One of the first steps is to box up last years files. However,
before you do that be sure to go through your files and clean
them out. The files that can take up a lot of space during the
year, can be easily tossed. For example, your correspondence
file, newsletter files, chron files. You can also combine your
completed client files for the year, both seller and tenant
buyers.
After you have gone through the paper file cabinet, be sure to
do the same with your computer files. Years ago when computer
memory was at a premium, people did not keep all the extraneous
garbage on their computers, like people do today. Just like your
paper files, move the files to disks or your zip drive if you
need to, or just delete them. You don't need every letter you
sent, every e-mail, or all the newsletters you've been meaning
to read. Also go through your favorites and clean them out.
Treat your computer like memory was at a premium and you won't
hold on to items you will never use. Unfortunately today
everything is in gigabytes rather than megabytes.
After you have cleaned out the paper files and computer files,
next step is to make up your files for this year.
Avery Label Pro is excellent for doing up file labels. In fact
all types of labels. It allows you to run another set of general
files out very quickly. Remember time management and
organization are keys to not wasting your time. I'm sure that
many of you are thinking boxing up and making up of files is a
waste of time. However, when a client calls and you can't find
something they want to know, it will become of paramount
importance. So, keep your files organized, both paper and
computer.
Once you have your files set for the new year, the next thing is
to clean out the calendar or day planner you use. Change the
pages. Tip, you can run day planner pages out of Outlook and
then whole punch. A lot cheaper than buying the pages. This is
also a great option for those of you without a day planner. Buy
a small binder and make your own. Again, a lot less expensive
option. Once your calendar is set up, be sure to pencil in your
daily, weekly, and monthly goals, in addition to any standing
appointments you have for the year. Last but not least, rubber
band the pages from last year together and add it to your file
box. For those of you using chron files be sure to place those
in a separate file box, so you can very quickly put your hands
on any of last year's correspondence.
Next is to set up your tickler file for the year. File any
extraneous papers you keep in your tickler file (e.g. calendar
pages, meeting agendas, notes, etc.) Be sure all your month
files are in order. Go through the January sections and place
them in the appropriate date, so you will be ready for the first
month of year's appointments.
Next is to deal with any outstanding mail from the last year.
Answer it, read it, file it or toss it. This will ensure your
mail folders are in order for the upcoming year.
For those of you doing lease purchasing, you will also want to
check all your databases (prospects, sellers, tenant buyers,
consulting jobs, pending properties, etc.) and diligently go
through them to weed out those not producing results. You will
also want to update your FSBO sites, and start making new
calling lists for the new year.
Last but not least is to add up your expenses for the year. If
you are using the monthly envelope method, total those for the
year. If you are using Quickbooks or another type of
accounting/bookkeeping program, run your numbers for the year
(e.g. for expenses - supplies, telephone, fax, computer, office,
utilities, etc.; for profits - consultations, assignment fees,
notes, cash flow profits, etc. This will give you an idea of
what you made after expenses. Then develop goals to do even
better for the new year.
If you are unsure of any of the items mentioned in this article,
check out the articles on our website for a more detailed
treatise of what some of them are and how to use them.
Copyright DeFiore Enterprises 2002
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