Organizing Your Office Systems

As a virtual assistant, I get involved in my client's business. I am surprised how many times I find out they have no procedures for accomplishing the various tasks within their business. I don't simply mean they don't know how things work or should work, but that they have not set down any type of "recipe" for getting routine tasks accomplished in their office.

A lot of small/home-based business persons think that because they are doing everything themselves that they don't need to establish any procedures. However, if they ever grow, need to hire others, or even just would like to work more efficiently, everything would go much smoother if there are established systems. Doing things the same way each time takes less time, resulting in more time to do other things. Plus the consistency/organization will show in your dealings with clients.

So what should you do first? Decide what procedures you do, then review what worked and what didn't. These can be procedures for simply sending out your billing to checking your inventory and ordering new supplies. No task is too small or too large to be analyzed.

Now WRITE down the steps you take to accomplish them. The steps should be clear, simple to follow, but contain enough information that anyone coming in could sit down and follow them without you overseeing. The goal is for you to be able to walk away and know things will still get done. I like to recommend getting a notebook that contains all your written office procedures/systems, any diagrams/charts (these are very helpful for a visual flow of work), and copies of any forms or checklists that are related to the procedures. This way you have it all in a central location, then put it somewhere that you can easily put your hands on it.

Just a note about forms and checklists: This is a great way for you and your employees to assure things get done and done in a consistent matter. Also with most software today you can set up forms, form letters, and templates, so you aren't having to recreate the wheel every time (or -here's the shameless marketing - have your VA do them for you).

Okay, now you have everything written down - besides making sure you use them - periodically review and update your procedures. Every system can benefit from review and improvement. Business today changes and to remain competitive you need to change, also.