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3 Simple Ways to Find Everything You Need
by Bridgette Boudreaux
Published on this site: December 12th, 2006 - See
more articles from this month
- Categorize Information and Create a Master Outline
Look at your business and decide how you want to categorize
your information.
For example I have: Administration,
Marketing, Finances, etc. as my Master Outline and than under
those larger categories, I create subcategories: My sample
Administration
- Policies & Procedures
- Forms / Templates
- Business Structure
- Clients
Marketing
- Brochures
- Business Cards
- E-zine Content
- Networking Groups
Create tabs for the Master Outline and use on hanging folders,
use manila folders with labels for your subcategories. Make
sure that you give all files a name, do not use Miscellaneous
as a file name, because the file will began to accumulate
papers and you will not be able to find items easily and
quickly. You can use this same format to keep electronic files
as well.
-
Create a Tickler File System
Get twelve manila folders and label them January
- December, then you will need 31 more vanilla folders labeled 1 -
31 for
the days in the month and two additional folders labeled for
the upcoming years. As I am writing this it is 2006, so you
would create a 2007 folder and a 2008 folder.
Which ever month that you are currently in, include the days of
the month folders (1-31). Whenever you have a planned task,
appointment, project deadline just put the information in the
folder that you need to get it done. For example, If I need to
complete and submit an article to a publication that my target
audience reads on December 15, 2006, than I would put the
contact information and due date and a checklist in the folder
for December 15, 2006. On Dec. 15, everything that needs to be done is in my tickler file. Review you tickler file daily.
What if I am planning to attend a conference in May 17, 2008,
than I would put all the necessary information in the 2008 file
and file those items according once I get to that month and
year. Tickler files should also be in sync to your daily
planner.
-
Purge Your Filing System
Do not let files contain more 25 - 30 pieces of
paper. It is best to block time on your schedule once every three months
to
go through your files to see if there is any information that
can de discarded or scanned and saved electronically. Check
with your accountant and banker to see how long documentation
should be retained. Also check out
www.bankrate.com/brm/news/mtg/20000518h.asp it contains a
checklist of how long you should keep financial documents. You
must keep your filing system neat and easy to obtain the
information you want when you want it. It is best to keep the
most used files near you in your desk drawer.
Bridgette Boudreaux - Business Coach, Bridgette Boudreaux,
teaches small business owners to get it all done in 6 hours or less
daily! If you'd like to accelerate your business productivity
and increase revenue while finding time for family & fun stuff
with Bridgette's simple but powerful 5 Step System, call today
to schedule a free half-hour phone consultation at
512-351-4842. Learn more now at http://www.YourTime2Soar.com
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