Author: Bridget Willard

  • Top Tips for Staffing A Sponsor Table at WordCamp

    Top Tips for Staffing A Sponsor Table at WordCamp

    Staffing a sponsor table at a WordCamp can be overwhelming for those new to the scene. Here are some of the tips I learned along the way.

    Staffing Your Table: Prepare Before WordCamp

    One to two weeks ahead, look at the attendees page to get an idea of who will be there. Follow the hashtag on Twitter and reply to people who are excited about the camp.

    Some things you can say are:

    • See you there.
    • Do you have any tips for this city?
    • What session are you looking forward to?

    Staffing Your Table: Tips During WordCamp

    • Arrive early. Usually tables are first come, first served.
    • Put out your swag in a way that is visually appealing.
    • You probably don’t need to save too much swag for day 2. There’s a 50-25% drop off in attendance.
    • Tweet out a selfie saying you are there and asking people to say hi. Use the WordCamp hashtag, not their Twitter handle. Remember, if you start a tweet with an @ handle, it is considered a reply. You want to avoid that. Use a period first to trick Twitter.

    • Stand up. People won’t talk to you if you’re sitting down. This is especially true if you are looking at your phone/computer.
    • If you need a break, go into a session and tweet from there. Learn. Take notes. Absorb. You should be able to learn at least one thing.
    • If one of your teammates is speaking, definitely support them.

      • Smile. It’s hard. I know. But it helps.
      • Ask people questions. Don’t ask about your service or product (yet). This gets people talking. Get insight from your audience.
        • How do you use WordPress?
        • What has been your favorite session so far?
        • What did you get for lunch?
      • Tweet selfies with your booth attendees. If someone won a prize, definitely tweet that, too.
      • Take notes. It’s fine if it’s just bullets. Your supervisor may ask you for insights from the camp. This makes it much easier to remember things.

      What are your tips?

      We are all always learning. I’d love to see what your tips are for staffing a successful sponsor booth at a WordCamp. Leave it in the comments below.

  • Business Lessons From Kickboxing

    Learning a new hobby, sport, or skill allows us to see our lives and businesses in perspective. In kickboxing you have an external and internal opponent. There is just one person across from you. And yourself. So, as I refer to “your opponent” in this analogy, it may be outside peers, your client, but may often be yourself. That’s for you to decide.

    So, after four weeks of kickboxing lessons, here are some things I’ve learned that also apply to business.

    You never know until you try.

    It had been suggested to me (several times) that I find a hobby. So, I decided to reach out to a friend who coaches at a local MMA gym. So I hired Jake Vivanco from Fight Strong MMA in San Clemente to be my coach. I get to support him and my local economy. Win-Win, right?

    In business you never know until you try. When the opportunity presented itself, I decided to go for it. The worst that could happen is I fail. But it wouldn’t be because I didn’t try.

    It turns out I’m pretty good at kickboxing and business.

    https://www.instagram.com/p/BwYDeEahRTG/

    Having a coach helps.

    It’s really easy to take a kickboxing class. Group classes are cheaper and often part of the gym that you might belong to. I didn’t belong to a gym and wasn’t willing to start that expense without completing my fact finding. So, for me, having a personal coach was the right way to go. It keeps me accountable. I am more reluctant to cancel. He corrects me appropriately.

    In business, we often start from nowhere and fly by the seat of our collective pants. With that said, there are moments  when we need a corrective nudge here or there. If you don’t have the finances for a coach, then at least form your own peer group. Don’t keep only the “yes men” around. My favorite “non yes man” in my peer group is Robert Nissenbaum. It comes down to self-awareness. If you’re not self-driven, a coach may provide that accountability you need.

    Form is more important than speed.

    Kickboxing is great for a cardio workout. But one thing I have learned over the last four lessons is that speed isn’t important — form is. It’s okay to go slow to be able to work on the sequencing and footwork. It’s okay to go slow to ensure you are shifting your weight properly.

    In business, it’s better to have your form (systems, processes, niche) before you start ramping up and scaling your business. Test the waters. Futz with your pricing. Get your customers in the your system and your cash flow, flowing. Then start thinking about being fast.

    No matter what, keep your stance.

    Regardless of your offensive (or defensive) move and its success (or failure), always return to your stance. As you move around the ring, keep your stance. As you move forward or backward, keep your stance. If you don’t, you are at risk at being unbalanced, tripping yourself, or even being taken down by your opponent. Staying strong in your stance will cause your opponent to work harder.

    In business, keep your core grounded. Don’t leave that purpose. Don’t leave your why. Lots of outside forces will try to influence your direction and distract you with a jab or two — maybe even a body kick. Keep grounded. Keep centered. Balance matters. Achieving this balance depends on you as a person. For me, I need to exercise, keep learning things, and rest my brain. My body needs rest and my mind needs time to think. That’s when my big breakthroughs come.

    Take productive breaks.

    Between our two minute rounds, Coach has us do 30 seconds of rest. Well, it’s not really rest. It’s 30 seconds of squats or 30 seconds of abs or a 30 second plank. We keep moving. The activity has changed but the momentum is sustained. Now, this is only one hour, once a week, but the lesson is clear. While you are working, work.

    In business, it’s easy to be swayed by our own exhaustion or laziness. Batch your work. Then do something else in your business. Block out your time. When you’re working, work. Be productive.

    Preparation is key.

    The first week of kickboxing, I borrowed my coach’s gloves but didn’t wrap my hands. Boy howdy! Was that ever a mistake. Week 2 I had my own gloves and wraps and I was ready. Learning to prepare and taking it seriously prevents long-term and short-term damage and injury.

    In business, the preparation can be in the form of a contract, invoice terms, or even your accounting system or business type. Whatever you need to do to protect yourself, do it. It takes time to wrap your hands and isn’t as fun as punching a bag, but you’ll regret not doing it.

    The hurt feels good.

    Kickboxing isn’t as glamorous as it seems. Well, it’s not glamorous at all. I never knew one hour could hurt me so much. But after my first lesson, I had so many endorphins in my brain. I knew that when I walked and my quads were sore, it’s because I could do squats and I did so many, I’m hurting.

    In business, there are ups and downs. It’s work. Sometimes, work hurts. Growing pains hurt. Progress is slow but the pain shows us progress. This is the most difficult lesson that I’m currently learning. I am far from mastery at this.

    Don’t overthink your move.

    This is the most difficult for me today. I keep trying to imagine my body in space doing the punch Coach just showed me. But when he has me do it just a bit faster, my form improves. So, for me, overthinking is a bad thing. It keeps me from doing anything. That’s never a good thing in the ring.

    In business, it’s so easy to analyze and then analyze your analysis. You’re stopped. In business, if you’re not going forward, you’re sliding backward. It’s not good. Being decisive is important. Learning to trust your intuition and instinct during times where you are forced to pivot will make you stronger.

    Keep your chin down and your face protected.

    In boxing, our face is the most important thing to protect. Hands up and chin down. This is contrary to most advice with business.

    “Keep your chin up. Things will get better.” They may tel us. But we still need to have protective measures in place. Saving face is an important part of protecting our brand and not allowing our most sensitive organ (our brain) to become vulnerable to outside sources.

    Never turn around in the ring.

    Last week while I was in the ring with my coach practicing with pads, I was so tired, I turned around. “Never turn around,” Coach said. The round isn’t over until the bell rings. If I turn around, I’m making myself an easy target for my opponent. Don’t stop until the round is over.

    We get tired in business, too. We want to give up. We just want a break. Turning around is a bad thing. In kickboxing, we move around, following our opponent; in client work we often follow the movements of our clients. It’s important to not be so tired that we give up.

    Never turn around. Keep going. Protect. Prepare. Stay balanced. In and out of the ring.

  • Schedule Time to Write and Publish Your Blog Posts

    Who has time to write blog posts for your already-busy business? You do have time. If you don’t, then you should outsource but that’s another blog post. That said, scheduling your time is a good way to ensure it gets done.

    You have a business. It has a website. You know you need to publish articles for your blog but you don’t. Why? Usually, it is because of a lack of time management or reluctance to delegate or outsource. Let’s talk about the former.

    Bonus: Video on Time Blocking

    Your Business Matters: Set Aside Time

    You make time for your clients. Why? Because they bring in money. Why don’t you make time for your own marketing?

    I was just on the phone with a client who confessed he needs to blog more often. (I know “blog” is a part of a website, but we use it as a verb, so excuse the colloquialism.) I simply told him to block out two hours every week. Write until the time is up and publish or not. Then next week, go back to those drafts and keep writing.

    Not everything needs to be 1200 words. It’s not a college thesis. We’re trying to help your customers with their common questions, give them reasons to value your work, and remind people that you’re still in business.

    How do you prioritize publishing for your business?

    Well, it’s as easy as everything else: make an appointment. We block out time for clients, why not for our own businesses?

    And as I said it to him, I realized that Friday afternoons are a perfect time for me to do the same.

    What did I do? I immediately made a weekly event in my Google Calendar to publish on my own site.

    Where do I get blogging ideas?

    You have ideas. Everyone does. No one knows your business better than you do. If you need blogging prompts, you can buy my eBook, “If You Don’t Mind Your Business, Who Will?” or download my free WordPress Plugin called Launch With Words.

    What do you find yourself repeating the most? Most of the time good ideas come from client questions and pain points. The issue is recording your ideas and then following up. Ideas without execution are useless.

    There are a couple of ways to go about this. One is to make a braindump file where you write ideas. This can be a paper notebook or a Google Doc. I have a blog draft folder in my Google Drive. When I feel like I have no ideas, they’re all waiting for me there.

    If you’re a project management type person, you could also make a board on Trello or Asana.

    When are you going to start?

    My favorite Chinese proverb says this:

    “The best time to plant a tree is twenty years ago. The second best time is now.”

    Why wait. Make an appointment. Start writing. And treat your business with the priority it deserves.

    to help get your blog and social coordinated.

  • Get Paid: You Have to Follow Up on Payment

    So you did some work. How do you get paid from your clients? Here are a few of my tips.

    In no way should this be considered legal advice. If you need that, please consider my friend Rian Kinney and eCommLegal.

    My Collections Background

    Collections is where I started in my adult career back in 1991 when I worked at a Trucking Company. I was trained by my late husband who was an amazing businessman. Many of the techniques came from him. So, thanks Mercier.

    As the Accounts Receivable and Collections Manager for Evans Roofing (2001-2006), I was proud of my record. I had less than 4.6% of my receivables over 45 days.

    When I started my own business in October of 2017, I began offering a service on my secret menu. I will do collections for your WordPress agency for 20%. I had quite a few successes.

    How do you bill clients?

    In this case, my first question is how do you bill clients? For myself, and my former employer who is an advertising agency, I do no work until I get paid. So, that solves a lot of collections issues right there. I don’t bill by the hour, I bill by the service.

    Don’t be afraid of the Phone Call

    Call and ask for the Accounts Payable department. Be polite. Ask for help. Take notes. Accounts Payable professionals know that a list of accounts and their due dates is called an aging. You can say you’d like help getting it off the aging or getting it paid. I’ve had better success asking to get an invoice off of the report. 

    “Can you help me? I’d love to get this off of our aging? Did you receive the invoice?”

    [bctt tweet=”Asking for help is not a sign of weakness; it shows empathy and fosters connection. ” username=”BridgetMWillard”]

    Getting Paid By Clients Requires Prevention

    Not everyone can pre-bill work. In that case, I believe in prevention. Let’s get the billing done in a way that prevents confusion and mistakes.

    Mistakes were the number one reason why we weren’t paid on time at the roofing company.

    1. Do you have a contract? If you don’t, contact eCommLegal.
    2. What is the correct billing address?
    3. Who is the billing contact? It may not be the same as the development contact.
    4. What are the terms on your invoice? Is it prepaid, due on receipt, net 15, or other?

    “But a well-written contract can be your best friend if worse comes to worst. While you could rely on your emails, a more formal contract will solidify the details of your agreement and take care of any potential ambiguities. An official contract will also be easier to interpret and refer to in the case of a dispute.” Pressable

    Getting Paid Requires Sending an Invoice

    It sounds crazy but you’d not believe the stories I’ve heard about people jumping the gun on client work without sending an invoice. While you’re at it, be nice. Thank the client for the work. It makes a difference.

    Make sure your invoice is as clear as possible referencing the agreed-upon scope of work. It should have your contact information (phone, email, mailing address). If your work will be above $600, send them a W9 at the same time. This ensures the accounting department will not hold up your payment because they don’t have the required paperwork.

    “The first thing we noticed in the data is that when it comes to invoice payment terms, being polite really matters. A simple “please pay your invoice within” or “thank you for your business” can increase the percentage of invoices that are paid by more than 5 per cent!” Freshbooks

    Getting Paid By Clients Requires Follow Up

    You’re not a jerk because you’re following up on your invoice. The squeaky wheel gets the grease. Don’t be afraid to make phone calls.

    Are you using accounting software like Freshbooks? It should have an aging feature and notification. Once an invoice turns 15 days old, it’s time to start contacting the client. It’s possible that the invoice from your accounting software didn’t hit their inbox (spam, junk). So be polite and ask them if they received the invoice.

    Sometimes Getting Paid By Clients Requires Escalation

    If this is true, you can hire a collections agency, a billing party, or reach out to people like me who do this on the side. Sometimes, a client needs to see a filled-out small claims notice. Sometimes, you need to stop work. We did that all the time in construction. It’s fair to protect your boundaries.

    Once an invoice is 30 days old, I start to escalate the language. Also, I keep records of when I talked to someone (via email, phone, chat, etc.) and what their response was. This helps so that you’re not rattled when they said they cut the check.

    You may also consider physical mail.

    [bctt tweet=”Physical mail shows that you are serious. You have no idea if their email is working or if they’re no longer employed.” username=”BridgetMWillard”]

    Also, cutting a check is easy. Mailing is is a different thing altogether. Don’t be afraid to ask for clarity. “Are you the right person to speak with regarding this account?”

    Don’t Be Afraid of Small Claims

    When it gets bad (90 days), I send a copy of the small claims form that I filled out. That way the client knows I’m serious. If it’s much more than small claims allows for your state, you can either consult your attorney or CPA. It may be cheaper to write it off as bad debt at that point.

    Don’t be afraid of small claims. Most states walk you through the process online. Decide if you want to set your own personal boundaries. It’s okay. Really. I promise.

    What’s the worst that could happen? You lose a client — a client who doesn’t pay.

    [bctt tweet=”Don’t be afraid of small claims. It’s about setting your own boundaries. It’s okay.” username=”BridgetMWillard”]

    I’ve been to Small Claims twice when I was in roofing and won both times because of the contract. The judge said, “Did you agree to this work? Did they do the work? Did you pay? Then pay.”

    Breathe. Bad debt happens.

    Bad debt happens to us all. It’s a cost of doing business. But if you can stay under 5% bad debt, you’ll be golden.

    1. Make sure you’re sending the right invoice to the right person.
    2. Believe that you do deserve to be paid.
    3. Do not let the client bully you (scope creep).
    4. Stop work until you are paid. Be polite, but firm.
    5. Decide if you want to keep that client.
    6. Continue being awesome.
    7. I believe in you.

    Below are some boilerplate examples you may use. Please use them. Get paid. Pay your vendors. Succeed.

    Example Collections Emails

    15 Days

    Subject: Following Up on Invoice [Invoice #] from [Your Company Name]

    Body:

    Hi [client name],

    I’m following up about Invoice [Invoice #] in the amount of [dollars] that was due [date]. Did you receive it?

    Please let me know if you need anything further to process payment.

    Kindly,

    [Your name]

    30 Days

    • Start calling the client if you haven’t already.

    Subject: Past Due Invoice [Invoice #] from [Your Company Name]

    Body:

    Hi [client name],

    Can you help me?

    I’m following up about Invoice [Invoice #] in the amount of [dollars] that was due [date]. It has been more than 30 days which is concerning.

    When I emailed you on [date], you said that [whatever the reason was]. Is this still the case?

    I’d like to get this invoice paid.

    Kindly,

    [Your name]

    45 Days

    • Start calling the client if you haven’t already.

    Subject: Severely Past Due Invoice [Invoice #] from [Your Company Name]

    Body:

    Hi [client name],

    I’ve written to you a few times about past due Invoice [Invoice #] in the amount of [dollars] that was due [date].

    Unfortunately, we’ll have to stop working on this project until your account is caught up.

    Kindly,

    [Your name]

  • Fruit Requires Patience – Marketing on Social Takes Time

    When planting your marketing seeds, you can’t expect fruit immediately. Fruit, like marketing on social media, requires patience.

    I recently purchased a strawberry kit from Target. The “growing medium” had to be prepped, the seeds planted, and it should be watered regularly. Furthermore, during the first year, the plant shouldn’t be allowed to bear fruit. Whoa.

    “In the first year, pick off blossoms to discourage strawberry plants from fruiting. If not allowed to bear fruit, they will spend their food reserves on developing healthy roots. The yields will be much greater in the second year.” The Old Farmer’s Almanac

    I can’t expect this plant to have “results” in a month. Yet, so many people expect dramatic results with social media marketing or product marketing in a month.

    Gardening and marketing both require patience. You must plant your brand awareness seeds. You need to phase the growth. You must do the work to ensure its health — in the long term.

    Watch my IGTV video below for more and let me know if I can help.

    https://www.instagram.com/tv/BvNO1Fvnb9X/?utm_source=ig_web_button_share_sheet