Elksourcing：Time Management Tips for Small Business Owners

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Elksourcing：Time Management Tips for Small Business Owners

Apr 8, 2021 , by 露露

As a small business owner, you’re regularly confronted with a range of challenges. And if not handled effectively, these can run your business and even your personal life into the ground. For example, if you don’t have the time to properly assess an issue and how to resolve it, you could create an even bigger problem. This is why effectively managing your time is so important. Successful business owners know that it’s not always about how hard you work, but how smart you work.

1. Plan Your Day

Whether at the beginning of the day or the end of the night, plan what you want to accomplish during working hours. Prioritize your list by labeling urgent items that must get done, less-urgent items that must get done, and bottom-level tasks that aren’t yet a priority, but would be great to get out of the way. As your complete tasks, mark them off. If there are tasks you don’t complete, simply move them to the next day’s list.

2. Set a Loose Schedule

One of the greatest benefits of small business ownership is that, in most cases, you can set your own hours. But if you abuse that benefit and run without a schedule, productivity will suffer. There’s no need to schedule every last task into your day. Instead, develop a loose schedule, and adjust it as needed. Roughly plan when you will work on specific tasks, but be flexible in case something urgent comes up. You can also schedule “open” time during your day to work on projects that were interrupted, or to address your to-do list in order of priority.

3. Maximize Your Up Time

Different people work better at different times of the day. Know when you’re at your best and schedule high-priority tasks during that time, if possible. For example, if you wake up energetic and ready to go, but feel sluggish by day’s end, work on the most important and most difficult things in the morning. Save the “easy stuff” for later in the day, such as checking emails and voicemail.

4. Reduce Interruptions

This is easily the most important time management tip for small businesses, especially if your business is online. In fact, reducing or eliminating interruptions helps your small business cut costs. Every time you see an email come in or get a phone call, ask yourself if dealing with it right now will improve the operation of your business. If the answer is no, let it go for the moment and deal with it during the time you schedule for such things. Also, if you have a physical location, create a plan to deal with salespeople that walk in. For example, you could pass them your card and ask them to call you later, or have an employee take their information for you to contact if you so choose.

5. Take Breaks

It may seem counter intuitive, but taking scheduled breaks can make you more productive. How many you need per day and for how long is up to you, but if you put them off, you risk burn-out. A break could involve a brisk 10-minute walk, 15 minutes of silence, or a 30-minute workout. What it is doesn’t exactly matter as long as it’s something that gets you out of the head-space of work, so that when you return to work, you’ll feel refreshed. Working nonstop may seem like a good idea, but burning yourself out and minimizing your productivity will do neither you nor your company any good.

Closing

Measure how effectively you’re managing your time by setting goals for yourself. Determine what you think is reasonable to accomplish by 30, 60, and 90 days. Then, determine what would be ideal to accomplish by those points. See how close you get. If you find yourself falling short, examine why and see what you can do to improve. On the other hand, you may need to revise your goals. Just realize that goals and time management are tools by which to improve your productivity, business success, and quality of life. Do not lambast yourself by not meeting them. Simply revise your goals or approach, and try again.

What ways can you think of to better manage your time?

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Elksourcing：10 Common Communication Mistakes to Avoid

Apr 8, 2021 , by 露露

It can be embarrassing to make mistakes with communication. For example, if you send an email without checking it, and later realize that it contained an error, you can end up looking sloppy and unprofessional.

But other communication mistakes can have more serious consequences. They can tarnish your reputation, upset clients, or even lead to lost revenue.

In this article, we’ll look at 10 common communication mistakes, and we’ll discuss what you can do to avoid them.

Mistake 1: Not Editing Your Work

Mistakes with spelling, tone, and grammar make you look careless. That’s why it’s essential to check all of your communications before you send them.

Don’t rely on spell-checkers: they won’t pick up words that are used incorrectly. Instead, proofread your work, and use a dictionary to look up any words that you’re unsure about.

You may find it helpful to make a list of words and phrases that you find it hard to get right (such as “your/you’re,” “its/it’s,” or “affect/effect”). Store this close to hand.

Mistake 2: Delivering Bad News by Email

Would you announce layoffs to your team by email? If you did, you could upset everyone!

Written communication channels don’t allow you to soften difficult messages with nonverbal cues (such as body language), and they don’t allow you to deal immediately with intense emotions.

If you need to deliver bad news, do this in person, and think carefully about how you can do it sensitively, so that you can convey your message but minimize long-term upset at the same time.

Mistake 3: Avoiding Difficult Conversations

At some point, you will need to give negative feedback. It’s tempting to try to avoid these conversations, but this can cause further problems – in particular, you may let small problems grow into big ones.

Preparation is the key to handling difficult conversations. Learn to give clear, actionable feedback, and use tools such as the Situation – Behavior – Impact technique to encourage your people to reflect on their behavior.

Mistake 4: Not Being Assertive

Assertiveness is about stating what you need, while considering the wants and needs of others.

You may not always get your way when you’re assertive, but you stand a better chance of getting it, or of reaching a compromise, because you’ve been clear about your needs.

Mistake 5: Reacting, Not Responding

Have you ever shouted at a colleague in frustration, or sent a terse reply to an email, without thinking your point through? If so, you’re likely to have reacted emotionally, instead of responding calmly.

This kind of emotional reaction can damage your reputation. You may upset people with your strong emotions, and give the impression that you lack self-control and emotional intelligence。

Mistake 6: Not Preparing Thoroughly

Poorly-prepared presentations, reports, or emails frustrate your audience and, over time, damage your reputation. This is why it’s essential to prepare and plan your communications carefully.

Mistake 7: Using a “One-Size-Fits-All” Approach to Communication

If you use a “one-size-fits-all” approach to communication, you may overlook people’s different personalities, needs and expectations. In fact, your communications need to address those differences as much as possible.

If you’re preparing a presentation, make sure that you appreciate that people have different learning styles, and that you cater for these. This means that everyone – from those who learn best by reading to those who prefer a more hands-on approach – can benefit from your session.

Mistake 8: Not Keeping an Open Mind When Meeting New People

Today’s workplace is a melting pot of ethnicities, religions, ages, sexual orientations, abilities, and viewpoints. These differences create a rich tapestry of experiences and opinions that greatly enhance our lives.

However, it can be tempting to stereotype new colleagues or clients, or to make assumptions about them based on just a few pieces of information. This is especially true if you haven’t had much time to get to know them well.

Mistake 9: Assuming That Your Message Has Been Understood

Always take time to check that people have understood your message.

For example, when you send out an email, you could encourage people to respond with questions, or to reply if they haven’t understood part of your message.

Mistake 10: Accidentally Violating Others’ Privacy

Have you ever forwarded a sensitive email to the wrong person, or sent an incorrect attachment? These kinds of errors can cause serious commercial problems, violate people’s privacy, and lead to embarrassment and confusion.

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Elksourcing：Start Doing Business in China? Read These 5 Tips

Apr 7, 2021 , by 露露

China is the largest supplier of goods to the United States, and the trade of goods and services between the two nations is a multi-billion-dollar relationship. But in order to gain a foothold in the global sourcing industry, there are some cultural and business customs you will do well to adhere to if you want successful.

ElkSourcing can act as a liaison between you and suppliers, and accompany you on overseas supplier visits and meetings. However, there are some important customs you need to be aware of before you go. Here’s a quick guide to get you through the trip embarrassment-free.

1. Relationships before business. There is a saying in China that you don’t discuss business until the third cup of tea. The Chinese place great importance and value in developing relationships first and conducting business second. The best course of action is to learn about your host’s country, culture, interests, and share your own interests. Once trust and cooperation has been established, then get down to business.

2. Always be on time. While the Chinese are occasionally late to meetings, your punctuality is a sign of respect. The pace of business in China is somewhat different; so don’t be put off if your hosts are late to a meeting. Just don’t cause the delay!

3. Pay attention to your body language. Talking with your hands, pointing, waving, and gesturing are rude in China. Talking with your hands in your pockets is also disrespectful. Even a simple handshake should be handled in a modest manner. Too firm a grip, too much hand pumping, or too long of a handshake can be considered aggressive. Also, it’s customary to pass and offer things, such as dishes at a meal, with your right hand rather than your left.

4. Keep a calm demeanour.  Avoid being overly boisterous or too forward with potential business partners. Instead, approach business negotiations with a calm demeanour, patience, and dignity, and you’ll win the day.

5. Be prepared to dine and drink. Entertaining is a vital component to Chinese business culture. The Chinese like to conduct business over lunch or dinner, and they enjoy having drinks during and after the meal! Business deals often are completed over a meal. Make sure that you plan for this in your daily schedule.

How To Import From China

Elksourcing：Don’t Make Price the Primary Factor for China Sourcing

Apr 7, 2021 , by 露露

Sourcing is already cost-effective; nonetheless, some companies presume that the lowest rate is going to be the most profitable. However, it isn’t always wise to make such assumption. When considering quotations and proposals from different manufacturers, don’t make price the primary factor. While price is obviously important and one the main reasons for purchasing from China in the first place, look instead for companies that are well established and focused on quality and serving other companies like yours.

To source goods directly from China, a company must learn a set of basic capabilities. These include ensuring quality control (e.g., evaluating a supplier’s ability to meet requirements), testing preproduction prototypes or samples, and assessing packing procedures. Logistics activities such as satisfying customs regulations and arranging shipments are important as well.
Although the internet has changed the way we source products, the aptitude, creativity and hard work of people still make the difference between good and bad sourcing.

From selecting suppliers to managing production, quality, inventory, and logistics, direct sourcing is a complicated set of activities involving many detailed decisions. Companies find that they have to pay much more attention than expected to monitoring their suppliers’ flow processes—working back from expected delivery dates to check that suppliers receive raw materials on time and meet every subsequent milestone until the products ship. Without hands-on supervision and quick action when milestones are missed, companies face delays.
 
Also, quality is a big concern. If you send a promising enquiry on Alibaba, or go to wholesale market, you will receive dozens of (if not hundreds of) quotations, you will find, there’ll always be someone who offers cheaper price. But, if you are attracted by the cheap prices, most often, you will end up with a sad story of quality complaints.

That’s why companies like us take the edge off of sourcing industrial and consumer products in China. We are a single point of contact and the critical link from concept and design to finished product, and we’re professional in quality control. The key concerns for new product developers are cost, quality, timing and communications.

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Elksourcing：Tips for Visiting Factories in Guangzhou, China

Apr 7, 2021 , by 露露

So, you’re planning on visiting factories in China.

By this point, you may have been talking to a couple of potential suppliers for weeks or even months now. You may have narrowed your list down to a few candidates and are starting to arrange meetings and tours of factory facilities. Meeting your Guangzhou sourcing agent and supplier for the first time is a very important part of the sourcing process, especially in China. It is just as crucial a moment for the supplier as it is for you as this first meeting can make or break a business relationship.

This is the time to get a real feel for the people you might be working with in the near future. However, if you’re not prepared for your visit, you could miss out on making the most of your trip. We’ve offered some tips for traveling to China in the past. Here are five tips to help you fully prepare and get the most out of your China business trip.

Tip 1. Inform the factory

An important tip for visiting factories in China is effectively communicating with the supplier beforehand. Throughout all the email correspondence with your supplier or sales representative, make sure to clarify all of the following:

Let the factory know that you are planning a trip to their facilities

1.    Provide your schedules to the factory

2.    Specify how long your stay in the country will be

3.    Indicate the number of people coming with you

4.    Ask what time would be most convenient for them

Most importantly, state the purpose of your visit to your suppliers. Emphasize what you would like to see, whether it is the factory floor or their show room. That way they can have everything ready to go and nothing is left out in the time you are there.

Tip 2. Set up an itinerary

Locate and group the factories you need to visit by area. Then arrange the trip according to the location and dates provided by the suppliers. Your Guangzhou sourcing agent will help you in this. It is usually possible to visit two factories in one day if they are in the same city. But visiting more than two suppliers per day is ill-advised. Setting up an itinerary will help you be more efficient with your time while on your trip visiting factories in China.

Try to book a hotel that is close to the factory in order to save time on the road. Let the factory know if you would like to have them pick you up from the hotel. Factories are usually a bit out of the way and can be challenging to find, even with directions in Chinese. Most factories would be happy to accommodate and help clients with transportation to and from the factory.

Tip 3. Arrange transportation in advance

When it comes to traveling from one city to another for factories, there are always plenty of options for travel. One thing to keep in mind in China is that it has the largest high-speed rail network in the world. They are known for their efficiency and reliability, unlike Chinese air travel, which is often met with delays.

Depending on the time frame you have, a high-speed train can be a great option for trips like Shenzhen-Guangzhou which will take you about 30 minutes from departure to arrive.

Tip 4. Confirm the details

Make sure to get phone numbers and detailed addresses of your factories in both English and Chinese from your supplier. It is important to be able to reach them at a moment’s notice, in case you are unable to locate the factory or you have been delayed somewhere along the way. Nothing is more frustrating than traveling have way around the world to visit a supplier only to be lost trying to find the factory and unable to contact them.

Tip 5. Ask the right questions

Our fifth tip for visiting factories in China is to have all questions you want to ask prepared ahead of time. This ensures that nothing is left not answered during visiting factories in China. Having a list of questions and expectations for your suppliers will help you get the most out of your visit. After all, meeting face-to-face with a supplier to ask questions and resolve issues related to manufacturing is typically a major reason for buyers making the trip.

And make sure to clearly lay all your expectation on the table to make sure you feel comfortable beginning a long-term business relationship with any potential suppliers with which you haven’t worked.

Conclusion

Visiting factories in China is a major reason for foreign travel to the country. Whether you are a veteran doing these trips countless times or a novice just coming to China for the first time, these are all things you need on your agenda to make the most of your limited time here. Preparation is the most important determinant for success.

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Elksourcing：Importance of Third-Party Inspection for Suppliers

Apr 7, 2021 , , by 露露

Third-party inspection is important for success of importing business. However, some factories may resist third-party inspection. You might hear a supplier say something like “we don’t need them” or “we have our own quality control staff”.

And it’s hard to blame them. They’re being asked to allow a stranger to come into their facility and check their work. Understandably, some suppliers feel they’re being subjected to unfair scrutiny from an outsider.

So how can you put your supplier at ease with the inspection process?

You can take specific steps to address the problem based on the symptoms presented. But there are also some measures you can take to prevent resistance from the factory in advance.

1). Clarifying the need for inspection when placing an order

Although third-party inspection is fairly commonplace, it can catch your supplier by surprise if you advise them of your requirement only shortly before shipping.

Letting your supplier know early that you’re expecting independent oversight prevents surprises and reduces the chance of resistance later on. The best way to do this is often by stipulating it as a term on the purchase order. This way, your supplier knows at the time of placing an order that this is a requirement.

2). Walking the supplier through the process

I once worked with an importer whose factory salesperson called me directly, and we went through the inspection criteria point-by-point so that they understood the requirements they had to meet.

It turned out that the factory had concerns with some of the points, so they talked with the importer, who agreed on a lower tolerance for some points, and an agreement was made to adjust the criteria. The factory then passed the inspection without any problems and third-party inspection later became a routine and important part of the purchasing process.

By taking the time to describe the inspection process to the supplier, you can prime them for what’s to come and mitigate any reservations they might have.

3). Explaining why inspection is beneficial

One of the best ways is to explain to them how inspection can actually be helpful for them and improve the relationship they have with you. With that in mind, here are key benefits of third-party inspection for suppliers:

i. Improved product quality

One of the most important benefits of third-party inspection for suppliers is the quality improvement that often results. Sometimes inspection reveals a product defect that’s easily preventable. Regardless of whether the defect is major, minor or critical, knowing about it before shipping helps the supplier address the root cause to correct the underlying problem.

Consider an order of headphones handed out on airline flights. The headphones might look acceptable on the outside, but closer examination reveals many with shoddy wiring and press marks on the ear pads. These problems have the potential to make the goods unsellable. And rather than shipping the headphones with defects, the supplier might allow outside product inspection of the order.

ii. Improved relationships with customers

When considering the benefits of third-party inspection for suppliers, improving the relationship you have with your supplier should be near the top of the list.

An importer that doesn’t have any external oversight into the status and condition of their order can’t be sure what they’ve paid for until they actually receive the finished goods. Similarly, the supplier isn’t able to get feedback from their customer on the goods until the customer sees them. And a difference between what the supplier and the importer believe is acceptable is one of the main reasons why the relationship between the two parties can turn sour.

How To Import From China

Elksourcing：How to Build Stronger Relationships with Suppliers?

Apr 7, 2021 , by 露露

During my work as a sourcing agent, I’ve heard of so many importers find it difficult to work with their China suppliers. Actually, cultivating a stronger relationship with a China supplier isn’t as hard as it seems. Here are three tips for stronger supplier relationships:

1. Pay on time

This first tip for stronger supplier relationships should go without saying. Still, there are importers from all different backgrounds and industries that fail to pay their China suppliers by the agreed time.

Factories run a for-profit business. Like importers, they have concerns about if and when they’re going to be paid. They prefer to maintain positive cash flows. And, perhaps most importantly, they rely on steady, dependable payments from customers in order to pay for their own suppliers for components/parts needed for production. Defaulting on payment to their suppliers could lead to a full stop in their operations.

Setting clear and reachable payment terms

Any payment terms you agree to should be confirmed well before placing the order. If you foresee that you might have problems meeting your obligations, it’s best to work out favorable contract terms before signing a contract. Being open and honest about payment early on allows the supplier to plan more effectively and helps build trust.

If something unexpected happens and you cannot pay your supplier, reach out directly and inform them of the situation. Don’t make the mistake of waiting for your supplier to contact you about an overdue invoice. Your supplier will be much happier to get a call or message from you letting them know:

• You’re aware of the outstanding fee and

• When you plan to send payment.

Once you’ve established a credible relationship with your supplier, you can discuss more favorable payment terms for your orders so that late payment becomes a less frequent issue.

2. Communicate frequently, openly and directly

Communicating with China suppliers is one of the most common challenges importers meet. But what some importers don’t realize is that the way they communicate is often more to blame for misunderstandings than any language barrier.
Visit the supplier early in the relationship

It’s not always going to be necessary for you to visit your China supplier. But it never hurts to meet your supplier representative face-to-face at the start of working together. Getting to know the people that will be fulfilling your order helps to build rapport which is definitely better for stronger supplier relationships. Even if you can’t personally meet suppliers, you might want to consider sending a trusted agent to visit on your behalf.

Don’t rely on email alone to communicate with your supplier

So many importers rely on email alone to communicate with their suppliers throughout the transaction. Few importers utilize more sophisticated tools for communicating effectively. There are far better ways to get in touch with your suppliers where a discussion or lengthy explanation might be needed. A phone call, for example, is simple. But it’s surprising how many importers don’t bother trying to get their suppliers on the phone.

There are also messaging apps available for voice calls, video calls, text chat or some combination thereof, including:

• Skype

• QQ (mainly used in Mainland China, but more and more widely used internationally)

When it comes to explaining product requirements or other detailed aspects with your supplier, email often leads to back-and-forth correspondence to clarify points. It can easily take several days or weeks to reach an understanding. Phoning or video calling your supplier contact lets you address any translation or technical challenges in real time with more reliability. It also helps to use an app for communication that’s popular where your supplier is based.

Keep your supplier in the loop

It’s important that a supplier is informed right away of any changes involving a product’s design, shipment date or any other factor related to production. Communicating any changes to production quickly, just as those related to payment, helps suppliers prepare and adapt better. Even if you think more changes are coming but are not confirmed, your supplier will be able to respond to your needs if you keep them in the loop. Doing so leads to stronger supplier relationships.

3. Manage reasonable expectations

You’ve probably experienced disappointment at one time or another. Maybe your supplier “over promised” by agreeing to ship your order on April 1st and then “under delivered” by delaying until May 1st. Or maybe you thought the factory would be using higher quality components then what ended up in your product.

No one likes to be let down. So, set realistic expectations, and manage your own expectations with manufacturers is a way to stronger supplier relationships.

Manage expectations for product quality

You can often learn a lot about the quality of a product by looking at the factory that’s manufacturing it. A low-end factory that makes cheaper products probably isn’t going to produce a high-end product for you at an acceptable level of quality. You need to be aware of what your chosen supplier is actually capable of producing and set your expectations on that basis.

Another essential consideration is that stricter product quality standards, coupled with a relatively small order size, can deter a supplier from working with you at all. You need to weigh the value of your purchase order and the relationship you have with your supplier against your standards for quality. If your supplier considers you a “tire kicker” that makes unreasonable demands about quality, they may see you as a time waster.

Lastly, larger factories tend to have more established quality management systems than smaller factories. This usually means you can expect fewer quality headaches. That does NOT mean, though, that you should expect the factory to be perfect. No matter how good a factory is, defects are almost always unavoidable in some number. Learning how to handle product defects is one way to ensure stronger supplier relationships.

Offer a forecast of production milestones

Planning production is not easy when there are many different variables outside of you and your supplier’s control. But it’s often helpful to offer your supplier at least an approximate forecast of when you expect major production stages of your order completed. You might use a Gantt chart, for example, to observe different production milestones and check in with the supplier periodically to monitor progress.

Providing a forecast of production milestones also helps your supplier prepare materials, labors, and equipment in advance. It’s wise to clarify a reasonable shipment date so that components are at the final assembly point when they need to be, especially when your supplier uses sub-suppliers. You’ll have stronger supplier relationships if you consult with suppliers about what’s achievable before any backpedaling or disappointment later.

Conclusion

Indicating to the supplier that you care about the relationship is a step in the right direction to improving it. But just saying you care is not enough. Time and well-placed effort are ultimately what create strong supplier relationships.

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Elksourcing：What Is a Third-Party Quality Audit?

Apr 7, 2021 , by 露露

In international trading industry, an independent, unbiased third-party quality audit is one of the most effective ways to minimize the risks of every transaction.

What is a Third-Party Audit?

A Third-Party Audit introduces an autonomous team of auditors that have zero connection to your supplier to perform the audit; whereas first- and second-party quality audits may have a more direct connection to your supplier. Products are assessed by the auditors using a baseline set of pre-established standards of quality. Upon completion of the audit, the third party then issues a certification of compliance.

Auditors may use any of four types of third-party quality audits for evaluations, and each one examines a different facet of the product.

Product Audit – A Product Audit occurs when a detailed inspection of the final product is conducted prior to the product being delivered to the customer. As such, Product Audits are more in-line with a quality inspection than a true “audit.” Accurately conducting Product Audits ensures that the product you pay for is what is delivered.

System Audit – The Quality System Audit is somewhat self-explanatory. A System Audit analyses the various components of the entire production system, including how it’s used, who uses it, when it’s used, where it’s used, and why it’s used. Auditors take a comprehensive look at how everything works in concert with every other component to produce the final product.

Process Audit – While a System Audit is typically broad in its scope, the Process Audit usually dives deeper into the product. A Process Audit looks critically at, and evaluates, the intricacies and quirks of a particular system. A Process Audit verifies aspects of the production process, such as the machinery, people, and materials involved.

Compliance Audit – When conducting a Compliance Audit, work instructions, contracts, obligations, and procedures associated with the product are scrutinized by the auditors, and are then compared to what’s actually happening during the production process.

Selecting the Right Auditor

Third-party audits are extremely useful and reliable in order to foster growth and improvement within your supply chain. Selecting the right auditor or audit team isn’t a “one-size-fits-all” solution, nor as easy as simply hiring a big brand or asking your supplier to recommend one. Follow the recommendations below to find the right auditor solution for you and your business.

First (and most importantly), decide whether or not you want a global auditing partner with international experience or one that’s local. If you’re searching for an auditor in your region, find a provider that specializes in your area of business. A computer chip auditor won’t be very helpful if you’re in the business of textiles. Don’t forget to do your due diligence when vetting an auditor: be sure to review their previous work and ask for references to ensure their expertise and credibility. Finally, regardless of the type of auditor or firm you ultimately hire, ensure that they provide guidance on creating an inspection process your organization can use after the audit is complete.