Tag: organisation

Categories
Entrepreneurs

The Secret To Getting Your Office Schedule On Track Revealed in 5 Simple Steps

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It’s easy to let things slip over the summer – after all the weather’s far too nice to be indoors organising your office! However, the reality is when you do settle back into working after a break unless your office is organised you spend more time looking for files, business cards, papers, than you do working.

It’s a lot of wasted time! Use my tips below and get your office schedule back on track.

1. Clear out your desk and files

Make way for those exciting new projects that have been put on the backburner over the summer. I recently did this and apart from getting rid of four grocery bags of papers, I felt much more motivated to start those projects that had been lurking for months! And it’s amazing what you come across too!

2. Set up a Resource Folder

Keep track of those all-important pieces of information that you come across daily. How? Create a Resource Folder:

:: on your PC — store all those downloaded documents and create a shortcut on your desktop so that you can easily access your information. Go one step further and create folders within your folder, each relating to a specific topic, i.e. industry news, marketing, accounting — decide what works best for your business!

:: in your Favourites Folder in your web browser — bookmark those web pages that you find useful so that you can easily access them again. Create subject specific folders within the main resource folder.

:: using a ring binder file — print out articles that you come across while surfing or any emails that you may need to refer to again; cut out useful magazine articles; store newsletters, circulars or magazines. In fact use your resource binder to store anything that you will want to keep and refer to again! Use divider cards so that you can easily access resources on a particular topic.

Or use a combination of all three for maximum efficiency!

3. Get back in touch with your clients and contacts

Now’s a good time to update your client and contact database. It’s easy to let things slip over the summer, so drop them a personal note or email and make sure that the information you currently have for them is up-to-date — and this will ensure that your information is accurate when you come to send those all-important Christmas greetings!

4. Get your website listed in as many places as possible!

Update your directory listings; get entered on new industry directories; check backlinks — set up a spreadsheet to keep track of all of this.

5. Get your finances organised

I know, it’s summer; you’d rather be outside enjoying the sunshine than inside organising your receipts. Now’s the time to drag out all those business receipts and get your bookkeeping system back on track!

Follow these simple tips and you’ll soon have your office schedule back on track!

Categories
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.

Categories
Operations

Three Key Office Systems You Need to Manage Your Business

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These days we are so overloaded with information that it’s easy to lose sight of the basics of running a business, and you very quickly become overwhelmed and suffer from information overload! Just take a look at some of the ebooks, products, ecourses etc. you have stored on your PC – I bet they all relate to marketing your business, getting more clients, increasing your income etc. but I bet NONE of them tell you how to manage your business!

Building a successful long-term profitable business isn’t about “marketing” your business, it’s about “managing” your business – the marketing comes once you have your management systems in place.

You cannot begin to market your business if you can’t find the information you need, don’t know who you are marketing to, and don’t know where you are in your business.

So, let’s go back to basics and take a look at the 3 key office systems you need to “manage” your business before you can start to “market” your business.

Filing Management System

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

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.

Contact Management System

After you’ve got your filing system all straightened out, you then need to set about organizing your contacts. This is another crucial area of managing your business. If set up correctly your contact management system allows you to:

* Keep a note of clients, potential clients, and colleagues contact information.
* Easily and effectively follow-up with a prospect.
* Locate critical client contact information quickly and easily.
* Build your business.

Financial Management System

The is the final key office management system you need to put in place for managing your business. Once you know where you are in your business financially, you will be able to much more effectively market your business.

Having up-to-date, critical, financial information available at your fingertips allows you to efficiently manage cashflow and be able to know straightaway if you can take advantage of opportunities that come your way.

So remember, go back to basics and first “manage” your business before you “market” your business.