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Be A Successfull Consultant

Be A Successfull Consultant

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Published by sapconsults
An insider guide to setting up and
running a consultancy practice.
An insider guide to setting up and
running a consultancy practice.

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Published by: sapconsults on Nov 23, 2009
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01/10/2014

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Organizing your office and paper flow is important in ensuring your productivity. There is

nothing more frustrating than not being able to find a piece of paper! Often filing systems

tend to develop in demand to paper, when they should help manage paperwork to achieve

objectives.

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Daily plan practice

Task of the day

Date

202 / Be a Successful Consultant

Organizing Your Business / 203

T|me out!

Acategory-focused¢ling systemconsists of fourmain sections:

1. Current ¢lesrelatingtoachieving short-termmilestones.

2. Bring-forward¢lestotrack futureactionsrelatedtoobjectives.

3. Currenthanging¢les forpaperworkrelatedtocurrentobjectives:withinkeyresult

areas.

4. Historical¢les forobjectives:withinkeyresultareas.

Below are some guidelines for using each section.

1. Current files: paper for today. These can be sorted by objective, customer, etc and are

usually stored on the desk, in stacking trays or folders.

2. Bring-forward files. Bring-forward files (sometimes called ‘tickler files’) can be located

in hanging files or on the computer. Bring-forward files consist of numbered folders,

one for each dayof the month (31), and one for each month of the next six months (6).

Requests for action are placed in the folder under the day the action must start. At

the end of each day, you must check the folder to see what’s coming up for the next

day. Once each week, look at the folder for the coming month and move forward any

items, which need to be in the 31-day files.

3. Current project files: per key result area. It is important to distinguish between current

information, which needs to be readily available for possible action, and historical

information which is complete.

Current project files are normally located in your desk drawer and contain all

current paperwork, divided by key result area, if at all possible. The files can be colour

coded to indicate different activities, e.g. prospecting could be red, existing clients

green.

4. Historical data files: per key result area. These files contain information which is

complete and may be needed for future reference. There is a legal obligation to keep

certain types of paperwork. The risk with historical files is that far too much

information is kept, most of which is unlikely to be needed in the future. Historical

files are also categorized by key result area and need to be cleared out at least once

every three months.

204 / Be a Successful Consultant

Case study:Frankgetsorganized

Frank has begun organizing his office and has found that separating the historic from the

current data has made it much easier to access paperwork. He has colour coded his filing

system to correspond to his key result areas. He has converted the second bedroom at his

house into an office, because he has the space and this is a cost-effective solution. When

planning, he refers to his contact manager from the database to remind him of key people to

call and follow up with, and then he creates a weekly to-do list for the additional critical

tasks he needs to complete each week.

Exercise 8.6 Gettingorganized

Spend some time reviewing your paperwork and answer the following questions:

How are you going to manage your current paperwork? On your desk? In a file

drawer?

To what extent will you use tickler files? Will this follow-up be stimulated by the

computer? Or will you create a paperwork trail?

How will you organize your current filing system? How will you cross-reference your

filing system to your current planning tool?

How will you separate current from historical files? How will you ensure that you

continue to divide current and historical files?

What else will you do to keep your paperwork organized?

Key result area

Objective (s)

Organization

Organizing Your Business / 205

Coaching point

Organizing your paperwork will not only reduce your stress level, but increase your

productivity. Remember you probably need to thoroughly clean out your ¢les at least once

everysixmonths!

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