I’ve researched tax information in various countries to offer you the following links to help you to prepare your records so your accountant can prepare your annual accounts in the most efficient and cost-effective way.
simple filing system
Shoebox filing
Recently I’ve noticed a number of accountants offer their services to do a one-off service to sort out the shoe boxes of paper records their clients bring to them. It seems that a lot of small business owners still put all their receipts and invoices into a box or maybe a folder or envelope and don’t bother to look at them again.
Ticking all the boxes
If you’re responsible for managing risk, improving productivity, increasing profits in your business then I have a solution that ticks all these boxes. Yet it’s not a solution that will be front of mind when you’re thinking of these things.
I’m talking about a filing system so you can keep track of the information you need to run your business efficiently.
If you’re scratching your head wondering what I’m on about then read on. Here are some examples of how a good filing system will tick your boxes.
Managing Risk  |
You know you can rely on the information you are using to make business decisions. You know you have the latest financial report, the most recent price list from your suppliers.You maintain your good business reputation because clients and suppliers know they can rely on the information you give them. |
| Improving productivity |
You don’t waste time searching for reports or tender documents; then when you don’t find what you want you recreate it. Your key information is easy to find when you need it. |
| Increasing profits |
Good business decisions plus less wasted time = Improved productivity = more revenue = bigger profits. It’s that simple! |
How many of these boxes can you tick?
How to manage your electronic documents across devices
In my last blog I discussed the complexity of managing electronic information on all the different devices we can use to run our businesses today; the laptops, ipads, tablets smart phones etc.
I gave you some rules to consider to help you keep your business information manageable when you’re out and about.
I noted that there are some technological solutions. Lets have a look at these now.
For example you can use a laptop as your main device whether you’re working in the office, working with a client at their place, or when you’re out of town on business.
You can sync all your devices; use cloud based email (eg Gmail, icloud) and storage (eg Dropbox, Google docs).
You do have to think about what is best for you and your business and learn how to make the best use of the technologies and electronic devices.
You will still need to have a filing system within your chosen solution so that your business information is organised for quick and easy access no matter what format – email, text documents, spreadsheets, databases, images.
If you don’t I can promise you that your information will still be in mess no matter how much you spend on the technology.
That’s why I created my eWorkbook ‘Keeping Good Records in Small Businesses’ so you can learn what to do, what is important and how to do it. If you want to create your own filing system then this book takes you through the steps one at a time. Alternatively you can use it as a starting point and work through it with one of our consultants – in person or via the cloud.
You can read about more hints and tips to improve your business in my free eBook; and even more if you download the eWorkbook that gives you a full set of instructions on how to set up a filing system for your business.
Judy Owen has been working with businesses of all sizes and complexities for more than 20 years to improve and streamline the access to their business information. She and her team can show you how to reduce risk, improve productivity and increase profits with good business systems and processes in your business.
Filing used to be easy. What’s happened?
Filing used to be easy – or seemed to be – when we only had paper to sort out. Sure there was lots of paper and people had shelves full of binders and large cardboard folders or boxes all neatly labelled. But it all looked efficient and probably was.
Still is for those who still keep good paper records of their business activities. It’s easy to find what you’re looking for because the labels on the folders are so clear.Then along came PCs and Macs with their electronic documents, spreadsheets, presentations and – OMG – email.
The devices and the software came with instructions on how to put the bits together and how to use the software. The missing link though was how to organise the information people created and stored inside the devices.
As a result many people couldn’t find documents and important business information. No-one had explained how to organise these files so documents could be found quickly and easily when they were needed.Now our electronic life has become even more complex as we have become more mobile and use tablets, mobile phones, laptops when we’re on the move and often a desktop PC back at the office.
So when we want to access certain pieces of information, which device is it on? Did I reply to that important email? If so where is my reply? It can be so confusing. So what to do?
Well there are a few simple rules you can impose on yourself:
- Stop and think about the implications of your actions now when you want to revisit them later
- Consider how critical it is to send that email from your smart phone right now. Can it wait till you get back to the office later in the day?
- If you really must send an email while you’re out and about, Bcc the message to yourself so it’s in your inbox on your main device
- Don’t check your email on your mobile phone during the day (Hmmm, now there’s a challenge!)
- Discipline yourself to only send email from, and save documents to, your main device.
- If you are ruthless you can stop emails coming into your mobile phone. You won’t be alone. Search Google for ways to stop email on your mobile phone
There are of course more technological solutions. I’ll look at these next time.
Season’s Greetings – celebrate with our special Christmas offer
Special Christmas offer from Terrace Filing Services
20% off our e-workbook “Keeping Good Records for Small Businesses”.
Only $45.50. Offer ends 6 February 2014.
Give your business a flying start in 2014. Take a fresh look at your filing system.
If you have been frustrated at the amount of time you have spent searching for that elusive piece of information during the past year, it is especially timely now to review your filing system for both paper and electronic files and documents.
Take advantage of our special Christmas offer and take a few hours in January and February to give yourself loads of time later in the year. This offer is for 20% off our eWorkbook – the eBook that gives you step-by-step instructions to create or revise your office filing system.
To get this offer contact Terrace Filing Services
By email: judy@terrace.co.nz
By text: 0274851706
Put “Christmas Special Offer” in the Subject.
Include your business name, email address and quote the code mx1312
For further information phone +64-4-9041498 during business hours or contact Judy
Offer ends 6 February 2014
Testimonials and recommendations
Testimonials and recommendations – you can’t really go past them as a marketing tool. I’ve been delighted with some I’ve received recently from happy clients.
Here are some excerpts:
“We contracted Terrace Filing Services to assist us to implement an electronic filing system. Judy Owen project managed and did the majority of the work for us to a very high standard. Judy consulted with the team and designed and implemented our new system. The associated documentation and help files was first class and I would unreservedly recommend Judy to any business looking to implement or upgrade their filing systems, documentation or staff training in their filing systems.” Stuart.
“Thank you Judy for your report after visiting my office. I was surprised at the level of detail included and the additional suggestions for things that I hadn’t even considered. I have immediately implemented some of your suggestions and I am enjoying the benefits of them already. I will be implementing more in the near future and look forward to having my office organised, tidy and with everything in a logical place. I would recommend anyone with a home office space to contact Judy for a consultation.” Sandy.
“Thank you for bringing your valuable expertise and care to help our information-intensive business. With years of history and many thousands of files it is easy, even for information professionals like ourselves, to have our files ‘drift’ out of order, and fantastic to have your support as we brought them back into shape.” Sarah.
And just in case you think I only work with people whose names begin with “S”, here’s one more
“Judy came to help me with both my paper files and the electronic ones. Both were a mess! She was quick and clear. It has made such a difference that this year my tax returns were filed early and my accountant was most surprised and pleased. It also meant my refund came through earlier! I can recommend Judy and her systems.” Barbara.
Wow – it’s great to be appreciated.
You can read about more hints and tips to improve your business in my free eBook; and even more if you download the eWorkbook that gives you a full set of instructions on how to set up a filing system that is tailored for your business.
Judy Owen has been working with businesses of all sizes and complexities for more than 20 years to improve and streamline the access to their business information. She and her team can show you how to reduce risk, improve productivity and increase profits with good business systems and processes in your business.
Workflow in a digital office
Over recent months I’ve been moving towards a digital office. I no longer print and file invoices that are sent electronically. I scan and store a digital record of invoices that come in the mail. This is going to reduce the space I need to store paper files.
However it raises some interesting challenges. Why? Because I no longer have papers of physical files on my desk that alert me to the need to take some actions. I’ve had to create new workflow processes so that I still do everything I have to do on time.
The workflow starts with email. Anything that needs action is moved to an email folder headed “Action” and highlighted for action on a particular day or time. I’ve created an action board (based on a Kanban Board) that I use to ‘log’ actions in columns headed “To do” “Next” “Doing” and the very satisfying “Done”. This board is on the wall next to my desk so I can move the sticky notes as I take action on the items on the board.
I do print items that I need as working documents, for example if I’m writing a report for a client I prefer to review and annotate on paper before making changes on screen. But at the end of the project the working papers are shredded (and added to the compost bin for my garden). I keep one paper copy of the final report(s) and everything else is stored in my computer system. This system is backed up to the cloud immediately and to a portable hard drive according to a regular backup schedule.
How a digital office works for your business will depend on how you currently work and how you want to work in the future. Other things to consider include:
- The amount of storage you have for paper records, especially those that need to be kept for seven of more years
- The storage space on your business computer system
- The reliability of your computer backup system.
You will need to be prepared to change the way you work so that actions are taken on time. The long term benefits are very likely to outweigh the short term pain as you make the move in your office. If you have cloud storage then you have access to your documents any time anywhere. So if you leave your office to go to a client and forget a document or critical spreadsheet, you can access your business information from your laptop or even your smart phone.
You can read about more hints and tips to improve your business in my free eBook; and even more if you download the eWorkbook that gives you a full set of instructions on how to set up a filing system that will work for your business.
Judy Owen has been working with businesses of all sizes and complexities for more than 20 years to improve and streamline the access to their business information. She and her team can show you how to reduce risk, improve productivity and increase profits with good business systems and processes in your business.
Six-monthly review time
In April I launched my eWorkbook “Keeping Good Records in Small Businesses” (link to sample here). Now after six months, it’s time for a review.
There’s been a lot of interest and enough sales for me to know there’s a need out there. From feedback I’ve had, I realise that small businesses really do need help with setting up a filing system for their business records.
When I launched the eWorkbook (link to sample) the price included one hour of my time to get people started. That price for the eWorkbook and the consulting time was at a discounted rate at $147NZ.
I’ve contacted all the business owners who have purchased to find out how they have got on. Some haven’t had time to do much yet and no one has taken me up on the one hour consultancy that we built into the price to get them started.
Because the purchasers so far haven’t taken advantage of the one hour consultancy I’ve decided to offer the eWorkbook for sale without that additional extra.
Now for only $57NZ, you can have the benefit of my knowledge and experience to build your filing system. You also get the first of six monthly updates at no extra cost.
Then if you do decide you need some help, you can get that separately if and when you decide you need it.
Plus remember to check out my free eBook and then there is my blog where you can pick up additional hints and tips about organising your business information to improve your business.
Also remember to check your email every month for all the recent blogs put together in a newsletter.
If you are frustrated because you can’t find your business information when you need it, then download the eWorkbook right now so you have a full set of instructions on how to set up a filing system for your business.
If you already have a filing system that works for you , you can use this eWorkbook to check on how you might improve your system and you will have it as a reference for the future.
Judy Owen has been working with businesses of all sizes and complexities for more than 20 years to improve and streamline the access to their business information. She and her team can show you how to reduce risk, improve productivity and increase profits with good business systems and processes in your business.
File meaningful information, not rubbish
Over the past couple of months I’ve been rather distracted by some family health issues. Of most concern has been my 92-year-old mother whose level of mobility has decreased considerably in recent months and has caused her to become very tired just looking after herself.
She has now moved into a rest home where she is being pampered – breakfast in bed, cups of tea brought to her etc – so she can just rest. She’s loving it and she deserves it.
Mum has had home help and meals delivered for a number of years and recently I was witness to assessment by a social worker about the level of care Mum needed. I was intrigued by the paper work involved.
There was a 10 page “User manual,” a 4 page “User Services Agreement” that included a full page of statements that Mum had to sign to say she understood them and all the information she had been given. Then there were two other pieces of paper with lots of information in such small print that I couldn’t easily read it, let alone my mother!
The social worker was very proud of the fact that she took two hours (instead of the obligatory one hour) to go through all this with her “clients”. However at the end Mum just signed so we could have some peace. Too much information and way too tiring!!
Mum also had another assessment around the same time. Interestingly neither of the people making the assessment picked up that Mum was exhausted and needed rest home care as recommended by her doctor. Yet within a week of these visits, she had collapsed and moved into a rest home.
The moral of this story is that assessments and report writing need to be more than just ticking boxes and spending a certain amount of time on them.
They need to be based on expert evidence, keen observation and getting into the underlying purpose of the assessment, preferably by people who have a good understanding of the situation. In other words, don’t just take what is being said at face value, probe to get behind the words and find out what is really going on.
And don’t keep a record just for the sake of it. I can’t imagine what value there is in the reports on my mother when they didn’t even scratch the surface of the problems she was having.
This applies to any business issue. If you have a problem in our business that you don’t understand, talk to people who have in-depth knowledge of the issue; keep asking questions till you are satisfied that you know how to resolve it; don’t be put off by sweet words, especially from the people who may be at the root of the problem.
Above all don’t write a report and then file it just for the sake of it. Only keep meaningful information about your business. If it doesn’t mean anything to you, then don’t keep it.
You can read about more hints and tips to improve your business in my free eBook; and even more if you download the eWorkbook that gives you a full set of instructions on how to set up a filing system for your business.
Judy Owen has been working with businesses of all sizes and complexities for more than 20 years to improve and streamline the access to their business information. She and her team can show you how to reduce risk, improve productivity and increase profits with good business systems and processes in your business.