Small Business Support

Small Business Support

Recommendation

I have worked with Karen weekly for three months from January until April. After a period of considerable change both professionally and personally, Karen supported me and my business in a number of different ways. Her work has been invaluable: she has saved me a considerable amount of time and money so that I could focus on growing my business; she has reorganised my home office and my paperwork and set up systems so that it stays efficient; she has used her knowledge and expertise of the legal and commercial frameworks to enable my business to be fully compliant and she has provided me with sound advice related to a wide range of activities related to business and legal matters. Most of all, she has always been highly professional with a human touch, she is very efficient yet has a great sense of humour. I would happily work with her again and I highly recommend her to all other business owners too.

Jason Cooke 

The Merry Men

 

Duties undertaken – P.A. & remote support

Duration: ½ a day for 3 months

This Client owns a national commercial company which is expanding annually. Support here was for logistical support for the home office, personal support with written communication and remote business support.

Executive support remotely for your business:

  • Organisation of Companies House paperwork. This included assessing all documentation that was in place, creating missing documentation and updating where needed to meet legal requirements.
  • Website review of strengths and areas to develop to strengthen presence against competitors.
  • Creation of Privacy and Cookies policies for the website.
  • Social media bank of photographs and graphics to reflect the business created.
  • LinkedIn profile update
  • Background research into a national company entering a tender process

 

Executive support remotely for wider life:

  • Statement of case letter that successfully concluded a legal dispute in the Courts.
  • Completion of various personal electronic forms.
  • Grant research and application.
  • Letter written to utilities supplier.

 

Logistical support at your home:

  • After recently moving, home office paperwork, draws and cupboards needed organising and a manageable system creating to suit the client needs and own future management of it. For instance – creating a client database and setting up business folders such as a workable monthly expenditure and income.

 

 

Business Support for a Marketing Company

Duration: ½ a day support every two weeks.

This Client owns a successful marketing company which they run. Due to the continual growth of clients they are now supporting, I attend their business premises and support with the operation functions as delegated.

Duties undertaken

  • QuickBooks – Income Invoices & overdue payments
  • Research – various topics
  • Debt Recovery research and procedures
  • Late payment notification letters
  • Systematic organisation and filing of office paperwork
  • Strategic Contribution within a monthly team meeting
  • Best value quotes – example for the disposal of confidential papers
  • Monthly business analysis summary
  • Website & competitor analysis
  • Invoice overview proforma
  • Trello
  • Creating a database of contacts for a clients on excel to extend their reach of connections on Social media.

 

 

Business Support for a Car Body Paint Repair Comany

Duration: ½ a day support weekly.

This is a fantastic example where the owner wants to concentrate on the practical side of the business and outsource the activities which take up valuable time and they don’t particularly enjoy doing. I work here every week at their premises.

Duties undertaken

  • Financial work on Xero for income and expenditure
  • Systematic filing of hard copies
  • Supplier end of month statement and invoice work
  • Weekly reconciliation.

 

 

Example – Creation of information sheets to support clients:

 

Running a Limited Company. Essential Facts and things that need to be in place and what you must do.

Having a limited company means:

  • it is legally separate from the people who run it
  • has separate finances form your personal ones
  • you can keep any profits your company makes after paying tax.

Incorporation – this is the term used when you set up the private limited company with Companies House. The company should have the following in place and registered with Companies House:

  1. company name
  2. correct address for the company
  3. director
  4. details of the companies shares – you need at least one shareholder
  5. when you register a company you need to provide information about the shares which is known as a ‘statement of capital’
  6. all shareholders names and addresses should be given. Shareholders are technically known as ‘members
  7. if you have shareholders other than yourself you also must then have ‘prescribed particulars’
  8. SIC code is in place. This means Standard Industrial Classification This identifies what your company does
  9. Memorandum of association
  10. Articles of association
  11. PSC which is details of People with Significant Control
  12. As the company director you are legally responsible to ensure the company accounts and reports are properly prepared
  13. You should be registered for Corporation tax and PAYE as an employee at the same time as registering with company’s house within three months. You may get a penalty fee if this is not done within this period.
Point 4 simply explained:
  • Most limited companies are limited by shares. This means they are owned by the shareholder. If you are the only share holder you own 100% of the company.
  • Shareholders need to pay for their shares in full if the company has to shut down.
  • A share can be as little as £1 to limit the shareholders’ liability.
Point 5 simply explained:
  • The statement of capital needs to include the number of shares of each type the company has and their total value. This is known as the company’s ‘share capital.’
Point 7 simply explained:
  • If for example Ben bought 500 shares at £1 each his share capital would be £500.
  • Companies house will need to know the type of share known as the class given each shareholder.
  • Companies house will also need to know.
    • what share of the dividends they get
    • if they can redeem or exchange their share for money
    • if they can vote on company matters and if so how many votes they get.
Point 9 simply explained:
  • When you register your company you need a Memorandum of Association. This is a legal statement signed by all shareholders agreeing to form the company.
  • Even if your company is dormant (99999) or non-trading (74990) you still need to provide the appropriate SIC code.
Point 10 simply explained:
  • All limited companies must have Articles of Association.
  • These set the rules company officers must follow when running their companies.
  • There are 3 limited company types and the Articles of Association should reflect the one the company falls into:
    • Private company limited by shares
    • Private company limited by guarantee
    • Public companies.
Point 11 simply explained:
  • A person with significant control (PSC) is someone who owns or controls the company. They are sometimes also known as the beneficial owners.
  • Company’s House must be told who they are.
  • You must record the details on your company’s PSC register and send them the information.

 

Warning: If you don’t follow the rules on this  you could face a fine and possible prosecution!

Addressing Temporary Staffing Gaps During Recruitment Or Illness

Addressing Temporary Staffing Gaps During Recruitment Or Illness

Recommendation

‘Karen has been working at Loates HR Consultancy providing project management expertise for our office warming and 8th birthday celebration event. Karen is supremely organised, unflappable and a pleasure to work with. She has bags of initiative and has made some really useful suggestions and contributions. She is professional and friendly and has been a valued member of the team supporting us through a busier than usual period. I would highly recommend Karen and her services to any business owners or businesses. She is a real asset. Thank you Karen!’

Sarah Loates

Loates HR Consulting & Loates HR Consultancy

Darley Abbey, Derbyshire

 

Duties undertaken whilst working there – P.A. and general administrative support

  • Creation of a timeline and features for consideration for the official opening and celebration event.
  • Working on tasks from the timeline for the official opening and celebration event.
  • Minute taking at a grievance appeal meeting
  • Knowledge share of HR support in schools, packages and key differences between Community schools and MATs.
  • Provide sample interview questions and tasks for the clerical post advertised.
  • Printing and collation of interview panel packs.
  • Printing and collation of professional development training packs for delegates.
  • Organisation of the data protection secure cupboard.
  • Refreshing and organising sets of training resources to a much higher quality and professional standard.
  • Organisation of training reference folders and activity card materials into a logical quick reference system.
  • General admin activities.
  • Final preparations and support throughout the official opening and celebrations.

 

Dates and duration to suit the clients’ needs

Support for this client varied from half to full day support throughout August and September.

Recruitment

Recruitment

Recommendation

I asked Karen to completely run a recruitment project for my business as I was too busy. I am so impressed with her organisational skills, efficiency and total professionalism throughout. She has done everything, kept me informed all the way and has saved me time and money plus I got the ideal candidate. Highly recommend her services.

Justina Nurse

 

I just want to thank Karen so much for helping me get my business back on track and for getting to the bottom of what I needed to help my business move forward. She had the amazing ability to help and advise me in the most positive, warm and supportive manner.

Rebecca Hart

 

Background

As a Head Teacher I led and conducted the recruitment process with staff at all levels throughout the organisation.

Busy Lives! can be responsible for the publicity and administrative work concerning recruitment of staff. This includes:

  • Management of the sequence of dates for the advert, closing date, shortlisting and interview with the placement of adverts.
  • managing application requests and responses.
  • organising interview panels and hospitality.
  • redrafting interview and reference letters.
  • Preparation of interview timings, questions and tasks.
  • arrangement of suitable rooms for tasks and the interview.
  • collation of application packs for the interview panel and chasing references as necessary.

For business, it may be just one aspect of recruitment or implementing the whole process for / alongside clients. The businesses within this case study demonstrate just this.

The table below gives you a rough indication of the time involved:

A ½ day Initial recruitment paperwork – Job Description, Job Specification & adverts placed
B 1 day* (up to) Dealing with enquiries, sending packs out & tracking interest (*4 mins per pack!)
C ½ day Writing & sending shortlisting associated letters – invites to interview or not & sending for references
D 2 – 3 hours Writing & compiling sets of questions & tasks for the applicants. Sending to the client for approval. Printing packs off in advance of the day.
E 1 day Attending and supporting the interview day as part of the panel.

Stuart Mobility – Burton Upon Trent, Derbyshire

  • Recruitment associated paperwork specific to the needs of the client and new post researched, composed and written.
  • Adverts placed on agreed sites.
  • Dealing, following through, sending information packs & tracking enquiries.
  • Production of a shortlisting pack for the client.
  • Being part of the shortlisting panel.
  • Following through with letters inviting or not to interview & sending for references.
  • Writing & compiling interview day sets for the panel & applicants of questions and tasks.
  • Attending and supporting the interview day as part of the panel.

Related Paperwork:

Advert          Job Description          Job Specification          Tracking database for analysis

Application Form          Welcome Enquiry Pack           Interview related letters

Reference Requests          Timings for the Interview Day           Panel Question Sheets

Interview Initiative Task          Interview Letter Writing Task

Dance Equation – West Bridgford, Nottingham

  • Email shortlisted applicants providing details of the audition.
  • Check and confirm that all applicants are able to attend interview.
  • Update risk assessment & add safeguarding requirements.
  • Create the following forms (& masters) for the process: Excel spreadsheet & database / Audition registration form / GRDP including photograph consent for marketing form / Panel notes / Interview question sheet / Outline of timings / Things to remember.
  • Assist with audition day, note take and conduct the formal interviews on behalf of the client advising where needed in the decision-making process.
  • Email final applicants who were & weren’t successful on this occasion.
  • Seek references for confirmed applicants.
  • Input information on applicants onto client excel database.

 

Loates HR – Darley Abbey, Derbyshire

  • Provide sample interview questions and tasks for the clerical post advertised.

 

Creationz Marketing – Beeston, Nottingham

  • Shortlisting application letters and C.V.’s for a Marketing post vacancy.

 

Business Research  &  Marketing Strategy

Business Research & Marketing Strategy

Recommendation

‘I asked Karen at Busy Lives to complete a project for me that involved doing the research for and contacting prospective new clients. Karen is diligent, professional and reliable. She is eager to get the best outcome and worked exactly to the brief we agreed. I’ve been really pleased with the results of Karen’s work. Highly recommended.’

Claudine Jackson

Trent Wills & Estates

West Bridgford, Nottingham

Goal

To have 10 new businesses on board by the end of the year which agree to facilitate Trent Wills & Estates visiting three times a year to provide:

  • a ten-minute drop-in clinic for employees.
  • lunchtime talk / talk at a convenient time that suits the business.

The Employer would need to provide a suitable room for both of these to take place.

Benefits to the Employer

  • There would be no charge to the employer for this service.
  • Would be an excellent opportunity for the employer to demonstrate they care about their employees.
  • Their staff will receive access to free information and advice regarding wills.
  • Motivate staff to have a will written and in place for their families and themselves as opposed to something they will get around to in the future.

 

Busy Lives! Strategy: Target Market

Task 1

  • Target 60 businesses
  • Businesses with 100+ employees.
  • Location to be within a 25-mile radius of West Bridgford.
  • Businesses initially with the Investors in People or equivalent awards primarily (demonstrate they care)
  • Record and track companies explored and viability within excel.

Task 2

  • Research through Company websites / LinkedIn of what is already in place / can be built upon as a further benefit.
  • Find individual within HR departments / Named member of staff with responsibility for their health and Wellbeing.
  • Summarise what well-being is already in place and if a Will and Estate service is already in place.

Experimental Marketing / Randomised Controlled Trail

Task 3

  • x60 businesses to be divided into two groups – x30 cold calling / x30 postal communication
  • x30 cold calling to be sub-divided further into two groups – x15 call from female / x15 call from male
  • x30 postal communication to be sub-divided further into two groups – x15 electronic letter with flyer / x15 had written letter with flyer
  • Uptake to be recorded on excel

Task 4

  • Appointment dates booked into diary
  • Impact summary on most effective marketing method
  • Review of work undertaken

 

Project Fixed Duration and Fees

  • Three days’ work agreed on this.
  • Agreed fee as reflected in the Freelance contract for Busy Lives!
  • Headed paper, envelopes and x30 first class stamps to be provided by Client to Busy Lives!

 

Possible future work

  • Option of spotlight interview to be used on social media in the future.
  • Additional work as requested by Client.

 

Large Scale Project Management

Large Scale Project Management

Recommendation 

 I have known Karen Hannon professionally and personally for over twenty years. In this time Karen established an excellent professional reputation in the world of Primary education, not least for her ability to thrive in the most challenging circumstances. Karen’s time management and organisational skills are outstanding and her attention to detail is exceptional. Integrity, honesty and professionalism are key values that Karen will bring to any organisation as well as being very loyal and hardworking. For all the reasons mentioned above I employed Karen to Project Manage a high-profile building transformation at this time, confident in the knowledge that this Project will arrive on time, on budget and completed to a high standard. I can recommend Karen Hannon to your organisation unreservedly. 

Dom Magner, Headteacher The Milford Academy, Clifton, Nottingham 

Site Plan 

Samples of reporting to the Governors

End of month update for governors: February 2019

  • Legal agreements such as Terms and Conditions and GDPR have been read and signed by both parties.
  • Meetings have taken place with the key stakeholders who will be regularly using the annex once completed. Their views have been taken into consideration for moving forward with the final plan.
  • The building layout has been mapped out with asset numbers assigned.
  • A detailed audit of the current condition of all rooms and spaces has been conducted and recorded.
  • A meeting with the head teacher has taken place to explain all proposed changes before moving forward.
  • As instructed City Schools IT will be upgrading the IT infrastructure throughout the building and supplying the equipment related to this. Two meetings have occurred, and we are now waiting for their quote and date to commence works.
  • Meeting with both the Facilities manager and Builder to go through all changes and work required. Each one has been given a job sheet with details for each room.

Building Overview with asset numbers assigned

Proposed Key Changes of use of existing space summary:

Asset No. Description Upgraded Use to be fit for purpose
7 Kitchen Relocation of washing machine and dryer.
11 Baby Changing Facilities Storage Area for M.O.O.S.E.
12 Milk Preparation Area Storage Area for M.O.O.S.E. Sink to be retained.
10 & 13 Activity rooms Dividing wall to be knocked through for continuous space.
15 Milk Preparation Area Transformed to a disabled toilet.
16 Toilet New entrance doorway into 13
17 Baby Changing Facilities Room to be gutted, exit to 13 boarded off. Storage for music guitars, djembe drums & percussion instruments.
18 Laundry Room to be gutted. Two adult toilets to be installed.
20 Corridor Corridor to be extended with an additional door fitted.
22 Art / Small Group / Breakout Room Sink area to be relocated. 3 children’s toilets to be fitted with access for children working in 22 and 22.
23 EYFS Toilets Doorway to 24 blocked off. Relocation of toilets and sinks.
24 Conference Room New kitchen area, doors, windows & partition door fitted.
26 Store Security to door strengthened to become a secure store.

End of month update for governors: March 2019

  • The dividing wall between asset 10 and 13 for the after school base M.O.O.S.E. has now been knocked through. This is a much better use of space providing a continuous flow. Credit here needs to go to March update for this idea.
  • Other major building works completed during March:
    • Gutting asset rooms 11, 12, 15 and 16 which were previously baby changing and milk preparation facilities.
    • Boarding the two window hatches from asset 11 and 12.
    • Creation of a new doorway to access the toilet from asset 13 directly.
    • Existing doorways removed between asset numbers – 13/14, 13/17, 15/21.
    • Relocation and new piping for the radiators in asset 13 and 27.
    • Fibre cabling with a new hub, phone data points has now been installed throughout the annex
  • The builder who is doing a good job working on all the building alterations has now confirmed it is possible to have the two adult toilets in asset 18 which was originally the laundry. This further enhances the conference suite facilities for hire.
  • Tendering of three quotes to demonstrate best value for lighting, blinds, vinyl, carpet and windows have been conducted. Quotes ready for head teacher and governor final approval.
  • The lighting survey found there are improvements from upgrading which could save the school considerable costs in the future – two examples of this are: replacing all lighting from 60w with LED15w; and altering the site emergency lighting to reflect what is actually needed. Some parts of the annex such as the laundry have three emergency lights where only one is required.
  • Creation of a cleaner’s store has now been planned in for once the nursery toilets have been relocated in asset 22. This will make better use of this dead space and mean the cleaning team won’t have to be taking their equipment between the buildings.

Key Changes of use of existing space summary:

Asset No. Description Upgraded Use to be fit for purpose
7 Kitchen Relocation of washing machine and dryer.
11 Baby Changing Facilities Storage Area for M.O.O.S.E.
12 Milk Preparation Area Storage Area for M.O.O.S.E. Sink to be retained.
10 & 13 Activity rooms Dividing wall to be knocked through for continuous space.
15 Milk Preparation Area Transformed to a disabled toilet.
16 Toilet New entrance doorway into 13
17 Baby Changing Facilities Room to be gutted, exit to 13 boarded off. Storage for music guitars, djembe drums & percussion instruments.
18 Laundry Room to be gutted. Two adult toilets to be installed.
20 Corridor Corridor to be extended with an additional door fitted.
22 Art / Small Group / Breakout Room Sink area to be relocated. 3 children’s toilets to be fitted with access for children working in 22 and 23.
23 EYFS Toilets Doorway to 24 blocked off. Relocation of toilets and sinks. Creation of a cleaner’s store for equipment.
24 Conference Room New kitchen area, doors, windows & partition door fitted.
26 Store Security to door strengthened to become a secure store.

End of month update for governors: April 2019

  • Meeting with head teacher to determine successful tenders from the quotes submitted. A full set of all quotes has been given to the Business manager for auditing purposes to demonstrate best value.
  • The builder continues to be given updated instructions as he progresses on the project detailing with what is needed.
  • Orders for: Conference room window and sliding doors; blinds; lighting; carpets and vinyl are now complete.
  • A Skip hired was hired with the waste building materials removed from site during the Easter vacation.
  • Nursery toilets and cubicles removed
  • Kitchen upgrade of new surfaces and appliances have been ordered for asset 7
  • New instant hot water boiler and fitted kitchen to replace the old nursery level one in the conference room asset 24 ordered.

Rationale for successful tenders

  • Windows – ABC quote was the mid of the three submitted. Strong reputation for good quality and aftercare sales. DEF although the cheapest had mixed reviews of quality. GHI windows quote was significantly higher.
  • Blinds – JKL Blinds were the most competitive of the three companies sourced. This company installed blinds at Ambleside in 2006, which when I left in 2018 still looked brand new in excellent condition. Other companies who submitted quotes were the MNO Limited and OPQ Blinds.
  • Carpet & Vinyl – RST Carpets and UVW Carpets were highly competitive against each other. XYZ carpets were extremely cheap in comparison to the other two but didn’t present themselves as professional with both the measuring process and conduct over the phone. Final decision has gone with UVW Carpets as they were the mid-priced quote and therefore the best value for money for the Academy.
  • Lighting – ABC were the school preferred supplier for all electrics. As part of ensuring the annex is futureproofed and can save money where possible in the long term. DEF were invited on site to perform a survey of the current lighting in place. Their findings demonstrated significant savings could be made by switching to LED lighting which would amount to £8,412.00 over a five-year period. The decision was made to use Energy save for the lighting replacement and continue to use ABC for all other electrical works in the refurbishment.
  • Toilets – Tender site visits have and are still taking place.
  • Safety Shutters – Waiting for quotes back on these.

Summary

Apart from the three unisex toilet cubicles, the major expenditure for the project has now taken place. The next phase consists of shelving in high performance areas such as the M.O.O.S.E. base and Music room, followed finally by decoration and furnishings.

Item Company  Cost
Windows & Sliding Door A  £   4,177.00
Blinds B  £   1,496.26
Carpets & Vinyl C  £ 10,211.00
Electrical Work D  £   1,837.75
Lighting E  £   9,928.01
Data & Fibre cabling F  £ 10,488.19
IT Hardware G  £ 11,717.50
Water boiler H  £       325.00
Kitchens x2 I £      1942.35

Total spend to date: £ 52,123.06

End of month update for governors: May 2019

  • Order for: the x3 Unisex toilets has gone through the tender process to ensure best value for money before ordering. The wall from the old nursery toilets has been knocked through in preparation to make way for this.
  • Several of the radiators have been relocated. Location of Interactive White Boards, walls knocked through and maximising storage space are reasons for this.
  • Similarly, baby changing facilities, sinks and boilers which are no longer required in Assets 11, 15 and 16 have been removed and the plumbing water pipes correctly sealed off.
  • Many of the minor works required in the different rooms have now been completed to the extent that five pages of building tasks has now been reduced to two. The builder continues to be given updated instructions as he progresses on the project detailing with what is needed.
  • A new instant hot water boiler has been fitted in the conference kitchen. This will now mean delegates attending courses in the annex will not have to wait for boiling kettles during breaks enabling more time to be dedicated to the training taking place.
  • All electrical works have now been completed. This comprised of both new fittings and safely sealing off sockets which were no longer needed such as redundant sockets where the wall has been removed between assets 10 & 13.
  • The lighting has now been replaced throughout the building. This has been completed to a high-quality spec and finish. The Milford Academy will save the school over eight thousand pounds in the next five years due to the energy saving devices now put in place.

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