Wisdom from Melissa Joy Manning

Design Sponge posted a great profile of jewelry designer Melissa Joy Manning, a graduate of Renaissance Entrepreneurship Center. She talks about why she started her own business and she shares some of her lessons learned in running a sustainable artisan jewelry enterprise.

Melissa says that it was with our help that she learned about the importance of setting well-defined goals:

“I was lucky enough to have an amazing teacher, Paul Terry, at the Renaissance Center in San Francisco, who taught me the importance of vision. He taught me to envision my success and what it would encompass. I used these goals as benchmarks when building my brand. Every time I reached one, I would sit down and create another. As the ‘visions’ kept coming true, they emboldened me to think bigger and more creatively each time.” (Thanks Melissa!)

Here is some of Melissa’s great advice for others considering a small business of their own:

Make sure it’s what you want to do.

If you really love doing something consider how it will change when it becomes a business. I meet a lot of people who loved a hobby but when they had to economize it on a daily basis, found that they lost all joy in it.

Know that your life will change

Your friendships, relationships, how you view the world…everything. When you take charge of your life by forging your own path, a lot of lessons will come forward that you didn’t consider. In some ways, it’s like a veil lifts in how you see the world. Remaining true to yourself and your passion will carry you through any unexpected reaction or loss that success may bring to you.

Always, always, always listen to your heart.

If you are true to yourself you will always succeed.

Advocating for Small Business

On Thursday May 9th a very happy crowd gathered at the Marine’s Memorial Club in San Francisco for the Small Business Network’s Annual Awards Gala. Mayor Ed Lee was there at the start to welcome us all and emphasize his support for many new small business initiatives in the city.

I was honored to be one of the nine award winners, receiving the Small Business Advocate Award for my role as a small business owner and my involvement in the small business community for the past 30+ years. My business friend and long-term client, Kayren Hudiburgh, co-owner of The Good Life Grocery, was kind enough to introduce me and relate all the many years of our work together, both on her business and in the Potrero and Bernal Heights communities.

I got my start by owning and selling four businesses—a wholesale distribution company, two retail food businesses and a training seminar business. I then founded Paul Terry & Associates to help others start and manage their own small businesses. I see my role as an advocate—encouraging and supporting the passion and commitment of small business owners while providing tools and advice to create a sound foundation for success. I love working with business owners at every stage—teaching business planning to entrepreneurs getting ready to launch their businesses, and working with established small business clients through all stages of their business growth.

I have benefited greatly from wonderful mentors, loyal colleagues and supportive organizations and I enjoy doing everything I can to support the local small business community, particularly working with Renaissance Entrepreneurship Center and business associations such as the Potrero Dogpatch Merchants Association and the California Association for Micro Enterprise Opportunity. For me, community service and advocacy is simply a part of what it means to be a socially responsible small business owner.

Sharing Small Business Wisdom

As part of the lead-up to the eighth annual San Francisco Small Business Week (May 13-18, 2013), I was interviewed for the San Francisco Small Business Week blog.

The week is designed to offer a series of educational and networking events to educate, connect and celebrate the small business community in San Francisco. This year’s festivities will include a conference with 50 free workshops and seminars for small business owners (I’ll be speaking about business planning), a gala called Flavors of San Francisco, and an awards ceremony hosted by the Small Business Commission, the Mayor’s Office and the Board of Supervisors to recognize exceptional small businesses from each district and city-wide.

Here’s my interview with Small Business Week…

SMALL BUSINESS WISDOM FROM PAUL TERRY

Small businesses in San Francisco have a wealth of opportunities to access wisdom and technical assistance from a variety of small business experts who provide one-on-one counseling, technical assistance, and instruction through neighborhood and community-based nonprofit agencies. The San Francisco Small Business Week Committee is pleased to share wisdom from these experts who help the small businesses that shape our communities to succeed.

Today we hear from Paul Terry, business planning coordinator at Renaissance Entrepreneurship Center, who believes that one of the keys to success is making a life-long commitment to education.

What role do you play in supporting San Francisco’s small businesses?

I’ve supported small businesses for more than 25 years as an independent business consultant and owner of Paul Terry & Associates with skills that I developed from launching my own food, distribution and training businesses in San Francisco. I am also the business planning coordinator and primary instructor at the Renaissance Entrepreneurship Center. I was one of the initial developers of Renaissance Entrepreneurship Center’s entrepreneurship program, business incubator, and business support program.

The role I play in supporting small businesses involves teaching, empowering, and encouraging entrepreneurs to start and grow businesses. The training and consulting helps people build their confidence and access the resources they need to be successful in business.

As a small business consultant in private practice, I work with 25-30 businesses each year to facilitate growth and transition, to build effective partnerships, and to implement strategic planning solutions. Over the years, I’ve taught 7,500 entrepreneurs, and I’ve supported over 600 small businesses.

In your years of working with entrepreneurs, what has emerged as the greatest challenge to a small businesses success?

One of the biggest challenges relates to maintaining balance. New business owners need to recognize that their entrepreneurial skills – their ability to get the business up and running – need to be in line with the complexity of the business model. They need to hone their skills, tap into their confidence and develop the scale of business that makes sense for who they are at a particular time. New skills are then required on an ongoing basis as the business grows in size and complexity.

Another challenge facing new businesses involves joint ventures and business partnerships. If the business partners fail to clearly define the relationship at the early stages, problems quickly emerge and often create disruptive conditions as the business grows.

A third challenge for a new business occurs when the entrepreneur attempts to transition from a full-time job — working for someone else — to working in a business that is not immediately profitable. People need to be realistic about the appropriate amount of capital they need launch and grow to profitability.

The common thread – and the reason people come to me – is that they are stuck. They need a better framework for making educated decisions and they need access to the appropriate mentors, advisors and associates for advice and direction.

In your experience, what is the biggest key to long-term success for a small business?

Businesses that have been around for a long time survive and thrive because they provide very good services to established clientele with fair terms and conditions. Long-term success also requires being nimble enough to adapt to new markets, emerging trends, and new technologies.

There are macro and micro competitive forces that can undo a successful business. It is key to make a life-long commitment to education, strategic thinking, and new skills development.

What are some of the most important ways in which small businesses shape communities in San Francisco?

Small businesses define the character of our neighborhoods in San Francisco. The appropriate mix of small businesses enriches and energizes a particular area, which attracts tourism and inspires residents to shop locally. Small businesses invest in their communities by hiring locally, engaging in local politics, donating to nonprofits, building parklets and other community spaces, and doing all the critical things that make our neighborhoods more enjoyable. Small businesses are the advocates of local development and define the flavor and culture of this city – with “pop-ups”, food trucks, trunk shows and an involvement in the local areas where they live, work and play.

Resolve Conflict

Being in business is challenging. You can’t be in business without running into conflict at some point… your landlord raises the rent, your largest client reduces your hours, your reliable vendor is three weeks late with inventory, your wait staff calls in sick at 5:00pm and/or your key employee gives notice. Wow! What to do?

Winged Wisdom, part of Presidio Habitats, a site-based exhibition created for the Presidio of San Francisco

Perhaps the answer is to quit…start a new business or…as we all say to ourselves at one time or another, “I need to get a job!” Most of us don’t go and get a job. Sometimes we try and go through the motions of an interview and think this will resolve all the conflicts…but then realize that’s really not what we want. Working for someone else does not resolve or eliminate conflict. It is still there and now we don’t have the “power” to implement a change!

The idea is not to instigate conflict or prolong it, or try to win the argument. The process of running a business is to minimize conflicts and if a conflict arises, to face it and try to resolve it. The owner has to build the business, take care of the employees, satisfy the clients or customers, and create a balanced life for themselves.

There are solutions to the conflicts. Sometimes it is a genuine transparent management style; at other times, it is direct conversations with key employees; or it could be recognizing the error before the client or vendor sees it and suggesting a solution before there even is a conflict. (When I ran a gourmet food business, I noted right after the holidays that we did not sell all the extra inventory that we had bought. I called the vendors immediately and negotiated a 6 month payout plan…before they noticed we were late with payment and got upset with us.)

To find the right solutions we can look to supportive mentors or professionals who can listen and advise, talk things through with key employees, meditate on the right action, and then forge ahead and explore new approaches. If you run your business with integrity, honesty and transparency and confront your stumbling blocks head on, you can make it through. But if you don’t resolve a conflict…guess what comes back for you another day? So, resolve conflict!

Testing the Waters

Before you start a new business or expand into a new marketplace, it’s always essential to “test the waters”. This means doing some simple market research. The intent is to find out as much as possible about potential customers or clients before taking the plunge and/or repeating a marketing effort!

Shoe leather approach
Market research can be as simple as asking casual questions, comparing prices, walking around your neighborhood or attending a trade show. I call this “shoe leather research” even if you don’t do it by walking around. You learn by keeping your eyes open, your ears to the ground, and paying attention to what you notice.

Situational Observations
Casual and informal research can also be called situational research. Basically, it involves getting a feel for the industry, the general marketplace, and/or the specific targeted market that you think is right. The process can include informal conversations with potential customers (“I’m thinking of opening an online pet helpline. Would you use something like that?”), direct competitors (“I wonder if you could help me as I’m thinking about opening a shop like yours 50 miles away.”), and potential suppliers (“Can you tell me how much inventory you usually sell to stores that carry your line?”) Sometimes this informal style of research generates enough information to build your confidence and help you get a new business started. Other times, this approach will help an existing business to identify and carry a new product line.

Formalized Primary Research
Shoe leather and situational research can be very helpful but more formalized research may also be needed when trying to determine if your business approach is the right fit. This can include careful observation (watching, counting, recording), interviewing someone relevant to your business area (by phone, in person or online with carefully chosen questions), or preparing a survey to administer to your potential customer base (by mail, in person or online using free software like Survey Monkey).

Secondary Research
It can also be very helpful to do secondary research—getting information from trade journals, census reports and other industry references. There are online services based on Google key words or specific industry data. This form of research is easier in a way (you just go online and ask some questions) but it isn’t always relevant and may be too general for your market. A combination of primary research (done by you to acquire original data) and secondary research are BOTH valid and need to be part of your business planning.

Making the Time
The most important factor when selecting a market research approach is to determine if you have the time to do it and if you will actually compile and use the data. Your research should help you minimize the risks related to the venture you want to undertake, so make the effort to talk to people, gather information from the industry, watch competitors and record your impressions. Testing the waters (even at the shallow end) will make your plunge into business much more successful!

In the Company of Others

A common assumption is that word-of-mouth promotion for small business means encouraging customers or clients to tell other people about your business, either directly or through online review tools like Yelp. This is important but another key part of word-of-mouth promotion involves your own word-of-mouth efforts—attending events, meeting new contacts, talking with others and sharing who you are and what you do.

It’s great to attend events that directly relate to your business or industry and it’s also incredibly valuable to just get out there and make contact with people. We need to be out in the public—be it a street fair, holiday event or home-based party—and connect with others.

Even at gatherings that aren’t “officially” networking events, try to put yourself into the mix and in your own way, “work the room”. It’s okay to have an agenda in mind. You can be ready with a critical question to ask or some simple information to share about you and your own business. Travel with a business success story or a lesson learned, and always be on the lookout for good resources and leads for other business owners you know.

In conversation with PTA Associate Andrea Baker, Owner of Baker Consulting

The key to building a good reputation may simply mean being a person ready with a story to tell, good resources to share, and the ability to listen and ask questions in all conversations. Every encounter is a potential business opportunity—even if you don’t know what the benefit will be to you and your business in the moment! It is in the company of others that magic can happen.

Outstanding Service

Last week I received the Outstanding Service Award from Renaissance Entrepreneurship Center. This award was presented by CEO Sharon Miller to recognize over twenty years of work with Renaissance as an independent business consultant in developing classes and incubator programs and as the primary business planning instructor and coordinator.

receiving the Renaissance Outstanding Service Award

It was such an honor to receive this award in front of colleagues, students, friends and family during Renaissance’s gala event, “Small Business, Big Impact: Celebrating 28 Years of Small Business Success” on October 2nd at the Bently Reserve in San Francisco.

It was quite surprising to realize that I have taught over 5,000 business planning students and supported over 100 incubator tenants at Renaissance. The secret is that I’m constantly inspired working with new and emerging business owners. I love the experience of helping students to explore options, get organized, develop practical business skills and take the steps necessary to make their small businesses work. I am inspired each day by the diversity of people who want to start their own businesses, the variety of business ideas, students’ focus and passion, as well as their willingness to put in the time and make the commitment to be successful.

While the award was so appreciated, the people who truly deserve the accolades are the Renaissance graduates — the new entrepreneurs who are doing research, creating prototypes, testing concepts, launching on a trial basis, and then jumping into the marketplace.

with fellow Renaissance graduate award winners, Heidi Gibson, Yvonne Hines and Alphonso Rhodes

These small and micro businesses are the engines of our local and national economy. We need to support them so they can thrive, continue to expand, offer jobs, and become community-based institutions for our neighborhoods and cities. When you choose to frequent small, independently owned businesses you are directly building the local economy and, in the process, supporting some amazing, dynamic people. Our small business owners are heroes. They are making a difference through their focus on sustainability and their attention to the local community. We need to award the local, small business owner for outstanding service!

Leading you in the Right Direction

As business owners, we cannot do it all by ourselves. Small business specialists can help tackle problems in accounting, law, insurance, graphic design, marketing, management and other critical areas.

I’ve found there are three primary reasons for a business owner to hire an outside expert:

For the short-term when over-extended, such as market expansion or preparing a business for sale
For specific or sensitive issues, such as personnel problems
For issues demanding special expertise, such as computer systems, taxes or engineering help.

Here’s how you can choose the right professional for you and your business:

Before your search begins
Determine what you really need, when you need it and how much you can afford to spend. This will help you decide the type of professional to look for and the criteria you’ll want to use in evaluating your options. Know the results or outcomes you would like to obtain. This will help clarify the level of expertise you’re looking for.

The Search
Ask for recommendations from colleagues in businesses of similar type, size and philosophy (instead of blindly searching the internet). If colleagues have been satisfied clients they will be happy and eager to refer the professional or consultant to you. You can also find quality help through business associations and industry-specific professional groups.

The Screening
Find an advisor who can really listen, evaluate the situation, make recommendations and then, if appropriate, help you implement solutions. When you first talk with the professional, notice if he or she can connect your problem to his or her previous experience. Pay attention to the questions the professional asks you.

The Meeting
Spend the first few minutes of your first face-to-face meeting setting an agenda, identifying possible outcomes and getting agreement on the length of the first session. This will help focus your time, set criteria for measurable results and keep you in charge. The professional should be able to define the basic issues and then estimate time, terms and fees.

The Agreement
It’s wise to get things in writing, including a work plan and timeline. Many professionals will provide a letter of agreement but don’t expect consultants, like a computer or management consultant, to provide a full analysis for free. A thorough analysis of your business situation and expert recommendations are worth paying for in advance of a solution being implemented. This important step, if done properly, can actually save the overall expenditure of certain projects and should be included in the total budget for the project.

Using professionals in your business is not a sign of weakness! It is an indication of sound management practices. As a business grows, staff can be added to replace outside experts or you can continue to use contract professionals.

Time for Action: Seven Steps

Planning and managing your time effectively is the single most important factor for the launching and management of a successful small business. You may have great ideas, a great product or service and a receptive marketplace. However, you still have to find and take the time to do all the work. How do you get things done?

Does any of this sound familiar:

you feel pressured and overwhelmed with too many tasks and not enough time
you work harder than anyone else with endless meetings, calls and interruptions
you have ideas on how to improve but no time to implement.

Therefore, you become paralyzed, tend to sabotage, procrastinate or simply give up. All of the above conditions are a common reality. There is simply too much to do and simply not enough time to do it. There is no one who is available to help you and only you, of course, can really do it right anyway. So the only other solution … you stretch, juggle and squeeze!

However, it is possible to get things done without such a “squeeze”. You can change and learn to work smarter so you can meet deadlines, be creative and then celebrate each success with a reward. You can start right away with one successful strategy and build from there. Pick a routine, a time management tool, or office procedure. Make it something simple and easy to initiate. Then include a monitoring or reward system to acknowledge that you have made this technique your routine and it is making a difference. We are talking about CHANGING BEHAVIOR…and we can do it one step at a time.

Here are seven simple suggestions that, if implemented, can really help:

1. Write out a goal that is very specific and measurable. (You want to open your business for the holidays. You must be ready with inventory and marketing collateral by the end of August or you will be too late.)

2. Use the master “to-do” list and match each task to pre-set goals. (Use a prioritized list of very specific action steps each with an estimated start date AND completion date).

3. Prioritize your “to-do” list based on effective criteria that will help your business now. (Make sales calls to new and old clients before you procrastinate to file old client files.)

4. Eliminate unproductive meetings or any personal phone calls during the business day. (Have meetings early in the day and make personal calls after 5 p.m or not at all.)

5. Establish a predetermined place where you get things done efficiently (For example, try to answer all calls right at your desk near client files when you first arrive at work and make all appointments right there).

6. Revise your plans constructively. If something doesn’t work out, you have learned from a “mistake”. (Learn from your OWN experience. This is NOT a failure but a discovery of what didn’t work. Take this lesson learned and change your next action accordingly.)

7. Take your predetermined reward. (Set up a reward in advance for your efforts. When you have achieved the “success” that you have set for that hour, day or week and take the reward when you are “done”).

Plan and use your time well. If your business is to be exciting and profitable, your attention to developing time management expertise will have a significant impact on your success!

Great Customer Service: 7 Tips

When we think of the most important issue in business, we always come back to customer service. In every consultation, workshop or class, we ask two questions and get amazingly similar results:

• What small businesses do you like to do business with?

• What small businesses do you NOT like to business with?

What is the common answer: It is good (or bad) customer service. Customers, clients, vendors and professionals all want to do business with businesses and business owners they like – that treat them well, give excellent service and follow-up and have consistent and fair policies for exchange.

Now, it is ALSO important that businesses offer excellent and effective products or the services the customer really wants, that the price is fair, that the location (retail or on-line) is convenient and the information is clear and consistent. The people providing the service must be qualified and come well recommended. BUT, to get repeat business and referrals – the business owner and staff MUST pay attention to customer service!

As business owners, we do NOT want any of the following to happen:

• A client or customer calling about a “late” delivery before you get a chance to call first

• Finding out that the “wrong” information was provided without correction for the client

• That you failed to follow-up on a request for additional information as promised

• That a client was left on hold without appropriate information of what to do or where to go next

• That the client finds that the service does not work as promised and cannot reach someone to complain or get help and support

A negative buying experience (and the results from thousands of students in classes and workshops) is almost always linked to “lousy and shoddy” customer service. Good customer service is essential for all businesses to exist for the long-term! Being able to provide it with all transactions and on a consistent basis is not just possible but must be essential for small business owners.

Here is some basic behavior we need to have as small businesses. This is directed by the owner and needs to be followed consistently if there is really going to be a commitment (by owners and managers) to customer service.

1. Commitment to quality service.

Everyone in the business is committed to creating a positive experience for the customer. The goal should always be “exceed customer’s expectations”. This should happen on every encounter – from the first point of contact and throughout the period of service. It should be included in the follow-up reminder in person, by phone or on-line.

2. Know your products and your policies.

You and everyone who works for you must know what they are doing – know about your product line or your service offerings – in order to gain and keep a customer’s trust and confidence. There should be complete clarity on what you offer, what guarantees you give and what would be done if there was any error or mistake made in the process!

3. Know your customers.

The objective of every small business is to “get and keep customers.” To do this, you need to know everything you can about your customers. Talk to people and listen to what they say so you can prepare in advance for any key issues. If there ever is a problem, get to the core of customer dissatisfaction BEFORE it happens.

4. Treat people with courtesy and respect.

Every contact with a customer — by email, phone, and letter, casual contact or face-to-face meeting — leaves an impression. The impression is often stronger than the service being offered. If you can “manage the impression”, you can affect the customer’s behavior! Always focus on how to fix any issue that “went wrong” Most customers will do business with you again if you resolve a complaint in their favor. They often become your advocate!

Customers want immediate resolution, and if you can give it to them, you’ll probably win their repeat business. Research shows that 95 percent of dissatisfied customers will do business with a company again if their complaint is resolved on the spot.

5. Always provide what you promise.

Fail to do this and you’ll lose credibility — and customers. If you guarantee a quote within 24 hours, get the quote out in a day or less. If you can’t make good on your promise, apologize to the customer and offer some type of compensation or restitution. Stay in touch and “get back to them.”

6. Focus on making customers, not making sales

Remember that keeping a customer’s business is more important than closing a sale. Research shows that it costs six times more to attract a new customer than it does to keep an existing one. You need to keep the client – and not always make the sale. Referrals work too!

7. Make it easy to buy.

The buying experience in your store, on your website or through your catalog should be as easy as possible. Eliminate unnecessary paperwork, help people find what they need, explain how products work, and do whatever you can to facilitate transactions. Make it an effortless and pleasant experience so that people will tell others, and will come back.

To be competitive and stay in business within these economic times, we need to treat our clients, customers and vendors with respect. They are our stakeholders and we need their loyalty, referrals and repeat business to stay and thrive in business. “At your service” is a practice without question.