The Ten Top Ways to Work Smarted, Not Harder
There are so many resources available for running your business in a way that will make it possible for you to both have time to reflect and strategize next moves as well as making you look good to your clients. Here are the ones I use.
1. Have reliable phone systems.
It is not enough to have just a phone with answering message capability but do you have ways to get messages from "the road"?
Can you have people leaving you messages when you are on the phone?
If your computer is still dialing in on your phone line, do you have an alternative phone that clients can get to you?
If there is an electronic malfunction in your area, does your phone still work?
2. Have a computer system with multiple applications on it for more than just email.
Does your computer system have software that allows you to:
keep an address book as well as client information?
keep your financial records?
allow you to process financial information (such as credit card transactions)?
3. Have a credit card that is used only for business. Accept credit cards for transactions with clients to make business easy and accessible.
Having a credit card for your business allows you to have a detailed record of all transactions that is recorded by the credit card company and can easily be downloaded in to your accounts without having to pay for an accountant.
Having a service for accepting credit card charges allows instant payment without having to chase past due payments. It also signals a serious business in operation.
4. Have a copier/printer/scanner/fax machine
A copier is a good way to capture duplicates of records that are being shared or files that must be kept in "hard copy" .
A printer is essential for keeping information that goes in to files or must be read "off line".
A scanner is great for bringing in to your records those documents that you wish to capture in your computer files.
A fax machine saves time and money by transmitting documents rather than sending by post when a signature is needed.
5. Make sure you have a good time management system that works in conjunction with your computer such as a PDA.
These are the best way to keep all your records aligned on a daily basis as well as being a source of instant contact information when you are on the road.
If you prefer hard copy of what is on your schedule, you can print out daily, weekly or monthly schedules.
6. Have a robust and professional website from which you can send and recieve information about visitors and prospective clients.
Make sure your ISP can handle the transactions you want to have on your site.
Make sure your website is readable by the most basic technologies.
Is your website on search engines?
Make sure your website conveys what you want it to say to your ideal clients.
7. Have a virtual assistant available to you.
You may need help from time to time on a particular project. Ask and pay for help when it will move your business to the next level. Make sure you have the most qualified person you can get and spell out your expectations of the deliverables.
The clearer you are about what you expect, the better for both of you.
8. Have business cards and other labels that you can use for handing out literature as well as for general information.
Make sure your business card represents what your business provides.
Remember you want to focus on benefits to the reader.
Use stickers on any envelope or other "hard copy" item that you provide to an existing or potential client so it is easy for them to contact you.
9. Develop templates that have your company name and contact information on them for most often used forms.
Forms that are often used are:
Invoices
Proposals
Contracts
In take questionnaires
10. Ask yourself, what can I do to simplify my life.
At the end of the day, can you identify activities for which you can delegate so that you are free to enjoy your personal life as well as your business.
This piece was originally submitted by Anne Rarich, who can be reached at anne@learning-exchange.com or visited on the web.