Ask Jeff: A System for Better Organizing My Business?

Jeff Doubek, Day-Timer SpokespersonWe continue to ask readers to send comments and questions about planning, productivity and time management, to Jeff Doubek, Brand Spokesperson. Your response has been fantastic. Here is an answer to a user question that might be of interest.

Hello Jeff,

I manage a small but rapidly growing construction and manufacturing business, and I am having trouble juggling all the details. We do not have office/admin help so I don’t have anyone I can delegate these kinds of tasks to. I am somewhat tech savvy but also like paper.  Do you have any product recommendations for managing things from sales and follow up, call notes, admin, production and appointment schedules, to do lists, customer follow up, etc?

I try to follow the principles of PPR but can’t seem to stay on top of it all.  Any suggestions would be great.  Being in and out of the office on no set schedule is another factor to consider.

I have an Android phone, wireless wifi card for my laptop and am trying to decide the best ways to integrate these with paper.

Thank you for your time and the video and blog tips on Day-Timer’s site.

LS

Hi LS,

Thanks for writing. It looks like you have a lot on your plate in terms of projects, so I’ll offer you a few fast and easy tips to help you organize your time:

  • Commit yourself to taking all notes in one place and only one place — it will keep anything from falling through the cracks.
  • I recommend you use a 2 page-per-day planner in our larger Folio wire-bound planner, which allows you to write a full day of notes and insert any construction plans, invoices, and other paperwork.
  • Create a project page for each of the hats you wear in your business: office/admin, production management, and sales. Start a fresh note page in your planner and write a list of routine steps that you take for each category on a daily and weekly basis. Each morning look over these pages and draw tasks into your daily to-do list.
  • Maintain your schedule and appointments on your computer and sync it with your Android. This allows you to take advantage of digital alerts and reminders when you’re running around – and you can set appointments from email messages.

Finally, it’s important that you stick to a daily system of sitting down for 5 minutes each morning and writing out your daily to-do list and schedule. It will help keep you focused on the most important activities in your day.

Enjoy your time,

Jeff

3 thoughts on “Ask Jeff: A System for Better Organizing My Business?

  1. This is like answering machine for business that is really awesome,well for me you do very well most of the business i seen specially in Finland doing a very good job specially for their product,most of the are using expert product information management to manage very well their product and it is very effective.

  2. Here’s another tip for LS: any sales staff, manager, or supervisor working for you should also have a Daytimer, and they should be set up like yours so there is never a question as to where a notation should go, You won’t believe how much easier your business will function when you are all literally “on the same page!”

    • Great point C. Having Day-Timer planners used universally is a great way to simplify and organize an office team’s workflow. “On the same page” indeed. Thanks for commenting!

      –Jeff

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