now! Seriously, if you don’t make the commitment to be out of the office right now you may never do it. Don’t worry. You will not be 100% prepared for the office to run by itself the first time. Or the second time. Or maybe even the third time. However, each time you’ll learn what your team relies on you for. As you learn more and more what items they just HAVE to call you to take care of, you will immediately know which items you need to create procedures for to replace you. If procedures won’t cut it, you need to pay someone else to make those decisions for you.

Now let’s look at what’s necessary for you to leave the office while your business keeps making money. Firstly and most importantly, you cannot be the one responsible for direct customer interaction. Whether that means taking care of customer service issues or selling your product, if you’re the only one capable of that, then you have a problem. You need to learn how to replace yourself right away. OK, so you’re not looking to retire so what are you allowed to do? Anything that doesn’t require you to actually be in the office. In other words, all of the tasks that can be done or maintained remotely.

A few of those items that I work on regularly when I’m out of the office are the following:

  1. Paying bills – I do this with Quickbooks Pro and Wells Fargo Online Bill-Pay. I can pay my bills electronically from anywhere. My office administrators put all the bills into Quickbooks and scan all of the bills onto my server so I can actually look at every Purchase Order, Order Confirmation, Packing Slip, and finally the Invoice before I pay anything.
  2. Working on marketing – whether it’s updating the website or working on new direct mail campaigns all I need is internet access and my laptop to work on almost any marketing our company might be doing.
  3. Reading and responding to emails – This can always slow down your “productivity” when you’re in the office so a few quick minutes in an airport or in the morning before you hit the beach can help you remain “productive” all day as people are reading and responding to all of the emails you’ve sent out.
  4. Keeping an eye on daily, weekly, or monthly tasks – Since I’m the Team Leader at my business there is no one else to take over management functions while I’m not there. For that reason, all of the girls who work in my office email me their “To-Do” list every evening before they leave. That way I can review and update it at my leisure. I also review our service schedule, inventory, receivables, payables, customer complaints, new leads, and a host of other things remotely. One girl in my office compiles the reports weekly and emails it to me so all I do is read them and make decisions – No matter where I might be sitting when I read those reports. Check out the “Know your numbers” section of my blog on weathering the economy for a better idea of what numbers I watch.
  5. Staying in touch with team members – Whether that means calling, emailing, or reviewing performance there’s a whole lot you can do to make sure everything is “business-as-usual” when you’re not around.
  6. Finding new business opportunities – If you aren’t ready to retire with all the money you have in the bank, you should always be researching new opportunities. As a matter of fact, the number one reason you need your cashflow business to run without you is so you have time to invest buying, building, and selling other businesses.

How to make sure your business is “running without you”.

  1. Leave the office – But don’t just stay at home. If you’re in close proximity to the office both you and your team member’s will be too reliant upon you.
  2. Try not to answer your phone – Let it go to voicemail, listen to the voicemail and respond appropriately. If possible, respond via email or text.
  3. Make yourself available via email (IM if necessary) – I prefer written communication because it’s short and to the point (no time for small talk) and because it’s all tracked. Someone can’t tell you you never told them to do X or Y.
  4. Have access to important information on your server – Whether that means having your invoices, inventory, schedule, or incoming leads on the computer. Whatever is important to you, you need to make sure you have access to at all times. If you can’t get to your important information from anywhere at anytime you’ll never be able to work remotely.

Have you ever had one of those days where you have a list of things to accomplish and at the end of the day the list hasn’t gotten any shorter? You just worked on “little things” all day. It’s amazing to me how many of those “little things” take care of themselves when I’m not around… In my experience if I leave the office for 2 days or 2 weeks, if I’m keeping up on things day-to-day while I’m gone, my list of “catch-up” work when I return is the same length. The list is limited to the items only I can handle. There are no “little things” on my list to catch up on… Every time my list consists simply of the things only I can do. (With the goal being to shrink that list with every trip.)

Since I track customer complaints AND testimonials if there were problems created by me not taking care of those “little things” I’d know about it, too. 😉

So make a commitment to be out of the office!

To your “remote management” success, Bryan

P.S. When you go to sell your business do you think it’s going to be worth more or less when you show the buyer that it can be managed, to a large degree, while sipping red wine on the balcony of your hotel in Italy?