Getting Organized and Helping You Stay Organized

Professional mystery shoppers juggle several assignments at once and must keep track of expenses and income for tax purposes. Organization is the key to success. Can you imagine if you made a mistake in your records and forgot to file your taxes? What if you promised to perform a shop and forgot to show up? Many other people are affected by what you do and don’t do each day, so it’s important to figure out what type of organizational system works best for you. Some people like to keep everything in the computer. Others prefer to see it all on a calendar right in front of them. Others use a book called a ‘Day Planner’ to keep track of business and personal activities.

The method doesn’t matter as much as the fact that you’ve got a system in place that keeps you on track.

Office Equipment Required To Run Your Mystery Shopping Business

When you choose to become a mystery shopper, you are basically setting up your own home business. Mystery shopping requires numerous reports and the most successful shoppers know how to keep all of this information organized. This means you’ll need, at minimum, a place to work, access to a phone and access to a computer. Like any home business, you may or may not need certain office equipment, depending on the requirements of the companies for whom you work.

Some of the equipment you might need may include the following:

• Answering Machine (or voice mail system)
• Cell phone
• Scanner/Fax
• Stopwatch
• Digital Recorder
• Digital Logger
• Digital Camera
• Digital Scales/Thermometers/Other Digital Measuring Equipment

Must you run out and buy all of these items in order to get started as a mystery shopper? Certainly not. Over time, as you become more adept in the business and take on varying assignments, you will discover that each company has their own way of doing things and their own requirements. The more equipment you own, the more you can say ‘Yes’ when opportunities for assignments arise.

Mystery shoppers work as independent contractors. You will pay your own income, Social Security and Medicare taxes on the income you generate. Of course, you will be treated as a small business and can deduct regular business expenses to offset your income. Expenses such as travel expenses, office expenses (supplies, equipment, postage, etc.), business purchases, and computer usage fees may all be deductible. Expenses related to your home office may also be deductible.

Do I Need a Computer and an Internet Hook-Up?

Most mystery shopping reports are completed over the Internet; however, some companies require you to use Microsoft Word or Excel. Having those programs on your computer and knowing how to use them will be a big advantage. Many reports require data, tables and pictures in the formats these programs provide. Open Office is a similar program, which is free to download, and it provides a compatible format.

There are also several programs that can help ensure your PC runs smoothly listed below:

Registry Mechanic
This program makes correction to your computer’s registry, which is a series of codes telling your computer’s programs and operating systems what to do and how to handle data. The problem with Windows is its notoriety for leaving behind registry keys that are no longer used, incomplete or instruct your computer to unnecessarily execute files – all at the cost of performance. This program is available through a yearly subscription, but it ensures your computer runs at its optimal speed.

AVG/E-Wido
Available for free download, this antivirus program provides an active scan in the background, and has the added advantage of being able to work with other programs without coming up as a virus itself when scanned.

How To Obtain Online Mystery Shopping Jobs

With the popularity of the Internet, the large majority of mystery shopping work is obtained and completed online. Your best chances for receiving assignments online involve checking your email regularly and responding to job offers promptly.

You will not only want to apply to many online companies, but check in with them on a regular basis.

Become familiar with a software program known as Prophet, a database program used by mystery shopping companies to assign work. While no one company shares its database with another, you can sign up through the developer’s website at http://apply.archondev.com. Instead of being in only one of many databases, this application process will put you in every database using the Prophet software.

It is necessary to keep all information and profiles submitted to online systems updated and accurate. Include your MSPA certification number when you obtain one. Many databases also allow you to advise companies as to what equipment you have, such as a video recorder, fax or cell phone. As professionalism is important, you should obtain an Internet browser spell check program.

Tools Of The Mystery Shopping Trade

The modern mystery shopper has plenty of tools at their disposal, including:
• video cameras
• digital photography
• cell phones
• audio recorders

Video Cameras:
The newer cameras are smaller and more easily concealed than ever. These provide the benefit of a picture and recorded sound. Many can be concealed in purses, jackets or shopping bags. Most come with a USB cable which can be interfaced with your PC. This allows you to review the footage or sound they pick up. Some models can function as a regular digital camera.

Digital Cameras:
Digital cameras are also getting smaller. The benefit of newer storage allows you to take hundreds of pictures before running out of memory, especially when stored in a .jpg format. Like video, you can also connect these to your PC via a USB cord. These are handy for photographing on assignments involving loss prevention.

Cell Phones:
Cell phones perform the same functions as video cameras and digital photography devices and are virtually everywhere. Many also record audio, and allow you to conduct surveillance out in the open. Most are small enough to obscure the visibility of your message or pretend conversation with an answering machine from employees.

Two Rules To Live By As A Mystery Shopper

Rule #1: Be Detail Oriented
The beauty of mystery shopping is that it allows companies to use you, the mystery shopping professional, to view the company’s customer service operations through the ‘customer prism’– and supply the necessary data that will cause changes when needed and make the customer experience that much better.

Unlike a typical customer, a trained mystery shopper will have in hand a detailed list of expectations based specifically on the standards and goals of that particular brand. And where the average consumer might not notice details like the time it takes to be seated or whether the background music is playing too loudly, a good mystery shopper will note these issues and will paint a detailed portrait of how well the restaurant is performing its duties and services when managers aren’t looking or the owner isn’t there.

People want consistency – the same experience every time they visit the store or restaurant. The company that masters this concept is most likely to impress their customers, keep them coming back, and receiving good “word of mouth” – the most effective form of advertisement.

Rule #2: Hone Your Memory Skills

Memory skills are especially important when you’re unable to record your mystery shop on video or audio equipment. Factors contributing to memory include adequate rest, proper nutrition and hydration. While these are basic, common sense items necessary to good health in general, they also affect your memory.

Viewing your Mystery Shopping ‘Job’ as a Business

Working as a mystery shopper is like being in business for yourself. The more seriously you prepare as a business owner, the more successful you will be as a mystery shopper.

Along with the skills of reliability, flexibility, organization and a pleasant and professional demeanor, a few more tips may help you grow your business:

A resume and letter of interest go a long way. This demonstrates a level of professionalism and a commitment to the work. It also helps companies better provide work that suits your field of experience. For example, if your resume indicates experience as a restaurant manager, you will likely receive mystery shopping assignments in a restaurant.

Consider business cards. Not only are these good to hand out to potential clients, they can also be sent along with your resume and letter of interest to companies you apply to work for. If you purchase perforated cardstock and download the correct software, you can print your own business cards. This modest $30 investment conveys a business like image.

The Do's and Don'ts Of A New Mystery Shopper

Like any other job, mystery shopping has a few do’s and don’t’s to be aware of:

DO: Make sure you only accept assignments that you have time to do. If you try to squeeze a shop in between a dozen other errands, the chances are that you’ll miss something and your report will indicate a haphazard effort.

DO: Turn in your report on time. Like everyone else, mystery shopping companies are working on a tight deadline. If you can turn in a report earlier than scheduled, they will most certainly favor you when selecting a shopper for the next assignment.

DO: Always be as honest as possible. Mystery shopping schedulers know that not every shop goes smoothly. If you are unable to complete the shop because of a screaming child, or for another reason, it is better to be honest than to fudge the report. Ask to reschedule the shop for another day.

DO: Be sure to review the questionnaire before shopping. You could possibly miss specifics on the report like, how bright were the lights in the dressing room? Were the employees wearing the proper attire? Were the trashcans cleaned up or were cigarette butts littering the sidewalk outside?

Scheduling Your First Secret Shop

Although scheduling differs from company to company, it typically occurs on a first come, first serve basis. Your application to a secret shopping organization places information about you, your credentials and your availability within a database and preference is given to reliable and experienced shoppers.

The flaking rate of 25% guarantees that there is always a need to enlist the services of new shoppers. Flaking equates into a direct need to find a replacement shopper immediately – possibly you, meaning it could take a new shopper a matter of days to several months to get an assignment.

Some companies use online bulletin boards. Some use self-scheduling boards. Checking these frequently, and responding when work is available, will demonstrate reliability. Finding someone who can complete the shops and finding someone capable of completing the shops in the shortest amount of time possible are important factors for the company. This is, after all, what their customers pay them for.

Secret shops are also scheduled by area. Firms will either post the stores in the area or send out an email to everyone in Indiana available for the assignment. Email notifications generally go out for up to 48 hours in order to get respondents. The scheduler will then select who out of the respondents is best for the mystery shop.

Once again, the more available and flexible you can be, the better your chance to stay busy with assignments.

Let's Talk About Taxes

Generally, the companies for whom you work will provide you with a 1099 at the end of each year. The 1099 form is for income earned by independent contractors and will state how much income was earned from each company. Do not make the mistake of assuming that, because you are not an employee of a company, the IRS will not be aware if this income. Companies report 1099 income just as they do their own employees’ income, so the IRS is aware of the money you made. Generally, if you did not make a minimum of $600 with the company, they are not required to send you a 1099 form.

You should also save receipts of expenses you incurred during the course of your business. These can generally be deducted from your earnings. These expenses may include, but are not limited to the following in most cases –

• Mileage
• Meal expenses
• Mortgage interest
• Phone and utility bills
• Internet service
• Car repair
• Equipment expenses
• Child care expenses
• College tuition
• Property/ local taxes
• Rent