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Wintertime Tips for Your Small Business

Time for “Fun in the Sun” may be over, but that doesn’t mean that you can relax when it comes to your desire to make your business as great as it can be. Here at Vargas and Vargas Insurance Agency, we always say one thing: business owners should always be on (rather than just in) their business. Thankfully, now is the perfect time to cozy up with a blanket and a warm drink and figure out your business’s path to success for the coming winter months.

Here are just a few winter small business tips that you can consider enacting:

Safety First for Employees and Customers

Winter brings its challenges, mostly in the forms of cold weather and snow and ice. When these are present in Massachusetts, make sure that your business does what it can to prevent employees and customers from feeling their effects.

In addition to turning on your heat to take the edge off the chill that could come in from outside, you should be proactive about snow and ice removal. This includes your parking area and walkways to and from the entrances of your building. In addition, place floor mats and wet floor signs in your entry ways to prevent slips and falls due to wet floors.

Avoid Flu Like the Plague

Winter weather is a sign of the emergence of flu season. Help your customers and employees stay healthy with the following tips:

  • Bathrooms should be filled with antibacterial soap and lots of paper towels.
  • Place hand sanitizer around the business, especially in break rooms and any place where money is handled.
  • Have the business cleaned (by employees or professionals) regularly. Make sure that disinfectant is being applied liberally.
  • If an employee does contract the flu, encourage them to stay home and get better, at least until they are no longer contagious – otherwise you will be dealing with an epidemic!

Take Advantage of the Holiday Gift Rush

Very soon, there will be lots of people in the area looking for gifts. If your business offers something worthy of gifting, make sure that you offer it. Stand out from the crowd by offering other perks like gift cards or free giftwrapping. Some businesses even go above and beyond in offering a gift to the customer with purchase. Ask yourself what you can do to stand apart from your competition. After all, people are going to be making purchases – why shouldn’t they be from your business?

Counterbalance Off-Season Slowdowns

Often, businesses see a slowdown in the winter. This is totally normal, especially for restaurants and retail locations where people are less likely to visit because of the cold weather and hazardous conditions. You can offset these slower periods in a variety of ways.

First and foremost, you should be setting aside some of your summer cashflows for wintertime slumps. In addition, you can lower your winter expenses by reducing the number of employees working at once (if possible). You can also call us at Vargas and Vargas Insurance to see if you could save money on your business insurance policy.

Bring Your Business to New Customers

Do you ever wonder what you can do to get your business new customers? The number one reason that people aren’t shopping at your business is because they haven’t heard of you! Combat this problem by getting your business ‘out there.’ This time of year, there are plenty of events that you could be attending to spread the word about who you are and what you do.

Depending on your business’s products, check out local Holiday fairs, wedding expos, trade shows, conferences, and more. There is bound to be some sort of event where you could set up a booth and increase the exposure for your business.

Enhance Your Social Media Presence

Winter blues got you in the mood to cuddle up on the couch with a hot beverage? Don’t worry, you can still help your business from the comfort of your own home. Winter is the perfect season to start up a Social Media presence for your business. Depending on what you do and your customer base, you should consider Facebook, Twitter, Instagram, and Pinterest.

Once you get one (or more) of these Social Media pages up and running, set up an advertisement to people in your neighborhood. It’s a very cost-effective way to spread the word about your business to local customers.

Another thing that you can do is start a blog on your business’s website. This will work wonders in getting your business higher priority in Google searches – which is a key part of attracting younger clients to your business.

For more help as you work on your business, contact the small business insurance experts at Vargas and Vargas Insurance Agency. We can get your business a great Massachusetts commercial insurance policy that won’t overburden your bottom line. Call 617-298-0655 to talk to one of our business insurance agents today.

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Recap: Virtual Assistants

“I asked for help, which is the hardest thing in the world.” – Marcia Wallace

At Vargas and Vargas Insurance Agency, we pride ourselves in helping Massachusetts small business owners. In addition to getting them the best possible small business insurance, we want to make sure that their businesses can grow.

If you are a small business owner here in Boston, you should consider hiring a virtual assistant. Here are explanations of just a few of the benefits of having help with your business:

  • Running a business by yourself can be daunting. Getting a helping hand may propel your business to the next level.
  • What are your weaknesses when it comes to running your business? The right virtual assistant can offer strength in the places where you are weak to improve your business.
  • A virtual assistant offers benefits to your business that a traditional employee doesn’t. As a contractor, you won’t have to offer benefits (or even a place for them to work!)
  • Finding a virtual assistant is easy! There are plenty of people available to help your business from all over the world.

For more information about how hiring a virtual assistant can help your Massachusetts small business grow, read our full blog post from last week. And for the best small business insurance in Boston, call Vargas and Vargas Insurance at 617-298-0655.

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The Benefits of Having a Virtual Assistant

As a small business owner, it probably seems like your plate is always full. When you’re starting out, it’s easy to try to do everything yourself to both keep control in your own hands and to save money rather than paying others. However, doing things this way will only ensure that you are stretched too thin to make any real progress in growing your business. Instead, consider hiring a virtual assistant to help you keep the more mundane tasks of your business running smoothly while you work on tasks that will help it grow.

Here are just a few of the benefits that you will get by adding a virtual assistant to your business:

Having a Helping Hand

Owning a small business can be overwhelming, but it doesn’t have to be. Just getting one assistant to help you with your business can take a huge weight off your shoulders. If you find the right assistant, seeing them do everything that they can to improve your business could help give you the motivation to make your business as great as it can be.

When searching for an assistant, look for someone who is flexible and friendly. You may need them to turn around tasks as quickly as possible, and with a smile. You may need them to attempt a task that is a little out of their wheelhouse. Having an assistant that is a “Yes” person will be very valuable to you and your business.

Strengthen Your Weaknesses

No one person is good at everything. Your strength may be marketing, or making a great product, or something else. With strengths, though, come weaknesses. What is your weakness? Is it affecting your business? Would having a virtual employee to balance your strengths and weaknesses help you to be a better overall business?

Often, virtual assistants are hired to help with technical things, like building and maintaining a website. They can also be very useful to help with maintaining a business’s social media and other customer-facing communication. Bookkeeping and scheduling are also often outsourced to an assistant. If you could take these types of tasks off your plate, what would you spend that time doing for your business? How much more could you focus on making your business grow?

A Different Kind of Employee

Often, when businesses are small, the thought of hiring a full time (or even a part time) employee is daunting. A virtual assistant is a great way to get extra help without making a commitment to a potential local employee. Virtual assistants often have work through many businesses, so they are used to not having a long-term contract. In addition, because these workers are contractors, you don’t need to think about offering them any kinds of benefits that a traditional employee might expect. You also don’t have to worry about finding them a place to work, since they will have an office of their own to work remotely! Remember – you could have a helper just an email away. Wouldn’t that be nice?

How to Find a Virtual Assistant

Depending on the needs of your business, there are many types of places where you can locate the perfect virtual assistant. As always, it’s worth asking the people in your network if they have any recommendations. You never know if they will be able to provide you with a contact!

Otherwise, there are many websites that can aid you in your search. You will need to determine if you want a worker from the US or overseas, and the area of expertise in which you are looking. From there, you will have plenty of options. One of the best parts is that there is almost never a long-term commitment – try someone out, and if the relationship doesn’t work out you can move on without repercussions.

Leveraging Your New Virtual Assistant

When you hire a virtual assistant, don’t expect them to be 100% proficient right off the bat – they will need some guidance and training first. As a rule of thumb, take the time necessary to do a task and multiply it by 30. That is the time that should be allotted to train someone to do the task well. It may take more or less, but that number will be a good place to start. Also make sure to give your employee enough time on the job to get used to the way that you like things done. Depending on the job, this ‘grace period’ could be a few weeks to a month or more.

Want more help with your Massachusetts small business? Talk to a Vargas and Vargas Insurance representative about the best way to insure your small business. After all, just because your business is ‘small’ doesn’t mean it’s not worth protecting! Our agents can get you a quote on Boston business insurance that will fit the needs of your business without breaking the bank, so call us at 617-298-0655 today.

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Recap: Tips for Tipping

“If you fear change, leave it in the tip jar.” – Unknown

Does your business have employees that receive tips? Tips can cause confusion for employers when running a business. Read our full article from last week, where we covered many of the frequently asked questions about running a business where employees receive tips, including:

  • What conditions must be met in order for money given to be considered a ‘tip’
  • How much an employee must receive in order to be considered a ‘tipped employee’
  • The ways you can collect and report tips
  • Details on the way that tips work when issued from a customer’s credit card
  • How tips will affect your taxes

This information will be useful for any new small business owner looking for information about how to deal with tipped employees, and for more established business owners it never hurts to brush up on these types of issues. And business owners new and old can always count on Vargas and Vargas Insurance Agency for their Massachusetts small business insurance. For a free business insurance quote, call 617-298-0655. One of our agents can create a policy that is tailored to the needs of your business, so don’t delay – call now to see if we can improve your coverage or lower your premiums!

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How to Handle Employee Tips as a Business Owner

As a business owner, you know how to deal with your employees. You appreciate them, help them deal with their stresses and be more productive. But what do you do as an employer to handle employees that receive tips as a part of their wage?

What is a ‘Tip’?

This seems like a simple question, but it turns out that the definition of a ‘tip’ may be different than what you think. According to the IRS, a ‘tip’ must meet four specific conditions:

  • The payment must be made free from compulsion;
  • The customer must have the unrestricted right to determine the amount;
  • The payment should not be the subject of negotiations or dictated by employer policy; and
  • Generally, the customer has the right to determine who receives the payment.

Many types of businesses involve tips. Of course, restaurants immediately come to mind, but other establishments also have a payment structure dependent on employees receiving tips. These include hotels, clubs, bars, and more.

Tip vs. Service Charge

Often, the difference between tips and service charges can seem like a gray area. Service charges are often added to a customer’s check involuntarily. Examples of this include ‘automatic gratuities’ for large dining parties, banquet fees, room service charges, bottle service charges, etc. When paid to employees, these types of charges are typically considered non-tip wages, even if the employee calls the payment a tip or gratuity. An accountant can help you differentiate between the two as it pertains to your business.

What is a ‘Tipped Employee’?

As you would expect, a tipped employee is an employee that regularly receives tips as a part of their compensation. This includes servers, bartenders, valets, taxi drivers, artists, service providers, and many more.

Typically, there is a baseline dollar amount established in order for an employee to be considered a ‘tipped employee.’ The amount of money an employee receives via tip is taxable (if they make more than $20 in a month) and you must report this on the employee’s W-2 form.

It is important to note that tipped employees must still be paid the service rate for tipped employees, currently $3.75 an hour. These employees must also make at least minimum wage once tips are included. In Massachusetts, the minimum wage is currently $11 an hour (as of January 2017).

How to collect and report tips

Employees get to keep the tips that they earn but must report the dollar amount to the business. How often this is done is up to you, but it is generally considered easiest to do after each shift.

Some workplaces have pooled tips, in which case the employees divide tips among themselves based on their own arrangements. Even in this scenario, they are required to each report their earnings to you so that you may in turn report it to the IRS.

Dealing with credit card tips

Nowadays, most customers seem to use credit cards. Not having to deal with cash can be a good thing but makes tips a bit more complicated. Your employees are still entitled to their earned tips, but (in some states) you may reduce the amount given based on the transaction fee charged to you by the credit card company.

Tipping and your business’s taxes

As a Massachusetts business owner, it is your responsibility to collect and report all income earned by your employees, including their tip income. Make sure that employees are reporting all of the tips that they receive, whether via cash or credit (or any other form of payment). This amount should be reported on each employee’s wage report, and you should withhold income taxes and FICA taxes on the total amount.

For help with your business’s finances talk to a Massachusetts accountant. We can refer you to someone that will help answer all of your questions and get you on the right track! (If you ever need a referral for a Boston area professional, just ask your Vargas and Vargas Insurance agent – we work with lots of professionals in the area, and can probably connect you with the right person to answer your questions or help you with what you need.)

Unreported Tips

You trust your employees to report all of their tips to you as mandated, but you should know that if for some reason an employee does not report all of their tips, the IRS will not hold you liable. You must still, however, always do your de diligence to get your employees to report their earnings in full.

For more Massachusetts small business tips, stay tuned to the Vargas and Vargas Insurance Blog. And for the best business insurance in Boston, call 617-298-0655 for a free quote! Our business insurance agents will make sure that you get a policy that will protect all aspects of your business, from your property to your inventory, from your customers to your employees, and much more.

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Summer Tips for Small Business Owners

Here at Vargas and Vargas Insurance Agency, we love to support the local businesses in our community. That could be by shopping small or providing them with top of the line Massachusetts business insurance and business advice!

We have a question for all of the business owners out there: Do you ever feel like there’s more that you could be doing to grow your business? It’s probably a constant state, right? Well, if you’re getting the itch to do something timely to promote your business to potential customers (or remind your past customers that you’re still around) here are a few summer tips for your small business:

Snap a Few Pictures

Summertime is the perfect time to put a new emphasis on photos – after all, a picture is worth 1,000 words! Take pictures of customers in your business (with their permission, of course), snap a photo of your employees, or frame your products in the summer sunshine. Then post these photos on your social media accounts or have a summertime feature wall with these photos on a wall of your business.

Grow Your List

How do you reach out to your customers? Social media is a great option, but you can’t guarantee that your posts will be seen by your past customers. If you invest your time in growing your email database, however, you can guarantee that your messages will be sent directly to each person that you wish to contact! Start up a list or make a push to fill out the existing one and send out a few mailers to your fans to encourage them to visit you or patronize your business (coupons are never a bad idea if you’re looking to drum up a few extra customers)!

Try Out a New Platform

Social media is a very powerful platform for any business in today’s world. Is your business a part of the Social Media realm? There is a site for almost everyone, so why not try out something new to see if you can gain a bit of traction?

Those businesses that are new to the online world can start with the basics like Facebook and Twitter, and the options are endless for businesses that are a little more advanced. Our recommendation is to consider places like Instagram, Pinterest, and LinkedIn – or find something more suitable to your industry!

Find Local Events

There is always something going on here in the Greater Boston area. Are you taking advantage of the great events being offered? There are business building and networking events for business owners.

Have you looked into whether your business could have a booth at an event related to your industry? Make a good showing by being prepared – have examples of your product or service, as well as business cards. This is another great opportunity to run a giveaway in order to build out your email list! Just have a card to fill out and drop in a fishbowl. Customers get a chance to win, and you can market to them directly to their email address… it’s a win-win!

Host a Giveaway or Contest

Your customers are probably busy enjoying all of the wonderful summer activities in Boston – do you ever worry that they have forgotten about you? Pique their interest with a giveaway or contest! Offer your own product or service as the prize, or something that everyone would love. Advertise at your location, and online through Social Media and your email list, and customers will be talking about you in no time!

Appreciate Your Employees

Summertime is the perfect time of year to build up the people who helped build your business – your employees. Show them some appreciation with a catered meal, or even a bigger event that their friends or family can attend. See more tips in our blog post dedicated to Employee Appreciation Day!

Plan for Upcoming Holidays

Once summer is over, there is a stretch of events and holidays until the start of the new year. Now is the prefect time to get your ducks in a row and start to plan your marketing strategies! Take inspiration from the above suggestions and schedule some Social Media posts, plan out some holiday season contests or giveaways, start searching for events taking place in the Greater Boston area, and more. What are some of your favorite marketing techniques for the Fall and Winter?

So, are you ready to make the most of the summer season? Whether you choose to try one of our small business tips, or make your way through most of the list, we always want to make sure that small businesses in Boston flourish. A great way to do that is with business insurance from our agency! Call 617-298-0655 for a free quote or check out our online quote portal anytime. Happy marketing, small business owners!

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Recap: Small Business Insurance

“I can’t imagine a person becoming a success who doesn’t give this game of life everything he’s got.” – Walter Cronkite

As a business owner, you want to make sure that you’re doing everything in your power to protect your business from the unexpected. One of the best ways to do this is with the right business insurance policies. Business insurance can seem complicated, but when it’s broken down, the question is really whether you have enough coverage. Having the proper amount of business insurance will protect you, your business, your employees, and your customers.

In our blog last week, we detailed out several types of business insurance that Boston area business owners may need, including property insurance, several types of liability insurance, business interruption and data breach insurance, worker’s compensation, commercial auto insurance, and more. We also covered the importance of having the proper insurance for a home-based business, as well as personal insurance policies.

If you are ever worried about not having enough commercial insurance coverage, or if you have a question about your Massachusetts business insurance coverage, just call the Vargas and Vargas Insurance office at 617-298-0655. One of our experienced agents can help you ensure that your business is fully protected with the right coverage, and they can help you navigate your needs to determine which types of insurance are necessary for your business.

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Types of Insurance for Small Businesses

At Vargas and Vargas Insurance Agency, we know the value of small businesses – that’s why we take such pains to protect the ones we insure with top-notch Massachusetts small business insurance policies. Whether your business is established or just starting out, it has many moving parts, and no two are exactly alike, so the insurance that each one needs is unique. Based on your industry and the risks to which you are exposed, your commercial insurance policy may include:

Property Insurance

If your business has a storefront or an office, property coverage is critical. You need to make sure that your location and its contents are protected in case of any type of covered loss, including most types of severe weather, as well as fire, vandalism, and more. For added protection, talk to your insurance agent about adding a flood insurance policy to your property insurance.

General Liability Insurance

You never expect your business to do harm to others, but you should be protected just in case you are ever the target of litigation. Depending on the policy, your liability insurance may also cover damages or medical fees for which you are held liable, up to the policy limits.

Professional Liability Insurance

If your business makes recommendation or gives professional advice, you may need special liability insurance in case your guidance results in harm to your customers. Ask our agents about how much coverage you should carry based on your line of business, and we will help steer you in the right direction.

Excess Liability Insurance

When it rains, it pours. That’s where umbrella insurance comes in! If you have umbrella insurance, you will be protected above and beyond your other liability insurance policies. This helps to ensure that you won’t have to close your doors if you are ever targeted by a large lawsuit.

Commercial Auto Insurance

If your business is responsible for any vehicles, you will need insurance to cover those vehicles and the employees that operate them. Whether your vehicle is for transport of employees or customers, or if it is used for deliveries, you need to make sure that you’re fully protected in case of an accident. For more information, read this post on the Vargas and Vargas Insurance Blog!

Business Interruption

Your basic business insurance policy will cover repairs to your property if it is damaged, but what will cover you if you have to temporarily close your doors? If the loss of income for a short period of time would result in difficulties, you may want to consider business interruption coverage, also called business income insurance.

Data Breach Insurance

Does your business rely on digital data? If your computers are physically damaged, they will be covered… but what about if they are hacked? If your information is stolen and your data is leaked, data breach insurance will protect you. This may also cover businesses that are sued due to leaked information that was kept in paper files, though hacking is much more common nowadays.

Worker’s Compensation

If your business employs a certain number of workers, you may be required to carry a worker’s compensation insurance policy. This coverage will ensure that your employees are protected if they are injured on the job, and can include coverage for medical bills, lost wages, and more. Call our agency to find out if you are legally required to carry this coverage.

Home-Based Business Coverage

If you run your Massachusetts business out of your house, don’t assume that your home insurance policy will cover your business. Often, these businesses will need additional specialized coverage in order to be fully protected, whether it comes as a rider on your home insurance or a separate business policy. Talk to an insurance agent about your business and the type of coverage that you need. For smaller businesses like these, the insurance premiums are often very affordable.

Personal Insurance Policies

While it isn’t a part of our Massachusetts business insurance policies, we want to take this opportunity to remind you not to neglect your personal insurance policies. Trust our agency with your home and car insurance policies in addition to your business’s insurance so that you can rest assured knowing that you are fully protected both personally and professionally.

Want to see what a personalized business insurance policy from Vargas and Vargas Insurance Agency looks like? Just call our agency at 617-298-0655 to speak with a commercial insurance expert about your needs. We will craft a unique policy for you in no time, and at no cost to you! In addition, we can make sure that your business gets all potential discounts and credits that you qualify for – after all, you have better things to spend your money on!

So, what are you waiting for? Call or click now for your free quote and see if your business can be better covered with a policy from Vargas and Vargas Insurance.

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Recap: Better Work Habits

“If you spend too much time thinking about a thing, you’ll never get it done.”~ Bruce Lee

Many employees feel like they’re just ‘phoning it in’ when they’re working. Want to be more productive at work? Who doesn’t! Here are four things that you can try in order to form better habits in the workplace, from our blog post last week:

  • Channel a positive attitude as you walk in to the office. You will help improve the culture and improve your mood.
  • Do your best to avoid doing work just to appear busy. Busy work helps no one, and you should be focusing on more important tasks.
  • If a project looks intimidating, practice breaking it into several more manageable chunks. Tackle these one at a time and your task won’t seem so impossible.
  • Take a break during the day to let your brain recharge. Have lunch with coworkers, or just browse the internet and take your mind off work for a few minutes. Then you can go back to work refreshed and lessen the chance of burning out.

If you’re the owner of a Massachusetts small business, call Vargas and Vargas Insurance Agency for a free review of your business insurance policy. We can make sure that your business is covered and that your employees are motivated by great health coverage and workers compensation insurance.

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Build Better Habits at Work

Everyone occasionally feels like they’re ‘stuck in a rut’ at work. It’s up to you, however, if you let that feeling stick around, or whether you kick it to the curb and take your productivity to the next level! If you’re looking to improve your performance in the workplace (and, let’s face it, who isn’t?) we have some tips that could help you form better workplace habits and boost your efficiency while at the office!

Tips for Employees:

Have you ever noticed yourself dragging as you walk in the office door? The attitude with which you start the day will influence not only yourself, but your coworkers also. Start your work day off the right way by coming in with a more chipper attitude – you may start a trend in your workplace! There are several methods that you can use to put a smile on your face. Try getting a little more sleep, making sure that you are properly hydrated in the morning, or getting your endorphins going with a little exercise.

Once you’ve arrived and settled in to your work routine, you may find yourself doing certain things just to appear busy. This is a bad habit to be in – your goal at work should always be to complete useful tasks. In today’s work environment, this can be a little difficult to get used to, since many employers value those that appear busy. Just remember that at the end of the day, you will have more to show if you complete your more important tasks in a way that is both timely and high quality.

One great way to improve your work is to break your tasks into smaller chunks. A big project may seem impossible when you look at the entire thing. Next time you’re feeling overwhelmed, try this: break the looming assignment into as many small chunks as you can – the smaller the better. Then, not only will each piece of the puzzle feel more manageable, but you will also get a sense of accomplishment when you make progress!

Again, workplaces nowadays can fall into the trap of wanting workers to look busy, rather than valuing finished products. The problem is that, to get ahead, workers will prioritize working over their mental state. It turns out that workers who are constantly “full steam ahead” aren’t as productive as those who take a few small breaks through the day. So next time you are tempted to work through lunch, make yourself sit in the break room and socialize (or just surf the web at your desk) so that you can refresh your mind and get back to work with increased productivity.

Prioritize your tasks and complete the ones that will create the most value for you and your organization. If you can, hand off the things that don’t matter as much (or that you don’t do well) to others that can help you. Asking for help shouldn’t be viewed as a sign of weakness! Instead, ask for help to encourage collaboration in the workplace, as well as to improve relationships with your coworkers.

It’s also worth noting that many of these tips can be used to be more productive outside of the workplace also. Practice having a good attitude, focusing on completing small tasks, and asking for help anytime you need a boost.

Tips for Business Owners:

The tips above will work for just about any Massachusetts employee. But what about for those of you that own a Boston small business? Because business owners have more control over what happens in their workplace, it’s up to you to create an atmosphere where employees want to succeed. Here are just a few examples of things that you can do to improve your workplace.

First, make sure that you are promoting a workplace that values employee’s quality of work – not just the quantity of work that they do. It also helps to encourage employees to participate in and foster a collaborative atmosphere, where asking for and giving help is encouraged.

As an employer, one of the most critical parts of your job is motivating and appreciating your employees. For some great ideas on employee appreciation, check out our Employee Appreciation Day blog post. You’ve got a lot on your plate as a business owner but taking a few minutes out of your day to recognize good work or notice an employee building better working habits can make a huge improvement in your business’s culture.

If you are a Massachusetts small business owner, you can also motivate your employees through your insurance policy offerings! Many studies say that employees who are offered top of the line health insurance and worker’s compensation policies are more motivated, so call Vargas and Vargas Insurance Agency at 617-298-0655 to talk about your business insurance policies – we can help you update your insurance to motivate your employees and therefore improve your business!

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