Ideas and tips for running your office effectively and efficiently!
Always record the date, time and nature of all communications
A client may call and reference you for contact details or information they have misplaced or otherwise. A client may not recall a conversation you've had. Set up a 'Communcations Log' detailing the time, date and nature of the call. Clients will appreciate your efficiency and initiative! This also works as a safeguard to you if there is ever a difference in opinion.
Use checklists
As with many offices there are procedures to be followed when performing a certain task. Know that you have done everything correctly the first time by implementing checklists. You may implement a checklist for the signing of new clients for example. This would include:
- Ensuring contracts have been sent;
- Ensuring contracts have been returned;
- Send welcome letter;
- Send information pack etc.
A checklist is time effective -a checklist can also be used as a reference toolwhich can be kept at the front of a file soyou do not haveto search through an entire file to find what you're looking for.
Minimize paper usage as much as possible
As well as being environmentally friendly, loose papers carrying important information or messages are prone to going missing and sometimes buried amongst other paperwork. E-mail can be your friend when it comes to taking and distributing phone messages. When issuing reports, statements and invoices - save on postage and e-mail all accounts.
Use a daily planner (outlook)
Time management is essential tomanaging your's/your client's business successfully. Plan out your day before it begins. Of course there will be other work that will arise throughout the day which is beyond your control but remain in control of the work you do know from the get-go!
