Finding the time and place
It can be said of many businesses that it is the paperwork that can kill
you. Losing documents, misplacing orders, inconsistent data bases are all
detrimental to your business. And sometimes we can feel like we are
buried in paperwork- GST and PST returns, taxes, accounting,
correspondence and yes, the paperless curse of email! These can also
be great time wasters as well.
It has been said that North Americans handle more than 13,000 pieces of
paper every year and that 9.5 million hours collectively are spent looking
for lost items. How does anyone get ANY business done?
Time management and office organization are two of the most important
things you can do at the beginning and at the end of the week. These
are not subjects that many of us take in school- it is just assumed that
we instinctively know how to do it. And many of us are afraid to admit
we just can’t get it together. So where do we begin?
The first thing you need to do is to get a day planner that is big enough
to write absolutely everything in. Small pocket sized day-timers will
never hold all the detail you need to remember for one day. At the end
of each day- list the most important things that you need to do in you
planner, allowing enough time for each item. Try to get them done at the
beginning of the day- it helps you to feel more productive- and you
actually get more done with less stress.
Try to do get a few small jobs out of the way first- again your list gets
shorter much faster and that is encouraging!
If you have a large paperwork project to do-turn off the ringer on your
phone and close your door.
Set a specific time in the day to return your calls. Have this information
in your answering machine message. “Thank you for calling..etc…..I
return my calls daily between two o’clock and three o’clock- please leave
the best number to reach you at during this time” is a great message to
let your clients know when you will return their calls.
A place for everything. Sometimes it is hard to decide where to file
something- or where to put it when you are finished with it. If it does
not fit in a specific file- create it’s own file. No one said you could not
have a file that says ‘not sure where to file it’. Make sure to put items in
the place where you use it. A stapler by the printer- stamps by the
envelopes. This can save a lot of time.
Clear your desk off at the end of each day. If you have extra stuff- put
it in a to do file that you get out of the file cabinet first thing in the
morning. A clear desk makes you feel like you want to work.
Finally for you road warriors- if you book appointments- allow time for travel. And be sure to book appointments that are in close proximity to each other on the same days if possible. " Like this article? Sign up here:JOIN OUR NEWSLETTER list that offers more of these tips, coupons, inspiration and education that will help you propel your business to the next level