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There are 3 things that a business
owner must have to keep herself 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.
THE OFFICE
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 one for under $100.
When setting up your office, ask yourself the following questions:
1) 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.
2) Are you wasting space underneath a table or desk? Use storage boxes/containers clearly
labeled to store supplies, promotional items, etc.
3) 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.
4) Is there something missing(bookcase, shelves, filing cabinet)?
THE MAIL
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:
Throw Out
To Read
To-Do(Call, Write, Fax, Send Info)
To File
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.
THE PHONE
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.
Quick Tips
1) Group all of your calls together. You will be surprised at how much you get
accomplished in a short period of time
2) Screen calls. Right now I am screening calls so that I can complete this article you
are currently reading.
Totally Organized is a professional
organizing firm founded by Janet Taylor, Professional Organizer and Personal/Professional
Coach. Totally Organized provides organizing, one-on-one coaching,seminars and products
all devoted to help you organize your life. FREE monthly electronic newsletter. Send an
email to TOrganized@aol.com to subscribe. Totally
Organized, P.O. Box 54091, PA 19105-4091, (888)321-8263.
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