Staying,Organized,These,Chaoti business, insurance Staying Organized in These Chaotic Times
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In the Terry Gilliam Film, BRAZIL, there is a fantasy sequencewhere Robert De Niro is enveloped by a swirling cloud of papersand memos. Some days, as I look around my office, I know exactlyhow he felt!In this age of information, it is really easy to get bogged downby all the little bits of paper that seem to infest an office,whether it's a corner suite in a downtown skyscraper or just yourkitchen table. If you use a computer, it can be even worse -- youcould end up with hundreds of files that are hard to identify andimpossible to locate.If you don't take steps to organize your information, all of this"information clutter" could cause you to lose valuable time asyou try to find what you actually need. Even worse, you couldlose business by losing that key piece of information you need tomake the sale.Here are just a few simple pointers on how to be more organizedas you try to run your business:1) Folders, Folders, Folders: A good filing system, usedreligiously, is the best way to avoid the "clutters." Wheneveryou start a new project, label a folder to hold the information.Then, whenever you receive something that pertains to theproject, make sure to file it as soon as possible. Make sure tomark and organize your folders -- A good system is to just have aplace to keep your past folders and a place (easily within reach)to keep the folders that you are currently using.You should use this same system on your computer. Create a folderfor each project and keep everything you need right there. Thenice thing about a computer is that if you have a file thatpertains to more than one folder, you can just copy it and have acopy of it in each folder.2) Use Your E-Mailboxes: This is similar to the advice above. Idon't know how many times I've seen people who only use threemailboxes in their email program: In, Out, and Trash. Thesepeople have about 1000 emails in their In box, and have a devilof a time finding a past email when they need it. You can avoidthis by simply creating new mailboxes, which are basically justlike email folders.I like to create a new mailbox for everyone who writes me, evenif they are not placing an order. Everything they send to me Ikeep in their mailbox, and I separate my mailboxes into 3categories: Finished, Present, and Possible. As a client's statuschanges, all I do is move the mailbox. Then, when I'm looking forinformation on "Jane Doe's" order, all I have to do is open herparticular mailbox and all her correspondence is there in oneplace.3) Mark Everything: My biggest problem with clutter is that I endup with a lot of notes that have some piece of information, likea phone number, that I can't identify. It's really kind ofamazing -- when we write down the number or the message, we justKNOW that we'll remember who it's from, but 20 minutes later,it's like we have amnesia!The cure for this particular problem is simple -- just identifyeach message you jot down. You can put the client's name on thepaper, or you can identify it by the project name. In eithercase, be consistent with your system, and don't rely onabbreviations. And remember, you should file the information assoon as you're through with it.These tips are fairly straightforward, but it is common for us toforget them when we are pressed for time. The thing to remember,however, is that if we take the time to follow these steps, we'llactually be making MORE time for ourselves in the future.
Staying,Organized,These,Chaoti