Office Organisation - Record keeping

In previous articles regarding Office organisation we have looked at filing, both paper and computer. Now lets have a brief look at the actual records themselves.

Firstly, why do we need to keep records? This may seem a silly question, but it is surprising how many businesses don't keep adequate records. Some small firms often have a drawer, or several drawers, crammed full of paper. They may have separated these records into 'bills', 'clients' and payments inward/outward, but this doesn't help find a specific record when needed.

What might you need these records for? A telephone number, an address, the last order a client made? You also may wish to advise all your clients of a new product or service you are offering. An excel spreadsheet is one of the best ways of keeping these records. An access database is another, but requires more technical training.

Let's look at an excel spreadsheet. On one sheet in a spreadsheet file there is enough cells to keep huge amounts of data. By using a sheet for each 'filing' type you can keep most of your business information in one file. This information can then be used to create reports, mailing lists and simple profit and loss information. By the use of formulas, pivot tables and macros your simple spreadsheet can give you professional reports and up to the minute information easily.

OK, so you're not an excel whizkid. This is where a Virtual Assistant can help and once again is something my consultancy offers. We look at your current computer files and after discussion with you make the spreadsheets work to suit your business needs. This can be as a one-off task or can be ongoing to help you keep your records up to date. If you would like more information please go to my website and you will find a simple form to complete on the 'Contact' page.
www.margaretgammons.co.uk