The 35 hour day manifesto

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Have your say on 35hday.com

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“A 35-hour week? No! A 35-hour day is what we need to fit everything in”

2013: paradoxically, the economic environment for small businesses has never been as dynamic or as complex – from changes to regulations on a vir-tually daily basis to international competition and demanding customers.

To make ends meet and secure their margins, SME business owners have to adapt to this infernal pace but the working day isn’t long enough to fit eve-rything in. What they need is a 35-hour day.

The time has come to change the rules of the game.

The 35-hour Day Collective

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Design: Robin Ferrière, Benjamin Hannache, Yann Ruello, Christophe RufinBased on an original idea by Luc BretonesText: “35h Par Jour” Collective and IndexelIllustrations: Grégoire Bonne and Arthur Grosjean

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ContentsIntroduction 7

I’m a small business owner, not a civil service! 9 Sales Director on Monday, CFO on Tuesday, HR Director on Wednesday 11Our customers won’t wait! 11Business owners have high expectations 12

Chapter 1: Selling 13

Fed up with being caught out during meetings? 15Selling means convincing and above all communicating with effective quotes 17If you’re not online, you simply don’t exist 18In practice 20

Chapter 2: Producing 21

Doing more with less is all well and good, but how? 23Abracadabra, a tortoise you shall be 25Managing production, a full-time job 27In practice 30

Chapter 3: Managing 31

Time to stop making do with makeshift solutions! 33DIY at every stage! 34Managing, from figures to letters 34In practice 37

Conclusion 39

Tomorrow starts today 41

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Introduction

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I’m a small business owner, not a civil service!

The thing we all have in common as entrepreneurs is our unfailing energy and drive, as well as our dream that our great idea is going to be a big hit with consumers.

And you really need that energy and drive for your dream to become a reality… in fact you need it just to get through your first year!

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Sales Director on Monday, CFO on Tuesday, HR Direc-tor on Wednesday…

Potential pitfalls are everywhere. To start up and run a business, you need to devote a lot of time to it and have skills in all areas, even when they may seem a long way away from your core business!

People often talk about the competitiveness of small businesses, a fer-tile economic breeding ground and the pride of France. But in reality, what resources are actually available for us to be more competitive? What solutions are there to help us with our day-to-day needs? Can we automate part of the management of our business? Can we get help without driving up our costs too much? Are there any solutions that are really well thought out and adap-ted for the day-to-day demands of business owners?

Our customers won’t wait!

To compound things, the internet has been a real game changer. Cus-tomers consume differently from before. Whether they want to buy a product or service, they systematically compare prices and check opinions posted on social networks or forums. Tomorrow, if a business has no online presence, it will cease to exist.

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Business owners have high expectations

Each project is unique and so is every need. However, the solutions avai-lable to small businesses are often inappropriate, because they are not specific enough or because they are designed exclusively for large organizations.

Ultimately, automating functions within a business, from marketing to communications, legal or financial management, requires major investments, with returns that are none too apparent. Productivity, collaboration, mobility, financial management, sales administration or customer relations…there is no shortage of areas to be covered!

Chapter 1

SELLING

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Fed up with being caught out during meetings?

Identify, qualify, call, get rejected, try again, never lose faith…Prospecting is like taking on an assault course. Nevertheless, everything be-gins with a meeting. It’s difficult to improvise when you need to convince the customer that you’re the right choice.

Stressful for some, a fulfilling experience for others, when you actually meet THE CUSTOMER you have been courting for weeks or even months, this is always a strategic moment. Especially in the current economic climate. Missing out on a sale is not an option. Even less so if you are caught out by their very first question. Of course, you can always hide behind smart talking, pulling the wool over your prospective-future customer’s eyes without them noticing. Then the trouble really starts once your meeting ends. Illustration.

- “Your product catalogue is good. Could you send me a copy by email so I can show it to my colleague in the UK?”

- “Of course! I’ll send it on as soon as I get back to the office, no problem.”

Back at the office, you end up tearing your hair out trying to send this blasted catalogue, which is 120 MB and too big to be sent by email.

Imagine if you’d been able to send it during the meeting “in just a click”! And why not? Various solutions are available and within reach. Simply select, drag and drop and, hey presto, the file is just a click away. Secure sharing on the move…what a great idea!

On top of that, these solutions can be used directly on smartphones. They’re a good way of improving efficiency, enabling you to consult all your work files from your mobile without having to get back to the office.

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Selling means convincing and above all communica-ting with effective quotes

In many cases, a catalogue is not the end of the story; that would be too easy. When asking about the cost of a service, haven’t we all heard ourselves saying: “I can send your quote within a week, would that work for you?” And yet, this is the time when the customer is “nicely warmed up” and you have the best chance of cutting the deal.

Why waste valuable time putting the quote together and risk the customer changing their mind? When you could do it in just a few clicks, make your pitch, show efficiency and wrap up the sale? Sales-support tools are systemati-cally used in large organizations. Up until now, they were too expensive or not suitable for small businesses. But recently, a new generation of “on demand” solutions have transformed the landscape.

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If you’re not online, you simply don’t exist

Another tricky issue: your online presence. We all dread hearing:

- “Before our meeting, I went on your website but I don’t think it’s up to date?”

Or worse, are you one of the businesses that doesn’t yet have a website?You are not alone. Some 49% of very small, small and mid-size businesses in France do not have internet sites. But at a time when most consumers head online to look up information before buying in-store, ensuring that your bu-siness has a dedicated web address in the company’s name is just as important as protecting your brand.

A website is a very powerful communications tool that enables you to highlight your know-how and build a professional image with a very wide audience.

Previously of course, it wasn’t easy to set up a site without breaking the bank and the results were often disappointing. You needed to call on an ex-pert or train yourself up on content updates, referencing, traffic analysis, etc.

But now at last, the situation has changed! Everything is in place for a small business to be self-sufficient: you can write content as easily as in Word, publish photos and videos in one click, ensure your visibility on social networks…

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“I wanted to launch my trading website all by myself. In the end, I needed to mas-ter Illustrator, Photoshop, Prestashop, Wordpress and Google Analytics Is there a simpler way?”

Marie Jeandel, merchant, creator of the Mademoiselle Bulle store and site

“If I can give my customer an instant budget estimate, I know I’ll be able to score points against my competitors.”

Cyrille Zeller, founder and co-manager of ParisPeniches.fr

Simple andpowerful tools

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In practice:

1 - Set up a document sharing space

Your key documents (catalogues, high-definition product visuals, quotes, standard contracts, etc.) can be accessed by your customers on high-perfor-mance servers and can be password-protected.

2 - Use a quoting software product that can be accessed online

Your quotes can be created instantly during meetings thanks to an online so-lution, and can be accessed when you are on the move from a smartphone or tablet. You will never have been as quick to respond to your customers.

3 - Create a website and make it visible

Your company’s key information (products, services, contact details) is rapidly accessible and ensures that you have a professional image.

Chapter 2Producing

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Doing more with less is all well and good, but how?

Whatever your talents as a negotiator, once an order form has been signed, it is always a victory. Some get out the champagne, but the bulk of the work still needs to be done: producing the best product on time…without losing your margin. There’s no magic involved.

We all look forward to the moment when the customer calls to say they want to work with us.But, whether it’s a personal victory or team effort, winning a project is not enough; you need to be quick putting the means to ensure it succeeds in place.

Our best weapon? Our know-how. Our pet hate? Planning. However, it makes no sense to run ahead if you don’t have good methods and tools in place. Time is money!

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Abracadabra, a tortoise you shall be

Who does what? How long will it take? These questions determine the pro-ject’s effective management. The team’s cohesion and collaboration becomes our salvation. If a single link fails, the entire chain freezes. Organizing their team’s work and giving them the tools needed to succeed is the role of all business leaders. A role that is not always easy to actually accomplish.

- “Bertrand is away on holiday; he sent me an email without the attachment; I’m stuck.”

Inside, you are thinking: “Thanks Bertrand, you’ve really left us in the sh**.” You’re not a magician, so the project will inevitably fall behind sche-dule. Not that you’re not tempted to interrupt Bertrand’s holidays and get him to resend this blasted attachment!

Patience is a virtue that you need to develop in order to avoid developing ulcers. Could you have avoided this situation? Without a doubt. The dream solution? Being able to access the files that Bertrand was supposed to send, whether he is around or not.

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Managing production, a full-time job

Do you find yourself praying that natural disasters, strikes and occupatio-nal accidents will only happen to others? This is perfectly normal: losing mo-ney on a project due to such an event is a luxury none of us can afford. Could any of us accept such unforeseen circumstances philosophically knowing that every day you fall behind schedule means a financial penalty?

In a small team, every member has their value and you’re deluding yourself if you think “nobody is irreplaceable”! When a project is launched, there is no replacing anybody. End of story. You need modern solutions to work in these cases. This is where teleworking comes into play. But first of all the com-pany’s tools must be able to be accessed remotely!

We all need computers to be able to work. But do we really need to become IT engineers? From software upgrades to troubleshooting and installing an antivirus program, you would gladly stop wearing this particular cap, which you’ve not been trained for and causes you to waste valuable time. But this is impossible, unless you eat into your margins. When will we have genuine plug & play software that doesn’t need upgrading? Troubleshooting on demand? Interfaces without the need for specific training? Did you know you can get IT emergency breakdown services?

Today, you can have your own personal IT engineer, devoted and attentive, always available, without having to take them on full-time.

From managing employees to motivating them, answering their questions and offering increasingly relevant tools, can being an SME business owner be summed up as constantly doing more? How do start-ups, fast-growth bu-sinesses and large firms handle this?

Size doesn’t matter. You can be more productive with a small team, provi-ded that you are well equipped. This enables you to spend more time on your business and customers, and less time on IT.

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“I’m sure there are tools available that enable projects to be managed from A to Z thanks to lists of tasks, streams of comments, file storage space etc.but you need a PhD in astrophysics to understand them. It’s infuriating.”

Thomas Maître, founder of the consultancy Sohocial

“To manage my PCs, I have always been able to cope by training myself. But that is not always enough. IT is as unpredictable as ever. Fortunately, I know a systems engineer! I call him “my doctor” because he intervenes if I have an emergency or my skills are nowhere near adequate.”

Gautier Girard, head of the marketing agency Edissio and founder of the information portal Gautier-Girard.com

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In practice:

1 - Opt for an outsourced IT support service

If the slightest issue arises, you can call on an expert who resolves the situation for you either remotely or by travelling to your place of work. You will no lon-ger need to disturb the team’s “Mr Fixit”, who may not always have the skills required.

2 - Manage your projects using collaborative tools

With a platform, it is easier to monitor your planning and scheduling: track progress made with your projects at a glance and share your key documents easily.

3 - Make online training available to your team

Online tools offer an interactive training experience on hundreds of topics, including marketing, law and software use. In this way, your teams can benefit from training all year round, at the times that suit them best.

Chapter 3

Managing

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Time to stop making do with makeshift solutions!

From managing the business’ financial data to investments, not to mention all the paperwork involved with expenses, holidays, and training... Mayday, mayday!Who’s piloting this plane?Me, you, us. Basically, the small business owner.

The key to survival for any business is good financial health. In terms of accounting, your balance sheet provides proof that everything is going well. Losing this document is not an option. And it’s not the only one that is worth its weight in gold. Supplier liabilities or even trade receivables need to be kept safe and sound. Not only do they legally prove that everything is in order, but they are also the basis for all the reporting charts you will need to produce. Without figures to extract, sort and present, it is difficult to keep track of our business, maintain focus and report to potential investors.

And you can’t just take decisions blindly. Any business owner, whatever the size, needs to be able to count on figures, indicators, key data, etc.

Basically, concrete facts and figures. And the more the business develops, the more paperwork there is to manage. Being able to store, protect and suc-cessfully retrieve a growing volume of data is a daily challenge. Deep down, you know full well that the cupboard at the back of your office, even if it is locked, does not offer enough protection. But due to lack of time and a lack of knowledge of alternative solutions, you make do with what you’ve got…What if you had a secure online storage solution? What if it could be accessed from anywhere, independently of the computer or smartphone on which you’ve stored your emails, photos or files?

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DIY at every stage!

You often end up having to make do and improvise for administrative management as well. Expenses for your various team members, supplier invoices, holiday requests…if you are very organized, you can do a little bit each day.

However, in many cases, these are the tasks that we put off doing and you end up spending your evenings or weekends working on them! Reimbursing expenses, paying bills, handling disputes with social security.The subjects may vary, but the time wasted increases inexorably. As long as these tasks are handled on a make-do basis, they will continue to eat up your time. And yet, they are common to all businesses.

Managing, from figures to letters

Is managing the life of your business like an infernal spiral? Not entirely, but this is not so far from the truth. The critical point has to be dealing with disputes and all types of legal aspects. How can you challenge a contractual clause that seems unfair? How can you protect your intellectual property?

Large businesses benefit from changes to the tax system.How can a parti-cular new standard be applied in their specific case? How exactly is contract termination handled under employment law? etc. The law is an everyday concern, and it can quickly become your worst enemy, especially when legal jargon comes into the mix. You may well research opinions from your peers or online, but you will never get an answer that is as reliable as that from a properly qualified person.

When will we have a pay-as-you-go hotline service for urgent legal advice? Some insurance policies include an option for legal advice, but as they involve making a financial commitment over a whole year; is the investment really worth it?

Are there not more flexible and better quality alternatives available?

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“Contracts, regulations, employment law, intellectual property…I would really love to see an end to the equation “law = problem”. I didn’t choose to set up my own business to waste my time with these issues.”

Laurence Chené, graphic designercolophons.wordpress.com

“Good financial management for my business is non-negotiable. So, why do we have to improvise and make do? There is a real need here.”

Florence Chocque, founder and manager of the Cooking Sud culinary workshops

“Issuing quotes quickly, being able to modify them, archive them, ensure that the quotes signed match the invoices being issued, track payments and issue reminders to late payers… In all too many cases, the day-to-day for business owners is like a solo sailing race without any stopovers or assistance.”

Sophie Bruand, founder of Quip Marketing

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In practice:

1 - Opt for outsourced legal advice

Call on an expert to check contracts with your customers and suppliers, em-ployment law, etc. Several options are available, from one-off assistance to monthly packages.

2 - Automate cash flow monitoring

Set up a tool so you can automatically monitor supplier and customer pay-ments: remember to issue reminders and reduce the amounts you are owed.

3 - Use a paper-free document solution

Store your documents – supplier quotes, accounting and administrative items, etc. – in an online space that can be accessed when on the move. A search en-gine will enable you to rapidly find the information you need, as scanned paper documents can be analyzed and indexed.

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Conclusion

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Tomorrow starts today

Small businesses are like the economic lungs of France.

However, business owners face a major challenge: acting as sales advisor, accountant, manager, IT director, HR and legal officer, all in just 24 hours. This is simply impossible without changing how they work.

The good news is that new ways of collaborating and organizing work are now available.

Yes, it is possible - and indeed necessary - to find ano-ther way of working!

Now’s the time to ensure you take the right train. Join the business owners who, like you, are looking for efficient and effective solutions!

Take up the challenge on 35hday.com or Twitter: #35hourday

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The 35-hour Day Collective:

Orange Business ServicesArkadin

Agence Web Arval Cegid

DoubleTrade EBP

goFLUENT Google Adwords Keley ConsultingLe Public Système

Microsoft Nordnet

salesforce.com Startup Weekend

SugarSync talkSpirit

Transition Numérique PlusViadeo

Vodeclic Wedia

Xamance

“The 35-hour Day” from the “35h Par Jour” Collective is being distributed under the terms of the Creative Commons Attribution license.

Version: NoDerivs 3.0 Unported (CC BY-ND 3.0)

5 good reasonsnot to read this manifesto:

A collective of innovative firms has contributed towards this manifesto, guided by a common goal: enabling SME business owners to become more competitive thanks to new digital resources.

Orange Business Services and Pro Cloud partners: Arkadin - Agence Web - ArvalCegid - DoubleTrade - EBP - goFLUENT - Google Adwords - Keley Consulting - Le PublicSystème - Microsoft - Nordnet - salesforce.com - Startup Weekend - SugarSync - talkSpiritTransition Numérique Plus - Viadeo - Vodeclic - Wedia - Xamance

Take on the challenge at :

35hday.com

1 - Not enough time, too much work2 - A 35-hour day is impossible3 - You need to suffer to succeed4 - Change freaks you out5 - You’re leaving France anyway

Date post:	12-May-2015
Category:	Business
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