SMILE September 2018

The




‘Get Focused’




Issue









































September 2018

Welcome to the September issue of S.M.I.L.E








September feels a bit like a time of fresh starts and resolutions so this month

we’ve got lots of advice on how to get focused and make the next few months
really count.




We cover everything from how to have effective meetings to getting on top of
your VAT returns. Plus our expert this month is Alison Thomson, The Safety Elf,

who looks at the pros and cons of standing desks.



We’re really pleased to announce that the second course of NakedNetworkerz

workshops will launch in November. If you or someone you know would like to

find out more about improving your networking skills please do have a look at
the webpage or get in touch to have a chat.

https://www.connectingdoorz.co.uk/naked-networkerz




Sonia & Cathy x

CONTENTS






Support



Love them or loathe them meetings are a fact of life! Read our top tips on how to have more effective meetings.

Motivation



Out of sight, out of mind or once met, never forgotten? It can be difficult to maintain links with your network that keeps you
on their radar. We share what we’ve learnt over the years about how to maintain those all important connections.


Inspiration



Early bird or night owl? Find out why the most successful people tend to get up early.

Light bulb moments



Gary Hamilton from Shaw Gibbs Accountants and Business Advisors shares his top tips on VAT and the imminent
introduction of Making Tax Digital


Expertise



Alison Thomson from The Safety Elf shares her top tips on posture and whether standing desks are a good buy.

SUPPORT
Make Your Meetings Count





“People who enjoy meetings


should not be in charge of anything.”




Or so said American Economist and Social Theorist,


Thomas Sowell. We can all relate to that idea of endless
meetings where the discussion just goes round and

round the houses without any actual decision being

made, other than to have another meeting at the same

time next week!
Love them or hate them when you’re in business one

thing is for sure; you will be having meetings! Planning

meetings, marketing meetings, staff meetings, client
meetings, networking 1:1 meetings (more about these Of course, meetings are important and necessary sometimes. They can

next month!), meetings to plan meetings… also be extremely useful and productive to growing your business but

If you’re not careful your diary can become so full of how do you decide which ones are necessary and which are not? And

meetings you won’t actually have time to work on and in how can you ensure a meeting is always productive? Here are our top
your business. tips for getting the most out of meetings.

SUPPORT
Make Your Meetings Count



Before the meeting ask yourself:



Do we really need this meeting?

What is the purpose of the meeting and is this important right now?
Is a full meeting really necessary or could the purpose be achieved with an email?

Does the meeting need to be face to face or could it be carried out virtually (e.g. Skype, FaceTime, etc)

Do I have everything I need to make this meeting valuable now or do I need more information first?

Is everyone who needs to be involved available?

If in answering these questions, you still feel the meeting is needed then make it count by following these success steps.

• Plan the content and share that with everyone attending, even if that is only you and one other person. Make sure you include what you

would like the outcome to be. E.g. to reach a decision on our marketing strategy for next quarter.
• Set a start and finish time and stick to both. If someone’s running late, start without them and finish on time. If it’s only one other person

and they’re running late then you obviously can’t start without them, but you can still finish on time.

• Research what information will be needed during the meeting to enable the outcome to be achieved and make sure someone is
responsible for bringing it to the meeting and sharing it with all participants in advance.

• Minimise your agenda. An overloaded meeting will not be an effective meeting as people tend to lose concentration and become

distracted. Two or three topics for one meeting is more than enough as there will be discussion points for each topic. Allow enough time

for questions on each topic as you go through. Do not add new discussion topics once the meeting is underway.
• Stick it to your agenda. Do not allow items to be added to the agenda during the meeting. It’s much better to carry it over for the next

meeting otherwise you’ll go off piste and won’t cover everything you set out to in the time allotted.

SUPPORT
Make Your Meetings Count



A meeting always needs a Chairperson to keep it on track. If you

don’t feel comfortable stopping people and moving them on you

will need to plan how you’re going to do this. A good way to do this

is to set the expectation from the outset. For example, “we have an
hour for this meeting and lots to get through so if I stop you and

you still have questions we can pick them up afterwards” or “it’s

important that everyone has the opportunity to contribute so if I

stop you and invite someone else to speak it’s just to make sure
we hear everyone’s thoughts on the topic.” It can be a good idea to

get an intermediary to act as the Chairperson or Facilitator,
particularly if the topic might become contentious.

Make sure someone is responsible for ensuring the logistics and preparation beforehand are all in place. It may seem obvious but you’d

be surprised how many meetings end up being held in someone’s cramped office because everyone thought someone else was booking

the room. Technology can be a real help in meetings but only if it’s working properly, so check beforehand and make sure you have a Plan
B just in case!

Not all meetings require formal minutes but it is a good idea for someone to take notes during every meeting and then send them to

everyone else who was there. This keeps people focused on what they need to do next and will also make sure there is no confusion about
what the key points and outcome were.

SUPPORT
Make Your Meetings Count



Informal meetings that are essentially just a catch up with one of your network are also important and useful but do make sure to limit how

many of these you book a month. In our business we do two, no more but equally no less as we recognise how important they are to our

business. Although immediately less tangible they can be very valuable and continue to build strong business relationships.

Used effectively and efficiently, meetings will help you drive your business forward. As American Entrepreneur, Jason Fried said;




“Meetings should be like salt - a spice sprinkled carefully to enhance a dish, not poured recklessly over every


forkful. Too much salt destroys a dish. Too many meetings destroy morale and motivation.”

MOTIVATION
Out Of Sight Out Of Mind?







Have you ever met someone at a networking event felt like you clicked, developed a professional connection, maybe even have done

some work together but then found out that they didn’t give you an opportunity or used one of your competitors? It’s happened to most of

us and it’s really soul destroying.

Rarely, is it a personal slight against us (although it does feel that way). More often than not, it’s because we’ve slipped off that person’s
radar. You’ve heard of the old saying ‘Out of sight, out of mind’? Well, it’s as true in business as in the rest of life. You can’t just meet

someone once, get on well and then expect them to put repeated business your way. Relationships are built on trust and familiarity and

those qualities both take time and effort.

















Realistically, you won’t be able to stay in touch with everyone in your professional network on a weekly basis but if you have a plan,
prioritise those ‘VIP’s’ who are key and commit to spending a little time on your network every week you can ensure it’s your name they

think of when recommending or commissioning themselves. Thankfully there are lots of ways to stay in touch and on someone’s radar.

MOTIVATION
Out Of Sight Out Of Mind?



Here are our top 5 success steps for doing this:-


Keep abreast of what they’re doing through social media, LinkedIn in particular, and like or share their posts. Use a
stream like Hootsuite that shows tweets from your best connections so that you can like and retweet them. People
1 normally tweet the articles they post on LinkedIn, so this can alert you to look there too. Sign up for their newsletter



so you get to hear their news and can respond either on line, by email, phone or even by post.



2 Send information or articles that WILL be of interest to them as this highlights that you are thinking about them.

However, do be mindful that if you send less relevant or too many articles it can have the opposite effect to the one

you wanted.



3 Offer to promote their business. Encourage them to sign up for your newsletter and if appropriate give them a

mention or ask them to write an article.





4 Arrange a quarterly coffee or lunch but plan an outcome. Just a chat and a coffee might be nice but a busy person

may question the value from the time spent meeting you.





5 Introduce them to genuine opportunities when you get the chance. This upholds the networking concept of giving

first.

MOTIVATION
Out Of Sight Out Of Mind?




These steps work particularly well with connections made from events and open/social style networking groups but can be very different
if they stem from membership of a more formal networking group.

You work even harder to develop ongoing relationships with those you network with regularly but here’s the stinger; when you leave a

formal networking group and someone else comes along and takes your place you will slowly but surely be forgotten or at least not

referred to as often - assuming your replacement is professional, credible and referable. This isn’t personal it’s just the way formal
networking works. There is a mutual commitment of all members to create new business opportunities for one another wherever possible

and most membership-based groups, including our own Opendoorz, will have a requirement for members to commit to doing this.

We appreciate that just being a member isn’t the reason others will refer to you; it’s a right earned by getting to know each other, your
businesses, personalities and expertise but as the level of confidence builds so introductions follow. Therefore, assuming your

replacement works hard to build the relationships then they will start to receive opportunities that once came your way. It really is a case of

‘out of sight out of mind’.
So, what can you do about this? The truth is there is little you can do other than not leaving the

group in the first place! We do know people who claim they still get as much business years

later and maybe in the odd situation that’s the case. Our experience tells us different and we

believe that the best you can hope for by staying in touch on a regular basis is that you will still
get occasional opportunities when you are the right fit for their client and the better professional

to be introduced.

So whatever activity you do always remember our 5 steps for success in staying on the
radar…

INSPIRATION Why The Early Bird Really Does Catch The Worm






Are you an early bird or a night owl? Many of the world’s most successful entrepreneurs are early risers but why and what do they do

with that time? In this short video, Jay Shetty explains why he believes getting up early is the key to success.



































Jay Shetty is a former Monk who is now an award winning host, storyteller and viral content creator. Since launching his video channel in
2016, Jay’s viral wisdom videos have garnered over 1 billion views and gained over 3 million followers globally. This makes him one of the
Credit: Vine House Studios
most viewed people on the internet internationally.

LIGHT BULB
Top Tips on VAT and the Lowdown on Making



Tax Digital





Gary Hamilton is an Accountant and Portfolio Manager with Shaw Gibbs,

an expert team of accountants and business advisers with of fices in


Oxford and Marylebone, London. A keen golfer with a passion for travel


and London Irish rugby team, Gary specialises in helping newly

incorporated and established owner managed businesses in Oxford and the


Thames Valley plan and manage their finances.




For many business owners, accountancy and bookkeeping are not at the forefront of the mind

in running a successful business. They are a necessary by product of running your business
and can often be time-consuming, stressful and confusing.

As accountants we get to see a very detailed overview of the business that other

professionals wouldn’t and can use our expertise to advise our clients accordingly.
Credit: Vine House Studios
There are a number of top tips when it comes to VAT and the future introduction of Making
Tax Digital that are applicable to many owner managed businesses both new and established.

LIGHT BULB
Top Tips on VAT and the Lowdown on Making



Tax Digital





Should my business be VAT registered?





One of the areas that I commonly see clients struggle with is VAT (Value Added Tax). This is hardly surprising as it is a tax which is very

complex and the rules can be different across industries and business types. In its simplest form, VAT is a tax on goods or services
whereby the end consumer bears the brunt of the tax which is usually 20% on the goods or services provided.

• VAT thresholds

Most businesses will need to be VAT registered if over a 12 month rolling period their vatable turnover is £85,000 or more. This is not

always the case and this is one of the first pitfalls we see business fall into. Some businesses with vatable turnover under £85,000 may
choose to become VAT registered voluntarily as their customers or clients may only do business with another VAT registered business on

the basis that they could then reclaim the VAT on the goods or services supplied. Other businesses remain VAT registered when there is

no obligation to be as they have slipped below the £83,000 threshold by which they may de-register for VAT. This may result in paying
over money which the business could otherwise keep.

• VAT exemptions

Some businesses are exempt from being VAT registered due to the nature of their services. For instance some medical or financial
Credit: Vine House Studios
services are exempt from VAT. This means that no VAT can be charged on the services provided, however it also means that no VAT can

be claimed on expenses where VAT has been applied.

LIGHT BULB
Top Tips on VAT and the Lowdown on Making



Tax Digital



• What types of VAT schemes are there?




There are different types of VAT schemes businesses can be registered for – Accruals / Cash / Flat Rate Scheme amongst others. Most

businesses opt for the Accruals scheme whereby the business accounts for VAT when a sales invoice is raised as well as when a
purchase invoice is issued. Regardless of when the invoice is paid, the VAT is accounted for on the return in question. The Cash basis can

prove to be advantageous in situations whereby your client or customer takes a long time to settle your invoice. Under the Cash basis,

your business only accounts for VAT on the return when money has been received from the client or customer.
Most businesses will also opt to do their VAT returns quarterly, with fling of those returns due one month and seven days after the quarter

end. Direct Debits can be set up so that any liability is paid automatically.

Alternatives to Quarterly VAT returns include Monthly and

Annual reporting. This is useful for some businesses. Monthly

returns can be better for cash flow if your business finds itself in
a VAT repayment position from HM Revenue & Customs.




Credit: Vine House Studios

LIGHT BULB
Top Tips on VAT and the Lowdown on Making



Tax Digital





What is ‘Making Tax Digital’ and how might it af fect my business?





Making Tax Digital (MTD) comes into effect from 1 April 2019 and is going to apply to all VAT

registered businesses with turnover above the VAT threshold (currently £85,000 per annum). MTD is
part of the government and HMRC’s plans to simplify the tax regime for individuals and businesses by

making it easier to maintain tax affairs and therefore ensuring we all pay the correct amount.

• Why is this coming into effect?

According to HMRC – “businesses and individuals should not have to wait until the end of the year or
longer to know how much tax they should pay. HMRC will collect and process information affecting tax

as close to real time as possible, to help prevent errors and stop tax due or repayments owed building

up.”
• What does this mean in practice?

From 1 April 2019, all VAT registered businesses with turnover in excess of £85,000 will be required to maintain their records digitally and

Credit: Vine House Studios /
send their VAT returns to HMRC via third party commercial software. Many businesses already do this via Xero / Quickbooks online
Sage online (amongst others). If that is the case, so long as VAT returns are being submitted via the software then no further action is
required and the business is already MTD compliant. However, many businesses use the Government Gateway and this will cease being

an option.

LIGHT BULB
Top Tips on VAT and the Lowdown on Making



Tax Digital



• How do I know if my software is compliant?

There is a list of software providers on the HMRC website (https://www.gov.uk/guidance/ software-for-sending-income-tax-updates) which

have been tested in conjunction with HMRC, this list will be updated between Summer 2018 and 1 April 2019. Businesses are advised to

check this list to see if their current software is going to be compliant or alternatively contact their software provider directly.
• What are the future plans for MTD?

The government and HMRC have made a commitment to not widen the scope of MTD before the system has been shown to work well,

and not before April 2020 at the earliest. This will ensure that there is time to test the system fully and for digital record keeping to become
more widespread.


















Credit: Vine House Studios

EXPERTISE
To Sit or Stand…IS that the question?




Alison Thomson is The Safety Elf - putting people’s physical and mental health,


safety and wellbeing at the heart of your business. Alison is known for her passion

and energy, a ‘can-do’ attitude and an engaging and interactive approach.




I often get asked “should I get a standing desk”? Is it a simple answer – well yes

and no!

The facts
Research has proved that our sedentary lifestyle is actively damaging our health -

prolonged bouts of sitting and lack of whole body muscular movement are strongly

associated with obesity, diabetes, heart disease, cancer, and an overall higher risk
of death. Not good news (and we probably knew that already.)

But what is often misunderstood is that it the molecular and physiological

responses of the body that are prompted by too much sitting cannot simply be

cancelled out by taking additional exercise. Yikes!
The key is to build in regular activity during the day (and it’s not as hard as you

think to build that into a working day! ) It could include walking meetings, using the Credit: Vine House Studios

stairs, walking to the printer or to talk to a colleague rather than calling or emailing
them. And how about taking a “Wiggle Break” (I’ll be talking about this in another

blog post – watch this space!) Walking to the shop in your lunchbreak, rather than

taking the car, keeping just a small glass of water in your desk – it needs regular

EXPERTISE
To Sit or Stand…IS that the question?



top ups, and keeping you hydrated is good news for body and there are the resulting walks to the bathroom too!

• Does a standing desk help?

Sit-stand workstations do have a positive impact on reducing musculoskeletal discomfort and improving health.
HOWEVER

• These positive impacts are NOT greater than introducing other methods that promote large body movement, such as those above.

• Our bodies like a mixture of activity, so prolonged standing (more than 15% of the workday) especially if you are not used to it, can
actually be detrimental too – leading to musculoskeletal fatigue, discomfort, joint damage, low back pain, pain in the feet, hips , legs

and low back, hypertension, muscle acidification, and more.

If you do want to build standing into your day, identify tasks that you find suit you to do while standing. People often finding standing
during phone calls is helpful from a psychological perspective as well as physical one. You may find that tasks like reading, researching or

planning are easier than those involving data entry. Everyone is different, so experiment and see what works for you.



So the short answer?

It is regular movement rather than standing that is the real key to improving your health at work – and you don’t need a standing desk to

do that. A combination approach of sitting, standing, and moving is GREAT for your wellbeing. And if you work for an organisation that is

willing to provide a standing desk as an option, they are hopefully also more open to a range of ways of building movement into your day
too.

A date for your diary…





We are delighted to be hosting a fundraising afternoon tea event in aid of Sobell House. Join us at The Eastgate Hotel (73 High Street,

th
Oxford) on Thursday 11 October at 3.30pm. As well as fizz and afternoon tea we are pleased to welcome along Dr Sabine Donnai, a world
authority and leading thinker in proactive health management, who will be giving a talk on what we can do now to reduce our risk of
ALZHEIMER’S in the future?




Tickets cost just £16.50 for this great cause and great opportunity to network. Book your place by following this link:


https://sobelltea.eventbrite.co.uk






















Credit: Vine House Studios




Dr Sabine Donnai

The Last Word


Cathy Dunbabin & Sonia Kearns launched Opendoorz a professional business network for either established businesses owners, partners

and directors in January 2011, a few years later ConnectingDoorz was born as a more supportive, development based networking group

for start-up businesses and solopreneurs. The newest addition to the business is NakedNetworkerz, training workshops that share

techniques and skills to help make networking an effective part of your business.


Cathy Dunbabin

Motor sport fan, adores heels, fizz and things that sparkle. Lover of anything (legal) that makes
your heart race! Fantastic at uncovering synergies, connecting people and teaching others to

become cool, collected and confident with their networking so that it delivers time and time again!


Sonia Kearns
Is famous (amongst friends) for renditions of ‘I Will Survive’ and hosting fantastic parties – you will

dance! Has a canny knack of creating great business opportunities for others. Loves nothing more

than seeing those relationships flourish and enjoying a glass of wine to celebrate!


Both love meeting new professionals and making new connections. Why not get in touch…




Opendoorz – opendoorz.biz
Credit: Vine House Studios

ConnectingDoorz – connectingdoorz.co.uk



NakedNetworkerz – connectingdoorz.co.uk/naked-networkerz
See you next month!