How to Pay Yourself as a Business Owner

You've worked hard to start your business and are certainly entitled to a paycheck. The question then becomes how best to pay yourself as a business owner. You essentially have two options: salary or dividends.

There are pros and cons with each method.

The best course of action will depend on your personal and business finances. Here are the factors to consider:

Paying Yourself a Salary

When your business pays you a salary it is considered personal income which means you'll have the opportunity to contribute to the Register Retirement Savings Plan (RRSP) and the Canada Pension Plan (CPP). How much you put into the RRSP is up to you.

However, there are maximum contribution limits. The CPP is an automatic deduction which can set up for a nice retirement fund.

In other words, the longer your work and pay into the CPP the more of a "nest egg" you'll have upon retirement.

With regard to taxes, when you pay yourself a salary, the corporation can deduct it as a business expense. On the other hand, as personal income, it is subject to taxes.

How big do you want your tax burden to be? That could determine whether or not you pay yourself a salary. 

Taking payment as a salary means you have to set up a payroll account through the Canada Revenue Agency. This means filling out T4 slips and the rest of the required paperwork. Another tax issue with a salary is that you won't be able to mitigate a business loss if your profits go up and down over the course of several years.

Paying Yourself Dividends

You'll have more cash on hand with dividend payments because they are taxed at a lower rate and don't have any automatic deductions taken out for the CPP. It's also very easy to pay yourself in dividends. Just write a check and square it up with the accounting.

By taking dividend payments you are essentially saying you'll be handling your own retirement. Not only would your CPP be less but you are prohibited from making contributions into an RRSP. If you take dividend payments you could also be precluded from taking additional tax deductions such as childcare expenses.

Overall you need to consider your company's cash flow needs, not only for current business, but also down the road. A qualified financial planner should be able to look at your business and help you make a decision that will provide you and your business with a decent level of financial security.

Starting Your Business with a Clean Slate

Breaking up is hard to do. That's true for relationships and also for ending your contract with an employer.

Whether you're moving on to start your own business or have been hired at a company that could be considered a competitor, you'll want to make sure you can start your new job with a clean slate.

A lot of the following issues might be covered in your employee contract. It's worth discussing with an experienced lawyer to make sure you can get up and running without a potential lawsuit slowing you down. 

Here's what to look out for:

Intellectual Property

It is obvious that anything you created or invented during work hours for your company is owned by that company. This would be considered intellectual property. Where it gets fuzzy is any work you did on the side during off hours. Things could be further complicated if you used any type of company equipment like a computer or software for your own inventions. There could be a strong claim for that property you created.

Non-Competition

It stands to reason that if you're good at your current job, then your start-up would be related to your skill set. That might be cause for concern if you are going to be in direct competition with your current employer. Most contracts have a non-compete clause that can last up to a year. It might take that long to line up your investors and launch your business but you'll you might be restricted from doing any kind of work that is deemed "the competition." Worst-case scenario, you sit out the year and spend it planning.

Non-Solicitation

This is often referred to as the "poaching clause." Just because you've created solid working relationships with a lot of clients doesn't mean you can "steal" them all for your new business. It's a tricky area. A client can go to any business they want as long as they don't violate a contract. The mere fact that you're starting up on your own might be enough incentive for the client to jump ship. From a legal standpoint you'll be covered if you don't actively solicit that client.

If you have doubts about any of these areas then you'll be better off checking with a lawyer. Additionally, you should consider your future plans when accepting any job. If your goal is to become your own boss then a restrictive employee contract which prevents that from happening might not be worth signing.

There is nothing wrong with negotiating. Just make sure you're not getting trapped into a contract which will stop you from pursuing your dreams.

Top Items That May Trigger an Audit of Your Business

If there is one thing that is worse than paying taxes it is getting audited for not paying taxes. A notice from the CRA can send a chill down your spine and have your stomach doing flip-flops. Hopefully, you'll never have to be exposed to that anxiety inducing type of situation. While there is no hundred percent guarantee that your business will forever be spared an audit, there are some proactive steps you can take to avoid that process.

Here are the top triggers for a possible CRA tax audit:

Trigger #1: Mixing Business and Personal Expenses

When it comes to your business accounts and personal expenses, it is best to keep them separate. You should already be filing individual tax returns along with your business returns. Therefore it's not a stretch to keep those items separate. In the real world, the lines between what you spend for your business and your personal life can get blurred. Try to keep them in focus for the purpose of your tax returns.

Trigger #2: Paying Your Living Expenses Out of Business Profits

This is related to "trigger #1." As far as the CRA is concerned you're an employee of your company on par with all the other employees. As a result of that employment you should be getting a salary. Out of that salary you pay for your living expenses. You can't pay your mortgage out of your business profits.

Trigger #3: Failing to Make Payroll Deductions

Sometimes we employ our family members and friends to help with our start up business. There is nothing wrong with that but that doesn't mean those employees can skate on the payroll deductions. You need to treat every employee the same and that means keeping accurate records of payments and deductions.

Trigger #4: Cross Border Taxes

If you do business in the U.S. then their IRS agency will be looking over your shoulder along with the CRA to make sure everyone is getting their fair share of taxes.

Trigger #5: Invoicing Amounts Greater Than $30,000 Annually

$30,000 is the threshold that will trigger the need to register and file HST/GST/PST. If you overlook those filings you can anticipate an audit.

Trigger #6: Multiple Businesses

Your goal should be to expand your business into different regions but that can be complicated with the variant tax codes. The way around that is to set up separate companies that are region specific. That makes smart business sense but it can also draw attention from the CRA who want to make sure all those regions are being paid.

Trigger #7: Being a Success

It might seem odd that success would trigger an audit but the more personal income you accumulate the more it is thought that you'll be trying to shelter that income from taxes. The CRA is always watching!

The most important thing you can do is keep accurate records and follow the rules. That way if you are called in for a routine audit you'll have your defenses ready.

Losing a Valuable Employee

What happens when a valuable employee resigns? First, don't panic.

After all, how many times have you moved from job to job? This is not an uncommon occurrence. Now that you're the boss you can't just throw a going away party and wish that person well.

There are certain steps you need to go through to make sure this is a smooth transition and everyone is on the same page.

Step 1: The Exit Interview

There should be no hard feelings when an employee resigns, especially if they are moving on to a different opportunity or opting to spend more time with their family. Just as you would with a client or vendor, you don't want to burn a bridge with a good employee. Who knows where they will land or if you might need them to consult for your company. If it is a situation where you know a competitor has made them an offer they can't refuse (and you can't match) let them know you appreciate their work.

Step 2: Recall the Non-disclosure Agreement

Hopefully, every employee working for your company signed a non-disclosure agreement before starting work. As they are leaving, it is a good time to remind them of their obligations under this contract. Technically, if they signed the agreement you don't have to remind them because it is legally binding. Just make sure they have a copy before they head out.

Step 3: Let the Company Know

When a valuable member of your team has decided to move on it won't be a secret for long. You still want to get out in front of the news by making some sort of official statement to the rest of the company either in an email, memo or announcement. Hopefully, there will be an opportunity for your former employee to train the new hire. You can also have that going away party to allow everyone a moment of closure. Then it's back to business.

Step 4: Ask For a Written Duty Log

The employee who is leaving might have taken on tasks you're not even aware of. It will be a big help if they were to write down all of their tasks and responsibilities. This is a document they can hand off to the person taking their place. This log should include all the usernames, passwords, email accounts and other company online access issues. This is another reason why you don't want to make this resignation awkward: You still need that employee's help!

Step 5: Call Up a Recruiter

You should know exactly how much time you have to fill the position. This doesn't mean you need to rush to find that new person. Put a recruiter to work to find the best candidate. Perhaps your old employee might even have a recommendation. If they aren't moving to another job, you can also leave the door open for future freelance work.

No matter how important this person was to your business, it's not the end of the world when they leave. You'll press on and might just find that a new member of the team is just the shot in the arm your company needs to take it to the next level. 

What is Ad Retargeting?

Big Brother is watching you. At least that is what you might be thinking when you're suddenly presented with online popup ads related to a recent web search. Is it safe to say that you were being tracked from one website to another?

Actually yes, but there is nothing sinister about this.

It is a very common practice known as ad retargeting and it's helping many online businesses pull in new customers. Are you currently running an ad retargeting campaign? If not, you should be, because the conversion rates on retargeted banner ads are much higher, in many cases up to 20%. Retargeted ad campaigns target the 98% of the audience that don’t buy after leaving a website.

Regaining the lost lead.

Traditional display advertising has mostly been used as an awareness and branding tool. Whereas, retargeted ad campaigns have been great for driving conversions on your site, be they sales, sign ups, leads or subscribers.

If the goal of your advertising campaign is direct sales or signups and you have a decent amount of traffic then retargeting is ‘right’ for you.

It’s all in the cookie.

Every time you log onto the Internet and start surfing you leave a trail of breadcrumbs wherever you go. Those "breadcrumbs" grow into cookies. This is the tracking technology that allows visitors to any e-commerce site to pick up a cookie with every visit. Now they are tagged for potential retargeting.

You'll be paying a company to set up a retargeting platform that will collate all those cookies and present a bid to run your ads across many other web portals. These ads are banner ads which can bring that customer right back to your website – especially if they are dynamic.

Understand the threshold.

There is a minimum recommended traffic size that you should have coming to your website before starting a retargeting campaign. You should be aware that retargeting only targets your site visitors.

If your site only receives a small amount of traffic per month, then you will only have a small pool of users to target resulting a low sales volume

.

It has been found that if your site must receive at least 5,000 unique visitors per month. Even if you have less than 5,000 uniques, you can still add a retargeting tracking pixel to your site but your goals should be towards branding instead of sales.  Run a contest, or a lead generation campaign. 

Does ad retargeting work?

According to a comScore study, companies who use ad retargeting can see a 726% increase in return visits to their websites within four-week period. As for online shoppers, 72% don't finish shopping when they put items in their cart. Of that group, 8% return to make the purchase. Factor in ad retargeting and those returns bounce up to 26%.

These numbers definitely provide a convincing argument that ad retargeting should be a strong force for the smart marketer.  

Google and High Quality Content

Love it or hate it, Google is the dominant force when it comes to ranking your company's website. That ranking is registered when a prospect types in a keyword to find something they're looking for like "dentist in East Lansing" or "T-shirts in Fort Lauderdale." Google wants to reward it's users by presenting the most relevant websites at the top of their ranking page.

There aren't any "Google elves" sitting there answering keyword searches. Instead, an algorithm is activated for every search. Throughout the years, Google has tweaked the algorithm to make it better at finding great websites for the respective search results. They keep the algorithm a secret as many companies try to game it in order to be ranked higher. However, there are general rules that Google has outlined what a relevant website should follow in order to be ranked high.

According to Matt Cutts, Head of Google’s WebSpam team, fresh, relevant content is the foundation for high rankings. So, how does Google tell if a web page has high quality content? Consider these factors:

Duplicate Content

Google performs an instantaneous scan and recognizes just as fast whether or not a web site has overlapping and/or redundant content on your site. They look to see if you’ve copied content from other sites by checking the age of the content and percentage of similar content when comparing sites. Here is where your inclusion of keywords could actually come back to haunt you, especially if they are being overused. Does this mean you should abandon those keywords? Absolutely not. However, you might also want to freshen up your existing content if your keyword phrases all appear to be using the same phrasing.  

Quality Content

Google is looking for quality. When it can deliver that to its users then those users will come back for more. Is your content well written? Are there grammar or spelling errors? Does it read like a robot wrote the piece? There are many quality content writers out there who can deliver engaging content. If you don't have the skills, hire someone who does. One way Google measures quality content is through tracking how long an user stays on the page. If they arrive on the page and leave immediately, Google knows that the page wasn’t relevant to the search query, or that the website content wasn’t good.

Relevant Content

Here is where you need to search out the competition. Pretend you're a customer and Google the same keywords you hope someone would use to look for your site. What businesses come up on the first ranking page? More importantly, why did those sites come up first? Take the time to study those pages to see what they are doing right in terms of content, titles and headers. This is what you should be striving for.

Viral Content

The best type of content is something that will be shared. Whether that is an infographic, top ten list or really cool photo, if you can get viewers to bookmark or share that piece then you're spreading your message further across the web. Information and humor are two solid items that can make a piece of content go viral. If you can add a short, funny video all the better!

When you get right down to it, it's not rocket science. It's all about quality. 

Tips on Creating a Good Infographic

Infographics are a fun and quick way to learn about any topic without any heavy reading. There are many reasons why infographics are often better than just writing a blog post. They range from:

- Providing a data-rich visualization of a story or   thesis

- A great visual tool to educate and inform that is easily shared

- And a great way to build brand awareness that can be at a lower cost due to the viral sharing opportunities.

When done right, the infographic is a bold and fun way to present information about a subject. It's something you can quickly scan, presenting data-rich information visually.

The best type of infographic is one that can be shared across many websites. If you're the company that has created that popular infographic then you should be able to benefit from increased traffic, as users will want to learn more.

Adding an infographic to your website isn't as complicated as you think. Start with Googling "infographic templates." From there you'll want to follow the following tips on creating a good infographic:

Tip #1: Get the Right Data Source

The most important component in an infographic is the actual "info." This means you need to find a legitimate source for all your data points. Thanks to all the published studies, surveys and research it shouldn't be hard to collect the data points you need to support the purpose of your infographic. You could even borrow data from another infographic. Just make sure that you source your data within the content of your infographic.

Tip #2: Get the Right Designer

Although you might find a free template for your infographic that doesn't mean you'll have the skills to get the job done. Instead of driving yourself crazy, look for a terrific graphic artist who has experience creating these kinds of pieces. Yes, this is an investment but it's no different than paying for original content. As you shop around for a graphic artist you might find some who will do the job for a flat fee while others work on an hourly rate. Don't hesitate to check out their portfolios before committing to hiring them.

Tip #3: Get the Right Wireframe

Your infographic wireframe is essentially the outline of the story your want to tell. You have your data points. Now you want to lay them out in an order that provides the information in a compelling way for the viewer. Remember an infographic is vertical so build your story with a engaging beginning, middle and conclusion. In terms of the number of data points, six seems to be what generates the most follow-up Tweets. Make sure your logo and website information is included at the bottom of the graphic.

Tip #4: Get the Right Headline

All your hard work won't amount to anything unless it gets read. That's where a strong headline comes into play. This is your hook. Research has shown that most viewers are attracted to number headlines like "Top Ten" or "Five Best" etc. If you can work in numbers to your headline you'll be ahead of the game.

Tip #5: Get the Right Promotion Tools

Before you're ready to send your infographic out into cyberspace make sure you've got embed code that will make sharing this piece as simple as a click. You should then search for the blogs that would appreciate the information that you're sharing. Set up a targeted email campaign for the high PR blogs. Those blogs will be happy to use your content to fill up their pages.

Don't believe that? Google "Marvel vs. DC" infographic to see how many sites are sharing this single piece about which comic book company has better box office results. Hopefully, your infographic will have the same potential to go viral. 

How to Protect Your Idea without Using a Patent

Taking your idea from the drawing board to the store shelf is going to take many months (or, in some cases, years!) of dedicated work. During that development process, someone could swoop in and steal your idea right out from under you.

At least that might be your biggest fear.

This is why you want to make sure your product or idea is patented, right?

Although that may make sense, during the development and start-up phase filing for a patent can be a costly and time-consuming process. So, should you put your great idea on hold?

Absolutely not! Here are some ways you can protect your idea without using a patent.

Non-disclosure agreement (NDA)

If you have any proprietary information or plans that you're going to share, you should make sure you get a non-disclosure agreement signed by that person before you show them anything. This is a binding contract that compels the second party to confidentiality. They can't talk about your product or idea to anyone else without your permission. You can get a lot of work done with a NDA without worrying that your idea will get stolen as it is developed.

Non-compete agreement

This is an agreement you sign with someone you are hiring for your company. It will compel them not to start a competing business that could take direct aim at your profits. For instance, if you've come up with a great new ice cream making process and you share that with your workers they can't turn around and use that same process in their own store if they've signed a non-compete agreement. Of course, if you want to sell them franchises go for it!

Work-for-hire agreement

This is an agreement you'll enter into with a freelance worker who will be lending some of their talents on certain elements of your product development. With a work-for-hire contract, you will own all the work that person creates on your behalf. If they design a killer logo for your brand, under this contract, that logo will be all yours.

Go provisional

Another layer of protecting your idea is by filing a provisional patent. This is something you can do yourself using resources found online. The provisional patent can throw a "protection net" over your idea for up to one year. With this type of patent, you can make the claim of "patent pending." In that year, you should be working out the kinks and lining up investors. Then you can pull the trigger on the patent. You might also find that your product has changed greatly in that year. Better to get it right than to rush into a patent. 

Social Media and the Law

Does your company need a lawyer every time you post on Facebook? Obviously not if it is your personal page.

However, when you dive into social media to promote your business you would be well advised to speak with a social media law specialist to keep an eye on what you post. Look at it this way, when a company creates an ad that makes certain claims about their product, that ad has to go through a strict legal review to protect the interests of that company.

This is the same approach you should be taking when you begin engaging customers through social media. In other words, get protected before you post. Here are some areas to think about with regard to social media and the law.

Do you have an action plan?

On many levels, you can gauge a successful social media campaign by the amount of followers or "likes" you achieve. Yet when you drill down, an effective social media campaign is much more than a numbers game.

Before you meet with a lawyer, you'll want to put together your company's action plan. This can come in the form of a prepared background document. Included in this document should be the supporting data for the following:

• Current social media uses
• Lists of various social media platforms being utilized
• Type of material being shared (blogs, videos, Tweets, photos, etc.)
• Staff members responsible for generating social media content
• Any company policies regarding posting
• A review of competitors’ social media campaigns
• Guidelines for employees posting on behalf of the company such as language/photo use

All of these issues pertain to a certain level of risk management with regard to employee interaction. Without guidelines you could find yourself dealing with inappropriate posts that could cause great harm to your brand.

Do your employees know what they can or cannot post?

It's hard to imagine a company getting through the course of business without creating a "disgruntled" employee. Usually, these are the folks who are dismissed because of poor work performance and go on to vent their frustrations. These types of comments can be managed but what about posts from current employees that could be a problem? Make sure that your employees understand that company secrets or making fun of a customer are not something that should be done on social media.

All of these types of postings need to be explored with your legal representative in order to form a comprehensive set of rules for your staff. It is much better to work through all the possible scenarios as opposed to doing damage control. 

Areas of Potential Liability for Website Owners

When was the last time you read the fine print on the terms and conditions of a website? Most of us don’t take the time to read them, finding the legalese too boring. We just click "I accept" so we can get to the good stuff.

However, as a business owner you don't have the luxury of skipping over that fine print. In fact, those terms and conditions might actually become your strongest defense against frivolous litigation.

This is why companies invest in experienced legal counsel to craft liability language. This will make sure your business is protected even from the casual visitor who might have "issues" with your website content. The goal is to reduce the possibility of a lawsuit.  

Here are some things to consider adding to your own terms and conditions to afford any potential liability claims.

Protect your data. If you intend to sell your email list to a third party (it can be a good source of revenue) then you need to be protected with a strong "personal information" provision that spells out your intentions. Even if you don't plan to use that information you still want to be protected in the likelihood that the data is compromised.

Errors and omissions. This is a clause that is include in most business contracts but should also be included on your website. Suppose you post content with facts or figures that prove to be inaccurate or become out of date? Hopefully, you can correct that when notified but until then you shouldn't be held as negligent for a simple oversight.

Unknown malware. There is no telling if or when your website could be attacked by an outside entity until it is too late. If a visitor picks up a "virus" by visiting your site should you be held responsible? Not if you have the right kind of language in your terms and conditions.

Transmission problems. If your server goes down and a customer's own business or service is interrupted, you shouldn't be held liable. Crashes will happen and you'll need to be protected especially when the loss of data could occur.

Copyright infringement. You should do your best not to engage in any copyright infringement but that doesn't mean it can't occur. Suppose you have a forum where a user posts something that is protected. Are you liable? What if someone considers material as defamatory? You can't predict everyone's reaction to all that you'll be posting but you can protect yourself from those reactions.

Confiscation of data. There may be instances where a user's personal information is subjected to foreign government control. In the U.S. there are many heated discussions about this very issue as it pertains to investigations sanctioned by the Patriot Act. You can let your users know they might be subjected to these types of date mining through no fault of your company.

Fortunately, businesses have worked out many of these issues in their own terms and conditions language. You can take advantage of that by obtaining boilerplates of these provisions. You'll still need a lawyer to review them before you post on your website but using boilerplate language can reduce the costs of writing up this liability protection.