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Time Management: 5 Tips to Control the Paper Flow in Your Home Office

September 22, 2009 By: Yvonne A Jones Category: Business - Entrepreneur, Business - Home-Based Business

If you are old enough you will recall that in the ’70’s the dream was that in 15-20 years we will become a paperless society because with the proliferation of computers, everything would be stored there and we would not need to have huge filing cabinets.  We can easily laugh at those statements now, can’t we, because it seems that more than ever before we are inundated with paper.  How about you in your home-based business?  Do you find that you spend a lot of time moving different stacks of paper from one place to another in your home office?  Do you often walk in to your office and wish you could just wave a magic wand and make all the papers disappear?  If you do, you are not alone.  But, what can you do so that the flood of papers do not consume your time?

Here are 5 tips to control the flow of paper and manage your time:

1.   E-Mails:  Just about everyone receive lots of e-mails on a daily basis.  Do you really need to print out every e-mail?  You may need to from time to time, but before you print a copy, is a reply required?  You could reply promptly and then print one copy that has both the incoming message and your response.  You may have specific times during the day that you reply to e-mails.  Rather than printing them out, could you ‘flag’ the messages so that you’ll know which ones need to be replied to. Print only after you have responded. In this way you have less paperwork on a given topic.

2.   Regular Mail:  It may be possible to reply with a note written on the bottom of the original letter, or just a phone call may be an appropriate response.  You would make sure to note on the correspondence the time and date you responded and the person to whom you spoke.

3.    Do You Need to File It?:  Many of us, including myself, receive mail and file it away to look at in more detail ‘later.’  Six months later we still have not found the time to look at the “Special Offer” which has expired.  If the offer has expired throw it out!  Why not include in your schedule every two weeks to spend a half-hour outside of normal client hours to go through these correspondence and purge.  Make to decision to file or throw out.

4.    Reading Online Correspondence:  Most of us are on several people’s mailing lists and receive newsletters, ezines, and e-mails daily.  Some information is very pertinent and valuable to our business.  However, how you read is important.  You probably have perfected the art of speed-reading, but do you need to read everything  in every e-mail?  You may need to do that for some, while others you just skim over looking at headings, and others you scan for specific information.  For indepth material I like to print out and read along with a pen or pencil and highlighter.  Keep those for quiet moments when you can focus and concentrate.

5.   Be organized:  Have a system in place for putting away papers so that you touch each the minimum  required number of times.  Moving stacks of paper from one place to the other is self-defeating and time-consuming.  File, don’t pile!  Keep only what is necessary on your desk and outside of cabinets. File away all others.

By implementing these tips, you may find that you are more productive.  Entering a neat work area gives a positive feeling of well-being and encourages creativity and action.  For additional strategies click here.

Time Management: Do You Have Time Savers or Time Killers in Your Home Based Business

September 07, 2009 By: Yvonne A Jones Category: Business - Entrepreneur, Business - Home-Based Business

Working from home has its advantages and disadvantages. One of the disadvantages I hear of most frequently and that I’ve personally experienced as a Solo Entrepreneur who works from home is becoming distracted very easily.

Here are 3 things in your home office that you can allow to be time-savers or time-killers:

1.Your Computer As a Time Saver: I cannot imagine running a business from home without a computer.  Your computer allows you to store huge amounts of information and retrieve them with a few clicks of your mouse.  The volume of software on the market allows you to be creative, and of course access to the internet allows you to communicate quickly and effectively as well as research data quickly.

Your Computer as a Time Killer: A time killer, you may ask? To determine how effectively you are using your computer for your business, why not keep a notepad by your computer and do a quick task.  Jot down how much time you actually sit in front of your computer for just one week. Then note how much time you actually work on your business.  You may be surpirised to find how much time you spend surfing the internet, checking your e-mails during the day, visitng social networking sites, etc. compared with just how much actual work you get done.  While these are essential they can become time-consuming if not managed properly.

2. Your Telephone As a Time Saver:  The telephone gives you the ability to communicate messages quickly and almost instantly.  It can save you lenghty trips away from your income-producing activies and allows you to keep  in touch with your network on a regular basis – receiving and conveying information.

Your Telephone As a Time Killer:  Telephone calls can disturb your thoughts and can throw your schedule out the door for the day.  Many callers are never content with a brief conversation, and many feel that because you work from home you should be avaibale to talk whenever and for however long they wish to talk.  Ineffective use of voice mail can also be a time waster.

3. Your Filing System As a Time Saver:  Being able to find an important document immediately is an invaluable time-saving benefit.  It not only saves time but is actually good for your health as the level of frustration and anxiety experienced when an important document cannot be found is not in your best health  interests.  There should be a proper place to keep your files, which should be labeled and filed in a logical way.

Your Filing System As a Time Killer: The expression “There’s method in my madness” is used by many to excuse their lack of organization.  If you can’t find it when you need it, then there is no method or organization.  Touching lots of paper and files, pulling out drawer after drawer in an effort to locate one document is a waste of your time.

Time Management begins with managing yourself and your resources.  Would you like to be able to organize your home-based business so that it’s set up for SUCCESS?  Jimmy D Brown’s report “Homepreneur Habits: How to Run a Successful Home Business” is chock-full of informative topics like setting up a workspace, creating a schedule, and running the day to day operations of your home business.  Click here to get more information.