Filing Information

How to make your office run smoother

rowena105 from Anywhere You Want -

Remember that when you start out in a home business you are usually working by yourself. However, down the road there could be a reason to start hiring employees.

One of the reasons you may need to hire someone is to take over the general office duties such as typing up letters and filing receipts, correspondence, etc.

SO...what you need to do from the start is make sure you have a simple filing system that can be taken over by someone else when the time comes. If you make it too complicated then you will waste a lot of time training them on you system.

A simple Alpha/Numeric system is the simplest way and by that I mean for instance. Mr. Andrews has made different purchases from you over the period of time that you have been in business. You don't want everything to be lumped in one folder because if you need something pertaining to one item it could take forever to find it.

So the files would be: Andrews, John - 000 and then Andrews, John - 001, Andrews, John - 002 and so on.

This will also help you to keep track of who your best customers are.

Hope this helps you somewhat.

Comment #1 Will28 from YesVille, USA -

Thanks, good information! I bought a filing cabinet about three weeks ago and I don't have a real good system going. I just have everything shove in a folder. I am going to set some time aside and incorporate your system so I can have a better filing system.

Comment #2 Sweetness from Earth, the Universe -

You can even use sub-folders as well... For instance Andrews, John 001 - Finance, Andrews, John 002 - Contracts.

These can be expanded on but I think you get the drift. You would then have all of John Andrews files all in one place and very easy to find.

Keep a list on your computer as you make up these files so that you have a written list to give to anyone that comes in and they can follow the system and find things that you have aleady done very easily.

Comment #3 Joe from South America -

I think it's an even better idea to figure out how to keep all the information electronically.

I used to have a computer business and we keyed each customer record to their phone number and caller-id was hooked into the computer... when a client called we knew exactly what they had purchased, previous questions or problems....

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