Operational cost will always battle your bottom line. Learn what services HelloMattJames uses to stay profitable and scale successfully. In this meetup, we'll go over where to get legal contracts, invoicing, accounting, and call forwarding services that make a startup feel like a fine-tuned machine. Be the most professional version you can be - for almost nothing. If you already have years of experience, come ready to talk about what has worked - and what others should avoid. We will try to leave time at the end to answer industry specific questions.

1. Being Professional
without breaking
Your Budget
What modern tools maximize business efficiency
and reduce your operational overhead.
(All links & information will be available at the end of this presentation.)

3. INTRODUCTION
My name is Matt James.
Started with IT in 2002.
Shifted to Marketing in 2014.
Started freelance work in 2015.
Incorporated my business in 2016.
Ops Manager @ GreenMellen in 2017.

4. WHO CAN BENEFIT FROM THIS
TALK?● New businesses owners
● Experienced businesses owners
● Businesses looking to scale up
● Businesses looking to streamline
● This talk is for any small business owner.

5. ● Because the pursuit of efficiency is the
motivation for innovation.
● The willingness to innovate is more
important than just “being innovative”.
● Good innovators take time to gather
information before moving forward.
WHY IS THIS TOPIC IMPORTANT?

6. -PARTS OF
BUSINESS-
● Financial
● Legal
● Communications
● Hosting
● Security
● Task Management
● Learning
● AdHoc
○ Video Editing
○ Writing Tools
-PARTS OF
BUSINESS-
● Financial
● Legal
● Communications
● Hosting
● Security
● Task Management
● Learning
● AdHoc
○ Video Editing
○ Writing Tools

7. Active Duty members…
● Army
● Marine Corps
● Navy
● Air Force
● Coast Guard
● National Guard
● DoD Officer
● ROTC
● DoD Reservists
● DoD Employees
● Veterans
● Retirees
● Annuitants
● … and more
“If you have an immediate family member who has
joined or one who is eligible to join, you can become a
Navy Federal member. Immediate family members
include grandparents, parents, spouses, siblings,
grandchildren, children (including adopted and
stepchildren) and household members.”
FINANCIAL
Banking with
Navy Federal Credit Union
●100% Free Business Checking
●Tech Savvy Credit Union
●Lower Rates & Fees
●Respected Name
●Excellent Customer Service

8. FINANCIAL
Invoicing & Accounting with
WaveApps
●100% Free
●All-in-one Solution
●Organize Mixed Expenses
●Special Access for Accountants
●Mobile App for Receipts

9. LEGAL
Business Renewal with
Secretary of State
●$75 Every Year
●Online is Faster than Mail
●“One-Click” Renewal
●Documents Easily Accessible
●It’s Mandatory

10. LEGAL
Work Contracts with
Shake Law
●100% Free
●Instant Draft & Sign
●SoW, NDA, BoS, Napkin, etc
●Online Secure Storage
●Lawyer Consulting for $40/mo

11. COMMUNICATI
ONS
Mobile Phone with
Your Carrier
●T-Mobile @ $40/mo
●Sprint Family @ $22/line
●Ting @ $15/mo
●Verizon Unlimited @ $40/mo
●AT&T Bundles with Fiber

12. COMMUNICATI
ONS
International Mobile Phone with
Project FI
●$20 Per Month
●$10/per GB of Data
●Refund for Unused Data
●GSM & CDMA Coverage
●The Best International Plan

13. COMMUNICATI
ONS
Call Forwarding Service with
Google Voice
●100% Free
●Different from Mobile Number
●Custom Voicemail Routing
●Call Screening & Recording
●Manage from Your Computer

14. Website Hosting with
SiteGround
●$162/yr (+Affiliate Program)
●Consistent Latency (Not EIG)
●Testing / Staging (GoGeek)
●Excellent Support Staff
●SSD’s, cPanel, WordPress, etc
HOSTING

15. Domain Registration with
Namecheap
●$0.88 Domain Names
●Low Renewal Cost + Discounts
●Affiliate Program
●Easy to Navigate & Manage
●24/7 Support & Livechat
HOSTING

16. SECURITY
Password Management with
Dashlane
●100% Free for a Single Device
●Auto-Update Unique Passwords
●Digital Wallet & Secure Notes
●Hashed Database w/256-bit AES
●Accessible in Case of Death

17. SECURITY
Postal Address with
United States Postal Service
●$64 Per Year
●24/7 Access to Mailbox
●Sign for Packages Under $500
●NEW: Street Addressing
●NEW: Informed Mail Delivery
●Confused Customer Service
ALTERNATIVE
Postal Address with
United Parcel Service
●$198 Per Year
●24/7 Access to Mailbox
●Mail Acceptance & Forwarding
●Street Addressing
●Mail Notification
●Actual Customer Service

18. Manage Projects with
Asana
●100% Free
●Templates Save Time
●Integrates with Services
●Include Clients or Teams
●Webinar & Self-Pace Training
TASK
MANAGEMENT

19. Schedule Meetings with
Calendly
●100% Free for Single Type
●Mobile Responsive
●Multiple Calendars
●E-mail Reminders
●Two-Way Sync
TASK
MANAGEMENT

20. News Updates with
Feedly
●100% Free
●Available on Desktop & Mobile
●Organize News into Categories
●Filter & Keyword Alerts
●Integrates with IFTTT & Zapier
LEARNING

21. Socializing with
Meetup
●100% Free
●Find Your Community
●Organize by Area or Interest
●Personal & Professional Benefit
●Going Fast vs Going Far
LEARNING

22. Sooo...(ugh)
How do I know if I
should change
something?

23. GET
PERSPECTIVEStart inward then move outward.
1. Identify current pain points.
2. Search like you’re starting over.
3. Get feedback from clients you have
already done business with.
4. Talk about your process to other
people in your industry.

24. “Operating Cost” are expenses
associated with the maintenance
and administration of a business
on a day-to-day basis.
“Operational Efficiency” is the
capability to deliver products or
services to customers in the most
cost-effective manner possible
while still ensuring the high quality
of its products, service and support.
USE YOUR
“SHOP RATE”
to calculate
OPERATIONAL
EFFICIENCY
Efficiency is
OUTPUT
INPUT

25. (12 x 0.10) x $500
12 x (0.25 x $125)
1.6efficiency rate
MEETINGS
(The “Typical” Way)
$125 hourly “shop rate”.
12 meetings every month.
10% close rate.
$500 average per close.
15 minutes each to schedule.

26. (12 x 0.10) x $500
12 x (0.05 x $125) + $8
7.2efficiency rate
MEETINGS
(The Calendly Way)
$125 hourly “shop rate”.
12 meetings every month.
10% close rate.
$500 average per close.
15 3 minutes each to schedule.
$8 per month for Calendly.
450%IMPROVEMENT

27. HONORABLE
MENTIONS
● MixMax | mixmax.com
● Buffer | buffer.com
● Avid | avid.com
● Brainscape | brainscape.com
● Grammarly | grammarly.com
● TypeForm | typeform.com
● 10to8 | 10to8.com
● Pushbullet | pushbullet.com
● Honey | joinhoney.com
● CodeAnywhere |
codeanywhere.com

28. CONTACT
INFORMATIONMatt James
contact@hellomattjames.com
www.hellomattjames.com
@HelloMattJames
THANK YOU --
QUESTIONS?

29. REFERRAL LINKS
● Project Fi
○ https://g.co/fi/r/W3117T
○ Get $20 off
● Dashlane
○ https://www.dashlane.com/en/cs/xo4zo2
S0kd8M
○ Get $20 off
● Siteground
○ https://www.siteground.com/go/hmj
○ 60% off first year service.
● NameCheap
○ https://affiliate.namecheap.com/?affId=11
3850