qprev_HBB Manual 2.qxd - Small Business BC

• Travel• Filing Systems• Equipment and Supplies• Client and Customer InformationSet up the binder with dividers or file directoriesto organize your research into a businessreference manual. Some key information willappear both in the business plan and thereference manual. Remember that the purposes ofthe two business documents are very different –that fact and the instructions in this guidebookwill help you decide what information to includein which document. The business plan explainsyour business but the reference manual housesthe information that guides the business.If you only follow one piece of advice givenhere, make it this one – set up a businessreference manual. Advantages include theobvious ones of keeping key informationorganized and accessible, plus less obvious onesof making delegation easier, increasingefficiency, and reducing unproductive time.A business reference manual really shows itsworth when a business expands, needs totrain new employees, or upgrades the skills ofexisting ones. The supporting materials at the endof this guidebook include some expanded detailon standard categories for a business referencemanual.Decide on Filing Systems to CreateChronological FileChronological means “in order of time”. Achronological file (chron file) is a running recordof everything you send out from your business,by date, with the most recent at the front or top.Make an extra copy of all letters, invoices, copiesof reports, memos, faxes, or othercommunications. Maintain a similar electronicsystem for storing e-mail. Avoid printing out e-mails onto paper. Index the binder with one tabfor each month of the year, to keep copies inchronological order by month, or keep eachmonth’s papers in chronological order in aseparate paper storage box or tray. Start a newchronological file at the beginning of each year.Store a previous year’s chron file where you canget to it easily. Consider discarding chronologicalfiles after two years.Like a reference manual, a chronological file willsave you more time, energy and frustration thanyou can imagine. Among its advantages and uses:• Fast retrieval – often faster than using a mainfiling system.• Contacts – you can go through thechronological file and update your contactsand leads.• Protection – against copies that get lost in thefiles or go astray.• Reading file – as part of a regular managementreview.• Volume record – you’ll quickly know howmuch is being sent out by month, and how thatchanges from month to month.• Drafting replies – either you or someone whohelps you with the work can use it as aprecedent and reference manual.Contacts FileDifferent methods exist to store contactinformation about the people you interact with.Contact marketing software and e-mail programshave replaced older methods like revolving cardsolutions for small business home-based business 63