Tuesday, October 14, 2008

Improving Your Interpersonal Skills

What are interpersonal skills? These are the skills that enable you to work efficiently with others without any personality conflict. These skills will help you build good working relationships with your clients, employees and business associates. Working well with others involves understanding and appreciating individual differences. Therefore, interpersonal skills play an important role in determining how well you manage your interactions with customers and employees. How you behave with them can determine your success or failure. Try the following helpful tips to improve your interpersonal skills:

o No one wants to be around someone who is always morose and frowning. Maintain a positive, cheerful attitude about work and life. Practice smiling often.

o Be generous with praise and words of encouragement. If you let others know that they are appreciated, they'll want to give you their best. If you have to criticize, do it gently and give suggestions for improvement.

o Pay attention to people. Make eye contact and address people by their first names. Ask them for their opinions and suggestions. Really listen to what they have to say.

o Keep your promises. If you tell your customer that you will have the item in stock by the end of the week, make sure it is there. But make promises sparingly and do not commit to doing something that you cannot accomplish.

o Treat everyone fairly and do not play favorites. Avoid talking and discussing others behind their backs.

o Keep an open mind. Remember there is always room for discussion and compromise.

o Learn how to be an effective mediator and help sort out differences. By taking on such a leadership role, you will garner respect and admiration from those around you.

o Pay close attention to both what you say and how you say it. Your body language and tone of voice will give you away. Think before you speak and avoid misunderstandings or hurt feelings.

o Most people are drawn to a person who can make them laugh. Use your sense of humor as an effective tool to enhance your interpersonal skills.

o Try to see things from another person's perspective. Empathy is about being able to put yourself in someone else's shoes and understanding how they feel.

o There is nothing worse than a chronic complainer or whiner. Do not talk about your problems, instead focus on the other person's problem and try to help out.

To run a successful business as well as enjoying a fulfilling personal life, it is necessary for you to establish a good, comfortable relationship with:

o your customers - nothing puts off a prospective client more than an unhelpful attitude and surliness.

o your employees - to retain good employees, you have to be seen as a positive, cheerful boss.

o your business associates - networking is one of the keys to good business. By being known as a caring, cheerful person, you are likely to make more friends in your business circle.

Improve Your Self by Changing Your Psychology

Are you the one of those who are afraid of failure? Do you always see the negative aspects of the situation? Are these negative aspects preventing you from doing something new and innovative? Are you scared of self improvement? Then cheer up and don't be tense since psychological self improvement will help you out in this condition.

Firstly, prepare yourself to face every failure in your life. You should keep in mind that life is always in the cycle of ups and down, success and failure. If no one can be permanently up then it is also a fact that no one will be permanently down. Every person has to face this cycle. It has been seen that the person facing the failure knows the sweetness of the fruit of success.

Basically we should learn from these failures. We should not avoid them. We should determine how to overcome these problems. We should find out how to handle the problems for our psychological self improvement. Handle the problems carefully and find the ways of dealing with it. If we take the solutions of these problems seriously, they will help us in training ourselves for mental self improvement.

Here are some tips which can help you in preparing for self improvement:

Always view the positive side

Always think the positive results. Just know the importance of these positive results and tries to find the ways to add something new and innovative into them.

Focus on someone else in your situation

While picturing somebody else in your situation, picture yourself in a less suitable position. It will motivate you in the way, "If this individual can handle the situation why can't you".

Think of the worst situation

Always make a thought of the worst situation which can be the result after the psychological self improvement. Find possible solutions to it and indicate all the weak aspects of it. If you are able to determine more than one reasonable solution, then feel relax as there is no risk and self-improvement can't be powerful than you are!

Thus self improvement can help you in various ways. It proves to be beneficial to you. Remember, something can happen in order to make you free from the humdrum, so instead of being amazed and scared of change, you desire it with all your heart. Handle negative changes and learn from these changes and applied them in your next event. This would be your final psychological self improvement.

Can You Learn From Your Mistakes?

One of my favorite metaphors that I use in teaching the Art of Change Skills For Life involves a guy whose daily life requires that he walk down a dark road. There's a hole in the road. The first time he walks down that road, he doesn't notice the hole, and he falls in. It hurts like heck to fall in that hole. He's in deep, and it takes a while, but eventually he manages to climb out go on.

Next day, he is walking down that same dark road. Somehow, he fails again to notice the hole, and falls in. It hurts, even more, because he remembers that this happened before. He climbs out and keeps going on his way, cursing at himself along the way. Next day, he's walking down the dark road, and he gets distracted at just the wrong moment, and the same thing happens, he falls in. And the day after that, and now he's really cursing out loud about it.

It really burns him up inside. He gets mad at himself, mad at the hole, mad at the road, mad at the dark. But his anger doesn't protect him, and neither does feeling bad about it after the fact. Somehow, he keeps falling in. Only this time, when he is going down that dark road, he is aware that there is something to be careful of. But he guesses wrong about the hole's location. And, he falls in again. And the next day. And the next.

One day, he's walking down the road and he knows there's a hole in it, and he notices there's a hole in it just in the nick of time. He stops. He looks in. And as he stands at the edge looking in, he somehow still falls in. He climbs out. He's furious. And the next day, notices it. Falls in. And the next day.

And then one day, he notices the hole, goes right up to the edge of it, gets a really good look at it, and almost as if he's seeing it for the first time. And he doesn't fall in. He stops just short of it, just in the nick of time. And he goes around it. So now he can go down that road any old time and not fall in.

Nobody changes because they feel bad. But wrong is instructive. Wrong is nature's feedback mechanism, a way of signaling to you, THERE IS A HOLE IN THE ROAD! NOTICE IT, AND YOU HAVE NEW CHOICES TO MAKE.

Our nation keeps going down a dark road and falling in a hole. Our leaders form committees and make policy about falling in holes. People talk about the holes around their water coolers. You'd think, with all the discussion, we would go around the hole for a change. We're in a dark road right now. There's a hole in it.

How do you keep from falling in a hole? How do you keep from repeating the same mistake over and over again? Notice it. Pay attention as it happens, or right after it happens. Be grateful/glad for the feedback, because that feedback is part of our self correcting mechanism for remedial change. Glean feedback from this, learn from this, extract the value of it. Appreciate your ability to learn from your experience (nature's design for you, for all of us). If you get another chance, commit to a new course of action.

Buckminster Fuller spoke of the value of NO answers, the kind of answers we get from life when we make bad choices. He said we actually increase our development more from these NO answers than we could from YES answers (from positive choices) because the NO answers give us valuable feedback that we can learn and apply. When we get YES answers, they may cause us to think we're successful when in fact we are merely lucky. The result is no learning can occur.

The more you have screwed up in life, the more mistakes you have made and learned from, the smarter and stronger and more functional you can be.

SO join me in celebrating the many blessings in our lives that we have gained from our mistakes, and then, as we go down this dark road together, you and me, a couple of real screw ups, let's notice the hole and go around it this time.

Dr. Rick Kirschner is a bestselling author, coach and edu

The Secret of Focus

The secret of focus can be expressed in many ways. Below you will find key points about the secret of focus to help you achieve the genius of your dreams:

1. Where focus goes, energy will flow into.

By simply looking in a direction physically, we are allowing the energy to flow in that direction. The energy will flow through all the channels of energy which that structure you are observing has in place.

2. Where focus goes, more energy will flow.

The difference with the above is that more energy is going to flow if you focus on the same thing. There are two effects here: A/ The energy will expand through you, which means it is your conscious mind which is expanding B/ When the consciousness expands, more energy can flow through it, meaning more energy can flow through the structure of the energy field as in 1. The practical correlation of this is that you therefore not only see more results, but you have more ideas as to how to expand things further.

3. What you focus on, you become.

If all I do is watch TV, I will become a TV watcher and have a disposition to watching TV.

The three points above stress the importance of specialising in our lives and having one focus to which we are aiming. The more eggs we try to juggle around through lack of focus, the more likely we are to miss a catch and break an egg. It is therefore wiser to keep our eggs altogether, but to keep our eyes on it at the same time to make sure nothing breaks. When we have one focus, we become much more productive and allow the 3 effects above to come into play.

Move in the Direction of Your Dreams!

"Know that you can make a difference in the world by being true to yourself, and moving in the direction of your dreams!"

As I spoke this sentence to a client of mine, I made the profound realization that I was speaking as much to myself as I was to her. I realized that my life long goal of making a difference in the world centers around my ability to be true to who I am and allow myself to move toward my dreams utilizing everything that makes me who I am today.

You see, I am no different than anyone else. At times throughout my life, my search to find happiness left me wandering and unfocused. All too often, it was easier to get caught up in a whirlwind of lack and limiting beliefs rather than to take action that moved me forward. The result was that for many years I felt lost and in need of some direction. What I came to realize is that I have that ability, I along with each and every one of you, possess an internal compass that will guide me in the direction of my dreams as long as I listen to it.

Do you ever feel as though you have lost your way? Perhaps for you it is as if you are going in circles and don't know what to do. Maybe you are just tired of the same old grind, or know you were meant for so much more. When people say their lives are a mess, they often begin looking for the thing that caused everything to slip away. Was it their finances, their jobs, their relationships, their stress level? Was there really a "cause" at all? Have you ever been in the car with someone who won't admit that they are lost? It's frustrating, knowing that if only they would acknowledge that they don't know which way to go, they might be able to find their way. Life is so much like that.

Without exception when people are frustrated with their lives, they can trace it back to a point of time when they consciously stopped being true to themselves and quit following their internal road map. They may have done it a piece at a time or all at one powerful moment, but without exception there is a moment in time when things shifted, and the result was "derailing". Finding our way when we are off track doesn't have to be a painful experience, it is often as simple as having the courage to admit that we are lost, and searching for the truth in any situation.

Remember that we are all given the ability to live the lives our dreams, and in turn make a difference in the world around us. So the next time you feel "off", take a moment and ask yourself which path are you on. Identify how you feel and make decisions based on what is true for you. When we all live in our own brilliance and truth we can't help but make a difference in the world around us.

Choose to Live in the Now

Belief Systems and Reality We are what we believe. Our belief system is based on our past experience, which is constantly being relived in the present, with an anticipation of the future being like the past. Our present perceptions are so colored by the past that we are unable to see the immediate happenings in our lives without distorted limitations, To experience this sense of total freedom it is important for us to detach ourselves from past, future preoccupation and choose to live in the now. We all want love but many of us can never experience it. Our guilty fears from the past block our ability to give and receive love in the present. Fear and love can never be experienced at the same time. It is our choice as to which we want to choose.

When we perceive another person as attacking us we feel defensive and find a way directly or indirectly to attack back. Anger always stems from fear and guilt. No one attacks unless he/she first feels threatened and believes that through attack he can demonstrate his strength at the expense of another's vulnerabilities. Attack is really a defense mechanism and actually only escalates the problem. The only way to make any attempts of change is to shift our perception and see the others attacking us out of fear. Fear is a call for help and therefore a request for love.

It is apparent then that to experience peace we must recognize that we do have a choice in determining what we perceive. I believe deep down this is why loved ones find it so hard to leave their alcoholic family members. Many of our attempts to correct others, even when we believe we are offering constructive criticism are not really attempts to attack them by demonstrating their wrongness and our rightness. Peace of mind comes from not wanting to change others, but by accepting them as they are.

Read Any Good Economics Books Lately?

Okay, so the other day a good friend of my at our Think Tank asks me if I had read any good economic books lately, not a question anyone would generally ask, after all, why would anyone go out of their way to read an economics book? Well, I am one, and the book I recommended to him, is one I would also recommend to you:

"Econopower: How a New Generation of Economists is Transforming the World" by Mark Skousen; Published by John Wiley and Son, Hoboken, NJ; 2008.

This book demonstrates how everything we see, buy, own, do and dream of is indeed governed by economics. Our decisions, our religions, or politics, is all about economics. Education, science, history, law and finance, he show evidence of the reality that economics is the way we do, whether it is about the individual, the leaders, societal changes or the movement of America at a national level. Even more interesting is the fact as the author shows that the US is exporting these ideas, the same ideas initiated by Adam Smith.

Health Care, Education and even crime all are governed by economic theory in one way or another, perhaps even without reading this book you can understand the similarities through a little thought and understanding. This author takes that and develops it into a deep and interesting researchical study of all we are, all we have built and all we think that we know.

And just to let you know this author is no dummy, he formerly was an analyst for the CIA, wrote for Forbes Magazine, past President of the FEE (foundation for economic education), he also has a PhD in economics from George Washington University. The man has credentials and the information in the book and the thinking and philosophy is extremely interesting and worthy. I recommend this book to anyone.

Who Was the Real "Forgotten Man?"

"The Forgotten Man" -
A Revisionist Look at the Great Depression
by Douglas Jamiel

While the symbol of the "forgotten man" has long been remembered as a touchstone for the plight of the impoverished and dispossessed of America's Great Depression, it is for author Amity Shlaes quite the opposite. In her book, "The Forgotten Man - A New Look at the Great Depression," the itinerant worker who rode the rails, the guy who pushed a broom for the WPA and the farmer who hung on to his property for dear life are merely refugees of the government's war waged against the true victim of the Great Depression: the American business owner.

At once a hagiography of economic elites and an argument for economic royalism, "The Forgotten Man" is the Depression in a parallel, right-wing universe where men like Andrew Mellon and Samuel Insull - the captains of industry who fed the speculative bubble - are victims, locked in an epic struggle with Franklin Roosevelt and his New Dealers. Men like Rexford Tugwell, Harry Hopkins and Harold Ickes are, for Shlaes, communist sympathizers, quasi-fascists, political opportunists, and narcissistic academicians more concerned with vindicating their theories than with the welfare and well-being of the American populace. "The Forgotten Man" is "Amity Through the Looking Glass," and her revisionist world looks "curiouser and curiouser" with each chapter.

On the whole, Shlaes follows the basic chronology of every other Depression history: the swollen pre-Crash market, the New Deal programs, the labor unrest, and the pivotal court decisions like Schecter (which was the death knell for the National Industrial Recovery Act, or, N.I.R.A.) and Ashwander (which gave FDR's Tennesse Valley Authority, or T.V.A., the thumbs-up to produce electric power). However, she is like an armchair quarterback reviewing plays after the game, recommending this or that laissez-faire remedy she believes the New Dealers should have called into play to fix the ailing economy. But this makes sense; the real world tells a different story. Given the fact that those very same laissez-faire principles provided the philosophical underpinnings for the gross inequities and predations of the Gilded Age before the Great War, and the very real failure of supply-side economics many years later under Ronald Reagan, it is understandable that Shlaes would seek refuge in the safe harbor of criticizing others' decisions in another time.

Stylistically, Shlaes crafts metaphors which leave a brackish aftertaste from the water of false association and innuendo they are forced to carry. In a chapter titled "The Junket," for example, Shlaes recounts an actual voyage to Soviet Russia by some of the left-wing intellectuals who would come to form the core of FDR's brain trust. Aboard a ship aptly named The President Roosevelt (after Teddy, himself a reformer), the author portrays their vessel as a sort of left-wing "Flying Dutchman." Ideologically isolated and cast adrift from the "prosperity" presided over by Harding and Coolidge, the "pilgrims" float uncertainly toward a nascent Soviet Union, in search, Shlaes suggests, of a place more hospitable to their ideas. The author plays this "red" card repeatedly throughout the book, conflating the group with the Soviets. But that was okay because, Shlaes says with tongue in cheek, "If one squinted, things looked almost reasonable in Soviet Russia."

However, as author Kevin Phillips reminds us in his book "Wealth and Democracy," Shlaes' rosy assessment of the roaring twenties requires its own squinting. Citing a 1929 report by Wesley Mitchell, a popular economist of the day, Phillips puts the lie to Shlaes' statement that "The Gilded Age was generally proving gilded for the average, even the poor man." Technological improvements did indeed increase productivity, but the fruits of that productive engine were far from equally distributed and went overwhelmingly to profits rather than wages. And while Shlaes would further try to convince us of the distributive triumph of the bubble market, claiming that the earnings of workers between 1923 and 1929 increased by 16 percent, a little more squinting is needed to discover that the value of common stocks increased by that amount, not wages. For the average man or woman in the workplace, wages increased only about 1.4 percent.

The ill-fated frenzy of stock buying - made easy by lax credit, tons of cash liberated by Treasury Secretary Mellon's tax cuts, and liberal margin calls - was a pastime reserved for 42 percent of families making over $2,000 a year. "But," according to historian Howard Zinn (A People's History), "six million families, 42 percent of the total, made less than $1,000 per year. One tenth of one percent of the families at the top received as much income as 42 percent of the families at the bottom." And in this time before OSHA and the Wagner Act, life was dangerous in the workplace as well. In every year before the Crash, about 25,000 workers were killed on the job and 100,000 permanently disabled from industrial accidents and wretched conditions.

Gains in productivity made possible by technology were, furthermore, used to displace workers rather than enrich them as holders of capital undercut their own markets in the mad scramble for more profits with less costs. In short, businesses were making more and more with fewer and fewer workers. "The supply of new jobs," wrote economist Mitchell at the time, "has not been equal to the number of new workers plus the old workers displaced. Hence, there has been a net increase in unemployment between 1920 and 1927 which exceeds 650,000." Shades of things to come.

And where were the unions in all this? They too had been lulled by the illusion of abundance and sat on the sidelines through the early twenties, still smarting from the constant clubbing at the hands of the corporate-government alliance in the decades before the Great War. Besides, everything would be okay, Shlaes constantly implies, if only workers would stop their nagging preoccupation with subsistence and just let the market "correct itself" at their expense.

One of the most disturbing and revealing passages of Shlaes' book is her reaction to the Supreme Court's overturning of the Frazier-Lehmke Act, legislation enacted early in Roosevelt's administration to stem the hemorrhage of farm foreclosures by putting a moratorium on them. "Even a contract between a starving farmer and a nasty banker had to be honored," she writes in a tone almost ringing with schadenfreude over the farmers' fate, "and the government did not have the power to intervene." Or consider her reaction to the Schecter - the "Sick Chicken" - decision that effectively scuttled the N.I.R.A. by invalidating its code-making and price-fixing powers. By exploiting the subtle semantic difference between the words inter- and intra- state commerce, the Supreme Court ruled that the federal government could not interfere with intra-state commerce and dictate how customers of the Shecter brothers' poultry business picked their chickens. The federal government was, thereby, plucked of its regulatory power. "The market," Shlaes proclaims, "had its own natural laws, the laws of chicken blood, competition and profits. It was neither good nor evil."

For Shlaes, the rules of the market are made on the fly and the winners make the rules. This is William Graham Sumner's market in which, like Darwin's jungle, there are no moral imperatives. As certain as the grazing herds exist to appease the lion's appetite, the great mass of toiling society must serve the proven predators of the human species. It is, for Shlaes and for Sumner, an immutable law of economic science.

But in economics there are no immutable laws, and as the Depression itself proved, economies do not perform with Newtonian certainty. The speed of a falling object, for instance, is something quite different than a theory that sanctions a government's indifference to its starving citizens; a government that holds the surplus of a minority above the sustenance of the majority. "The Forgotten Man" begs the question, "What is government's role when Adam Smith's Invisible Hand is palsied." For the author the answer is simple: nothing. It is no surprise, then, that those who did do something - FDR and the New Dealers - are to be mocked, vilified and discredited as enemies of capitalism.

As quantifiable proof of the New Deal's failure, Shlaes begins each chapter with the Dow Jones Index and the unemployment rate for each increment of time about which she's writing. With numeric consistency the numbers seem indeed to show little or no increase in jobs nor any enthusiasm for stocks. But in a collapsed economy ordinarily driven by the profit motive - an economy concocted, manipulated and bankrupted like a bad night at the casino on the floor of a stock exchange - it is absurd to even consider a stock index to be a reliable indicator of anything. Indeed, to measure the unemployment rate under such circumstances is simply to measure the very failure of a system which holds the well-being of many hostage to the self-interest of a few. "In the relief business," wrote Harry Hopkins, "where our finished product is nothing more than amelioration, effectiveness has to be measured in less ambitious terms than success. That word applies better to marginal profit, cash or otherwise. Relief deals with human misery."

Born of necessity -of crisis - the New Deal never quite reconciled its own identity. Was it conceived to fix the ailing capitalist order or, as some in the business community feared, to replace it? Notwithstanding Shlaes' characterization of Franklin Roosevelt as a power hungry opportunist, to depict him as a natural social engineer is simply false. He was, frankly, conservative by nature and only the dire circumstances the country confronted led him to entertain the advice and counsel of a more radical element. As the fulminations of the 1932 election faded, he was, at the New Deal's inception, quite conciliatory with the business community and saw the N.I.R.A. as a voluntary government-business alliance forged in the interest of the country. Had his ambitions, as Shlaes asserts, been more akin to Hitler or Mussolini, then the Blue Eagle would have had real talons to enforce its mandates instead of the quibbling committees with no real power of enforcement.

In the face of constant attack, it seemed like a no-win situation for Roosevelt and the heads of the alphabet agencies for whom the plight of the indigent was immediate and all consuming. There was little time for head scratching and second guessing. When programs used low-tech tools - i.e., two hundred people with shovels rather than a bulldozer - they were accused of being "inefficient." When they put the destitute to work producing the necessities they could not otherwise afford to buy in the private market, they were labeled "unfairly competitive."

The cries of "boondoggle" and "wasteful" leveled at the New Deal ring hollow when one gets to the core of the real fear business owners felt in the face of these programs. In contrast to an amoral corporate structure which, without the promise of a fistful of money to inspire it, proved itself incapable of making anything, there arose on the periphery of society a whole separate, self-contained economy based not on the aggrandizement of a few, but on the real needs of many - a frightening prospect for free marketers and Social Darwinists like Shlaes. It was a use economy based not on the plunder of consumer society like cars, radios and gadgets, but on things that everyone needed and things that would benefit everyone like bridges, dams, schools and roads. It was run without commissars and politburos. Such a thing could not be tolerated; not in America where, as Coolidge proclaimed, "The business of America is business."

Considering the forces arrayed against it and its somewhat confused and conciliatory agenda, she is, in part, correct. With its nebulous identity unresolved and with more and more of its programs chopped away as 1940 neared, the New Deal was absorbed into the ultimate jobs program - war. Every aspect of the economy from prices to production came under government control, and its obvious efficiency went unchallenged by the usual right-wing detractors as long as the agenda was to wage war rather than to help others. The free market, it seems, is not the preferred weapon of Mars.

In the end, the failure of conservatives to privatize Social Security in our own time and the country's continued willingness to entrust their government with matters of collective welfare is in great part a legacy of FDR and his minions. There are, of course, alternate views. For these, one need only follow "Amity Through the Looking Glass."

70 Million Baby Boomers, Eh? Sounds Like Opportunity to Me!

Folks have been talking about the paradigm shift coming to the United States as the Baby Boomers grow older and retire. Social Security will soon collapse, it was scheduled for 2042, but it will occur a decade sooner. When social security was really working well, 17 people were working for every 1 person in retirement, good stuff, no problems. But in a less than a decade there will be one retired person and only 1.9 people for each still working. Obviously, that is not going to work out mathematically.

Many have talked about what is to come, and it has already happened in Japan with their post economic boom. With an aging population, the workforce is having trouble holding up the economic expansion and with zero growth, it is tough to supply the needs of the civilization. Europe is next and then the US after that. Brilliant minds like Ken Dychwald have been discussing this for years.

There is also an interesting book out now called; Futurecast" by Robert Shapiro, which is a remake of all the previous studies, research and works on this subject. Having read all the data on demographics and this coming shift, I do recommend the folks above, but would also like to recommend another economic book on this topic:

"Boom, Bust & Echo; How to Profit from the Coming Demographic Shift" By David K. Foot with Daniel Stoffman; Macfarlane, Walter & Ross, Toronto, Canada; 1996.

He discusses real estate crisis, investing issues, social security problems, retail sales, manufacturing problems, retirees younger longer and how our retirement cities will grow and be so much different than the past. He discusses the crisis in Health Care, which we are now seeing over a decade later, all great predictions, he did not miss any and there are a few more to come too.

He speaks to the Canadian problems that mimic the US population and what it means to our Northern neighbors. The appendix is a lot of data that will scare the bejesus out of any leader or economists trying to figure out how to fix the problem. You need to read this book, it's a quick one, only 210 pages, but it will blow you away.

Internal Costs in Agencies - How to Best Handle Them With a Job Costing System

Integrated Job Costing and Accounting systems will usually have straight forward functions to account for fee time spend on jobs and to record third party costs on jobs. One of the issues often not integral to a system, that comes up again and again when implementing new systems is the ability to track internal costs incurred against jobs. For postage and courier costs, that were historically also often treated as internal overheads and not allocated to individual projects, it has in most agencies been good practise in more recent times to attribute them to individual jobs. Doing so is quite easy as there will be franking machine/postal receipts or external invoices coming in. These costs can thus, on a line-by-line basis, be allocated to projects. It is more difficult for costs, that don't come with a receipt, when incurred on a job:

Fax, phone and other telecommunication costs such as ISDNs, that have in the past played a big part in particular where international work was undertaken have nowadays a smaller impact, as a lot of the communication can be performed via unrestricted internet connections and voice over IP. Colour laser printouts, plottings and dvd or blue ray media production costs on the other hand, amassed during work on a project can significantly influence the profitability of a job. Although these costs might - viewed individually - account for only a small part of the total value of a job, looking at them in total and over the live time of a bigger project, they often represent a considerable factor of the profitability of the work. This is even more important in the current credit crunch climate.

So, what is the best way to get those costs into the job costing system? For some internal costs, in particular printing costs, depending on the hardware used, the cost recording might happen via the printer and be loaded into the job costing system electronically. If that is not possible a different solution needs to be found:

One way practised by some agencies, is to setup dummy internal cost suppliers and treat these costs like purchase invoice costs. The disadvantage of that is, that the users most likely to incur these types of costs during their project work, the creatives, would need to be enabled to have access to and training for purchase entry programs and might find it a difficult and cumbersome task to have to create a manual purchase order record whenever they for example run a colour laser printout. Some systems will also require a different software access level at a higher price where cost recording in addition to fee time recording is desired.

Other companies have sometimes setup different rated "types of time" for different costs and asked their users to not only enter e.g. two hours of production type time against a job but also 10 "hours" of "A3 colour laser type time" for the number of A3 colour laser pages they run out, where a fixed price is assigned to every one of those "hours". A manual accounting journal then transfers the value of this "time" from the e.g. office consumables overhead account to the job, it was used for. Although this procedure will produce the desired end results it is again only a workaround and not an ideal and user-friendly way to achieve the goal.

The best solution seems to have been come up with by systems that give the creative users access to a non-purchase-order cost recording tool, where they are able to add the number of different types of predefined costs to a job, often at the same time when they record their own time. Thus, there is no additional purchase training required nor is there a need for more expensive purchase entry software licences. At the same time there is a very clear differentiation between the recording of - to stay in the above example - two hours of production time, plus 10 pages of A3 colour laser costs. In accounting terms the costs are then automatically treated by the software in a predefined way journalling them from the overhead cost area into the cost of sales area without any additional user interaction required.

Although this solution stems back from the time of paper based time recording where there was a column on the timesheet to record costs in addition to one's time, it still proves the most user friendly and work effective way to achieve the purpose in today's computerised environment. Agencies that have implemented such a procedure, have not only experienced a huge user acceptance in the creative department, but - depending on the types of projects they are engaged in - an improvement in cost reporting, budgeting and overall profitability at no extra software cost.

Automated Accounting Software

In today's ever-changing world of globalization, automated accounting software breakthroughs, and a continual need for revalidation of ways of doing business, today's businessman has many major decisions to make when it comes to managing his business and his time. A businessman can spend most of his or her time expanding the business; or else inundated in paperwork - adding up payroll, writing checks, figuring out and filling in government forms, doing accounting, and other routine tasks. Since the essence of competitiveness lies in the ability to be able to deliver cost effective services better and faster, most businessmen prefer supervising and leave the paperwork to service personnel or outside consultants.

Bookkeeping is perhaps the most basic of services which businessmen need. Bookkeeping involves creating and maintaining a detailed general ledger, preparing a balance sheet, preparing income and other financial statements, and creating reports such as payroll, gross receipts, and tax reports. Bank reconciliation, balancing the books, and document management are also provided by small business book keeper services. When this work is done at the businessman's office utilizing his computer and accounting software, then this is termed "on site" bookkeeping.

When installing one's own on site accounting system, some software trainers encourage setting up the entire system with all its modules at the very beginning. However, this is not an optimal way of installing a new on site software system. It is best to limit software training sessions to less than two hours, so as not to burden the trainees with information overload. New topics should not be introduced until previous topics are fully understood, including actual practice in carrying out real-life accounting operations using the software and procedures. In most cases it is best that the general ledger be set up first; or at the very least the various accounts in the general ledger such as income, expenses, and balance sheet items such as trade debtors and creditors, bank accounts, and so on. There are accounting software companies packages which come with templates for ledger accounts, customer and other sales invoicing; accounts payable; and products already set up, which saves the user considerable time and effort.

If bookkeeping work is done by an outside company, using its computer system and its automated accounting software then this is termed "off site" bookkeeping. The providers of small bussiness book keeper services offer customized solutions to meet individual business needs. The powerful combination of processes, people, and accounting software companies latest technology can not only relieve businessmen of much humdrum routine, but also boost a business's success. By using their highly-specialized model of operation; by taking full advantage of the internet; and by their highly-trained human capital; they can perform the job better than anyone else can.

Understanding Double Entry Accounting

Sir Isaac Newton's third Law of Motion, the law of reciprocal actions, states that for every action there is an equal and opposite reaction. The same can be said for accounting. For every financial transaction, there are two sides. There is a debit side and a credit side. For every transaction, these sides must be equal for your books to balance.

To understand double entry accounting, you must first understand what a debit is and what a credit is. Put simply, a debit is something you own or money that is owed to you and a credit is money that you owe to someone else. Let's look at this in terms of the different types of account that a business has.

Assets - these are debit items as they are items that are owned by the company. An increase in assets is a debit and a decrease in assets is a credit.
Liabilities - these are credit items as they are items that the business owes to someone else. An increase in liabilities is a credit and a decrease in liabilities is a debit.
Owners Equity - this is a credit account because the balance of the owner's equity account is the money that is owed by the business to the owner of the business. An increase in owner's equity is a credit and a decrease in owner's equity is a debit.
Expenses - These are debit items because the purchase of an expense item decreases an asset item (eg. Cash at bank) which is the credit site of the transaction.
Revenue - These are credit items because the receipt of revenue increases an asset item (eg. Cash at bank) which is the debit side of the transaction.

Let's look at a simple example:

Let's say you want to go to the shop to buy a bottle of milk, which costs $3. Your purchase of the milk is a financial transaction. Before you go into the shop, you own $3 so this is a debit item, which is balanced by owner's equity.

When you go into the shop and pick up the bottle of milk, you now have a bottle of milk, which is worth $3, and you owe $3 to the shop owner. Therefore, the bottle of milk is a debit and the $3 you owe is a credit.

When you pay the shop owner for the bottle of milk you are reducing the amount of money that you own (debit item will be credited) as well as reducing the amount of money you owe (credit item will be debited).

Note that in each step of the transaction, the debit and credit side of the transaction are equal and the balance of all accounts has equal debit and credit sides.

So what happens when you drink the bottle of milk? You no longer have a $3 bottle of milk; you have an empty bottle that is worth nothing! This is why we have expense accounts. Assets, which are debit items, are things that the business owns for a long period. Expenses, which are also debit items, are things that the business owns for a short period before they are used up.

This is why we have two separate major reports for a business. The balance sheet is used for those items that are constant in a business. The profit & loss Statement (or Statement of Income & Expenditure) is used for those items that flow in and out of a business on a regular basis. The resulting balance of the profit & loss statement is put into the capital section of the balance sheet to balance things out.

Another report you may have heard of is the trial balance. This is used to make sure you haven't made a mistake before preparing the balance sheet and profit & loss statement. At the end of an accounting period, the closing balance of all your accounts (assets, liabilities, owner's equity, expenses, and revenue) are put into this report to make sure that your debits equal your credits. If they don't, you know you have made a mistake somewhere and you will need to find your mistake before you prepare the major reports. The total of the debit column should equal the total of the debit column.

What is the Difference Between Bookkeeping and Accounting?

What is the difference between bookkeeping, accounting, and accountancy? When someone says they are an accountant, are they really a bookkeeper? Does it really matter?

Bookkeeping

Bookkeeping is the process of systematically recording the financial transactions of a business, so as to show how the transactions relate to each other. Bookkeeping is largely a mechanical process and does not involve any analysis of the financial transactions, but rather the recording of them.

Traditionally, the records were kept in a book, hence the name bookkeeping. These days, bookkeeping is normally performed using a bookkeeping software package, but the names of the books (daybook, cashbook, journal, and ledger) are still used.

A bookkeeper's function is primarily one of recording transactions in the journal and posting to the ledger, and is sometimes referred to as an accounts clerk.

There are two types of bookkeeping: single entry and double-entry. In single entry bookkeeping, the record of each transaction is carried to either the debit or credit column of a single account. In double-entry bookkeeping, two entries of each transaction are carried to the ledger: one to the debit side, and one to the credit side, of the corresponding account. This is so the two entries can be used to check each other.

Accounting

Accounting is the systematic recording, reporting, and analysis of financial transactions of a business. As bookkeeping involves making a financial record of business transactions, it is true to say that the role of bookkeeping is encompassed within the scope of accounting, and the bookkeeping system used by a business would form part of the accounting system.

Accounting also includes the preparation of statements concerning assets, liabilities and the operating results of a business.

Accountancy is the occupation related to accounting, and an accountant is the person who does, or at least is responsible for, the work. Accountants often specialize in a particular area of accounting such as taxes, auditing, or management.

In a small company, all of the bookkeeping and accounting tasks may well be performed by a single person. In this situation, that person would normally be referred to as an accountant.


Innovation in the Use of Accountant Time Sheets

Accounting work is a very tedious job that requires thorough knowledge of a company's functions as well as the various activities it undertakes. Also, the function involves the monitoring, analysis, interpretation, and balancing of finances for the benefit of the company. However, a more compelling duty of accountants is the monitoring of the time used by employees in the performance of their functions. The use of an accountant time sheet comes in handy in these circumstances.

Accountants use a variety of methods to record the time in which company employees render their duties. This would include the time in which they started working and the time signifying the moment they stopped. This time period will have a direct bearing on the accountant's duty of computing, interpreting, and balancing the company's finances in the payment of salaries and benefits to employees.

In previous years, accountants would make use of spreadsheets - wide sheets of paper containing hundreds of rows and columns where the names of employees appear, and the respective time periods within which they rendered work. It would be convenient if there were only a single sheet of paper. However, in large companies, the accountant will have to deal with several sheets at a time. Because of this, there have been innovations to assist these accountants, particularly in the form of software-based time sheets.

The time sheet software is used for accounting purposes, which keeps a record of every employee's time period worked. With the software, employers are able to monitor the activities of their employees effectively for the benefit of the company. Human error is virtually reduced, if not removed.

With the advent of the software, accountants need not spend tedious hours trying to balance the finances of the company in relation to the time period spent by the employee at work. As a feature, the software can be programmed in such a way that it will do the computations for the accountant. These computations coincide with the financial information of the company, which is commensurate to the number of hours worked by the employee. Thus, all the accountant has to do is to enter the data and select the desired output.

Sort of a software-based calculator, the time sheet software ensures also that the results obtained are accurate. The software may be standalone, which is used to record the time periods worked by an employee, and to summarize the same for reporting. It may be also integrated into an accounting system for purposes of computing the pay of employees. In other settings, the software may be integrated into the billing system, such as in settings where an electronic invoice is prepared and issued by the software for time-based compensation. Probably the most common function of the software, it may also be integrated into a payroll system for an automatic computation and balancing of company finances for employee compensation.

The software is indeed an essential innovation for the assistance of accountants. No more need for the countless spreadsheets used in monitoring the time periods of employees. Instead, accountants will be able to rely on accurate and reliable functions provided by software-based accountant time sheets.

Accounting Help - A Boon For Business Empires

If you run a firm of your own you must have been through the difficult maze of maintaining the accounts. The accounting work is very complicated yet is very crucial; therefore you can not afford to be careless about it. Since the whole process can be really taxing, it could be very helpful, if you sought some accounting help for completing the accounting work, it can take off a lot of burden of your shoulders.

There are various professional organizations that provide efficient and affordable accounting help. These organizations hire trained professionals who are very good at maintaining the accounts and other related data. These professionals help to complete the bookkeeping and accounting tasks on time as well as tracking the related data.

The organizations providing accounting help also tend to assist in processing the non-operational information which is absolutely necessary for any business. The professionals at these organizations ensure the proper preparation of data sheets. They maintain the accounting data sought by the managers of a firm as well as shareholders. They also prepare the data to be presented to the creditors, the banks and the government, that can be easily shared between them. The professionals working in these organizations help to form the right organizational structure of the accounts department. The information related to your firm's accounts is kept securely and confidentially. Also you are given a privilege to monitor the information on a periodic basis. These organizations also install the latest software in your firm's premises that can help you to monitor your accounting records.

Taking Accounting help from these organizations has many benefits. It helps to reduce the large manpower. It also minimizes the loss of time and efforts needed to maintain accounts sheets as well as other crucial data. Also if an error occurs due to lack of time, the professionals help by covering it properly and completely. The professionals working in these organizations use wonderful accounting software that helps to finish the projects timely and easily. The professionals working for these organizations will update your financial records on a regular basis. This will help you to know about your company's status in the market from time to time.

You do not have to worry about the fee as it is easily affordable. Usually such organizations will demand a minimal amount for their services. The fee is much less than the monetary losses which otherwise you have to incur on hiring an extra in-house staff.

There are so many organizations to choose from. A simple search on the internet can help you come across a large number of companies. These companies will offer you a variety of deals to help you with your accounting tasks. Once you will choose the right company for your tasks, the accounting help provided by that company will help to ease out the complex process of accounting. It will help you gain a complete control over your non-operational services.