A Note From @Tos.Boss

Good morning!? I hope you had a fabulous July 4th.? I'll be flying 'Spanky Airlines' this week for a birthday trip to Waco, Texas - the home of Magnolia Network, Fixer Upper, Chip and Joanna Gaines, etc. If you follow me on Instagram @tos.boss, there may be a photo or two. ??

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This week's message is about documentation and how important it is to keep good records. ChatGPT and I did okay but I've included another article that I wrote in 2013 as well about "the happy dance."

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I hope you find value in my message. Have a fabulous week!

Doing the Happy Dance

7 Tips for Keeping Up with the Paper

Originally published 2013

A strange thing happens in my office when I leave my desk, travel to a file cabinet, open a drawer, and find what I’m looking for. I dance. It’s a silly kind of hop from side to side and shake of the head that I call the Happy Dance. Then, I thank my staff for doing what the procedures dictate and we usually follow with a “high five."? You know why? ?I’ve not wasted valuable time looking for something that should be easy to locate and sometimes I’ve impressed a client with my magic abilities!

Can you say the same about your office? If not, let’s fix it. ?Disorganization and confusion are not only irritating, but they are also just plain bad for business. ?They suck valuable time and energy from you. ?Try these steps to take control.

1. Establish procedures and stick to them (over and over and over). Routine tasks need routine procedures. If you want to stay organized and keep things running smoothly. Set up routines for handling paperwork and office systems. I know you’ve heard this before: every piece of paper should be handled once, acted upon, and filed.

2. Set up clear responsibilities. Good office management depends on people knowing who is responsible for what – people who are accountable are more likely to get things done.

3. Keep good records. Record keeping is not just bookkeeping but data base management, customer records and more. ?Do you have a process for entering clients or customers in your QuickBooks, customer relations management system and filing away all that important data? ?

4. Take a walk through your office. Does everything have a place? ?Is it in it?

5. Schedule the yucky stuff. There are tasks that we don’t like to do; so we delay and procrastinate, for me that’s filing. I do a great job of making sure all my clients stuff gets to the right place but my office, not so much. ?So I have to schedule time, usually on Saturday when no one’s around, to file the stacks of paper in my “to file” bin.

? If you are a small business owner who doesn’t have the luxury of assigning those tasks to another, then you need to force yourself to get to it regularly by scheduling time each week for it. Take a morning or afternoon, for instance, and spend it making the cold calls, catching up on the accounting, updating the data base, or in my case, filing – yuck.

6. Learn to Delegate. If the world were perfect, we would all be good at everything and have time to do it all; but it’s not so we can’t. ?Seriously, we can’t. And the sooner you accept that, the faster your business will grow. You must learn to delegate and I know it’s hard. ?Taking something that you’ve created, nurtured, and is many times your sole source of income and allowing someone else to help with it? Delegating and outsourcing can not only improve the management of your small business, but free you to focus on what you do best, thereby improving your bottom line. Enough said.

?7. Make business planning a priority. Many of us spend our days acting and reacting – and then we wonder why we aren’t getting anywhere. ?Planning is an important component of successful office management and needs to be part of your routine. Don’t let chaos interfere with doing business. Once you start applying these seven principles, you’ll be amazed at how fast business will grow and you can do the happy dance too.

?PS.? The same is true for electronic files.? Create a "file cabinet" on your server or in Google Drive with folder for everything and use it. Don't just drag and drop. Take the time to name your document so you can find it again and place it in the appropriate folder. You'll thank me later.?

Proof Positive

The Power of Perfect Paperwork

Hey Mavericks,

?While documentation may be the cornerstone of efficiency and security, it's definitely not the most fun thing to keep track of.? Whether you're dealing with old school paper documents or modern electronic files, the creation, downloading, and filing of these records is crucial. Documentation isn't just about maintaining order; it's about safeguarding your business's integrity and ensuring smooth operations. The importance of having well-organized records cannot be overstated, especially when it comes to legal compliance and dispute resolution.

?Legal issues can arise unexpectedly, and having the necessary documents at your fingertips can make all the difference. From contracts and invoices to employment records and tax filings, proper documentation provides the evidence needed to protect your business in all matters. Incomplete or missing records can lead to complications, fines, or even legal battles that could have been easily avoided. By consistently maintaining thorough records, you're not only complying with legal requirements but also building a strong defense against potential legal challenges.

?Beyond legal considerations, documentation plays a vital role in everyday business operations. Accurate records allow you to track the progress of projects, monitor financial health, and make informed decisions. For instance, having detailed records of customer transactions can help you identify buying patterns and improve your marketing strategies. In times of disputes or discrepancies, well-maintained documents serve as proof, enabling you to resolve issues swiftly and fairly. This level of organization fosters trust and reliability with clients, employees, and stakeholders.

?In today's digital age, leveraging technology for documentation can enhance efficiency and accessibility. However, whether you choose to stick with paper or go digital, the key is to establish a robust system for managing your documents. Regularly review and update your filing methods to ensure they meet your business's evolving needs. Don't let that Google Drive get out of hand.? Remember, well-documented operations are the backbone of a resilient and thriving small business. Prioritize documentation today, and you'll thank yourself tomorrow when you're looking for something and can actually find it.?