Running an efficient and streamlined business is all about continuously
improving and 'tweaking' your office management systems so that they grow with
your business and not hinder your business.
But why do you need efficient office systems in place? Here are some
answers!
- To quickly and easily find
important contact information.
- To be able to respond to client's
requests straightaway.
- So that you can immediately submit
a proposal. To keep track of your business.
- To be able to follow-up with
clients and contacts.
- So that you can stay on track with
your projects.
- To monitor your latest marketing
campaign.
Sometimes though problems don't become apparent with your office management
systems until you actually start using them -- and then you may find out that
they're not working in the way that you'd hoped.
So what can you do about it?
Step 1: Look at where the problems are.
Are you constantly searching around looking for an email address? Or cannot
tell at a glance if your project is on track? Or you don't know your cashflow
situation?
Make a list of where you feel the problems are, and then follow step two -
you may be surprised at what you discover!
Step 2: Analyze what percentage of
your time is being spent on administrative tasks.
Keep a diary for a week of how you are spending your time. At the end of the
week look it over and see what percentage of your time is being spent on these
jobs. Could this time be better spent on income-generating activities? Or
market research?
Step 3: Compile a list of all non-income generating
tasks that you currently do.
Could some of these be delegated? Would it help if you took on an assistant?
Once you have followed these three steps you should have a good idea of
where your time is being spent, what your biggest time drains are, and where
you can make improvements. You will be well on your way to deciding if you need
to partner with a Virtual Assistant and will be able to see exactly where you
need the support.
By Tracey Lawton
About the author: Tracey Lawton is a certified Master Virtual Assistant with
many years of experience, helping professional speakers, coaches, and authors
operate an efficient, organized, and profitable business. Visit
http://www.traceylawton.com/tips.htm to subscribe to her newsletter, Virtual
Solutions, full of tips for operating a more productive business and receive Tracey’s
The 7 Key Steps to an Organized and Efficient Office special report
absolutely free.
It’s easy to assume what to do when being a manager but it’s quite different when you actually are one. Find out the basics by asking questions of IT managers that you know. What kind of skills do they have? What kind of certifications did they achieve? What are the best and worst parts of the job?
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