Category: How-To Guides

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How-To Guides

How to Create A Perfect Filing System

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I know… you probably think of filing as the most boring job in the world, and there are probably a 101 other thing that you would prefer to do instead. However, as a solo business owner, it is down to you to do the filing and stay organized. As a result this is one of the areas that a lot of solo business owners find overwhelming – they simply do not know where to start, or how to systemize their business.

Papers here; papers there; papers everywhere!

The more piles of paper there are, the more overwhelmed they feel!

Creating and maintaining a filing system is the very foundation that your business is built on, so this is the first system you need to put in place – an efficient and effective filing system. And one that is simple to use too!

With a proper filing system in place you will very quickly and easily be able to find the information you need, when you need it.

Let me share with you below my 7 easy steps for creating your ideal filing system:

1. Determine your storage needs. Whether you decide to opt for a plastic filing crate, or a dedicated filing cabinet, one thing you need to keep in mind that you will need TWICE as much space as you think you’ll need.

2. Decide how you naturally look for information. This will determine what your filing system will look like, and how you will set up your files. For example are you a person who thinks in alphabetical terms, or does categorization serve you better? Remember – this is YOUR filing system so you need to do what works for YOU.

3. Categorize your filing drawers/crates. For example if you have a two-drawer filing cabinet, use the top drawer for business files and the bottom drawer for personal files. You decide how best to categorize your filing drawers. But don’t just put all your files together in one drawer without any system otherwise you won’t be able to find anything again!

4. Gather your supplies. Tabbed file folders work best simply because there are no holes to punch or fiddly clasps to undo. You simply drop your papers into your file – making filing your paperwork a cinch!

5. Create quick and easy access to your day-to-day files. A stepped-sorter holds approximately 8-10 files which step up the further back they are – making your files easily visible. Keep this on your desk, and store in it those files you know you will need access to every day.

6. Now move on to your PC filing system. Your PC is a very large filing cabinet, so it makes sense to create a similar filing system here as you did for your paper files. That way you do not have to manage two different filing systems – it’s the same system except one is physical, and the other is electronic.

7. Create a system for your emails. Again, follow a very similar or the same system for creating email folders as you did for your paper and PC files. Outlook and Thunderbird allow you to create different mail folders.

Consistency is the key to an easy-to-use, successful filing system. Create the same files and folders for your paper-based system, your PC system, and your email program.

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How-To Guides

How to FINALLY Write Your Book!

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If you’ve always wanted to be an author, you’re not alone! One recent study indicated that 80% of the population wants to write a book, but only 2% will ever actually do so! Why do so many aspiring writers fail to write their book? Most people don’t have the time or the know-how, and many simply don’t know where to begin.

Fortunately, there are numerous options available to would-be authors who want to publish their own book. You can hire a ghostwriter or work with a book-writing coach to help you get your book done. You can join a writing group, work with an accountability partner, or even enlist the help of a co-author.

If you choose to write your book on your own, here are some additional tips and tactics for finally getting your book written:

1. Begin with the end in mind.
Before you write a word, you’ve got to determine why you’re writing a book in the first place. Where will your book fit into your overall business model? Will you use your book as a lead-generator, to establish your expert status, or to promote your business? Decide what you want from your book so it can be written with your goals in mind!

2. Your title is (almost) everything.
The vast majority of book buyers purchase a book on the title alone! The importance of your book’s title cannot be overstated. Your title is crucial to the success of your book, so choose something memorable and compelling. In this case, you can judge a book by it’s cover!

3. Develop your outline.
If the thought of writing an entire book intimidates you, think of your book as several smaller articles (chapters) and chunk it down. Start by developing your outline or table of contents. Build and expand from there. You may find that you’ve already got existing materials that can be repurposed for your book. Have you done teleseminars or courses that can be converted to book content? Use what you’ve already got and you may be amazed at how quickly it comes together.

4. Get into your writing groove.
Some days the words just flow, other times you may hit a brick wall. The trick is to keep on writing. Just try to get the words down. You can always revise and edit later. Set daily or weekly writing goals. Try committing to writing one hour per day or shoot for 3,000 words per week. It’s easier to re-write than to write – so bang out that first draft quickly and edit later.

5. You’re done! Now what?
You’ve finally finished your manuscript. Now the real fun begins! How will you market, promote and distribute your book? Do you need an agent? Should you self-publish? While the publishing process could easily be a book in itself, here are a few options to consider:

Self-Publish vs. Traditional Publishing
If it’s your first book, it may be more realistic – and a lot faster – to self-publish. The Internet has opened up an enormous range of self-publishing opportunities and resources.

Agent vs. Solo
If you’re self-publishing, you really don’t need an agent. However, if you decide to pursue a mid-sized to large publisher, you will definitely want to enlist the help of a literary agent.

Finally, don’t confuse so-called “vanity” publishers with large publishing houses. Find a reputable self-publishing who has the ability to get your book distributed both online to Amazon.com and to the major retailers like Barnes & Noble.

LouBortonePhoto.jpgLou Bortone is an award-winning writer and video producer with over 20 years experience in marketing, branding and promotion. As an online video expert, Lou helps entrepreneurs create video for the web at www.TheOnlineVideoGuy.com. In addition, Lou works as a freelance writer and professional ghostwriter, with a ghostwriting site at www.GhostwriteForYou.com and a blog at www.GhostwriteGuru.com.

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How-To Guides

How To Improve Your Presentations

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BusinessKnowHow: You’ve all heard the advice to get to know your audience, make eye contact, don’t say “um,” check your equipment, and similar public speaking techniques to make your presentations as powerful as they can be. These are great tips, and you’ll hear them over and over, but I’ve got some lesser-known suggestions for you today that will benefit you and your audience as much as more common advice.
Pointer 1: Take your medications
If your nervousness goes to your gut, by all means take your upset stomach medication. If you get tension headaches, head them off at the pass with your favorite pain reliever. Do what it takes to avoid the physical distractions that will disrupt your performance and keep you from doing your best.
Pointer 2: Start on time
Take charge of the room, take charge of your time, and make the decision to reward the people who are committed and punctual.
Pointer 3: Give the end of your sentences the same energy you give to the beginning of your sentences
This is a simple tool but an effective one. Some people’s voices trail off at the ends of sentences, making it hard to hear the last few words they’ve said. As a speaker, trailing off at the ends of sentences means that your audience might miss something important. Make sure you are emphasizing both ends of your sentences, and your audience will never miss a crucial point or valuable tip!
Three Surprising Tips to Improve Your Presentations [BusinessKnowHow]

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How-To Guides

How To Achieve Business Excellence

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This article is contributed by John Spence, a strategy consultant and executive trainer that has been traveling 200+ days-a-year for more than 14 years working for some of the top companies on the globe.
Its a manifesto on: Achieving Business Excellence – the six key things every business must focus on to attain and sustain business success.
1) Vivid Vision:
A clear and well-thought-out vision of what you are trying to create that is exceptionally
well communicated to everyone involved.
2) Best People:
Superior talents who are also masters of collaboration.
3) A Performance-Oriented Culture:
One that demands flawless operational execution, encourages constant improvement and
innovation, and completely refuses to tolerate mediocrity or lack of accountability.
4) Robust Communication:
Open, honest, frank and courageous, both internally and externally.
5) A Sense Of Urgency:
The strong desire to get the important things done while never wasting time
on the trivial.
6) Extreme Customer Focus:
Owning the voice of the customer and delivering what customers consider truly valuable.
Download Free full PDF version here:
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John Spence is a strategy consultant and executive trainer that has been traveling 200+ days-a-year for more than 14 years working for some of the top companies on the globe. He has his own website at http://johnspence.com/index.html and has compiled six key things for every business to focus on this manifesto “Change This!”

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How-To Guides

How to Set Up An Efficient Article Tracking System

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One of the most successful online marketing strategies you can do these days is to submit your articles to various article submission websites. This is a great way to promote your services, your expertise, and, most importantly, grow your subscriber list!

It has been well documented that one-way links to your website increase search engine rankings more than reciprocal linking, and article submission is an excellent way to achieve one-way linking.

However, the downside is that it takes time to manually submit your articles, and if you have several articles, you could spend hours submitting them to the various websites. There is software available that will automatically submit your articles for you, but you do need to check this out carefully. And if you do decide to manually submit your articles you need to have a system in place that makes maximum use of your time, but also keeps a detailed record of which articles you’ve submitted where, and when.
If you have articles already written, you’re off to a great start. All you need to do now is to set up an article submission system. But if you don’t have any articles written, then you might find the task of writing quite daunting, and you’re not sure where to start.
I have always found a good article comes from working with my clients on a day-to-day basis. They might have a question that requires a detailed reply. Use this reply to form the basis of an article. For example I had one client ask me, ‘how do I get an mp3 audio file to you, and how do you turn it into a word document?’ I sent them back my reply and, hey presto, I’d got the basis for an article.
Brainstorm some ideas. Some great article titles, and which will also get you thinking, are:

[Number – odd numbers work best] Top Tips For [fill in the blank]
How To [fill in the blank].

Try and come up with three or four articles – you will probably find that you can think of a lot more!

So now you have your articles, you need a system for submitting those articles. Below are my tips for an organized and efficient article submission system (I use it so I know it works!):

1. Convert all your articles to plain text as this will make the submission process easier! Most article submission sites require plain text articles; some will allow html. You will need to refer to each site for their guidelines.
2. Create a spreadsheet to track your article marketing strategy.
3. Use this spreadsheet to track the article submission sites, log in info, and other relevant information.
4. Go to each of the article submission sites and submit each article to the article directory by copying and pasting from your plain text document.

Plan to spend about 20 minutes each week on your article marketing strategy – schedule this time in your calendar to keep yourself on track – and you’ll soon find your articles appearing all over the Internet!