Up and Running Blog

January 2010

Today we say goodbye to one of our favorite Business in General authors, Steve Lange.

After 12 years with Palo Alto Software, Steve and his lovely wife Vie (who happens to be Palo Alto Software’s Controller and has been with the company for 15 years) are retiring.

Steve has been invaluable in the documentation department and I know they will feel his absence keenly. He’s also been  a strong blogger for me and his interesting and informative pieces will be missed.

Thank you, Steve, for all the fantastic work you’ve given the company, and the words you’ve given to this blog.

I can’t begin to tell you how much you’ll be missed.

Happy Retirement!

‘Chelle Parmele
Social Media Marketing Manager

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A recent post You Probably Mistreat Your Best Clients, by Tim Berry on his Planning Startup Stories got me thinking about a corollary … Do businesses treat their new hires better than their existing long-term employees?

Berry asks: Do your long-term loyal clients get the worst treatment? Do they pay the highest rates? Do you take them for granted? Do you give new customers better rates than existing customers?

Many pundits, organizations, governments, universities, authors, bloggers, and companies are proud to announce to one and all that “Their employees are their most valuable assets.” But is it really true? Do they really treat those employees as most valuable? Ask yourself the same questions, but substitute employees for clients and customers.

Do your long-term loyal employees get the worst treatment?

Do you take your long-term employees for granted? Do your long-term employees become invisible, competently doing those behind-the-scenes support roles so well that management just sort of assumes they will always be there? Do they perform their jobs so well that they are never considered for promotion or new opportunities? So necessary, yet so overlooked.

Do they get paid the highest salaries or the lowest? Have your people’s salaries kept pace with inflation and the cost of living?  Do your most senior employees have less spendable income now than when they were hired? In some companies, especially those teetering on the edge of the cash flow abyss, it is entirely possible that they are now in violation of Wage and Hour laws because Federal and State Minimum wage amounts jumped ahead of what some people make, especially as many companies chose to forgo employee raises in 2009.  That’s easy to test, for yourself: take the suspect salaries and compare them to the minimums.

Do you give new employees better salaries than existing employees? This one is prevalent in many businesses. It’s not that companies intentionally set out to short-change their long-term employees. It’s just that COL raises never keep pace with inflation, but new employees seek jobs with starting salaries commensurate with the current job market. The loyal, stable, current employee suddenly finds that the new hire, often in a lower tier in the organizational structure, is being paid more than they are, after putting in years of service building a successful company. And here’s a good test of that one: if you had to hire a new person to replace your existing one, would you have to pay more than their salary, or less?

Does it cost more to get a new employee or keep an existing one? Most companies know that the cost of losing an employee, and recruiting and training a new one, is very high. That’s in the business literature everywhere. Still, as a reminder, this is a paraphrase of a marketing axiom that it costs more to get a new customer than to keep an existing one. This can apply to employees as well. Remember, in this context, that there is the productivity lost when the employee is no longer present. Next come the costs for advertising, screening, interviewing and filling the position. Then there are the losses during training periods, where you have two people (trainee and trainer) working at less than peak performance. In some cases the company loses skills and knowledge that can never be reacquired.

Those loyal long-term employees can save you from Santayana’s Law of Repetitive Consequences, i.e., “Those who cannot remember the past are condemned to repeat it.” A “new” hot marketing program idea, for example, may turn out to be a complete waste of time and money … just like the last time it was tried … reinventing the flat tire, as it were … if there is no one left in the company who remembered when it flopped before.

Your long-term employees are the folks that helped you start up and grow your company to where it is today. They were key to the foundation of your venture, and now provide continuity between where you have been and where and what you plan to become.

Steve Lange

Senior Editor
Palo Alto Software

————————————–
A message from Palo Alto Software’s CEO  Sabrina Parsons: Steve is right! And the good thing is, as a long term employee who retires today,  Steve was a very welcome part of the team who will be missed. A message from Steve about retiring:

“What a long strange trip it’s been…” Ok, so I’m not part of the Grateful Dead –”I’m not dead yet. Too old to rock ‘n’ roll; too young to die.” — but I can certainly be one of the Grateful Retired.

Twelve years! That’s the longest I worked at any one job, and the longest I worked in any one industry. Whodathunkit.
Lots happened at Palo Alto during that time, and I traveled and learned as I participated in that journey.

Thanks to all of you for your friendship, your encouragement, and for laughing at my awful puns.

“Adventure’s out there!” — UP!

Steve

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I’m watching with great enjoyment the Apple iPad announcement and especially all the analysis of the iPad vs. Kindle implications.  That seems like the big issue. Google “iPad vs Kindle” some time. As I write this, two mornings after the announcement, I get 4.3 million hits on that. For example, PC Magazine calls the iPad a Kindle Killer, and Huffington Post asks Will Apple’s New Product Make eReaders Obsolete?

However, unless Apple blocks the Kindle app on the iPad–which would be crazy–then the real issue is the extra $5 for ebook features like color and better formatting. The iPad owner will get to choose between the $14.99 slick iPad version of the book or the $9.99 Kindle version.

I’m already running the Kindle app on my iPhone, and it works very well. The Amazon.com background synchronization gets me automatically to the last page read on any device. While I can read books on the physical Kindle, I can also keep them on my phone and have a novel ready any time I get 10 minutes waiting idly somewhere.

When I get the iPad (which I will, as soon as it starts shipping), that gives me a nicer and more comfortable place to read the same books I’ve already bought on my Kindle account. And transfer them to my iPhone for portability.

And, to make the choice more interesting, how much do you want to bet that the iPad reader app will be transferable to the iPhone and iPod Touch, so you can have that kind of flexibility with the Apple reader options, too? I think it’s obvious. Kindle buyers get more functionality. Apple-only buyers get a slick new ebook option. Everybody wins.

This is good for consumers, giving us more choices and better technology. And it’s also good for the Kindle accounts. Let the buyer choose.

(Image: taken from amazon.com)


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iPad and Startups

by Chelle Parmele on January 28, 2010

Fascinating article from ReadWriteStart about what the iPad could possibly mean to start-ups. In a word? Instant Demos.

“Startups and entrepreneurs will benefit immensely from the ability to create documents, spreadsheets and presentations on-the-go, allowing them to take their product pitches with them wherever they go. When they meet people at events, they can whip out their iPad and flip through their Keynote presentation right then and there.”

Read the rest of the article at ReadWriteStart

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I had a really enjoyable time in Miami earlier this week as a guest speaker for the Entrepreneur Magazine/UPS Growth 2.0 Conference. You may have seen my 10 Practical Tips for Starting Fast here Tuesday, taken from my talk there.

There was one question I didn’t answer well because it would have taken too long and would not have applied to a lot of the audience. Time was limited.

An audience member asked me how to establish the right percentages when asking for investment. He said he’s done his business plan, he’s been to talk with the local SBDC and SCORE organizations, but he still doesn’t know how to calculate the right percentage. How much of his company does he have to give away? He said he didn’t know if it was 1 percent, 10 percent or 50 percent.

Of course that’s impossible to answer well without going into the details of the specific case, but generally you have to understand that investors’ best weapon, as they look at a deal, is the simple word “no.” As in “No, I don’t want to do this deal.” And I also asked him to consider the needs of the investor, which are more about getting cash out in a reasonable time than just about having a share in a healthy company.

So, thinking about this on the plane back to Oregon, here are some general thoughts (in no particular order). Warning: these are all general rules; there are exceptions to every one:

  • While it is true that you can occasionally get naive people with money, often friends and family, to write big checks for small pieces of ownership (say 1 percent to 5 percent), those are often bad deals. They’re bad for the investors because the return is likely to be very low or nothing at all. They’re bad deals for the company because you end up with unsophisticated investors who get in the way of real growth prospects later, if there are any, by interfering with professional investors.
  • Do you want to start your company with naive investors? Consider this previous post of mine, about the wisdom of looking for stupid investors.
  • Investment by outsiders is for scalable, defensible, high-profile startups with proven management teams. Unscalable services don’t attract professional investors. And there has to be a real commitment to a credible exit strategy in three to five years. If you don’t like these criteria, rewrite your business plan to need less investment.
  • Investors want to have enough clout to make sure you don’t decide later that you don’t want to sell the company. That doesn’t mean that every investor is going to want more than 50 percent, but he or she will almost always want to see that the outside investors, when their holdings are combined, hold more than 50 percent. They don’t make money when you do. They only make money when you sell.
  • Don’t give equity to anybody you don’t want permanently involved in your business. Those 1 percent-5 percent-10 percent pieces that startup entrepreneurs give to professional advisers, relatives the kid that did the website? Those are going to drive you crazy later. If you grow and prosper, you’ll need those shares for employees. If you fail to grow, those people will be bugging you over the long term, pressuring you to give them money where there is none.
  • Remember the math of equity and valuation: You calculate how much money investors give for how much ownership by managing valuation, meaning how much you say your company is worth. So if you want to give 10 percent equity for $250,000, you’re saying your company is worth $2.5 million. Is it? Can you argue that with investors? Will they agree?

(Image credit: Mircea RUBA/Shutterstock)

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In our social media training we talk a lot about creating listening stations and using RSS readers to help us keep up with online conversations. “How do I keep up with all of these feeds that I’ve added to my feed reader” is a question that always comes up during these sessions. For me, the answer lies in how I organize my feeds and the system I use to manage all of my social media activities.

I’m not claiming there is a right or wrong way to organize your RSS feeds. I have reorganized my feeds a few times over the past 5 years and this is what works for me. In my opinion, the “right way” is the way that helps you get the information you need in a timely fashion.

What is a feed reader?

Not everyone may be familiar with feed readers, so let’s begin there. A feed reader is a piece of software that allows you to manage your RSS subscriptions. It will also periodically go out and check for updates, and if it finds them, adds the new entries to your reader. Readers look similar to email clients; in fact many email clients (such as Outlook) include the ability to read RSS feeds as well as email. Feed readers come in online only, desktop, and combination varieties. Some popular feed readers include Google Reader, Bloglines, and RSS Bandit.

When I first started using a feed reader, I used to organize my feeds by topic. As I began to follow more and more feeds, I struggled with getting information in a timely manner without spending hours reading all of those feeds. I decided to organize my feeds by how often I want to read them. This is influenced by 1) how often the feed is updated; 2) the urgency or relevance to my business; and 3) how actionable the typical items in that feed are.

How often the feed is updated – Some blog authors post once or more per day. I was finding that when I read a feed that had 10 or more new items, I tended to skim through them and feel like I didn’t have time to give them the attention they deserved.

Relevancy to my business – Early in my career, I was a software developer. I still follow bloggers who write about software development issues. But since that is not my primary focus, I need to prioritize those posts accordingly.

How actionable the items are – Some items are “nice to know”. Others I collect because they will be of interest to my customers. Others may be about events I want to attend, industry news, what my competitors are up to, etc.

Using this criteria, I organize my feeds by how frequently I feel I need to read them in order to get the information I need in a timely manner. Here is how my feeds are organized in my reader:

Daily – These are typically blogs of people that I like to follow, who post fairly frequently about topics relevant to my business. For me, fairly frequently means three or more times per week. I also included Google alerts that I have set up in this category.
Weekly – This category contains feeds of blogs I like, but don’t need to read every day. When I find a new blog to follow, I will typically put it in this category or the “someday” category until I am familiar enough with it to decide where it will live.
Monthly – These are items that I want to be aware of. Typically, I will scan these items and maybe fully read one or two posts out of 10 in entirety.
Someday – Things not directly related to my business. Maybe they occasionally post items I find interesting. Typically, I haven’t decided if I want to follow this blog yet, but I don’t want to lose track of it until I’ve read some more posts.

How much time to spend

Here is another trick I use. I used to set goals like “I will read my feeds for at least one hour a day”. Depending upon the last time I had read items in my reader, it would be easy for this one hour to double into two or more hours.
Now I set my goal as a maximum, rather than a minimum, amount of time that I will spend reading. For example, I may set my goal this way: “I can only spend 45 minutes today reading my feeds”.

This does a couple of things for me. It helps me decide what goes in (and what stays in) my daily category. I also use this goal to give myself permission to read items in other categories, once I’ve finished the Daily activities and as long as I don’t go over the 45 minutes.

One last note. I’m a big fan of David Allen’s Getting Things Done: The Art of Stress-Free Productivity. One of the big lessons I took away from David’s book is the importance of separating collecting from processing. Here is how this plays out in my feed reader. As I am reading, I will find things that I want to comment on, share with clients, or use as the starting point for a post of my own. Since I only have 45 minutes to collect items from my feed reader I must follow the rule of either doing it in two minutes or putting it into my collection system. Since I use Google Reader, I “star” items that I want to put in my collection system for processing at a later date.

RSS feed readers can be a powerful tool to help you collect and manage information to help you with your business. The system that I use may not work for you, but I hope that by sharing how I organize my feeds, you will see that it is possible to keep up with a large amount of information without it turning into a full time job.

ducttapemarketingbadgeBill Brelsford is the owner of Rebar Business Builders. As an Authorized Duct Tape Marketing Coach, Bill works with professional service firms and independent professionals who want to spend less time chasing business and more time serving profitable customers.
phone: 913.962.9261
email: bill@rebarbusinessbuilders.com
web: http://www.RebarBusinessBuilders.com
blog: http://blog.rebarbusinessbuilders.com

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I’m at the Entrepreneur Magazine/UPS Growth 2.0 conference in Miami today, speaking on starting a business.

I”m pushing getting going today, with the idea of quickly starting a new business. Some highlights:

  1. Don’t wait until all the lights are green before you pull out of the driveway.
  2. The right business for you is one that matches who you are, what you like to do–but always with the eye on what people need, want and will pay money for.
  3. Do focus from the beginning on giving value, offering something people want to buy.
  4. Don’t get lost in the details in the beginning; think about directions, which way to go, without having to have every step set in stone.
  5. Major error: not having all the people involved in the start fully understand who does what and who owns what. Get this agreed upon and written down in detail. Never underestimate the value of having a written document, in normal business non-legalese terms, that sets these basic agreements down so everybody can see them.
  6. Avoid trying to offer the lowest price. Offer value first, and price accordingly. Low-cost, high-unit strategies require a lot of capital.
  7. Find a good business lawyer you can trust.You should still research your legal options yourself and cut down legal costs by knowing the basics before you start, so you can ask questions and understand the options; but you want a relationship with a lawyer.
  8. The most important concept in marketing is focusing on a well-defined target market. This is especially true at the beginning.
  9. Match your strengths and weaknesses. Do what you do best.
  10. The second most important concept in marketing is who isn’t your target market, and why not.

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Three Envelopes Transition

by Steve Lange on January 25, 2010

I first heard about the Three Envelopes more than 30 years ago when I was working for a local educational institution. It was a very short presentation on briefing the person replacing you. Over the years I’ve run across the program in other places, in slightly different forms, including some Internet search results. I’m retiring soon, and I’ll be leaving three envelopes at my workstation for my replacement.

Envelope #1

Outside note: Open in six months if the job is tougher than you thought

Contents: “If the job is getting tough, simply say that you are just getting up to speed, learning the systems you’ve inherited.”

Moving into an existing job always requires learning how things work. Whether they use Strunk’s Elements of Style, OpenSource servers, Generally Accepted Accounting Principles, or self-written Step-by-Step Operating Procedures, every business will adjust and modify that guide or program to best satisfy the needs of the company. No matter who in the company chose that system, you must claim that you, the new person, need time to learn how it works. Make sure you take that time.

Envelope #2

Outside note: Open in a year if the job is getting very stressful

Contents: “If you are getting really stressed by the job and upper management is breathing down your neck, blame everything on me.”

Using your predecessor as the scapegoat has a long and honored history. It is no less effective for having been used a gazillion times before. Your predecessor is not present to defend themselves, and blame is safely transferred offsite without collateral damage. No one present will gainsay you in the presence of higher management and risk blame backlash.

Envelope #3

Outside note: Open anytime after one year if you’re overwhelmed by the job, and your job performance/output can’t reach correspondence with chief level (CEO, CIO, CCBWO) denizen’s preconceived pet theories.

Contents: “Make out three new envelopes.”

Steve Lange
Senior Editor (Ret.)
Palo Alto Software

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(Note: this is a guest post by Megan Berry (my daughter), first posted at her blog Part-time Perfectionist. It’s so closely related to my normal startup topics that I decided to re-post it here.)

Early last year I was knee-deep in a job search and also a perhaps predictable crisis trying to “find” myself and figure out just what I wanted to do with the rest of my life.

Luckily, I soon came to the much more manageable conclusion that while figuring out the rest of my life was dauntingly impossible, I could find what I wanted to do in the next few years (or attempt it anyway).

And indeed, I did finally find the right job for me. I started work for Mobclix, a mobile ad exchange, last July. As July approached I was both excited and a bit terrified of joining this “real world” I’d heard so much about.Was it really quite as devoid of fun as adults made it seem? Luckily, I’ve discovered the answer is no.

In fact, at times it seems just like college:

  1. I’m surrounded by smart people, and they are all pretty close to my own age.
  2. I always have too much work to do and not enough time.
  3. I’m learning every day (many days, I’m learning much more than I did in college)–about social media, giving real-life presentations (definitely different from school presentations), talking to developers (our target market) and how to best work together with colleagues.
  4. There’s always junk food around (and this definitely isn’t always bad . . . )

Oh, and in case you’re curious, here are the ways the real world (or my real world, to be more accurate) is definitely different from college:

  1. Having a real job brings new meaning to the “I don’t have enough time in the day” problem. I thought I was busy in college. Now I know what busy is (and I’m sure my older sisters with kids will tell me I still don’t know what busy is, but luckily I don’t have to worry about that yet).
  2. Evaluation isn’t so simple. You don’t just get a grade.
  3. The gender balance is little bit different. At least in my case, where I work with basically all guys since I’m in a tech startup. See my recent blog post on Huffington Post for my take on that.
  4. There’s less room for perfection. I found in college I could study long enough to get everything done–definitely at the cost of my own free time, but it was possible. Now, I simply cannot get everything done, and I have to try to get as much stuff done well as I can. Getting something done “perfectly” is a waste of time.
  5. It’s easy to lose sight of the big picture. In college people are always asking you “what do you want do after you graduate?” “Where do you see yourself in 5 to 10 years?” and generally debating the meaning of life. Work leaves less time for that. Occasionally, I have to take a step back and decide I’m still heading in the right direction. For now, the answer is definitely yes.

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I had an excellent encounter last night with a group of Duke students. It was hosted by Howie Rhee, who directs the Duke entrepreneurial program, and several others involved in this year’s Duke Startup Challenge, a startup contest that begins now and finishes this spring. There’s a $25,000 first prize.

I really like how they’re specifying the business plan for the contest. This may not be the final version, so check with Howie or the Duke Startup Challenge website; but here’s the rough idea we talked about last night :

  • No more than 10 pages of text.
  • The main financial tables (startup costs, pro-forma income, pro-forma cash flow, and pro-forma balance sheet) should be included but don’t count against the 10 pages.
  • Business charts, bar charts, line graphics, pie charts and so on don’t count against the 10-page limit.

As a frequent reader of business plans, and a frequent judge of business plan contests, I like this. Yes, the length of plans should be limited for the contests, but way too often the limit means that we lose the important financials. And I love having the financials made visual with some good bar charts.

Not that the 10 pages of text couldn’t be 15 or maybe even 20 (although I’d rather have 15 than 20, and 10 is fine). But without special treatment for the tables and charts, they are the first thing that the plans leave out; and the worst thing to leave out.

I am very impressed, by the way, with the Duke Entrepreneurship Program, and the startup challenge, and a really intriguing social entrepreneurship class I visited, taught by Christopher Gergen. The questions, the interest, the students themselves, all very impressive. Lucky Duke students.

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