qprev_HBB Manual 2.qxd - Small Business BC

Communication• telephone system information, includingbusiness telephone number, any calling cardnumber (used for billing)• telephone answering primer – message on theanswering machine, how the telephone is to beanswered and messages to be taken• photocopy center or print shop: address anddirections, price, any special services and costs• fax services: address of public fax service,charges for sending and receiving, fax number,any special services and costs, instructions forpreparing documents to send by fax, samplefax cover sheet• electronic network information name ofnetworks of electronic billboards andinstructions for calling to get on-lineWord processing• samples of blank letterhead and all businessforms• samples of most commonly sent letters (style,layout)• summary of instructions on preparing letters,reports, any documents regularly produced,including typeface and layout• directions on how to mail or send regular, rushand priority items, e.g. fax courier or prioritypost, first class mail• outline of acceptable standards – for typingmistakes. smudges on paper, use of white-out,etc.Filing Systems• chronological file system; where it is and howto use it• main records filing system; how it is set up,names of main categoriesEquipment and Supplies• main supplies ordered regularly, for office andproduction; where supplies and materials arekept• names of main suppliers• annual calendar for ordering supplies; includeordering instructionsClient and Customer InformationThe Contacts File is usually kept separately fromthe reference manual but a section of the manualcan be used for client information, or a separatebinder established as a contacts file.• name, personal and business• position in business or relationship to yourbusiness• contact information, including telephone,address, fax; details about initial contact, andfollow-up; purpose, how contact wasconcluded• purchases to date• any special information you may want toaccess quickly.122solutions for small business home-based business