Category: management and operations

Architecture Behind the Scenes: Not so Pretty but Really Important

Invisible? Yes but design nevertheless. This is part of an actual project done to explain a required plumbing modification to a property owner. It was an old building with no record of existing conditions. We assisted the property manager by assimilating photos, sketches, and contractor notes into an understandable format which allowed the owner to allocate funds for the repair.

What do Facilities Management Companies Do?

Did you ever take a look at the list of services offered by Facilities Management Companies? These companies do everything from A to Z when it comes to existing properties and if one cares to run through Wikiapedia’s very unofficial list, they might find that all of the items involve an architect at some point along the way.

Environment, Health and Safety: This is a big category. Suffice it to say, in order to maintain their professional credentials architects are required to participate in continuing education. This is most often done through attendance on educational presentations, classes, and seminars put on by product and industry professional experts. These activities are measured in terms of time spent and category of subject matter. The Health Safety and Welfare category carries the largest number of required learning units. It is fundamental to the practice of architecture.

Fire safety: Facilities managers are charged with maintaining, inspecting,testing, and reporting on the the condition fire safety systems in a building. Architects, along with their engineers, can often provide valuable documentation about these systems and may be imperative in the event modifications or improvements become necessary.

Security: “Protection of employees and the business often comes under the control of the facilities management department, in particular the maintenance of security hardware.” All I need to say about this point is, think about those long tedious door schedules that show up on a set of architectural drawings for a property.

Maintenance, Testing and Inspections: These days, this work is often outlined and planned in the bid and contract documents for a project. On bigger projects, computer aided building management software (BIM) may be used by architects and other trades to follow a project from the idea to occupancy.

Building Maintenance: Building maintenance comprises all preventative, remedial and upgrade works…” including “…disciplines such as painting and decorating, carpentry, plumbing, glazing, plastering, and tiling.” No explanation required here. Most architects are happy to work on, and often improve the quality and implementation of any maintenance project requiring product research and detailing.

Cleaning: What, one might ask, has an architect to do with cleaning? Nothing, of course, but don’t be too hasty. I actually worked on a project in a big open atrium that caused the facilities person no end of trouble because scaffolding was required for the window washers to access the interior glass and when they were finally able to reach the area to be cleaned, water dripped down onto the exposed fascia below causing discoloration and staining. It was an architectural detail that finally solved the problem (drop me a note if you would like to know how it was done)

Operational: “Soft” services are not in an architects purview but the “hard” services, such as the mechanical, fire and electrical services might be.

Business Continuity Planning: This is another item that is not typically thought of as in an architects scope of service, yet I have worked on many projects that involved designing, coordinating and administering a temporary location that allowed a business to stay open during a major remodel.

Space Allocation and Changes: I learned a new term in this category: “Churn.” It means frequent spatial changes in the layout of a space. Well said, and certainly there is no question of an architects value in this department. Moving things around is space is what we do!

Bridget Gaddis, is a Licensed Architect and LEED-accredited Professional practicing nationally, and locally in the Washington DC area. She holds professional degrees in both Architecture and Interior Design, and with a comprehensive background in commercial retail design, planning and construction has completed projects for such for such well known brands as Chloe, Zegna, and Bvlgari. Her career began in tenant coordination and site planning for two well-known Cleveland developers, followed by six years in store planning for a national retailer. After a move to New York City in 1997, she spent the next years working for architecture firms specializing in retail projects. In 2011 she started her own practice in Alexandria, VA. Ms. Gaddis is the author of two blogs dealing with architectural subjects.

What’s New at Google – May June July 2017

In the past few months, Google has been busy! Google added some fancy charting features to Google Sheets, Android Pay partnered with PayPal, Google NoCaptcha reCaptcha arrived, Backup and Sync from Google became available, and easy HIPAA compliance showed up

What's New at Google | Web and Beyond

In the past few months, Google has been busy! Google added some fancy charting features to Google Sheets, Android Pay partnered with PayPal, Google NoCaptcha reCaptcha arrived, Backup and Sync from Google became available, and easy HIPAA compliance showed up for G Suite (with help from partner, Virtru). I’m going to highlight the important ones in this installment of What’s New at Google (WNAG). I’m restarting these WNAG posts again, and since it’s been a while, I’m mashing together a few months’ worth of news.

Google and G Suite (formerly Google Apps for Work) constantly changes and some of it’s pretty important to the overall productivity of a Small Business. Other changes, not so much. This ongoing Web and Beyond blog series, What’s New at Google parses through the chaff so you know what’s going on at Alphabet and its most powerful Search Engine subsidiary, Google. These posts update you about new updates to the Google ecosystem that affects you as a Small Business owner and entrepreneur. These are the exciting and frequent enhancements that Google makes to deliver better products for you, as well as danger zones to avoid when they fall short.

Backup your Computer Files and Photos Easily with Google – What’s New at Google

It’s really important for Small Business owners to secure their business data. Laptops and mobile devices break, get lost, and are stolen. And, when (not if) these incidents happen, Small Businesses are put in catastrophic positions. Don’t let this happen!

Google has finally released its anticipated backup solution (for Windows and Mac OS X) and it’s available for G Suite too, so this is going to be really great for Small Business. It uses the data of your Google or individual G Suite user account storage space for the data you backup. It allows you to selectively choose which folders to backup in Google Drive, and which folders to backup to Google Photos.

Head over to Google’s Backup and Sync for Google Photos and for Google Drive and get your computer data securely backed up to the cloud.

What’s next for Google payment and loyalty experiences – What’s New at Google

Google’s The Keyword blog, which is the omniblog for all of Google’s products and services, wrote an article about its new payment and loyalty upgrades it’s making across the Google and Android ecosystems. This may seem technically trivial and summarily benign to you but if you’re a local Small Business, this is incredibly important.

As Google upgrades it Google Payment API and Card Linked Offers API (the services that connect Google tools to your eCommerce websites and mobile apps), the more you’ll have the ability to drive retail traffic into your business.

Here’s an example that will be possible someday very soon, and even sooner if you’re using a Clover Small Business Point of Sale solution:

Jane Shopper is searching for a yoga school to join. Up pops not just yoga studios in her area, but Google now surfaces a list of classes and the ability to “Book” a class today, right now from Google Search or Google Maps. (As a business owner, this currently works if you’re using one of several scheduling services in a supported industry, including Genbook, SalonRunner, Rosy, Yocale, and WellnessLiving. In short speed, Google will be also bring on board Booksy, Envision, MyTime, Schedulicity, Setmore, Shore, SimpleSpa, SuperSalon and TimeTrade.)

Now Jane walks into that yoga class and has a great experience. Before leaving, you, the savvy yoga studio owner, let’s call her Yogi Jill, have Jane sign-up for your loyalty program. If she comes to a few more classes, then she’ll get a discount on a monthly package going forward. Every time Jane uses Android Pay for touchless payment at the yoga studio, Yogi Jill is able to track data about Jane and push new offers to her when they’re earned. This keeps the relationship warm, Jane getting her asanas sharp, and the retail traffic continuous.

And, if you’re selling products, note that this works similarly for retail stores as well. My advice to Small Business owners right now is to make sure that you’re using the technology that connects to Google and don’t invest in any Point of Sale solution provider that isn’t going to integrate with NFC payment (i.e., Android Pay and Apple Pay), as well as connecting to your loyalty program, and Google Payment and Card Linked Offers APIs.

Google adds some fancy charting features to Google Sheets – What’s New at Google

Visualize data instantly with machine learning in Google Sheets

Image: www.blog.google

Google Sheets has introduced machine learning into its skill-set through the Explore feature. You can use natural language searches for data you have in your spreadsheet workbook and get that data visualized more easily.

Learn more in Google’s article, “Visualize data instantly with machine learning in Google Sheets.”

If you’re a Small Business trying to make better decisions, the more you can centralize your data into Google Sheets and make it visual, the easier those decisions can be. You can export data from Google Analytics, your CRM, and recent purchase information from your Point of Sale or invoicing software, then import those into one Google Sheets workbook. From there, you can use the Google Sheets Explore feature to unearth insights that will help you create stronger customer relationships.

Google NoCaptcha arrives – What’s New at Google

So, we all know the bane of Internet’s existence are spammers, hackers, and trolls. But, for the average user, the most prevalent annoyance are the images that you need to decipher and complete in order to complete forms, known as CAPTCHA/reCAPTCHA.

As Google explains it,

reCAPTCHA is a free service that protects your website from spam and abuse. reCAPTCHA uses an advanced risk analysis engine and adaptive CAPTCHAs to keep automated software from engaging in abusive activities on your site. It does this while letting your valid users pass through with ease.

reCAPTCHA offers more than just spam protection. Every time our CAPTCHAs are solved, that human effort helps digitize text, annotate images, and build machine learning datasets. This in turn helps preserve books, improve maps, and solve hard AI problems.

Of course, this is less than ideal, because the onus is on your fickle website visitor to have the patience to complete the reCAPTCHA puzzle in order to submit a contact or other types of forms on your website. Google is solving this with invisible NoCAPTCHA. With the new NoCAPTCHA, the common website visitor won’t see a reCAPTCHA puzzle unless they’re identified as a likely spammer. The website publishers and visitors the world over all exhale a collective sigh of relief.

As a business website publisher, all you need to do is setup Google reCAPTCHA on your website, and the rest is taken care of for you by Google.

Google brings Smart Reply to Gmail on Android and iOS so you never have to type again – What’s New at Google

The last update I wanted to cover is Google’s update to its mobile apps for Gmail. They’ve implemented Inbox by Gmail’s Smart Reply functionality into Gmail Mobile. This is great for those one word to one sentence responses that comprise of many email messages we receive on a daily basis. This is available in the consumer-side Gmail and in G Suite Gmail, so check it out and see if it’s helpful to your productivity.

More Updates – What’s New at Google

Here are some other highlights over the past few months, if you want to dig deeper:

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Until next time on What’s New at Google!

G Suite ← Use this signup link to try G Suite Business with a free trial. If you want to keep it, I can give a discount on your G Suite account, covering your first year of service. See these instructions and request a redemption code.

 

HVAC: Accounting for stuff only the birds can see!

Old Hvac Unit
Old roof top HVAC unit scheduled to be replaced.

Necessary – What has this got to do with me? I am building a chic new retail store. I need to focus on the design, merchandise displays and retail image. Who sees this? I know – I know, the space must have functioning heat and air conditioning but, really, why do I need a structural engineer? I want to put my budget were it is visible to my customers.

Most commercial HVAC units will last 15 to 20 years. They probably cost over $10M each without any distribution and, in all but special circumstances, you cannot hope to have a functional commercial space without them. They are as basic as the walls, roof, plumbing, lights, etc. So when the HVAC company, landlord, or MEP engineer says it is time to replace you can be pretty sure they are correct.

Fundamental – Few would argue that it is completely fundamental for a tenant to understand who is responsible for the original installation, subsequent maintenance, repair and eventual replacement of the heating and air conditioning in a space. Neglecting to do this would be like moving into a space that might or might not have walls, yet I am often surprised by retailers who are unclear about, even disinterested in, these issues. Until something goes wrong that is.

Bar Joist
Bar joist hold up the roof and are common in retail environments.

Required – But I digress. My intention is not to outline heating and air conditioning systems common to small commercial projects, which is nicely done here. It is, rather, to explain why structural engineering is required for the installation of an HVAC unit. Consider this; all commercial HVAC systems have parts, many of which are large, heavy and sit on something, i.e., the roof. The unit in the photo, for example, weighs upward of 1,200 pounds. Now take a critical look at the structural framing system in the other photo, and ask yourself if it looks like it will be sufficient to hold up the concentrated load created by the installation of half a ton of equipment. In this case the structure is actually holding up the unit shown, so the answer happens to be yes – barely. I point this out because in many cases, especially in existing buildings without available structural drawings, common sense might lead one to ask if a new mechanical unit weighs the same as the one being replaced. Be aware that where common sense fails, the building code does not.

Structural load calculations and drawings which have been certified by an authorized professional are required before building departments will issue a permit allowing heavy equipment to be installed in, or on, a new or existing building. This, of course, includes mechanical, as well as other types of equipment. I mention the later as an aside for all you restaurant owners out there. Restaurant equipment is heavy and installing it in old buildings like those found in historic areas can create problems for unaware owners. Also, in the case of replacement equipment, it is less involved but still necessary to evaluate a new unit even if it weighs less than the old one. In the case under consideration, the replacement HVAC unit proved to be heavier than the existing, meaning it became necessary to provide structural reinforcement before the new unit could be installed.

Roof top image shows location of existing HVAC equipment.
Roof top image shows location of existing HVAC equipment.

How – So what steps were required? How did we arrive at this conclusion? First we had a contractor go up onto the roof and take photos of the exiting equipment, including a close up view of the label. This allowed the mechanical engineer to research the existing unit with the manufacturer who was able to provide a weight. A new unit was then specified according to the new design for the space. Efforts were made to avoid additional expense by matching the new unit with the old and installing it in the same location. Eventually it was determine that, although the location could be maintained, the replacement unit was going to be heavier than the old one. Had it weighed the same or less, the mechanical engineer would have so noted it on the drawings and been done.

Since this was not the case, it became necessary for the structural engineer to completed the process. He went to he site, analyzed the structural type, crawled up on a ladder, measured the bar joist, and checked the location of the existing equipment. Upon returning to his office, he went through a series of calculations to see if the structure was sufficient to accommodate the new unit. Since it was not he had to design and specify additional reinforcement adequate for the new equipment. This information was delivered in the form of signed and sealed drawings and calculations, along with certified architectural and MEP documents, to the building department with the permit application.

Why – The point of this discussion is to show those contemplating a commercial building project what a single line in a lease assigning responsibility for the heating and air conditioning equipment can indicate. In my experience all reputable landlords give full disclosure about the age and condition of the mechanical systems in their properties. Many provide substantial construction allowances for unit replacement and other improvements. Few, though, take into consideration the amount of engineering required in order to make the actual improvement. Professional services, Architectural, Mechanical, Electrical, Plumbing and Structural, are expensive and should be accounted for in the budget for a building project. I would suggest that forewarned is forearmed.

Bridget Gaddis, is a Licensed Architect and LEED-accredited Professional practicing nationally, and locally in the Washington DC area. She holds professional degrees in both Architecture and Interior Design, and with a comprehensive background in commercial retail design, planning and construction has completed projects for such for such well known brands as Chloe, Zegna, and Bvlgari. Her career began in tenant coordination and site planning for two well-known Cleveland developers, followed by six years in store planning for a national retailer. After a move to New York City in 1997, she spent the next years working for architecture firms specializing in retail projects. In 2011 she started her own practice in Alexandria, VA. Ms. Gaddis is the author of two blogs dealing with architectural subjects.

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Webinar: Google Chrome: The Little Browser That Can

Most people don’t realize the importance of vital resources until it’s missing suddenly from their lives. Case in point: you likely don’t contemplate the air you breathe at any given moment, unless you’re deprived of it. Not to be too

Most people don’t realize the importance of vital resources until it’s missing suddenly from their lives. Case in point: you likely don’t contemplate the air you breathe at any given moment, unless you’re deprived of it. Not to be too melodramatic, but that’s kind of what the Web is to most businesses today. It’s a commodity that’s taken for granted and only until you cannot access it do you realize it as sine qua non for running your business in this modern era.

And, of course, we access the Web through Web browsers. You may not think about how different Web browsers really are, again, until they inhibit your ability to get things done. Google had been thinking about this for years and in 2008 released their own little browser that can, Google Chrome. I say “little” because it’s code is compact and therefore very fast, and I said “that can” because it has some many abilities, you just need to ask and it can likely do it. That’s what this Webinar is all about: Google Chrome and using it in your business.

In this Web-based presentation, we cover:

  • why Small Business should be using Google Chrome;
  • the best features and extensions for Chrome for Small business; and,
  • how to implement Google Chrome on your computers/laptops and smartphones.

Resources

The Chromium Projects
What are extensions? – Google Chrome
Google Chrome Terms of Service
Chrome for Work: Chrome for Work
100 Chrome Extensions That You Should Install
20 Best Chrome Browser Extensions You Need To Have
The 13 best Google Chrome hacks – Business Insider
11 Google Chrome Extensions That Will Boost Your Productivity

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These Webinars are hosted by the Virginia Small Business Development Center Network – http://virginiasbdc.org – and presented by Ray Sidney-Smith, Managing Director of W3C Web Services, providing affordable Web, WordPress, email, domain and other related services for Small Business – http://web.w3cinc.com. With the transfer of your business’ domain, Web *and* email hosting services, get a complimentary 1-hour Web, Mobile & Social Media strategy session. Email [email protected] to get started!

Google Keep, Voice Search, and Voice Typing in Google Docs – What’s New at Google

Periodically, I will be writing a What’s New at Google post here to update you about new updates to the Google ecosystem that affects you as a Small Business owner. These can be warnings as well as the many frequent enhancements

This is just the beginning! Click the title of this article to read the full text. Enjoy! And, comment. And, share. 😉

Periodically, I will be writing a What’s New at Google post here to update you about new updates to the Google ecosystem that affects you as a Small Business owner. These can be warnings as well as the many frequent enhancements

This is just the beginning! Click the title of this article to read the full text. Enjoy! And, comment. And, share. 😉

Getting Ready for Business in the New Year

Start wherever you are and start small. -Rita Baily With each past year behind us with hopefully more good memories than not, business owners around the country usually spend this time of year looking forward to how to make the best

Start wherever you are and start small. -Rita Baily

Getting Ready for Business in the New YearWith each past year behind us with hopefully more good memories than not, business owners around the country usually spend this time of year looking forward to how to make the best of the upcoming year. Like with New Year’s resolutions, most plans never come to fruition. It reminds me sadly about how many business plans are started and not finished, nor ever looked at again even if they are. Considering the renewal of the calendar year, I think it’s an appropriate time to “kick the tires” and look at some often-overlooked areas of your business as we kick off this January. So, even if you haven’t looked at that business plan sitting in your desk drawer (which I also recommend that you do!), reviewing and acting on any of these business areas will improve your 2015 outlook. This is a natural time for getting ready for business in the new year.

Leadership & Professional Development

It never hurts to think about one’s own success to start. This is especially as important when you are the leader of your organization. When I started my first administrative position in a boutique law firm, I would never have thought one day I would running companies. However, I realized early on that my skills were depended upon by everyone in the firm. I was a leader as much of myself, as of the people who followed me when I was chosen to take the lead on a case. I learned quickly that I needed leadership and other professional skills that I wasn’t taught in school, and I needed them quickly!

There are so many more resources today at your fingertips thanks to the proliferation of edtech (i.e., educational technology, primarily here on the Web and Mobile). Here are a few resources you can use to build up your leadership skills:

Corporate Philanthropy & Community Service

The next phase of any great company new or veteran is learning to invest in their values as well as making a profit. It turns out that you get when you give; it’s a natural part of community building. There’s something almost mystical about how this works, but I assure you are wired to get more when you give than when you receive and this also works on the greater, business scale. Here are three ideas on how you can build some giving and volunteer opportunities for your business:

  1. Join Google One Today, a program that has you donate just one dollar a day, every day, to a charity doing something great for the world. Encourage your entire company’s staff (perhaps you can match or pay for the donations) to join Google One Today and share your giving experiences via your business Social Media networks.
  2. Think about creating a Corporate Philanthropy program, which is easier than you would think. A small community grant can mean the difference between a local organization making a great impact in your community (of course, tied to your business’ brand), or not being able to do it at all. In-kind volunteer support programs can even build up some organizations to a point where they can then become paying clients. There are many ideas and opportunities; click on the link above and get creative.
  3. You can additionally start a Community Volunteer program at your office, and require every staffer to give a certain percentage of his working month (say, 1.5 hours per calendar month, which is about 1% of 35-hour workweek). You can find many volunteer opportunities at Volunteer Match. It’s a marketplace for finding volunteers, and as its website says, “We bring good people & good causes together. Find a cause that lights you up. Get in touch with a nonprofit that needs you.” Why not bring this volunteering under one umbrella and coordinate the efforts with your company’s name at the forefront of benefiting your community. It’s the epitome of “doing well by doing good.”

Exit Strategy Planning

In the end, you cannot lead forever. While the science of rejuvenation is likely to see monumental progress in our lifetimes, endeavoring to possibly doubling some young generations’ lifespans, you will not live indefinitely. And, so you won’t be running your company that long either. Whether it’s by death, dissolution or deal, you will leave your company’s helm someday; why not decide how?

If you haven’t lately (or ever), now is a good time while you’re healthy and in positive spirits to call your trusts, estates and tax lawyer to work out details about how you want the disposition of your assets (including intellectual property) to be handled if you were to leave this life untimely. If you don’t have a legal adviser in an estate and tax advisory capacity, it’s best to find a specialist here at The American College of Trust and Estate Counsel; these are specifically-trained individuals to help you.

Of course, some of you hope that someday you will be able to sell your business for a billion dollars like Instagram or WhatsApp. Okay, perhaps something a bit more modest, say, a million dollars so that you can retire (if a million dollars is really enough to retire on nowadays). In this case, you might want to grab a copy of William Bumstead’s E4: Evaluating, Entering, Enhancing, & Exiting Privately Owned Businesses. A recommendation from my go-to exit strategy advisor and business broker, Lou Kastelic of Jordan-Crandus, E4 provides some valuable information on preparing your business for sale at any time during the phase of the company life cycle. Before or when you are ready to sell, I highly recommend touching base with Lou and seeing what your business’ value is and how to best position yourself in the marketplace.

 

Once you’ve made the first, small step in the direction of progress in any of these areas of business, you will feel like 2015 was already worth its weight in gold. What areas of business are most often not talked about and that you would like to make progress on in 2015? Leave your thoughts in the comments.

Mindmapping on the Web [Archived Webinar]

Mindmapping on the Web As early as the 3rd century CE, there is evidence of the existence and use of the mind map–visual representations of connected thoughts. Mind maps utilize multiple parts of your brain and that means you’re building

Mindmapping on the Web

As early as the 3rd century CE, there is evidence of the existence and use of the mind map–visual representations of connected thoughts. Mind maps utilize multiple parts of your brain and that means you’re building mental muscles that will help in every part of your business. Mind maps can be used for brainstorming, memorizing, teaching, and problem-solving. And, in this archived Web presentation, we focus on the benefits of mindmapping on the Web for Small Business brainstorming and problem-solving purposes. We discuss mind map techniques, the business benefits, and tools you can use.

[Note: for purposes of this Webinar, we use “mind map” as a noun and “mindmap” as verb.]

Also, check out this list of mind mapping software on Wikipedia.

This Webinar, as part of the Beyond Google: Marketing and Managing on the Web series from Virginia SBDC, will be presented by Ray Sidney-Smith, Web & Mobile Strategist, author of SoLoMo Success: Social Media, Local and Web Small Business Marketing Strategy Explained (available in paperback and ebook versions), and President of W3 Consulting, a digital business strategy and training firm helping business owners learn why and how to use Web, mobile and digital technologies for greater marketing and management impact.

Who should watch?

  • Small business owners, entrepreneurs, micropreneurs, and solopreneurs
  • Office/sales/customer service managers, marketing directors, executives and professionals
  • Administrative/executive assistants and sales/account representatives
  • nonprofit executive directors and board members

If you do decide to start mindmapping on the Web, let us know and we can offer suggestions and recommendations on your technique. Just comment here or tweet @w3consulting on Twitter. Happy mindmapping on the Web!

Project Management on the Web [Webinar]

Project Management on the Web Project management is about making sure that a goal is reached. What a “goal” and what the outcome is typically handed to a project manager, yet that’s not really the case with Small Business. As

Project Management on the Web

Project management is about making sure that a goal is reached. What a “goal” and what the outcome is typically handed to a project manager, yet that’s not really the case with Small Business. As a business owner, you have to decide on what your business’ goal is and when you have reached the outcome. And, for most of business owners, you weren’t trained as project managers before you started your businesses. Thankfully, with a little training and some great Web technology available, you can become a decent project manager so that you can get more done in your business and handle more work than you thought you could–with calm and a stress-free perspective! In this hour-long Web presentation, we walk you through the basics of project management on the Web and then discuss several tools that you can use to better manage business- and client-based projects of any kind.

This archived Webinar recording, as part of the Beyond Google: Marketing and Managing on the Web series from Virginia SBDC, was presented by Ray Sidney-Smith, Web & Mobile Strategist, author of SoLoMo Success: Social Media, Local and Web Small Business Marketing Strategy Explained, and President of W3 Consulting, a digital business strategy and training firm helping business owners learn why and how to use Web, mobile and digital technologies for greater marketing and management impact.

Who should watch?

  • Small business owners, entrepreneurs, micropreneurs, and solopreneurs
  • Office/sales/customer service managers, marketing directors, executives and professionals
  • Administrative/executive assistants and sales/account representatives
  • nonprofit executive directors and board members