ROANOKE TIMES
Copyright (c) 1995, Roanoke Times
DATE: Sunday, December 31, 1995 TAG: 9601020175
SECTION: BUSINESS PAGE: D-2 EDITION: METRO
COLUMN: Working it Out
SOURCE: CAMILLE WRIGHT MILLER
Q: Before opening my new business, how do I find the best location? I don't have lots of money to spend.
A: R. Lee Mastin, a broker with MKB Realtors in Roanoke, recommends first considering the needs of your specific type of business. "The needed traffic flow and how much you're willing to pay" should drive decisions, he says.
"Retail businesses don't want to be off the beaten path," because potential customers are unaware of your existence. On the other hand, Mastin says, "if you're a catalog company, you want to be off the beaten path" to take advantage of renting cheaper space.
Cost variation has to do with customer type, complementary businesses and the tenor of the surrounding neighborhood. Because your decision has an impact on business survival, seek advice from experts in the field.
Mastin recommends seeking help from chambers of commerce and a commercial realty broker. They have the statistics for your particular type of business.
Changes in real estate practices, Mastin notes, work to your advantage because "you can now have a representation for you, the purchaser or lessee, by a broker" who is working on your behalf. Previously, real estate brokers represented only the seller or owner of property, and in many markets that's still the norm.
Payment for this service, Mastin notes, "normally comes from the seller in an agreement that states the seller pays the broker even though he or she represents the buyer." However, "in the event that's not the case, payment then becomes the obligation of the buyer or lessee."
To find a broker, Mastin suggests "asking for references from other businesses who have moved. Also, look for a firm that does sufficient advertising to give you confidence they're leaders in the market. Still, word of mouth is the best reference."
Locating a business should be a time-and-thought-consuming process because so much rides on a correct decision.
Q: My secretary has scheduled a three-week medical leave. Her organizing system makes no sense to me - I couldn't find anything last time she was gone. I can't prohibit medical leaves and vacation, but I need to be able to get my work done in her absence.
A: Review your calendar for the three weeks your secretary will be gone and for the week of her return. List meetings and projects scheduled during the four-week period. Include the fourth week because she'll have a backlog of work and might not feel 100 percent energetic when she returns.
From your list, identify all possible files and correspondence necessary to your work. Have your secretary pull those files and organize them in a way that works for you (alphabetically, chronologically, etc.). Be specific in your requests.
Then ask for an overview of her filing system. And ask if she'll take phone calls when you're unable to locate a particular file. Let her know the phone calls will be generously "on the clock."
While she's gone, list problems you encounter. On her return, take the time to have her explain how she normally handles those tasks or how a missing item is filed.
When she returns, give her ample time to develop a cross-referenced index of files and a guide to handling routine problems. Review these and offer suggestions that, when implemented, will clarify the systems for you.
Q: My job includes attending several meetings each day. When I get back to my office, I have dozens of phone calls to return. Working on projects and returning calls at the same time means nothing gets adequate attention.
A: Trying to do it all - projects, conversations, and telephone calls - simultaneously usually leaves everything poorly done.
At the beginning of each day, review your calendar and block time for returning phone calls. Optimal times usually begin 30 minutes after lunch and 45 minutes before quitting time.
Hold all nonemergency messages for the times blocked. At the appointed hour, make your calls.
Inform your co-workers and secretary each day of your call-back hours. When taking messages, they can tell the caller when you'll be available to return calls and ask if that's convenient. If it isn't, the caller can tell when he or she will be available. Work those messages into your appointment book.
Once you have the system in place, modify it to further meet your business needs. Telephone calls, like every other aspect of the work day, should be managed to maximize success.
LENGTH: Medium: 81 linesby CNB