The Client Organizer

You Stay Organzed, But Do Your Clients?

My second client was a contractor with checks, deposit slips, sales invoices, bank statements, and estimates spread from one end of the pickup truck to the other. I learned very quickly that a client’s lack of organization can create a lot of extra work for the accountant.So what was the solution? The Client Organizer.

Help Get Clients Organized to Make Your Job Simpler

The Client Organizer is simply a filing system that can be installed in the client’s office, or in a file box that the client keeps on the road. Where this filing system resides depends upon where the bulk of the financial transactions take place. If the client is a retail store, then a filing cabinet is enough. On the other hand, for clients that are on the road most of their working day, such as a contractor, you’ll want the filing system in a light weight file box that you can get at any office supply store.The Organizer must be simple with only a few categories, or else your client won’t use it. Here’s a list of the five sections the organizer should include:Daily Cash ReportsAccounts Receivable Invoices (Alphabetical Files)Accounts Payable Invoices (Alphabetical Files)Payroll Information (If Applicable)Banking FileMiscellaneous FileFor a few dollars you can create such a box as a demonstration unit to show a prospect a simple system that will help their business keep on top of their source documents. They’ll appreciate it’s simplicity and that you showed it to them.

Day-To-Day Accounting Tips

We have compiled articles on key accounting issues to teach techniques and shortcuts to make you more effective in servicing your clients.Learn How to Become More Efficient and Reap the Rewards

Streamline Your Business:

Cutting Costs in Your Home Office

When you run a home business, you may think it impossible to cut costs. You’re already saving in rental payments by working from home, what more is there to cut? But there are more ways you can save money for your bottom line. Here are four ways to cut home office costs:

1. Shop around for the best (and cheapest) telephone and internet service.

If you’re already using a business package for your telephone service, you may want to see if a residential line might be cheaper. Because you’re working from home you can take advantage of more inexpensive phone plans. You might be able to save even more money in bundling your phone, cell, and internet services.Also be sure to monitor your long distance calls and bill clients when appropriate. You could save a significant amount of money by calling long distance during off-peak times. And remember that rates change frequently; regularly shop around for the best plans.

2. Buy used office furniture.

Wholesale office suppliers often sell good furniture at a reduced price, so don’t go out and buy the first desk that you see. And businesses often upgrade their furniture, selling their used furniture through the classifieds or business sales. Shop around. Check out thrift stores or look for liquidations, auctions, or closeouts.

3. Purchase office supplies in bulk.

You can save a lot of money in buying your office supplies in bulk. You may not realize just how much you use, but the truth is you have your own business and whether or not you use those staples, post-its, or files this month, you’re going to use them eventually. Why not stock up and save? Run the numbers and you’ll generally find that buying in bulk will save you in the end. And many office supply stores offer memberships that can also save you money. Don’t be afraid to spread the word and tell people what you do; you may be surprised at the discounts you’ll get.

4. Cut mailing costs.

If you spend a lot of money on mailings, there are various ways you can cuts those costs. Consider purchasing a meter which enables you to print exact postage rather than using too much postage trying to be safe. When sending priority mail be sure to use the free boxes and envelopes the post office offers. Also consider purchasing a bulk permit which will save you money on bulk mailings. When possible use standard-size envelopes. And finally, check your mailing lists to eliminate duplicate or bad addresses.The more aware you are of business costs, the better you can manage them. Take inventory of your expenses and brainstorm ways to cut back. You may be surprised at how a more creative approach to your costs may save you a lot of money.

Customer Service – The Most Basic Form of Marketing

Believe it or not, client, or to be more precise, client service, is the most effective and, in many cases, the easiest way to maintain your client base. Good, old-fashioned service commands their loyalty and pays your bills.Let’s examine some surefire client service tips that are proven winners:1.Before each client’s appointment, take the time to review his or her file to bring yourself up to speed. Without this fundamental homework you can make mistakes which can easily be avoided.2. Ensure that you are on time for appointments. Punctuality always creates a good impression – especially a good first impression.3. Manage the client’s bill – it’s not a time for surprises.4. Ensure that there is no doubt concerning your fee structure. Up front is the time to sort this issue out not after the event.5. Show your clients that you’re thinking of them. Sending copies of magazine or newspaper articles regarding their business is a good illustration of this concept.6. If you are able to attract business with the “under promise and over deliver” strategy it’s one that’s sure to result in your clients referring their friends, family members and other contacts to you.7. Consider the customer service techniques that other industries use. The airline industry is a good example. It offers frequent flyer programs and doesn’t hesitate to offer compensation when it recognizes that it is responsible for a mistake which has led to a passenger’s discomfort.Client service is really a mindset that you need to acquire to maintain and increase your existing client base.

PC Housekeeping

It is a good idea to do a little computer housekeeping when you get a small lull in your business. Computer crashes never seem to come at a convenient time for some reason.“Don’t I do enough housekeeping already?” you ask. Sure you do–but do you include your PC in your efforts? Like your house and office, things can get unruly with your PC if not tended properly.

Keep Keyboards Clean

To clear debris from your keyboard, spray canned air between the keys to blow out buried particles. If a key still sticks, unplug the keyboard and pop the key off, using the edge of a flat-head screwdriver or letter opener as a lever. With the key off, clean the underlying area with a cotton swab or thin paintbrush. However, note that unless a key is sticking so badly that you would need to replace the keyboard anyway, popping keys from a keyboard is risky. Depending on the keyboard type, you could break a key getting it out.

Stop Mouse Skipping

Cleaning your mouse is also easy. You’ll need some cotton swabs and rubbing alcohol for this task. To start, turn your mouse upside down and locate the plastic locking ring around the mouse’s roller ball (it will have directional arrows on it). Using a cotton swab, wipe the entire surface of the chamber; if there are any sticky spots, lightly dip the swab in alcohol and clean the area. To clean the ball itself, dip another swab in alcohol and run it across the ball’s surface. You’ll need to let the ball and mouse body air dry for at least two hours, so make sure you do this when you won’t be needing the computer.Note that the process mentioned above is for mice with a ball inside. Many newer mice are “optical” mice, which work by actually taking hundreds of pictures of your mousepad or the surface beneath the mouse every second and comparing them to pictures they just took. By comparing the before and after pictures, they can detect movement. If you have one of these types of mice, the only maintenence that you will have to do for your mouse is to clean the top of it where your hand and fingers contact it.Also, does your mouse have a cord that attaches it directly to your computer, or is it a “wireless” mouse. In most cases, wireless mice contain batteries to allow them to communicate with your computer. If so, you will need to replace these occasionally, though most have fairly long battery life.

Monitor Cleaning for Better Viewing

Your monitor not only attracts dust, it also attracts fingerprints like a television screen in a house full of toddlers. Every time you point to something on-screen you leave a fingerprint behind. To remove fingerprints, accidental felt-tip pen smears, and dust, nothing works better than a chamois cloth and glass cleaner. If you have glasses, the solution and cloth for cleaning your glasses work well on monitors as well. Whatever you use, make sure that you go light on the cleaner, as excess cleaning solution can leak down into your monitor, potentially causing failure.

Remove Dust and Spend Less on PC Repair

Not content to live under furniture, dust bunnies also like to gather around the vent on the back of your computer. During normal operation, your PC’s components generate heat that is blown out of the vent by a tiny fan designed to keep the temperature down inside your computer’s casing. If the vent is blocked off, the computer can overheat. To clean, simply swipe at the area with a brush or paper towel.Additionally, if you have access to compressed air in a can or otherwise, open your computer case and blow off the dust from the inside of your PC. Dust acts as an insulator, heating up the components of your computer. This can cause them to have reduced life due to overheating.Click HERE to Learn More Tips

Preparing for a Successful Brainstorming Session

Last week we discussed the four main elements of a good brainstorming session. This week we’re going to look at how you can prepare for a productive session, ensuring that everyone involved is prepared to contribute in a healthy and creative way. In no time you’ll be able to apply the following brainstorming guidelines in order to cultivate new and profitable ideas:

Choose participants wisely

You want to invite individuals who will value your objectives and extend a genuine effort to participate. Consider those who are creative, thoughtful, and willing to offer all their ideas regardless of how ridiculous they may sound.

Prepare participants

Once you have invited participants you should ask them to come prepared. Share your objectives and ask them to brainstorm a little on their own so they come to the meeting with a few ideas. And when you invite your participants make sure you invite the right number. If you invite too many, not everyone will be able to participate; if you invite too few, you won’t be able to create the mind-meld necessary to generate fresh and innovative ideas.

Assign a recorder and determine a method of documentation

Before you start, assign someone to document all the ideas generated in your brainstorming session. Then determine a mode of documentation. If you use a whiteboard make sure someone records those ideas electronically so they can be saved and evaluated later. Or consider a large flip chart that can be carried from the meeting with you. Whatever you do, don’t trust your memory to preserve all the wild and crazy ideas your group produces.

Create objectives

Without an objective you’ll be brainstorming far from the beaten path. You need to have a problem you want to solve, a product you want to create, or a client you want to attract. Whatever it is, be sure you define your objectives clearly so that you can focus your brainstorming efforts on the task at hand.

Establish rules and abide by them

All brainstorming sessions should have rules. Consider using the four elements we discussed last week: focus on quantity instead of quality, don’t allow criticism, encourage far-fetched ideas, and improve ideas by combining them. Someone should also be responsible for directing and moderating the discussion.

Don’t get stuck

You want to encourage far-fetched ideas and crazy suggestions. But don’t be surprised if the group becomes intrigued by a strain of thought and pursues it for awhile. The group leader should be prepared to prevent participants from getting stuck in a brainstorming rut. Encourage the group to pursue other avenues in order to generate as many different ideas as possible.

Evaluate ideas later

And don’t be tempted to evaluate any of the ideas while brainstorming. Creating and evaluating are two different functions and shouldn’t be performed simultaneously. Brainstorming is your chance to create. Schedule a separate appointment to evaluate.Brainstorming is great way to cultivate new and profitable ideas that can help improve your small business. But in order for brainstorming to be effective you must be willing to make the necessary preparations and abide by a few idea-friendly rules. Once you do that you’ll be ready for a fun and productive brainstorming session.