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  • Renee: CEO Coach & Management Specialist 11:21 pm on March 23, 2010 Permalink | Reply
    Tags: business resources, , , , , , office organization, , , ,   

    Business Consultants Utilize Virtual Business Assistants 

    Business consultants are respected and relied upon in every industry in every country. Consultants are admired for both their expertise and their independence. A consultant’s job is to consult. Nothing more, nothing less. It’s that simple.

    But what separates a good consultant from a bad consultant is there passion, drive for excellence and how they’re able to manage it all. Stop trying to do it all, just offload and outsource. Outsourcing can make your job a lot easier and improve your business or projects.

    Many business & management consultants offload and outsource to Virtual Business Assistants like Clerical Business Solutions http://www.clericalsolutionsinc.net

    Clerical Business Solutions provides business office management services.

    Learn to delegate and outsource to a Virtual Business Assistant Company like Clerical Business Solutions http://www.clericalsolutionsinc.net . Clerical Business Solutions partners with business / management consultant to help them improve their productivity, efficiency and their bottom-line.

    Clerical Business Solutions has a variety of services to help benefit your business or projects and become your backbone from behind the scenes.

    For your business or project needs contact Clerical Business Solutions, your business office manager will be Renee: clericalbusinesssolutions@gmail.com

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  • Renee: CEO Coach & Management Specialist 12:53 am on January 18, 2010 Permalink | Reply
    Tags: , cpa, irs, , office organization, , , tax help, ,   

    Stay Prepared For Business Taxes 

    Throughout the life and management of your business you should have things in order especially when it comes to tax time. This is one of the one of the many times that you don’t want to screw up in business. Sometimes preparing your business for tax time can be a pain but it must get done.

    You should have had things organized already. Like your receipts & other important tax info. All receipts should be original, not copies. The IRS already knows how businesses big & small try to deduct as much as possible. So have your things in order, just in case of an audit. Have proper storage for your receipts & tax info in a safe organized place such a secure organized fire proof file cabinet or storage boxes etc…

    Also recheck things with your bookkeeper, payroll company and/ or get assistance from a CPA, tax specialist or your local IRS office for free. Whatever the condition of your business finances, always pay your taxes.

    If you don’t know then educate yourself on business taxes. Education will really help you out in the long run. Sometimes if the nature of your business is somewhat consistent from year to year, you may be able to manage your business taxes by yourself.

    Look into taking advantage of many tax breaks.Tax laws can be confusing, especially with the constantly changing stipulations for business filings. So it’s always good to educate yourself & get help.

    It’s always great to get a tax advisor or some form of tax help. You can get great info from IRS website–> http://www.irs.gov

     
    • Una Padula 10:56 pm on January 29, 2010 Permalink | Reply

      I was surfing around for more information on this topic this morning when I discovered your really helpful article…thanks a million for sharing. I will definitely be checking up on your blog and visiting again to read new articles.By the way since when have you been keeping a blog? 🙂

    • Len Foster 10:36 am on February 2, 2010 Permalink | Reply

      Tax is something I always outsource to people who know what they are doing and can give good advice on reducing my tax bill.

      I am a big fan of outsourcing with any work at all and have a site dedicated to promoting outsourcing http://www.easyoutsourcingforprofits.com

    • Gucci Shoes 8:08 am on June 17, 2010 Permalink | Reply

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  • Renee: CEO Coach & Management Specialist 8:28 pm on December 22, 2009 Permalink | Reply
    Tags: , , , , , office organization, , , , ,   

    There Is A Strategy To Email Management 

    There are strategies to many things that you do in a business and email management should have a strategy also. Sometimes email can be a monster to manage. Many people spend the majority of their day sifting through this madness. Email management is a big part of business communication & customer service, which continues to grow.

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    For most companies there is a steady growth of inbound emails and they have to figure out cost-effective measures to help manage it all.

    It is the first line of communication for some companies. Many times this way of communication is how many companies resolve customer issues. With email, it can be a challenge responding to customer inquiries in a timely manner. Your company has to find a way to utilize this medium to improve customer expectation, external perception & internal communication. It doesn’t have to be as bad as it seems with a little organization and security implementation.

    Email management can be as smooth as pie and it should be taken into consideration with any other type of records management system. It should be addressed similar to the organizational standards of addressing other information and records management.

    A company works with four major types of records which are:

    • Vital
    • Important
    • Useful
    • Nonessential

    Your company needs policies and tools for managing emails, such as:

    • Classification
    • Storage
    • Preservation
    • Management
    • Destruction

    Once you have the proper tools in place, retrieving needed information can be easy and help to keep incoming information on track. Very few companies have implemented solid e-mail management strategies. Having email management and security is very important for all businesses big and small.

    Failure to implement e-mail management strategies of organization, security and dissemination of information can pose some risks to your organization. Some companies haven’t defined e-mail management, and they’ve left it to individuals to delete, manage, classify and save e-mail on their desktop computers. That could be an unorganized way to manage email. Depending on the types of information that you receive and the email address that’s used, there should be someone (or a group) specific to handle them.

    It can pose a big risk if you don’t know who’s doing what and how it’s being done. But when it comes to deciding how long to retain e-mails, how to determine which messages to keep or delete and whether to use encryption, many organizations don’t have a clue.

    Depending on how your company is structured, you can implement different types of email management software or security protection to help.You can also checkout some email organization tips  here.

    It’s a mistake to set policies that address e-mail usage but disregard e-mail content.  Information should be managed according to its value to the organization and according to any regulatory requirements that are in place.

     
  • Renee: CEO Coach & Management Specialist 6:31 pm on December 21, 2009 Permalink | Reply
    Tags: , , , , office organization, , , , virtual assistant services   

    Don’t Stress Over Email: Manage It! 

    When trying to decipher your email and get on with your day, don’t spend all of your quality time on it. It can be a time waster if you don’t manage it & use it wisely. If you are in business that can be bad for business. Learn to go through your emails in a more proficient & organized way.

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    A. HOW OFTEN SHOULD YOU CHECK IT ?

    Many of our most important communications are done through email. Many people would say check it only 2 times a day, that’s fine if you are not running a business. In business, that may be impossible, you be the judge. If you can successfully manage your business emails by only checking them twice a day that’s good. For a lot of other people twice a day would mean missed opportunities, so 4-5 times a day may be enough.

    Ponder the purpose of each email & ask yourself “Is this a good use of my time ?” You must have a system in place & allow only specific times of the day to check your email. Go through each one & decide what’s most important to get through your business day. Make notes of the important ones (name of the email, date &/ or time), how soon or when you need to handle that email.

    To have a more productive day don’t spend all of your time or several hours on emails till the point where you can’t finish your business of the day. Make a list of the times or days that you will go through your email & stick to it! Save the none improtant stuff for later times in the day, on the weekend or at the close of business; stuff like saying hello to friends, reading jokes, filtering spam.

    B. IMPLEMENT STEPS TO ORGANIZE & PRIORITIZE EMAILS

    If you get a lot of email, a way to insure that you see the most important emails you can start by having 2 accounts. Use your main or 1st email address for general purposes ( this could be the one that you put on your business cards). The 2nd one could be like an unlisted phone number ( it’s the one that you only give to select people, important clients, special email notices etc….)

    Another option is to use the filter functions on your emails. This automatically routes incoming messages from certain people to their own special folders. You can use filters to seperate business from personal emails. You can even direct different client messages into their own unique folders.  Filters will also sort junk mail. Set your filter to detect incoming messages that have words like “friends”, “make money”, “hot”, “sexy” and so on to the trash bin, junk folder etc…

    C. PROCESS PROMPTLY THEN FILE OR DELETE

    Read each email once or twice then file it or delete it. Take no more than 24-48 hours to decide on deleting or filing each email. The only ones that should linger in your inbox are ones that you haven’t read yet, that require an action or response from you or for others to see. Your email must become a part of your to-do list & by keeping your incoming emails low, it’s a real time saver.

    By using these steps you will know that items in your inbox will require an action or response then messages that you’ve dealt with have been filed, deleted or archived. For emails that you must keep, create folders for clients, projects, special info then drag & drop emails (after you’ve read them) to the right folder. Don’t create too many special folders, this becomes a time waster, you’ll have too many places to look when you are trying to find an old email then you’ll become unorganized yet once again & you’ll have to start over.

    You could also try to file all emails that you’ve read or dealt with into one or two big folders or save them to a disc/cd, then you won’t have to wonder where you filed them. No matter which method that you use, periodically go through all your folders & delete any thing that you no longer need.

    D. DON’T PRINT OUT EMAILS

    If you print out your emails start now to stop this habit. It increases the amount of paper that you have to deal with, it wastes time & causes you to hold on to unnecessary emails. Filing & retrieving is quicker on your computer. You can also use contact management software like ACT, Goldmine (that way each email is linked to the name of the person that sent it to you then emails that you send are linked to the recipients record). The only time to print out an email is when it pertains to a specific project so print it out then file it with the project.

    E. USEFUL SUBJECT HEADERS

    Scrolling through lots of vague subject headers like “FYI”, “Meeting”, “Question” etc.. is a time waster. Put specific subject headers in all the emails that you send, when recipients reply, your header will carry over. Your stored emails will clearer subject lines. Some email programs will allow you to change the subject lines on emails that’s already been received.

    F. FAST REPLIES

    If you get lots of email inquiries about the same issues over & over again, create templates in your email program, for quick routine replies. You can customize them so it’s still faster than writing from scratch.

    G. TO EMAIL OR NOT TO EMAIL

    Email is a great time saving tool when you are sending the same message to several people or if you need a record of exactly what was discussed such as project details. Its more private than faxing, if many people share the same fax machine. You may not want to email urgent messages unless you know that the recipient is in the office & they check their email continually.Try sending a voice mail if they are out. If you need a back-and-forth conversation, try making a phone call or instant messaging. Sometimes emails waste more time than it saves.

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    • Au Pair 12:50 pm on March 19, 2008 Permalink | Reply

      very nice web site. My English is not so good, so I do not understandt it well, but it seems very good. Thanks

    • lenfoster 4:22 pm on December 24, 2009 Permalink | Reply

      Anything that saves time, cuts down on the day to day grind and the sameness of certain tasks always gets my vote. There is a good case for outsourcing some mail management as there is so much time lost sorting through unwanted mail

      You can find out more about the benefits of outsourcing at
      http://easyoutsourcingforprofits.com/

      • Clerical Business Solutions 9:07 pm on December 25, 2009 Permalink | Reply

        Hi Lenfoster,

        There are many ways to manage this madness that’s called email. Sometimes email can seem like a necessary evil, lol. As you stated, many companies and professionals have chosen to outsource their email management for general reasons or success in maintaining their business or projects.

        Email happens but in many cases it’s needed and must be managed.

        Clerical Business Solutions
        Virtual Assistant Company & Business Management Assistance~ Providing outsourcing solutions & business or project assistance. http://www.clericalsolutionsinc.net

    • 4 Hour Workweek Project 5:43 pm on February 24, 2010 Permalink | Reply

      You have really put together a great article here. I have done many of the basic things you suggest but your information has provided me with some other things to think about.

      I am going to try your 2 Account idea…I think this could really work for me.

      Thanks a lot….

      • Clerical Business Solutions 3:26 pm on March 21, 2010 Permalink | Reply

        Hi 4 Hour,

        I hope this info helps you, cause so many people get stressed out over email. It can ruin your day, till you just can’t get anything done. It’s always good to have a system in place & develop your own system to keep thing organized.

        ~Clerical Business Solutions
        Administrative Business Management Company
        http://www.clericalsolutionsinc.net

    • Len Foster 8:12 am on March 2, 2010 Permalink | Reply

      As far as reading emails or doing anything on the internet goes I have one golden rule that must be obeyed.

      If I suddenly start reading or looking at junk I turn my head to the left to look at my notice board. There’s a sign there that says
      1 What am I doing right now that will make or save me money?

      2 What can I do right now that will make or save me money?

      3 What is the most important thing I could be doing right now that will make or save me money?

      I look at the sign, look at what I’m doing and that pretty much decides if I carry on or not. Doing this provides focus and saves time as well.

    • 4 Hour Workweek Project 2:35 pm on March 20, 2010 Permalink | Reply

      Len,

      This is a great idea and thanks for sharing – I am going to make up my own sign today and put it up. I’m quite sure it will help me stay right on track in my work-day….

    • Len Foster 8:07 am on March 22, 2010 Permalink | Reply

      A few more things I do to manage email

      1 Don’t have a sound attached to incoming email

      2 Only look at emails twice a day (max)

      3 Set your ‘out of office’ reply to say something like “Due to my current work load I only read emails from 8.30 to 9.00 a.m. and 4.00 to 4.30 p.m. so my apologies if you don’t get an immediate reply to your email. If it’s important call me on XXXXXXXXX

      People may get a bit upset initially but soon they will realise the value of your time and their own.

    • Len Foster 9:54 am on March 23, 2010 Permalink | Reply

      If you use webmail and your inbox has gotten out of control you can type create a folder for a person type in their name in the ‘search mail’ box then when all their emails appear simply move them to the folder. Mass filing done quickly 🙂

      • Clerical Business Solutions 10:37 pm on March 23, 2010 Permalink | Reply

        Hi Len,

        Good tip, it’s a good idea to find and utilized a system of organization. because being overloaded with emails can be a problem and keep you unorganized.

        Having an efficient way to manage many business operations is very important. That’s why may people or businesses utilize Virtual Business Assistance for their business or projects. A Virtual Business Assistant can help you to streamline your operations, help to take the load off of you so you can focus on other things, help you to keep/ monitor your appointments, help to keep you organized and more.

        When you get a change consider working with a Virtual Business Assistant, http://www.clericalsolutionsinc.net ,the services are beneficial, cost-effective & keeps you organized.

        Clerical Business Solutions~
        Virtual Business Assistant Services
        http://www.clericalsolutionsinc.net

    • Tim Sanchez 7:20 pm on March 23, 2010 Permalink | Reply

      Very interesting article. You made a lot of good points. Organization is the key to emails,life,etc. And when you find an organized company, it really makes you happy. For instance, I recently used Auto Shipping Network to ship some cars overseas and was astonished to see how organized they were. Look them up if you ever need to ship a car overseas. Good Stuff!!!

      • Clerical Business Solutions 10:28 pm on March 23, 2010 Permalink | Reply

        Hi Tim,

        Thanks, I hope it was helpful. Through out the life of your business or personal life many times email is highly important and organization is key. Organization is very important for many of your business operations. And just like you stated, that when you find an organized company it makes you happy, yes, it sure does.

        That’s why may people or businesses utilize Virtual Business Assistance for their business or projects. A Virtual Business Assistant can help you to streamline your operations, help you keep/ monitor your appointments, help to keep you organized and more.

        When you get a change consider working with a Virtual Business Assistant, http://www.clericalsolutionsinc.net ,the services are beneficial, cost-effective & keeps you organized.

        Clerical Business Solutions~
        Virtual Business Assistant Services
        http://www.clericalsolutionsinc.net

  • Renee: CEO Coach & Management Specialist 4:11 pm on April 7, 2008 Permalink | Reply
    Tags: , , , , , birmingham business help, , careers, , , , , , , , , , environment, , , , , , , , , , , office organization, , organization, , outsourcing services, professionals, religion, research, , technology, , , , , world systems   

    Get A Wiki For Your Business Or Personal Needs 

    Professionals & businesses are using wikis in their everyday work. Who can use a Wiki ? Teachers, Educators, Entrepreneurs, Doctors, Journalists, Individuals, Photographers, Chef, Scientists, Computer Experts, CEO, Organizations, all kinds of professionals & businesses. The list goes on & on.

    What is a Wiki ? Wiki (wik’e): It’s a collaborative website workspace that one person or multiple people can edit together, share files, documents and collaborate.

    Here’s a sampling of some of the wiki resources and ideas,so you can start using a wiki for your business or personal needs.

    LEARN BY DOING:
    Sites that offer easy-to-use and (in some cases) free wiki tools
    PB Wiki http://www.pbwiki.com
    WetPaint http://www.wetpaint.com
    BackPack http://www.backpackit.com
    Wiki.com http://www.wiki.com

    Wiki “communities”:
    The folks behind Wikipedia are offering a new service to those who want to create a wiki-style resource on any topic
    Wikia http://www.wikia.com

    Wikis FOR THE “Enterprise”:
    These companies offer wiki-software solutions used in corporate environments for functions such as customer support or knowledge management systems
    Atlassian http://www.atlassian.com
    Customer Vision http://www.customervision.com
    iUpload http://www.iupload.com
    Social Text http://www.socialtext.com

     
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