Top 3 Document Management Mistakes

by admin on August 29, 2011

I have worked with a lot of great clients over the years (lucky me!). No matter what I’m initially called in for, I’d say at least 90% of my clients have an issue dealing with paper. So, if you’ve got paper monsters chasing you, no shame! You’re not alone.

Check out the video below. In it, I discuss the top three mistakes I see people making when it comes to their papers – and what you can do to correct those mistakes if you’re currently making them.

Did you tackle your paper monsters? What worked for you?

{ 0 comments }

Organizational Systems Every Business Needs

by admin on August 26, 2011

One of the biggest requests I receive from prospects and clients these days is for help getting systems in place for their businesses. The people I work with are smart. They know how important it is to have a good foundation for their business and that systems are a big part of their foundation.

As most of you know, I don’t believe in one size fits all when it comes to making recommendations. Why not? Because everyone is different, which means their businesses are too. So while I’d never say that something will work for *everyone*, I do have my preferences (which you can always ask me about, of course). Regardless of your what kind of business you are in or are planning to start, there are a few key systems that you must have to support yourself. The video below will clue you in.


The video comes from my shoot with Docstoc.  Thanks to those of you on my mailing list who submitted questions for me to answer!

 

 

{ 0 comments }

Summer slump creeping up on you? Here’s how to avoid it.

by admin on June 17, 2011

Summer is here – are you prepared? As every hard working entrepreneur knows, business doesn’t stop when the seasons change. I’m sure you’ve heard the term “summer slump” before. Unfortunately, it exists for a reason. Though we all want to enjoy the season – extra time with friends and family, vacations, BBQs, lazy days in the sun…we have businesses to run! How do you keep your business not only running, but thriving and profitable during the summer months when everyone’s attention is all over the place? I wanted to share a couple quick important tips with you. Here goes!:

No matter what, getting organized is incredibly beneficial. But if you work from home, even for just 25% of your time, being organized is ESSENTIAL. Summer is a great time to get your home and office organized and get other people to pitch in and help you too. Your spouse, partner, roommate, kids, etc are likely to have a little more time on their hands come summer. Few people like to organize alone. Make it a supportive group effort and get the work done. The benefits? You’ll have greater focus. You will be equipped to handle business more efficiently when the next season rolls in and schedules are more hectic. Oh – and have you ever gone on a relaxing vacation and then stepped back into a disorganized home? Way to lose your buzz! Organize before you go, so you can come back relaxed and stress free.

Get your systems in shape! We’re past the busy tax season. The holiday rush hasn’t started yet. Summer is the perfect season for cleaning out your systems, trying new things, and prepping for the future. Set up a contact management system so you can stay on top of communications during the holidays. Get your financial systems in place so at the end of the year, you can wrap your records in a neat bow for your accountant – or for yourself (what a great gift!). Find the perfect calendar for YOU before fall. Once school, holiday, and other obligations start pouring in, you’ll have a great system for keeping track of it all.

There you have it – two quick tips to help keep you on track this summer. Give them a try – you’ll start reaping the benefits immediately. No joke.

{ 0 comments }

Post-Tax Season Tips

by admin on April 19, 2011

Whew! Another tax season has come and gone (or you’ve filed an extension at least!). How do you feel? Was it a rushed job? Did you spend hours pulling together all your financial documents?  Here are three things that help me get through tax season without breaking a sweat:

1) Have a good filing system. Paper, electronic, or a combination – it doesn’t matter. However you choose to store your information, create a system that keeps things organized. That way when it is time to do taxes, or hand your documentation over to your bookkeeper or accountant, you don’t have to spend hours of work just so THEY can do their part to help YOU. I can’t say enough about having a good filing system. You’ll definitely have piece of mind when you can put your hands on the piece of paper you need in less than 10 seconds.

2) Get a good invoicing system in place. Many people use Quickbooks, a popular software, to keep track of their finances and invoice clients. Definitely a robust system that can work for service or product based businesses.  I currently use Freshbooks, an online service. They provide awesome customer support, the design is excellent, and it’s super easy to use. Excellent for service providers. There’s also reports you can quickly run (also an option with Quickbooks). Lots of my clients use Freshbooks too – it rocks! Just starting out in business or not working with many clients? Freshbooks even has a free option for those without many clients. If you want to do your invoices manually, make sure you file them appropriately on your computer or keep hard copies in the awesome filing system you’ve got going.

3) Keep track of your expenses – especially those in cash if you pay with cash often! You can keep track of expenses in Quickbooks and Freshbooks. There’s also a groovy system I like called Outright that keeps track of your money and can help with reporting around tax time. They’ll even tell you what your estimated taxes are! I like Outrightbecause it integrates with Freshbooks – I love to keep things streamlined! make money sign

Why am I sharing this with you now? Because now that you’ve got this year’s taxes off your mind, you can start planning ahead so you don’t flip out every time you sit down to report all your financial info! It is not too late to set up solid systems for your business. The longer you wait, the more you’ll have to process, shuffle, search for, etc. That takes time away from you MAKING money and doing the fun stuff in life. Start as soon as possible – you’ll feel much better. I promise!

So here’s what you’re going to do now, because you’re super savvy and know that financial health is important to any growing business (and to your personal life as well!):
1) Figure out the best way to organize your financial documents. Can’t start the system now?  Take a few moments to write down the plan  so you’ll know what to do when you’re ready.
2) Keep track of your income – even if you don’t send invoices to your clients, you need to keep accurate records for yourself.
3) Schedule a session with me to create a plan for you or get the job done. Don’t stay stuck – seriously, it will only make your job harder and keep your business from growing. And talk to the financial professionals in your life about your money specifics. We’re all here to help!
Speaking of money, if you want to boost your business or improve financially on the last quarter (or the last year!), you’ll definitely want to check out The Biz Panel: Mind Over Money event that I will be part of next week.  In addition to sharing tips and advice, I’ll also be doing some free one-on-one mini-strategy sessions with a few lucky attendees.  Hope to see you there!

 

{ 2 comments }

What I love about my to-do list

by admin on March 29, 2011

To-do lists are a hot topic these days. Isn’t that kind of funny? I think it is anyway!  There are many people (like me), who LOVE a good to-do list. There are even books about to-do lists!  There there’s the other camp – the “throw away your list – who needs it?!?” camp and the “you can’t do it all anyway, so why bother?” camp. I see where they are going (sometimes) and I typically get the points they are trying to make. 

I don’t know about you, but my list is never completely crossed off. And that’s okay. It just means there’s more great stuff for me to do and groovy things in the works. Yes, some of it can be mundane, but usually it adds up to or contributes to some greater good for my life or business. Hopefully you can say the same thing. If that’s not the case, you might want to revisit your list and evaluate – is it something you REALLY need to do? Can it be delegated to someone else? Or does it not really need to be done at all? I know it can be hard (I deal with it daily), but there really are some things you should delegate and there are still others that could be left by the wayside entirely.

Why do I keep a to-do list? Well, because I love lists, that’s one thing. And granted, sometimes I do look at my list and freak out. Yes, just like you, I wonder what to tackle first. But often times, my list helps me keep perspective. Whether I keep a written list or not, there are still a million things to do – why not write them down so that as few things as possible slip through the cracks? PLUS, when I do get overwhelmed by all of the things I need to handle, I can look at my list and PICK something off of it to do, cross it off my list, and feel a sense of accomplishment. Ahhhh. I got something done! Now, what else can I do??

It usually takes that first check mark but after that – watch out baby, I’m on a roll!

Why am I telling you this? Because I dealt with that yesterday. And who knows, it may resurface today. I’m speaking at a conference in less than two weeks, putting on two events in April that I not only need to promote, but need to be prepared to speak at. I’m revamping my sales and marketing plans, working WITH clients, familiarizing myself with a handful of new tools and resources so I can share them with you AND trying to have a life outside of work. Whew!

Everyone I talked to yesterday had a million things to do or some great big awesome thing to work on. Just like me. Just like you. You’re not alone in this.

So try keeping a list – even if it’s just to get everything out of your head so you can think clearly! I know that when I’m trying to remember everything, I forget everything! So I add to my list, jot on post-its, make voice memos – basically the things that work for ME to remember what I need to do. Once I have it down, I can cross of what isn’t actually important, delegate what I don’t want to do, group similar tasks together, etc.

 

Here are three quick tips to make to-do lists work for you:

1. Choose a format that works best for you – on paper, on your computer, iPhone app, index cards – what do you like best? Don’t be afraid to play around until you find what feels right.

2. Brain dump everything. Yes it may look messy and the list may look long, but get it allllll out. As stupid as it sounds, I’ve put off scheduling doctors appointments for months. In my head I’ll think “well, no sense in calling today or putting it on my list, I won’t get an appointment for a month. I’ll tackle that later” But then a month passes and guess what – I still haven’t called OR seen the doctor – I’ve just delayed the process further. So get it down and get it done!

3. Keep your list handy at all times. If you’re like me, ideas, appointments, events, etc pop up constantly. Be prepared to get them on your list and out of your head so you can move onto the next thing. So, if you are keeping a paper list, keep one small enough to fit in your back pocket, man-bag, or purse. Or jot your notes in a small notebook and transfer to your big list later. If you’re doing it electronically, consider syncing the notes on your phone with Outlook or getting a Droid or iPhone app.

 

I’ll share some of my favorite tips, techniques, and products in an upcoming post, but I just wanted to share some ideas to help you get started.

Oh – and about those books I mentioned, here are a few good ones:

Books I own:

Books I wish I owned:

{ 1 comment }

Messy cords and cables? Check out this new product

by admin on February 9, 2011

I read Mashable often to find out some of latest news in social media.  Be still my beating heart – just the other day they reviewed a new product called Plug Hub, which helps you clean up those cords and cables that cause so many of us the blues.

Plug Hub

I think it’s another great new option for cable management. No more tangles. Check out the article on Mashable to get more insight into this new product. If you already like what you see, you can head over to Quirky.com to pre-order the Plug Hub.

What’s your take on the Plug Hub? And how do you deal with messy cables around the office?

{ 0 comments }

Have you been allowing excuses to hold you back?

by admin on January 10, 2011

Somehow I missed this commercial when it was on television:

…and it is true. I really have no excuses. As stressed as I might feel, as limited as I feel my time might be right now, I have no excuses for not doing the things I want to do. I just need to be more careful with the time I have, think creatively, and figure out ways to accomplish my goals and get things done. And that doesn’t just go for my business life and goals – my personal life matters too.  I think it is very easy for entrepreneurs to get caught up in work, work, work. Our ventures our important and we love what we do – but life is more than work.

No excuses. I can make it happen. So can you.

Which excuses have you allowed to hold you back? What could you accomplish if you left your excuses in the dust?

{ 0 comments }

Join me for The Biz Panel Preview Event!

by admin on November 30, 2010

THE BIZ PANEL

experts for entrepreneurs

Preview Event


  • Struggling to find your business footing?
  • Ready to break through barriers that are holding you back?
  • Need new ideas and a fresh perspective?

The Biz Panel can help!

Its been said that two heads are stronger than one, and well, we’re bringing you four!

Four minds

Four experts

Four opinions

Four areas of expertise

all working for you.


Come see what The Biz Panel can do for you.

On Thursday December 2, 2010, we’ll laser coach one lucky winner, helping this entrepreneur with a business makeover which can further their business development and enhance their visibility.

Together, The Biz Panel will utilize business practices like brainstorming, monetization strategy, business systems & management, organizational structure, marketing, PR, social media strategies, online & offline marketing and more to aid entrepreneurs and small business owners in their growth and success.

Whether you are in the “Hot Seat” or not, you’ll gain valuable insight and ideas for your own business.

We’ll find things you haven’t thought of, unlocking potential in your business you didn’t even know existed, help you construct simple plans which can be implementedimmediately, and simplify it so you won’t feel overwhelmed.

It is an event you don’t want to miss.

Where else can you get four experts giving top tips and strategies to you all at once?

Biz Panelists:

  • Susan M. Baker, The Escape Hatcher, will help brainstorm more ideas for businesses and share how to monetize them  (http://escapehatcher.com)
  • Rebecca Quinn, of Rebecca Quinn Business Solutions, will help with developing marketing and online presence strategy (http://rebeccaquinn.com)
  • Alaia Williams, of One Organized Business and The Entrepreneur Connection, will consult on business systems and organization strategy  (http://oneorganizedbusiness.com)


And our special guest panelist for this event:

  • Lizzy Shaw, of Lizzy Shaw PR, will work with our lucky winner on their PR strategy (http://lizzyshawpr.com)

Want to be in our Hot Seat and get advice straight from our expert panel? Fill out a few quick questions on the registration form and your name may be chosen at our event!

For full details and to RSVP for this event, visit http://thebizpanel.eventbrite.com

{ 0 comments }

Back to Business Essentials: The Organized Desk

by admin on September 8, 2010

Any business owner knows that there are many moving parts to keeping your business running smoothly. Having an organized office is a valuable asset. Not only will an organized office help you keep a clear head and be more productive, but it gives you one less thing to stress out about!

This post will cover one of the most important things you can do to work your way to a more organized office.

Clear off and reorganize your desk!

If you do only one thing, keep a clear desk! As I always say, physical clutter most often contributes to mental clutter.  If you sit down at your desk and immediately feel overwhelmed before you’ve opened your calendar or turned on your computer, you’ll want to take this advice. If this sounds like you, you’ve probably noticed that you become incredibly inefficient and unproductive. I’ve had some clients who avoided their desks like the plague because just the sight of it wanted to make them pull their hair out. Don’t get stuck in that place.

messy desk

Yes, there IS a desk under there.

If there’s one space to keep clear, again, it is this one. If you work in an office, your desk is most likely your hub. If you’re an artist, this is your drawing table or the space you lay photographs on. Whatever that zone is for you – it’s important!

Here’s how to turn that disaster zone into a sleek money making machine:

Start by taking things off your desk an item (or pile) at a time. Sort them into categories – trash, file, and store for example. Trash should go immediately into the trash can or recycle bin. No sense in handling it multiple times. Filing should be done a regular basis (we’ll tackle that later. You can also read this post). Organize remaining items in to homes that make sense (all office supplies together, gadgets in the same drawer, manuals compiled in the same bin or binder, etc).

Only place things on your desk that you use every day – or several times per week. Your desk should not be a dumping ground – the items easily accessible should be the ones you use most often. The only things on my desk are my laptop, phone,  Master To-Do List (with pen attached), catch-all notebook (also with pen attached),  and my daily checklists. I don’t even keep my printer on my desk. I selected a wireless printer (love it!) that hides nicely in my closet.   Yep, that’s it!

As for files on your desk, I suggest only keeping immediate action items – things coming up that day or that week – at your fingertips. Keeping a stack of papers on your desk becomes a hindrance when you don’t know what’s what and can’t find the immediate action items. If you are worried about the “out of sight, out of mind” factor, consider keeping track of to-do’s on a master list, or use a cork board, magnetic board, or wall pockets for the important stuff.

Once you’ve cleared off your desk, respect your hard work by keeping it clean! Pretend there is a force field around your desk – if something comes your way that isn’t important, it doesn’t get a home on your desk top – trash it, file it, or put it in it’s home. Your desk is now a reverse magnet for clutter.

You’ll feel 100% better each day when you sit down at your desk and can find what you need when you need it.

Coming up: how to handle your paper and how to organize the rest of your office space.

{ 4 comments }

Are you ready to get back to business?

by admin on September 5, 2010

Summer is interesting time for most business owners. Kids are home from school, families are planning vacations, and all anyone really wants to do is lay down by the pool and relax. Unfortunately, we all know that there’s still plenty of work to get done!

Yellow Cup

All summer long, I’ve been hearing a few things from clients and colleagues:

“There’s just so much to do! WHY is there SO MUCH to do?”

“How does anyone get it all done?”

“I can’t function in my office. I avoid it and nothing’s getting accomplished.”

“Is everyone as far behind as I am?”

“My head is just to FULL of stuff to remember – I’m afraid of what I’ve forgotten!”

A lot of my work over the past couple of weeks since returning from vacation has involved getting myself – and my clients – back on track. Clearing out space, setting up new systems, and creating Master Schedules – all with the purpose of beating the summer slump and getting ready for a fantastic fall.

Throughout the month of September, I’ll be sharing my Back to Business Essentials with you. Space, Systems, Schedules, and Success.

If it’s time for you to gain more clarity, become more effective, and start getting things DONE so you can enjoy your LIFE, you’ll want to stay plugged in this month. I’ll be sharing information here in my newsletters, on my blog, in a workshop and with special calls throughout the month.  Yes, it’s THAT important. :-) You can check out the details of the upcoming workshop below.

This week, we’ll tackle the first essential -  Space.

I’m looking forward to sharing these keys with you throughout the month. If you have questions about any of these Essentials – how to create a productive work environment, how to put systems in place that keep your business running smoothly, how to get more accomplished, or how to make all these crazy things work in your favor, send them to me and I’ll be sure to answer them over the course of the month.

{ 0 comments }

← Previous Entries

Next Entries →