What If The People You Outsource To Are Not As Good As You?

June 18, 2010 by Leave a Comment

Following yesterday’s post, Outsource Everything, I got a few emails from people who wanted to outsource but were unsure whether anyone could get the job done as well as it needed to be. That’s an understandable reaction and it was something that I fought when we tried to outsource some of our work. Sometimes it feels like it’s more work writing up a description of what needs to be done rather than just doing it yourself.

So I put together a list of 5 Reasons Why You Shouldn’t Care if Your Outsourcers Can’t Do the Work as well as You Can:

  1. So what? – My first response is so what if they can’t do the work as well as you. I guarantee you that they won’t be able to do things as well as you can because they can’t read your mind. The problem is that most people expect the work to be perfect right away. It doesn’t have to be. If someone else can do 80% of the work and you just have to go back and clean up the last 20%, you still saved a lot of time. Unless you find someone you really trust (and that takes a lot of experience), you should do some type of quality control over what’s done. Don’t just think you can hand it off and forget it.
  2. You’d be surprised how well they can do the work – This isn’t always true but it happens more often than you would think. Often times I send off instructions and just know that I will get some horrible deliverable and there will be a million questions along the way. Then I’m pleasantly surprised to see that they exceed my expectations.
  3. Some things you’ll never be able to get rid of – There have been some tasks that I wanted to hand off to someone else to do because I didn’t like doing them but then I realized there was no way to do this. These aren’t tasks that you should be outsourcing because they aren’t something that you can provide step-by-step instructions to. These are things that you have to think about and there is no way that someone else will be able to know what you’re thinking. Just outsource everything else, bite the bullet, and do this one yourself.
  4. Don’t hire them to do everything you do – Make sure you have specific tasks for them. Don’t provide them high-level needs and expect that they will think of everything. If you can’t write it down in steps, it’s not something that you should hire them to do.
  5. Find things that are monotonous – A lot of your activities might have a “thinking” component and a monotonous component. Don’t be afraid of doing the “thinking” parts and handing off the monotonous components. We do this a lot when we outsource web design. We determine what the overall design and feel of the site is and then outsource the actually coding with clear instruction on what needs to be done.

The key is to remember that you’re not hiring someone to solve world peace. You’re just hiring them to do some monotonous tasks for you. It’s not going to be everything you do but you’ll start finding more and more tasks that you can write instructions to and that you can hand off. And don’t be afraid to break it down so you provide most of the brainpower and they do the rest.

Filed Under: Small Business, Tips Hacking and Reviews Tagged With: ,

How To Run a Virtual Business

June 8, 2010 by Leave a Comment

I hate to call our business a virtual one, but that really is what it is. We don’t have a bricks-and-mortar office location (unless the post office counts) besides our home offices. Some clients might consider it unprofessional but by running our business remotely, we are able to operate more efficiently and at a lower cost. We have created systems to allow us to operate our virtual business with the same effectiveness if we had an office full of people.
The Advantages of Operating in a Virtual Business

  • The biggest advantage of running a business is the significant cost savings. Without having to pay tens of thousands per month in rent, we have more flexibility in our cash flow and a much lower overhead costs.
  • We can run the business remotely. We are not tied to a particular location. We can quite literally work from anywhere in the world.
  • No one has to be in the same location. For instance, I study in the US and only come home occasionally but the business still runs smooth! We talk often and e-mail several times a day, but we aren’t forced to be in the same location. We can also hire employees and sub-contractors from different locations.
  • You can live wherever you want. This is similar to the last one but it’s a bit different. When I come back home I do not want to live in Nairobi. If our office was based there, this would not even be an option.

Running our Virtual Business
Creating a virtual business was a necessity based on how we started – part time. If we weren’t working on the business full-time, there was no way that we could have justified creating a bricks-and-mortar office for a business in which we almost never meet our clients. Once we went full-time, there was no need to change what worked. Here are some of the simple steps we took by necessity and now, by choice, to run our “virtual busines”.

  1. Don’t Look like a Virtual Business – A business without an office, doesn’t always inspire the most confidence in potential clients, so make sure that you have all the outward appearance of a professional business. This is pretty easy and usually just means having office phone lines, publicly displayed physical offices (which my actually be your dad’s), normal office hours, etc.
  2. Always Choose Online Software – By necessity, we have always gone with online applications as opposed to desktop applications so that we could access the same information from multiple locations. For example, we are a huge fan of Google Apps over any of the other applications. We are also thinking of going with the online version of Quickbooks over their standard desktop applications. One of the other advantages is that it provides more dependability. Even if a computer crashes, we have nothing to worry about since it’s just a web site away.
  3. Make Sure Your Tools Work Remotely – Similar to the last point but one of the first things that we did when setting up our business was to get a VoIP business line. It’s not that big of a deal now but it was pretty new then. We wanted something that we could operate from anywhere and that was configurable and accessible from the web. We also use tools like eFax so that we can both receive faxes and we have an online version, which is much easier for us to operate with. We also have e-mail accessilbe phones so that we aren’t tied to our computers (which need to be laptops, of course!)
  4. Keep Soft Copies of Everything – Again, by necessity, we have been forced to keep things online instead of printing them out and dealing with them by hand. Instead of filing cabinets, we try to keep everything on an online back-up site.

The Future of Our Remote Business
Someday, we may get a formal office location, and that’s only because it will be more cost advantageous when we bring some of our outsourced work in house. However, that doesn’t mean that we won’t still run a virtual business. Since I’m so lazy, there is no way I will be able to make it into an office everyday or have less than 2 vacations a month. Therefore, we will still need to run everything remotely.

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Lessons learnt while dyeing my hair

May 31, 2010 by Leave a Comment

For a while now, I’ve been trying to get my hair purple. I’ve dyed it three times, and it ended up blacker than when I started. Aside from being terribly frustrated, I’ve learnt a few lessons for life and business.

1. Always do your research

I went to five or six shops looking for the perfect shade of purple. Turns out shops in Nairobi don’t stock much beyond brown, black, blonde, and grey.  Apart from realising that someone should stock strange hair colours – even if it’s only on demand – I discovered that Nakumatt and Uchumi sell half a litre of Ooh yoghurt at 73 bob while Ukwala sells it at 95 shillings. Interesting.

2. Get dizzy-proof

The thing with servicing clients, no pun intended, is that sometimes, you’ll go round in circles and end up right where you started.

The first colour I bought was aubergine, and after several sessions using varying degrees of it, and going through black, red, blue, and several purples, I’ve ended up with plain old aubergine. Come Saturday, I’ll put it on my hair undiluted, and drive my hairdressers off the edge of sanity.

In business, be prepared to spin on the spot with a client, and when you walk past the same signpost for the millionth time and client says ‘that’s exactly what I want!’ do some yoga, smile, and remember that it’s worth it in the end.

3. Failure isn’t always a bad thing

On the assumption that the Saturday dyeing will work, it will have taken me two weeks, four sessions, three thousand shillings, 6 to 7 hours, and six pairs of gloves to get my hair the right colour. But, I now know 3 ways not to dye my hair, and next time, I can do it using 200 bob and one go.

4. Improvise

At one of the shops I went to, they didn’t have purple dye, but they suggested I try powder food colour. I laughed at the idea, but apparently it’s a popular one, and it gives you a much wider colour range. Plus, it’s temporary, so if it doesn’t work out, it’ll be gone in a few weeks.

As a business person, you should always give the client what he wants. But if you don’t have it, sell them a Plan B. Just be sure it’s one that works.

5. Know when to stop tweaking

The thing with artists is we never know when to stop. We always want to put in one more word, take a comma out, change the shade of blue, twist a bit of code, make everything just perfect.

During my multiple sessions, I started out ultra-violet black, which was too dark, so I added some aubergine, which was too light. I put in a bit of food-colour purple … which took me back to black. Very frustrating. If I’d just left it at bright purple, it would have darkened with time.

Good business is like dyeing hair; you get your hands messy, you don’t know what to expect, you use a lot of resources [and water] and your hands get really, really hot.

So remember to have a tank, a long fuse, a borehole, a source of emergency capital and a brilliant assistant, even if that assistant is you.

And always, always, always wear gloves.


Crystal Ading’ is a professional author, editor, rock lover and mother. Her work is available through www.threeceebee.com.

Filed Under: Miscellaneous, Small Business, Tips Hacking and Reviews Tagged With: ,

7 Ways Of Claiming Your Success

May 28, 2010 by 5 Comments

Claim your successYou will agree with me that this is one of the hardest blocks to pass – just lifting your leg off the ground and getting it done. Most People spend much time mark-timing in the quagmire of excuses. “I will do it tomorrow” or “today I don’t feel like doing it,” becomes the order of the day and before you realize it, a day is gone…a week…month and then years!

One of my friends has been idle for months now after the completion of her Journalism course at the Kenya polytechnic and when I asked her why she’s sleeping on her talent, she was quick to reply, “But I don’t have a camera!” “Then why don’t you start off by giving these media houses news tip-offs or perhaps pitch news ideas to them?” I asked and all she could give was a blank stare though her lips twitched as though she was about to say something. Below are few tips that can help you take off the ground.

1.Discover yourself
Discover the love of your heart. What you enjoy doing. It doesn’t matter whether it’s writing, acting or whatever that could be. You will only go far by doing what you enjoy the most.

2. Become an Expert
Someone once said that to become an expert, You only have to know slightly above the average person. You don’t need to spend years of your life searching for all those degrees, they are not the ones that will make you an expert – after all you won’t face life with all those crowns on your head when your head is empty. There are so many ways of getting enough information about your interest. Say for example you’re interested in fashion, subscribe to all those newsletters, blogs and magazine that talk about fashion. Watch or listen to informative interviews on the same. Talk to people already in the industry, get to know how they come up with different designs and the like.

3. Find Your own way of doing it
Creating “blind competition” won’t land you any where far from disappointments. Rob once said, “there is enough wealth for each and every one in this world all you need to do is to find your own unique way of tapping into your share.” Forcing yourself in another person’s shoe and blaming him if it all fails won’t give you success. Simply because the Mama Sukuma in your hood commands a huge base of customers does not mean you too will do the same automatically if you plant your own kiosk. If sukumawiki is not your thing then don’t even dream of doing it. Similarly if your interest is dancing and every one is doing it, then don’t create that “blind competition” by doing it exactly the same way. Find your own way of doing it that will make you stand out.

4. Make a plan
Words such as “I will one day do this or that” only kill your subconscious. Sit down and get it done. Make your feature plans, where you want to be in five or so years then break it down to what you will be doing daily that will contribute to achievement of your long term goals and make sure you do exactly that. For instance, say you are a writer; using words like I will one day write a novel before I die is not the right track to go. Saying “I want to complete a 60,000-word novel in two months” is a good long term goal but it’s not enough. You have to break it down further in bits that will help you reach your main goal and that could be writing 1000-words a day that will give you 60,000-words in sixty days. Still this is not enough. Make sure you discipline yourself to be writing the 1000-words daily – Hope you’re getting the point.

5. Go against the current
If you are really convinced that your idea is good, don’t listen to people. Most of them are afraid of change. They want to maintain the statusquo and will shoot down anything they think might make you better than them. This is not to say that you should not seek for advice but learn to sample good ideas with the ill-intended ideas.

6. Drop all the Pretenders
I’m sure if you look around you will find yourself surrounded by a bunch of friends – and let me assure you not all are really your friends. Most of them are out to frustrate you from achieving your success and they are determined. They will try all means possible to show you how what you want to try is impossible and if you go a head and prove them wrong, they will still find excuses to prove you faked your way to success; If you did not buy your way to success, then you rolled your pants for the boss! you know such kind of things? These are not the right people to move around with, ditch them and move on. The won’t help you. Find the right people to work with. People who will give you honest opinion.

7. Be ahead of the game
As the time goes, technology grows and so are your clients. Sticking to your old ways of doing things will only leave you behind the game. You clients, however loyal they could be, will not stick to you with your old ways, they will move on; so learn to move along with them. If you are for example in the fashion industry, study the new designs and how you can use the ever growing technology to improve your business. It’s only by this that you will keep your customers hooked to you.

I hope the above tips will help you claim you success. They are not exhausted and would add some if I come across, So good luck.

Photo courtesy of laverrue.

Filed Under: Miscellaneous, Tips Hacking and Reviews Tagged With: ,

Nice-guy Politics

May 6, 2010 by 4 Comments

One of the services I provide at 3CB is project management, which mainly involves logistics. For one client in particular, I handle correspondence, i.e. making phone calls and emails to get delegates to the venue in one piece, preferably with their wardrobe intact. It’s a tedious, essential, but unglamorous task.

This particular client has a very firm corporate image. It’s a no-nonsense environment where everyone takes themselves quite seriously. Protocol is followed in debilitating detail. As a result, any communication with customers is stoic, almost cold.

Enter me, with my warm, uber-friendly approach to strangers. Results were mixed at best, and disastrous at worst. My client’s associates began to ask for me by name, and my personality interfered with my client’s detached approach.

Because I was seen as more malleable, I ended up being sought on my own time for this client’s business, which was ineffective for all involved. On the plus side, people I had interacted with on behalf of my client remembered my name and persona. It’s quite possible that the relationships formed could lead to business tangents unrelated to this client. However, the primary client remains dissatisfied with my system, because that’s not who they are.

As a consultant and a businessperson, I’ve had to weigh the pros and cons of cases like this. Being myself may work well with some clients, and it certainly makes my job more enjoyable. But, cliché or not, the customer is still king, and it may mean compromising my attitude, dress code, or ethos to keep them happy. After all, they’re paying for my services, so they should get what they want.

There is a line to be drawn of course. If the client requires you to bend over so far that you end up on your back, you may need to pass up the money and work for someone else. But when you want to be paid, it’s not you that matters, it’s your client. Running your own business has very many perks, but it doesn’t necessarily make you the boss.

One way to overcome this is to pick your specialty carefully. You can’t always choose your clients, but you can choose your field. If you’re into computers and you want to start your own business, you should pick a niche that suits your nature. If you enjoy nitpicking details, you are better suited to programming, where every extra comma changes a swathe of site specs. If you’re a creative, graphic design is better, since it lets you use your imagination. The tinker-types would probably work well in hardware, so they can take things apart and stick them back together. Extroverts may prefer networking, so they can deal with flesh-type people as they explain how the systems work, and so they can be invited to the product launch.

As a writer and editor, I play with words, and I mostly work alone. My nature lets me deal individually with clients, so I sometimes do administration. Other writers prefer to outsource a marketter, publicist, or resident sanguine to deal with the more social aspects of their business. You could hire a personable assistant to act as your ‘social interphase’ so that you can hide in the basement and write. This assistant can be the ‘face’ of your business while you stay rich, anonymous, and less susceptible to kidnapping. Plus, you’re creating employment, which is always a good thing.

You may think you’re too shy, too quiet, or too nice to be in business, but with a little out-of-box thinking and some smart recruiting, you could surprise yourself. Try it, you just might like it.

Crystal Ading’ is a professional author, editor, rock lover and mother. Her work is available through www.threeceebee.com.

Filed Under: Small Business, Tips Hacking and Reviews Tagged With: ,

The Big Secret To Success

April 24, 2010 by 2 Comments

Undoubtedly, lots of people have grown their businesses in huge ways over the last year or so. If you think about it, these people have one thing in common.

It’s not brains. Plenty of smart people struggle everyday in business. It’s not connections – some people start with nothing and end up with empires. And it’s certainly not luck. I don’t believe in luck.

But it’s not just hard work, either.

What sets these people apart from the rest is not only their hard work but their willingness to take bold steps even in the face of uncertainty. Maybe the thing that’s holding you back – no matter who you are – is that you think things need to be “more perfect” before you get it going. Maybe you have conversations in your head like this:

  • “I need to have big money before I make a product.”
  • “I need to have my website beautiful before I launch it.”
  • “I need to have all the pieces of this software in place – with no bugs – before I sell it.”
  • “I need to learn more before I get started.”

You know what? All these statements sound reasonable on the surface, but they’re really limiting beliefs. they presuppose that you will fail if everything isn’t perfect. Nothing is ever perfect, and imperfect businesses succeed wildly every day.

Success isn’t about having the best plans – it’s about execution.

  • It’s about getting out there and actually doing something, getting a result of whatever kind and then deciding on what to do next.
  • It’s about delivering products and services – in all their imperfect glory – to whoever is ready for them, and then letting the rest of the world watch you grow.
  • It’s about letting go of the fear of looking stupid in front of people and taking your chances – and knowing that whether you fall on your face or cross the finish line, all the people you worried about failing in front of are wishing they had your guts.
  • It’s about saying “This is what I have to offer right now – and if you don’t want it, that’s fine.” People who aren’t ready for you (or who you aren’t ready to serve) will still be there after you get done serving all the people who need you now.

An “okay” plan executed today beats a perfect plan that you’ll get around to a year from now.

Take action. As soon as possible.

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Hustling Is Over. Now You Can Sell your Music Online.

March 4, 2010 by 7 Comments

How much do Kenyan artists, musicians and those wannabes who feel like celebs make from their efforts? With piracy trends on the upward, making money as an entertainer here in Kenya seems to be a hard call. Waiting to get an invitation to perform or curtain raise for others may not be the best way to make serious ‘bucks’ for the so called ‘wasanii’. We have seen them complain that Kenyans don’t appreciate local talent. We have seen them floss with the little they make –is this really a celeb`s life?. If you are reading this and you are musician or an entertainer listen carefully because what you will discover will open your eyes and do something.

Let me ask how many local artists Jua Cali, Nameless, Wahu, Redsun etc market their music, tickets and events online? How many if I ask have a website or a face book fan page.

So why do many local celebs fail to market their music online? Why do they go down the traditional route of taking it their music to the radio stations? Now it’s to live the life you deserve.

If you are an artist its almost criminal if you don’t have a website and its almost suicidal if you don’t have a list: a collection of email addresses (of your fans, leads and purchasers of your music) .Your website is where you send all of your prospective customers. Your website must contain details on how to purchase your music, both online and offline. I would also recommend having a ‘sample’ piece of music for clientele to listen to for free and to be able to download the a sample.

Ring tones have made Cellulant and mobile planet richer by the day and you too should have ring tones (as a product) of your music online. Sample this just by selling 30 ring tones a day at Kshs 30 brings in (27,000 kshs) every single month. And that’s with very little sweat because everything is automated. Once you have a website running you can get sponsors via co-branding rights. Lets say we have Jua Cali as our artist who has a website running and receives 20,000 visitors everything month. Jua Cali can get sponsors(convincing sponsors to brand the website becomes easier since we have some traffic already) and advertisers(by selling advertising spaces ) to his website .The money he gets can supplement what he makes offline. If you combine the income from ring tones, online CD sales and sponsorship revenue then Jua Cali could be living the real celeb lifestyle.

And where will he get these 20,000 visitors?

1. Via Search Engine Optimization-Marketing the website by improving its rankings
From my research, the term “Jua Cali” (I know it may mean the other Jua Cali out there) alone receives 4,000 searches a month .Other important terms like ‘Kenyan music, (searched 20,000 times a month) and ‘Swahili music’ (9,900) all point to a lucrative undertaking – note that these are buyers and business leads. See other popular search terms from the table below. Even if he gets 20% of these visitors to his website then the chances of conversion are quite high. It seems crazy to miss out on this. Doesn’t it?

2. From YouTube and other video hosting sites
This is the new way to market your music online. You Tube has simply taken the world by storm, not only from a viewers perspective but from a marketing perspective also. Similar to video clips that you see on MTV you are able to create your own video of your music and upload them on YouTube.

3. Facebook and Twitter
Facebook, twitter and the Social media represent the new way to market your music. Facebook alone has over 1/2 million Kenyans and from Alexa.com, facebook is in the top ten of Kenya’s most popular websites. As an artist who wants to make serious inroads, facebook and twitter should become the focal point of your marketing efforts. Alongside your website you will need to create a fanpage updated daily. Let the fans know about your next event, upcoming album, collabos, where to get the tickets. The point is: engage and interact with fans and you will surely never run hungry.

4. Forums
Forums are an old and popular way to marketing your music, and it still works today. Not only can you specifically market your music in the forum, you can also market your music by just posting messages about anything related to music. For example, if there is a discussion about the kind of music you sing then post your comments and put a link at the bottom of your post to your website. So not only do you market your music, you also marketing to the right group of people, music lovers!

It’s time to sell your music to the world.

To your success,
Kihato Mwangi

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