Interior Arrangements | Get Rid of Your Disorganized Work Habits

Two Tip Tuesday
...helping you build a better business!

Get Rid of Your Disorganized Work Habits

Your client database is your own personal goldmine. Whether you have one person or a thousand on your list, it's the quality, not the size that counts.

Tip #1: Tracking

Outlook is perfect for tracking clients and prospects, and most people have it already.  There are other databases, such as ACT and Goldmine too. I make notes of birthdays, family members and pets names, how they heard about me, etc.

A business card scanner is a good idea to consider and can also scan business receipts.

I organize photos by client. I keep almost all of the photos I take in someone's home in case I'm ever called back to work there again. Within each client folder is a sub-folder containing only the best Before and After pairs of that job. I also keep a folder of photos (duplicates) that have already been used on my website or in my newsletter.

My Secret Weapons

It's less important to be really organized on your computer when you have desktop tools like Windows Search -- it's like Google for your computer! So even if you don't remember where you filed something you can find it easily by typing in keywords.
(http://www.microsoft.com/windows/products/winfamily/desktopsearch/default.mspx)

Don't forget to back up your computer files!   My favorite tool for this is Carbonite. It's only $49.95/year for automatic, unlimited, on-line backup. (www.carbonite.com)

I use SendOutCards, which has a "Picture Plus" feature you can use to make your own cards. Clients love to receive a card in the mail with a Before & After of their home!   (www.sendoutcards.com)

Resources:

NEAT Receipts
is a scanning and software solution that helps you organize your paper and simplify your life. Scan, analyze and organize your receipts, bills, business cards and more - then store everything in a database on your PC. (www.neatreceipts.com)

Picasa is a free software download from Google that helps you 1)Locate and organize all the photos on your computer;2)Edit and add effects to your photos with a few simple clicks; 3)Share your photos with others through email, prints, and on the web: it's fast, easy and free (www.picasa.google.com)

Resource:

The Paper Tiger software is a powerful filing system that uses the power of your computer to help you get organized and stay organized (www.papertiger.com )

Tip #2: Tracking Tips

Client Database Info:

Client and spouse Names
Referred by/Source
Professional designations or awards
Name and contact info of Realtor (if applicable)
Home, Work and Cell Phone Numbers
Address
E-mail Address
Children's Names
Pets: name and breed
Home state/alma mater
Birthday or anniversary

Keep a calendar:

Find the best means to track your time and appointments---one that you will monitor and maintain consistently. It can be as simple as a paper calendar system, or a more comprehensive day timer system, PDA or online time management software.

TIP: Use the recurrence/reminder option of Outlook to schedule regular meetings, tasks and dates. If you choose an online program, make sure you can print off your daily, weekly and monthly calendars so that you always have a means of checking and verifying availability for project dates, presentations and appointments.

The Five 'P's":

1. Proper planning prevents poor performance.
2. Plan the following week by this Friday.
3. File folders alphabetically.
4. Clean out old documents and file by year.
5. Delete documents you no longer need in your computer.

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