News
Welcome to our News page. We'd like to keep you up-to-date with developments in our business centre and provide some useful snippets of information that might help your business. Please also check out our FAQs for more information.
Articles:
- Free networking guide. .
- Did the snow stop you getting to the office?
- Case Law: Standard Terms of Business.
- Registering your trade mark.
- Office availability (opens new page).
- Ofcom telephone number change regulations.
- New digital filing service proves itself.
- Orion installs a new Samsung Officeserv 7200 state-of-the-art telephone system.
- What you should put on your website and emails to comply with UK law.
- Business Continuity facts and figures.
- Quick wins for a more secure business.
the networking factor - 10 steps for effective networking
This guide was produced by Kate Atkin, networking guru and author of 'The Confident Manager'. This is available in pdf format by clicking here: networking_guide.
Case law: standard terms of business must be sent before contract is made
Businesses must ensure that they bring their standard terms of business to the attention of the other party before a contract is made, otherwise they will not apply, according to a recent ruling.
This case involved a supplier emailing a detailed proposal to supply a printing machine to a potential customer, who emailed a reply saying "Go ahead". On 19 November, the supplier emailed to say "It's on the way". The next day, the supplier posted its standard terms of business to the customer.
In a subsequent dispute over the printing machine, one issue was which court should hear the dispute. The supplier said it was the English courts, because that is what its terms of business said.
The customer argued that the terms of business did not apply, as they were not received until after the contract between the parties had been made, when the last email was sent. The court agreed with the customer, finding that the contract had been made on 19 November. The terms were therefore sent too late to form part of the contract.
This case highlights the importance of suppliers setting up systems and processes that ensure standard terms of business are always drawn to customer's attention before a contract is entered into; also, the supplier must not inadvertently agree that the customer's terms of business apply instead, by signing customer paperwork that says it does, without reading it thoroughly.
[HSBC Business Matters]
Registering your trade mark
A trade mark protects any sign or symbol that allows your customers to tell you apart from your competitors. With the streamlined process to make registering new ones quicker and easier from the Intellectual Property Office (IPO), find out what you need to know about your trade marks and how you can protect them.
Trade marks can be words, logos, colours, even sounds and shapes, such as the famous Coca-Cola bottle. "They can actually come in many forms, as long as they are distinctive for the goods and services you provide and can be represented graphically," says Edward Smith, IPO's assistant principal hearings officer.
Providing sufficient trading reputation has been built up in a trade mark, a degree of protection is afforded in common law by 'passing off' rights. However, Smith warns that businesses should not rely on these to protect their mark, as rights acquired through use can be difficult to prove and expensive to enforce.
Having a registered mark, on the other hand, will ensure you have the exclusive right to use your mark in the UK and allow you to prosecute anyone who uses it unlawfully. A registered trade mark is also an asset that you can sell or license.
Registering your mark
One of the simplest ways to register a trade mark is to fill out and submit an online application at IPO's website. "It's a two-stage process," explains Smith. "First, the IPO examines the trade mark application to check it is legally compliant before accepting it, and then we advertise it for a two-month period. During that time, anyone can oppose the application."
Should this happen, the IPO generally advises that businesses employ a trade mark attorney. It can be costly, but trade mark issues can be highly complex, so taking professional advice can be worthwhile. Most applications, however, are straightforward and around 40 per cent of applicants complete the registration process themselves.
If you are unsure whether your trade mark is acceptable for registration, IPO also offers a provisional, non-binding opinion, which costs £80. "This will alert you to any earlier filed trademarks that may be confused with your intended mark, before you make a formal application," Smith explains.
Registration fees
The cost of registering a trade mark will largely depend on whether you take professional advice. The fee for registering one class of goods or services is £200, while the IPO's fast-track service, where applications are examined within ten days, costs an additional £300. If a mark is refused, it is possible to appeal.
Once registered however, a trade mark can be renewed for £200 every ten years and can last forever. While the TM symbol can be used by both registered and unregistered marks, you can only use the R symbol if your mark is registered.
If you discover that someone is using your trade mark without permission, you are protected by law and can take action. "Before any legal action, though, the courts will want to see that you've tried to come to an agreement or settlement," Smith explains. "The IPO can assist with mediation and, in certain cases, both marks can be used in a co-existence agreement."
[HSBC Business Matters]
Ofcom telephone number change regulations
The following is a short extract from a document supplied to us from Opal (our telecoms provider):
Consumers expressed a range of concerns to Ofcom about 08xx and 09xx numbers, which included a lack of clarity about call pricing and excessively long call waiting times. So, over the last few years, Ofcom has been addressing these concerns, and looking at solutions which would improve price transparency and strengthen consumer protection. Most importantly, Ofcom wanted to make sure that consumers were:
1. Better informed about the price of calls
2. Able to complain about excessively long call waiting times
3. Better protected from scams
As a result of this, the number ranges that have been or will be affected are:
1. 0871/0872/0873
2. 09
3. 0870
If your business uses these numbers, or you just want to know more, see a full version of this guide by clicking here. Read on to see how we might assist you.
Next Generation Technology
08 and 09 telephone numbers are great if you want to project a national presence; but what if you need to give the impression that you're a local business in order to break into a particular marketplace?
Using next generation technology, 01 and 02 numbers could be available to you wherever you are. Calls to you on these numbers can be routed through our Samsung Officeserv 7200 telephone system for seamless forwarding (either automatically or via our staff), or just message taking.
You could also have a VOIP (internet) telephone connected directly to our system wherever your office is located - just like having an office extension. There's no practical limit to how many telephones can be connected, so we could connect you directly with your colleagues wherever their offices are.
Case Example
You're based in Peterborough and want to create a footprint in London. We can arrange for you to have a 02 number that will be connected directly to our telephone system. Our staff will answer in your company name and callers will immediately identify them with your company, offering the added benefit of an improved image for your business.
On the Move?
Next generation technology also allows us to keep you connected wherever you are. We can route your calls to you by connecting all your phone numbers together. This means that you need only provide your contacts with one number - wherever you might be your calls will follow you so you needn't miss those important business calls again.
Case Example
You're a single person company and you often travel on business. Wherever you are, your 'office' and mobile phones could be connected such that both phones will ring when you have an incoming call.
new digital filing services proves itself
We are very enthusiastic about the potential improvements our new online digital filing system can bring to small businesses. Digital filing is the sort of system which normally only very large companies can afford; however, our new system gives you access through the internet to all the files on your office computer and we can now provide the service for small businesses/organisations for a small monthly fee.
“I use the system myself and it proved it's worth when I was on holiday in Europe." Recalls Andy McAnally, Orion Director. "I called the office and was told a supplier had a query which needed to be resolved straight away. I went online from an internet cafe, straight into our central filing system and found the relevant document. It’s a system you can take with you wherever you go, working at home or even when you’re away on holiday. It also means that company files are held in a central secure system - eliminating traditional risks and security problems as well as making files instantly and concurrently available to all company members.”
Orion Installs a new state-of-the-art telephone system
Telephony and IT are converging at a rapid pace and it's essential to keep up with changes. So we decided to invest in a new system that will both enhance our telephone services and prepare us for future growth.
Our new Samsung Officeserv system is both ISDN and VOIP capable meaning we can utilise our existing trunk lines and the internet to carry telephone calls. The Officeserv is leading edge technology in the telephony business and it's amazing what it can do when it's used over the internet.
Having VOIP capability means that we can provide our clients with a local area number anywhere in the UK, thereby allowing them to project a local presence of their choosing. In addition, our system will allow clients to connect to our system using IP telephones, just as if they were an extension in one of our offices. For example, a recently introduced client wanted to project a presence in the London area. He needed an 020 number that he could use to both receive and make calls. He also wanted to continue to operate from his existing business premises (obviously not in London). The Officeserv system (in conjunction with our telephones provider) made this possible and at a stunningly low cost. The client now advertises his business within the London area (using his own 020 number) and he can also dial out using this same 020 number when making calls from his business premises (useful for caller recognition systems).
Also, although we don't provide mobile telephony services as a rule, we can arrange for our clients to have their mobile phones modified to connect via the internet. This allows calls to be made from anywhere in the world (subject to WiFi connectivity) at standard BT rates. This is made possible because the call is routed free over the internet, then through our telephone system back out to the outside world - just as if the call was being initiated from within our premises!
If you want to know more about how this new system could enhance your business then please contact us.
What you should put on your website and emails to comply with UK law.
Want to know the legal requirements for your website and emails? See an an article from The Register .The article also gives guidance on keeping your website prices within the law.
Did the snow stop you getting to the office?
Business continuity isn't just about preparing for fires and floods, it's about making preparations for any eventuality that might prevent you running your business - such as bad weather conditions.
So were you and your colleagues unable to get to work? Did you simply write it off as a groundhog day, or would you have liked the ability to continue working (from home) almost as if you were in the office? We offer a range of services that are specifically designed to allow you to work from any location.
Our business continuity telephone answering service could allow you to keep in contact with your customers and business associates even when you are unable to get to the office. We answer incoming calls in your company name, so callers are unaware that you can't access your business premises, and can divert these calls or take messages. Our service doesn't have any hidden charges - simply switch it on when you most need it.
We also provide an online digital filing service that's ideal as a complimentary service for business continuity. Imagine you and your colleagues being able to access your files/data from any location! Again, if you're stuck at home, and need access to your data, all you have to do is get online and all your files could be immediately available.
Business needn't have to stop for the weather again!
Contact us for more details of these low cost solutions, or click on the links above to find out more. See also our FAQs for more on business continuity.
Business Continuity Facts and Figures
Did you know?
On average, a typical company can expect to experience a MAJOR disruption to the availability of their office and business systems once every four years. The actual nature, duration and cause of the disruption varies but in 2004:
- 41% of companies suffered from a loss of IT functionality.
- 25% lost telecommunications.
- 18% experienced disruption caused by flood or storm damage.
- 11% completely lost access to their site.
[The Chartered Management Institute 2005]
Quick Wins for a more secure business
- Back up essential business information and store off site on a regular basis (better still, do this continually - see Digital Filing).
- Regularly review your premises and working practices for fire and other risks.
- Keep all staff home and key supplier / contractor contact details off site (preferably in a centrally accessible location).
- Utilise existing support available (such as our telephone answering service).
Business Link Grants
Did you know that there may be grants available through Business Link that may assist you develop your business? This website was partially funded through one such grant.
Clearly, you don't get something for nothing and some effort producing information to support your application is required, but it's not rocket science and Business Link will assist you throughout the application process with guidance and advice.
Contact your local Business Link for details.