February 22, 2012

How to run your business vehicle fleet

Part of running your business means making sure you take care of all internal admin as well as taking care of your customers. If your business has any vehicles owned or leased by the business, you should keep accurate records and maintain them regularly.  This will not only help protect your employees when they use the vehicles, it will also protect you and your company in case of accidents or legal claims.

Remember the following guidelines to keep everything in order.

Safety inspections

Ask your employees who use the vehicles to carry out regular visual inspections. Any defects should be reported and logged.

Book in regular mechanical inspections with a professional mechanic. A quarterly check can give early warning on mechanical issues and it’s better than just doing an MOT once a year, which only checks whether the vehicle is roadworthy on the day of the test.

Fix problems immediately

Make sure drivers inform you about any problems immediately. As soon as you can, get these defects fixed, and keep meticulous records of when problems were fixed. This can be as simple as holding onto the invoice from the garage who did the repair.

Diarise

Timetable any important dates for the vehicles.  This includes MOTS, renewal dates for insurance and tax.  Give one person overall responsibility, and ask the drivers to take personal responsibility for the car they drive.  This will give a double check system, so it’s less likely to fail.

Seek value

When lease contracts come up for renewal, hunt around for any better deals – or vehicles – on the market. The same goes for any aspect of business – why keep paying more simply because you don’t want to invest the time in looking around for a better deal?

Get someone else to do it

No, this isn’t a joke. Business gurus like David Lichtenstein and Dale Carnegie follow the mantra that you should stick to what you’re good at, and delegate the rest.  If you have a great administrator in the office, give them fleet control, which will free you up to concentrate on the income- generating side of the business.

Is a franchise for you?

With employment difficult to come by and redundancies at a high, many self-starters are looking at ways to go into business for themselves and take the matter of their financial security into their own hands. If this sounds familiar but you have no viable business idea, and lack the experience to start from scratch then it might be worth considering a franchise.

There are a huge number of opportunities out there from the famous, high investment brands such as McDonald’s to a whole wealth of smaller-scale options. With so many to choose from across a broad scale of budgets there is bound to be a franchise with your name on it. Office support is an expanding market: everything from stationery supplies, to paper shredder emptying and providing water coolers. Another area might be household deep cleaning of ovens, carpets or furnishings.

The place to start when considering entering the franchise market is very definitely with your own skills and interests. To be successful you need to be passionate about what you are doing and play to your natural strengths. If the thought of selling a confetti cut shredder leaves you cold then maybe you would like to work with children and could consider a play or craft-based business. Many Mums are entering the franchise market in these types of roles as children-facing activities are a subject close to their hearts and can fit flexibly around family life.

One of the most attractive points about buying into a franchise is the support you will get, and the instant feeling of not being alone. This for some people is the key deciding factor as it gives them the confidence to take the plunge and work for themselves in a structured environment. Whatever your reasons, franchises are definitely worth considering so have a look at what is on offer and see where your new venture could take you.

How to name your business

Choosing a name for your business may seem like the fun part of the deal – and it is. But it’s absolutely vital that you get it right. What about the involvement of Sean Parker as portrayed by Justin Timberlake in the 2010 movie The Social Network? At one point, Parker says to Facebook founder Mark Zuckerberg (played by Jesse Eisenberg): “Drop the ‘The.’ Just ‘Facebook.’ It’s cleaner.” And, he helped make himself a few billion dollars in the process by this complex “drop the THE” business insight!

Your company or product name is usually the first thing your customers read or hear and it will form an immediate impression in their minds of what’s on offer – whether you like it or not.

So put a lot of thought into this.

The name(s) you choose are likely to be around for quite some time, particularly if they’re successful. If they aren’t – well just maybe the nomenclature will have contributed to that failure!

One of the safest options is to call the company something relatively conservative, but to name the product/s in more innovative ways. Procter & Gamble is relatively staid, for example, but it doesn’t stop the products having whizz-bang names down the years.

Unfortunately, it’s not as easy as coming up with a great name. There are legal complications, potentially.

If it’s a company name you’re concerned about and yours is or will become a Limited Company, then you’ll need to register the name with Companies House (or use an agent to do this for you). Their website includes information on company naming and what names aren’t available – and there are a lot of these unfortunately.

And if it is available, there are still a few more rules, as follows:

It must end with ‘limited’ (or Ltd), ‘public limited company’ (or plc) or Welsh equivalents if you are a company.

If you have a limited liability partnership your name must end with ‘limited liability partnership’ or LLP (including Welsh equivalents) if you are an LLP.

Also, you must ensure that your chosen name isn’t offensive and doesn’t include any sensitive words or expressions unless you’ve obtained specific permission to use them which, let’s face it, is unlikely!

With product naming, the trademark issues can become even more complex. Go to the UKgovernment’s Intellectual Property Office at www.ipo.gov.uk for further advice.

This article was written by David, who specialises in offering advice to start-up businesses. He frequently blogs his advice too, telling people about everything from the latest payday loan to the best banks.

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