How to save money running a startup (17 really good tips)

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[ UPDATE: This post caused some big debate over at TechCrunch. I respond here with the blog post titled “can you work at a startup and have a life?” I updated #11 to make my point a little less harsh, more true to my true feelings ]

The HowTo team at Mahalo has been an amazing surprise effort. We didn’t plan on making howto articles, but when we built various how to search pages we realized that many howto articles were, well, lacking. So, we started building select ones where we thought we could help. This one on how to save money is very good.

I’ve got a bunch of tips on how to do this for business. Among them:

  1. Buy Macintosh computers, save money on an IT department
  2. Buy second monitors for everyone, they will save at least 30 minutes a day, which is 100 hours a year… which is at least $2,000 a year…. which is $6,000 over three years. A second monitor cost $300-500 depending on which one you get. That means you’re getting 10-20x return on your investment… and you’ve got a happy team member.
  3. Buy everyone lunch four days a week and establish a no-meetings policy. Going out for food or ording in takes at least 20-60 minutes more than walking up to the buffet and eating. If you do meetings over lunch you also save that time. So, 30 minutes a day across say four days a week is two hours a week… which is 100 hours a year. You get the idea.
  4. Buy cheap tables and expensive chairs. Tables are a complete rip off. We buy stainless steel restaurant tables that are $100 and $600 Areon chairs. Total cost per workstation? $700. Compare that to buying a $500-$1,500 cube/designer workstation. The chair is the only thing that matters… invest in it.
  5. Don’t buy a phone system. No one will use it. No one at Mahalo has a desk phone except the admin folks. Everyone else is on IRC, chat, and their cell phone. Everyone has a cell phone, folks would rather get calls on it, and 99% of communication is NOT on the phone. Savings? At least $500 a year per person… 50 people over three years? $75-100k
  6. Rent out your extra space. Many folks have extra space in their office. If you rent 5-10 desks for $500 each you can cut your burn $2,500 to $5,000 a month, or $30-60,000 a year. That’s big money.
  7. Outsource accounting and HR—such a no brainer.
  8. Don’t buy everyone Microsoft Office–it’s too much money. Put Office on three or four common computers and use Google Docs.
  9. Use Google hosted email. $50 or free per user…. how can you beat that?!?! Why screw with an exchange server!?!?
  10. Buy your hardest working folks computers for home. If you have folks who are willing to work an extra hour a day a week you should get them a computer for home. Once you get to three hours of work a week from home you’re at 150 hours a year and that’s a no brainer. Invest in equipment *if* the person is a workaholic.
  11. Fire people who are not workaholics. don’t love their work… come on folks, this is startup life, it’s not a game. don’t work at a startup if you’re not into it–go work at the post office or stabucks if you’re not into it you want balance in your life. For realz.
  12. Jura espresso machineGet an expensive, automatic espresso machine at the office. Going to starbucks twice a day cost $4 each time, but more importantly it costs 20 minutes. Buy a $3-5,000 Jura industrial, get the good beans, and supply the coffee room with soy, low fat, etc. 50 people making one trip a day is 20 hours of wasted time for the company, and $150 in coffee costs for the employees. Makes no sense.
  13. Stock the fridge with sodas—same drill as above.
  14. Allow folks to work off hours. Commuting sucks and is a waste of time for everyone. Let folks start at 6am or 11am and you’ll cut their commute in half (at least in LA).
  15. Go to each of your vendors every 6-9 months and ask for 10-30% off. If half of them say yes you’ll save 5-15% on fixed costs. People will give you a discount if they think they are going to lose the business.
  16. Don’t waste money on recruiters. Get inside of linkedin and Facebook and start looking for people–it works better anyway.
  17. Really think about if you need that $15,000 a month PR firm. Perhaps you can get a PR consultant to work on 2-3 projects a year for $10-15k each and save 75%. More PR firms are wasted half the year while you build up your product anyway.{I’m going to add a couple more of mine as I remember them }
  18. Outsource to middle America: There are tons of brilliant people living between San Francisco, Los Angeles, and New York who don’t live in a $4,000 one bedroom apartment and pay $8 to dry clean a shirt–hire them!

Anyone else have startup money saving tips? I will post them below as they come in…

  1. Peter Rojas of RCRDLBL: You probably don’t need to rent an office, at least not at first. It’s really easy to collaborate online, and unless you have a really compelling reason for everyone being in the same place at the same time, you should save your money for as long as you can get away with it. Plus it’ll force you to hire people who don’t need to be micromanaged.
  2. Pat Phelan gives a ton of advice including: a) No company cars, b) put your HQ in the burbs to save 50% on rent, c) Blog instead of hiring a PR firm, d) let one person book flights since it’s an art, e) keep conference calls to a minimum (amen to that!).