Isango8 - providing project management and accounting support for SMEs in the South and South West

Windows 8 – my favourite workarounds

Right let’s be honest Windows 8 isn’t the best. (I’m trying to be diplomatic)

When it first appeared I absolutely hated it. This was a fine example of a company taking it’s user’s thoughts on board and launching them straight into the bin. I’ve started to get used to it and some of the features I love (but only some). I find it difficult to understand why a company will take probably the best known user interface and stamp on it with a big fat muddy boot (rant over).

To be fair W8 works fine when you have a touch screen but if you are a desk based person then it’s rubbish.

On the plus side there are a series of workarounds that can make your life less traumatic.

First off if you’ve got Windows 8 then download the update Windows 8.1. This is a sign that Microsoft knows it’s made a boo boo. For those of you that hate the fact that MS got rid of the Start button then you’ll find it returns when you download it. You can find out more about W8.1 here http://windows.microsoft.com/en-gb/windows-8/meet

Tip 1 – remember the scroll wheel. When you are on the ‘Charms’ ( I know, I know) screen then the scroll wheel is really useful for moving from one end of the icons to the other

Isango8 - providing project management and accounting support for SMEs in the South and South West

This is the hideously named ‘Charms’ screen

Tip 2 – reorganise your charms. Move the ones you want the most to be front and centre of your home screen. Simply click your mouse on them, hold and drag the icon to where you want it to be.

Tip 3 – to find the program you want then just start typing on the charms screen and W8 will bring up a list that matches like this (click on the image to see a bigger version)

Isango8 - providing project management and accounting support for SMEs in the South and South West

Search from the start menu

Tip 4 – Learn some handy shortcut keys. Here’s some of the ones I use most:

  • What to shut down? Pressing the windows key and ‘I’ at the same time brings up the stupid settings thingmy (press Esc to make it go away
  • Opened a program you didn’t want? Press the Alt key and F4 to shut it down. ( this closes the program so save your work if you need to keep something)
  • Want to move between programs? Hold down the Alt key then press tab, each time you press tab you’ll move to another open program, let it go and the one you chose will magically appear
  • Zoom in or zoom out. Hold down Ctrl and turn the mouse wheel
  • Want your desktop? Press the windows key and ‘D’ at the same time. If you’re already on the desktop then it’ll show you the start/charms screen.
  • Visit this place for more keyboard shortcuts http://windows.microsoft.com/en-gb/windows-8/keyboard-shortcuts

Tip 5 – right click on the start button – you did download W8.1 right? Well when you do you’ll get a funky new device from MS called a start button (what a great idea).  Right click on it and you’ll get a list of the most commonly used features like signing off and shutting down. Smashing.

windows button

ooh look! What a great idea from Microsoft

Tip 6 – and this is the best one. Use it. Seriously Microsoft is trying to force its way into the mobile/tablet arena and they won’t drop W8 so we’re stuck with it for a while. The best bet is to start using it, exploring the functions and getting to know the cheeky little fella. Just be comforted by the fact that everyone else hates it too.

windows

The Windows key – bet you wondered what it was right?

tab

The tab and Alt keys – now you know why they are there!

 

This post isn’t designed to make you a W8 wizard. All I want to do is take some of the pain away. There’s some great communities on the web that will be able to tell you much more than I.

To get you started there’s another really useful article on customising the whole Windows 8 experience here http://www.networkworld.com/community/blog/how-customize-windows-81-start-screen-and-keyboard-shortcut-tricks

Good luck!

Isango8 - providing project management and accounting support for SMEs in the South and South West

What should be in the board pack?

A Board of Directors has a series of responsibilities that can only be discharged properly by having access to the right information – but how do you decide what should be in the board pack?

One of the difficulties of sitting on a board, especially if you are a Non Executive Director (or NED) is that the focus needs to change from the day to day running of the company to a more strategic and oversight role. This is where many NEDs suffer because it’s a natural reaction, especially if you have many years experience in a managerial capacity to want lots of in depth material. It’s a reaction that can prove counter-productive because lots of detail can lead to a loss of focus on the job directors are there to do.

So how do you decide what needs to be included in the board pack?

This is almost like a ‘piece of string’ question because companies are all different. Larger companies may have more onerous reporting requirements and a bigger board but there are some general rules of thumb that can help.

Executive Summary – and it really should be a summary. It’s sponsored by the MD whose aim should be to give the board an overall high level view of what has happened since the last board. It’s the entree if you like to the more meaty reports from the leaders in the functional areas. Of course often the MD feels they are the most important person in the room and will try and write a novel but that’s not the point of the exercise. It really is only the precursor to the main event. Keep it to a side of A4 if possible.

KPIs – this again should be a high level report based around the key drivers of the business. The KPIs themselves should be chosen well in advance by the board and should be a result of their understanding of how the business runs and what they key drivers are. A really well designed KPI report will include around half a dozen metrics that will encapsulate exactly how the business is doing and will again fit on one side of A4. In an ideal world each of the functional departments will have a KPI that they will report on in subsequent sections so that the whole pack forms a pyramid.

Finance – Above all the board are the keepers of the shareholders’ money so a finance report is a key component of a board pack. Remember though that your FD is a numbers man/lady and they’ll want to include information down to a low level. They really should only give you the information one level down from the KPI’s and then use this as a method of stimulating questions because it’s the discussion in a board where the real value lies.

Marketing – for any company the driver to success has to be an effective and active marketing department. For companies that practice a customer focused methodology then it’s crucial as marketing will influence everything from product development right through to after sales servicing. Of course marketers are fantastic salespeople and will love to tell you everything in great detail. Again they need to be focused on providing a level of information appropriate for strategic discussion and not how many hits the website has had.

Operations – This is probably the area where companies will differ the most but of course it is also the engine room of the business. This report needs to be all about how the firm goes about it’s work. What’s working well and what not so. What does the company need to do differently and what investment needs to be made to make things better?

Compliance – often firms need to report out to an external body such as OFSTED, CSCI etc. It’s important that these bodies are given comfort that their concerns are given prominence at board level but also that the firm internally considers matters of compliance all year round and not just at reporting time. Again this needs to be at a high level and could take a similar form to the risk register.

Risk/Audit – The Directors are custodians of the firm so they need to be mindful of risks that may turn up in the future, assess these and mitigate where required. A comprehensive and updated risk register is the key here and again forms the spur to discussion. Similarly they need to plan an audit and work on the findings and the level of information will naturally change just before and after an audit.

Projects/special reports – there are points throughout the year where something may be happening that requires The Directors attention. It may be the findings of the remuneration committee or a large company wide project that is occurring but whatever it is the board need a good high level overview of how things are progressing.

PESTLE – this really goes to the heart of what the board are there to do. It doesn’t need to take the form of the ubiquitous PESTLE (Political,Economic,Sociological,Technological, Legal and Environmental) format but there needs to be an appreciation of the firm’s place in the world and the external factors that could affect it. After all if The Directors don’t understand where the rocks are how will they steer the ship?

It’s also really important to think about how this information will be consumed and used. SME NEDs often only get one day a month paid and will be expected to attend a meeting for half a day. The pack needs to be light enough that it can be read and understood within an hour or so. It needs to strike a balance between enough detail for good understanding but not too much that it takes an age to read because trust me – people won’t read it. Remember also that we are all different. I hate paper information, some people love it so be prepared to provide it in whatever way is most comfortable for your individual Directors.

Consistency is important as time spent looking for where the latest sales figures are will put people off but also mean that they have less time to actually understand the numbers. Keep a consistent format and style for each report each month and make sure that the pack is distributed at the same time every month so that the directors know when to expect it.

The aim of the board pack is to educate and inform but also to stimulate debate. As a general rule of thumb one quarter of the meeting should be given over to presentation of the reports for each area and three quarters should be allowed for discussion because as started earlier this is where the real value is added. The overriding message has to be focus,focus,focus.

Although there is no ‘standard’ board pack, following the guidelines above should get you most of the way towards a good level of content for your company to make the most of it’s Board of Directors’ talents.

Isango8 specialise in information presentation. If you’d like us to help you reformat your board pack and identify your KPIs then please get in touch for an informal chat and we can tell you how we can help.

 

Information presentation – how to use groupings

Groupings and space

In this video we show how the way you group your data and your use of space affect how easy it is to read

By using these methods you can ensure that your information is much easier and quicker to read. Removing the need for fancy fonts, lines and graphics through the simple use of space.