Why Your Business Files Are Its Memory
If one person holds all the information in their head, what happens when they are away? Here is how I keep files.
One job I was in, the company was supposed to have customer files that all personnel could use.
They were meant to hold everything: all correspondence, what the customer had purchased, paid for, the results, and so on.
They were not complete.
So everyone ended up using my bookkeeping files, which were complete and in order.
Because all the information was in the files, I did not get pulled off my job to help people find it. It was there for anyone to see. And when I left that job, it did not matter. The information was in the files, not in my head.
Your files are your company's memory
The importance of files in administration cannot be overstated.
If your files are in order, no matter who looks at them, they can find what they need.
If you depend on one person to supply the information, you are doomed as soon as that person is not available. Or worse, leaves the company.
Plus that person gets pulled into every situation in the company to supply the information, which may be totally not his usual job.
Why customer files matter most
Complete customer files are VERY important to any business. They are your income source.
You can promote to them to get repeat business, and remind them that you are still there and ready to serve their needs. For that, you can see straight away that current contact information on your customers is crucial.
If you stay in touch, you remind them that you are there, and that they were happy with your service. Then, if they need the product or service you supply, they will come to you. They will remember you if any of their friends need it too, and they are then more likely to recommend you.
What I do: keep it simple
My main advice on any business files is to keep it simple.
The simpler they are, the easier they are to keep complete, keep in order, and pull information from.
Just a manilla folder will do for each customer. In date order, file anything pertinent to that customer: correspondence, invoices, remittances, and any such like.
More on this in Part 2.
In the meantime, Flourish and Prosper
P.S. If you would like me to look at how your own paperwork and books are held and tell you plainly where you stand, call me on 07729 524611, because a quick chat costs you nothing and I would rather you knew.
