By Janet Taylor
There are 3 things that a business owner must have to keep himself organized A place to work, A place to receive messages, and A place to get mail. Below are tips that will help you set-up your office, handle your mail, and better manage your message retrieval.
Every office should have the following a desk, filing cabinet, and a good chair.
If you are just starting out, use a table and chair that you already have but invest a few dollars in a filing cabinet. You can usually purchase on for under $100.
When setting up your office, ask yourself the following questions:
- Will clients visit your office? If the answer is yes to this question you will have to budget money so that your office looks appealing to your clients and/or business associates.
- Are you wasting space underneath a table or desk? Use storage boxes/containers clearly labeled to store supplies, promotional items, etc.
- Do you have enough space? What items are necessary for you to work efficiently. If space were an issue with me, the items I can not do without are my table with computer and my filing cabinet.
- Is there something missing(bookcase, shelves, filing cabinet)?
Depending on the type of business you are in you may not want people to know where you live. Use a P.O. Box or a company that offers the services that will allow you to use a prestige business address.
When handling the mail open it by a BIG TRASH BAG and divide into the following categories:
To-Do(Call, Write, Fax, Send Info)
If you do not have time to go through your mail daily, sort using a portable file box, crate with hanging file folders, or a desktop file labeling sections accounts payable, account receivables, general correspondence, catalog magazines, order request. Once you have time, go through your mail and prioritize each category handling urgent mail first.
Have a professional message on your machine.
There is nothing worst that having clients, business associates, etc. hear an unprofessional message on your machine.
Your image will be ruined.
If your budget will not allow for a second line to be installed used Indenta Ring with Answer Call(a service through your local phone company). By the sound of the ring you will be able to distinguish a business call from a personal calls a and it will allow you to answer the phone in professional manner. I would only use Identa Ring if you are the only one who answers the phone. If you share your phone line with others than get a seperate line.
- Group all of your calls together. You will be surprised at how much you get accomplished in a short period of time
- Screen calls. Right now I am screening calls so that I can complete this article I you are currently reading.
Totally Organized is a professional organizing company devoted to help you make the most of your day and get more quality free time. For more information contact: Totally Organized, P.O. Box 54091, PA 19105-4091, (215)229-7232. E-mail:TOrganized@Aol.com