6 Easy Tips to go Paperless at your Business!

Many businesses recognise that going paperless is the future. Converting physical into digital files and storing them in an organised system has multiple benefits, not least protecting the environment. A firm can also benefit from reduced operational costs, increased working efficiency and protection against data loss as electronic files can be backed up quite easily.

1. Don’t go paperless too early

Going paperless is a big change for any business. Don’t make the mistake of rushing to buy a scanning solution and rolling it out across the business without preparation time. Take time, plan out filing systems and map processes with your management team. A working group should be established and tasked with understanding how best to implement a paperless solution that works for the business.

2. Include management and employees in your decision

The working group should present its plan to the business and ask for feedback. The employees who will be working with the paperless solution should be involved in the planning process and management needs to champion it. Explaining the time and money-saving benefits to staff across the whole firm will go a long way in ensuring the project is adopted.

3. Map out a process for new paper and electronic documents

The working group should create suitable plans for the paper that is currently in the office or stored off-site. The group should also create processes that cover new paper and electronic documents that come into the office after the document management system has been put in place.

4. Rolling out the solution in a phased manner

Attempting to go paperless in all departments or locations at the same time can be problematic. Most businesses find they gain additional experience and knowledge as they fine-tune their programme during initial setup and use. The working group should outline, as part of its plan, how the rollout will come into effect. The group should regularly ask managers and teams for feedback so that systems and processes can be continuously improved upon and refined as the rollout progresses.

5. Use the right scanning solution

For most document imaging applications, scanner speed is going to be an important driver of efficiency.  Ideally, the working group should speak with a knowledgeable consultant before purchasing any scanning hardware. If your business has an IT department or an IT manager, they should be fully involved in this conversation.

6. Consider legal and regulatory compliance matters

Before signing off on your paperless plan, you should consider any legal or compliance obligations that your business must adhere to. Most businesses are regulated in some way or another and you should consider seeking legal advice to ensure that you comply with regulations relating to customers records, filing, financial data management and data protection laws. It is important to be proactive in this regard as non-compliance can prove to be an expensive mistake for any business.

Is your business paperless? Let us know your experience, thoughts and comments below.

Marketing Messages - How to make them stand out?

Regardless of the type of business that you run, your customers will have one thing in common.  As a result of technology, they are bombarded by marketing messages. Customers are more time-poor than ever before so if you want your marketing communications to stand out, you should consider cutting down the length of your messages and getting to the point.

Identify the message that matters most and make sure it's memorable.  Marketers have known for decades that there's value in identifying and driving home the most important point or benefit. It goes all the way back to when the best businesses began to identify their unique selling proposition (USP) for every client.

The difference today is the way that viewers and readers consume media. Today's reader or viewer is overwhelmed with an astounding number of media choices and channels. In fact, consumers are exposed to so many messages that they notice fewer of them.  Here are a few tips to help you get your point across.

1. Focus on what is most relevant to your customers 

Focus on what your target audience see first and outline what is most important and relevant to them. Avoid the temptation to use that first impression to deliver what you or the management team finds most interesting, unless you're also the target audience.

2. Write active rather than passive sentences

Active sentences are more vigorous and put more life into the message. Here's an example: "We deliver shipping services to clients nationally." This is much punchier than saying "Shipping services are delivered by us to clients nationally."

3. Avoid jargon

Try to avoid formal, overly corporate language. Where possible avoid using big words with several syllables. The business world is now very much a global market and English may not be your customer’s first language.

4. Make it about them

Use the words "you" and "your" much more than "I" and "we." If you catch yourself saying "I" and "we" a lot, then you're talking about yourself too much. Get back to being focused on your reader and their needs and concerns.

5. Be concise

If you can say something in 10 words don’t use 120 words instead. Cut out the fluff and keep your message concise. Remember, your potential customer is time-poor so you need to keep the message relevant.

RTI Changes to note for 2016!

RTI Concessions for Small Employers to end from 6 April 2016

The Government announced at Autumn Statement 2015 that the current two year temporary reporting relaxation will end as planned on 5 April 2016.
The relaxation permitted employers who at 5 April 2014 employed no more than 9 employees, to report their PAYE information for the tax month ‘on or before’ the last payday in the tax month instead of ‘on or before’ each payday.
This will align the reporting obligations for micro employers with all other employers who are currently required to report payments ‘on or before’ each payday.
As a consequence ‘Late reporting reason code E’ will not be valid from 6 April 2016.

End Of Year PAYE Return Reminder

Under RTI the end of year form P35 was replaced by the Final Full Payment (FPS) submission.
Send your final FPS on or before your employees’ last payday of the tax year (5 April) instead of the old 19 April deadline.
Remember to put ‘Yes’ in the ‘Final submission for year’ field in your payroll software.

Contact us for all your Tax & Accounting needs!
☎ 020 89310165 | ☏ 07900537459 | ✉ info@apjaccountancy.com 

Tax Charge On Annuity Sales!

The Government has confirmed that from 6 April 2017, tax restrictions for people looking to sell annuities will be removed, giving those with existing annuity, and anyone who purchases an annuity in the future, the freedom to sell their right to future income streams for an upfront cash sum.

Currently, people wishing to sell their annuity income face a 55% tax charge, or up to 70% in some cases. This charge is to be removed, so that people will only be taxed at their marginal rate.

Under the new changes, retirees will be able to take the annuity as a lump sum, or access the new flexible draw down products introduced in April 2015.

The Government is working with the Financial Conduct Authority (FCA) to develop appropriate steps to regulate the market. The FCA will consult in 2016 on proposed rules for the secondary annuities market.

To know on how the new secondary annuity market will work, requirement to seek financial advice, & Further information at HMRC Announcements

Does your Company Operate in an Enterprise Zone?

If your company is located in one of the 30 or so enterprise zones, there are significant Government incentives to encourage investment. 

100% first-year allowances for companies investing in new plant or machinery will be extended for a further 3 years to 31 March 2020.

The government has announced 18 new Enterprise Zones and extended 8 zones late last year.

HMRC have added maps to their online guidance, showing sites within enterprise zones that offer 100% first-year allowances for companies. This 100% allowance is in an addition to the normal £200,000 Annual Investment Allowance.

New maps for Tees Valley, Wirral, Black Country, Wilton, and Southbank enterprise zones have been added to the Gov.uk website.

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