Often we open a new document and just start typing this can cause headaches down the line when we need to tidy it up to present to a client.
Most of us have had no format training on how to make the most out our software – How many times have you had to edit each individual heading or block of text ?
To make your life easier set up a couple of branded word templates so you can start with the correct formatting in place. Simply make global document changes whjen you need to update a style and ensure consistency across you communications.
I recommend that all my clients have a Portrait and a Landscape Microsoft Word Templates. ( we may also create a manual template, form templates etc…)
Kiffin Microsoft Word Template
These templates will most often contain
Branded styles for
- Header & Footer
- Headings 1 – 5
- Title page ( first page different for longer documents such as manuals, reports, ebooks)
- Table styles
- Checklist / bullets
Before your jump into making a document here is a simple table for you to use when you are creating new documents or reviewing existing ones.
What does my document need to communicate?
Document Creation Guidelines
||Actions to TAKE
||Who is this document for (audience) and who owns it in-house?
||Why has this document been created? Does it have a specific purpose?
||What is the purpose of this document and what must be included?
||Where will this document be used/ accessed from?
||When does it need to be released or actioned?
||How will the document be used and updated?
Microsoft Word Template Special
Filing paperwork & Managing To Do’s tips
In my ideal world I wouldn’t have to file paper.
In the real world I still collect a lot of paper over the course of a week from client forms & documents to workshop booklets. The pile on my desk can get out of control pretty quickly if I don’t keep on top of it.
I noticed I was really good at looking after the paper to do with my clients not so good at keeping on top of my working on the business To Do’s. A lot of my client have also found this a mayor pain.
The best advice is to
- Do it
- Dump it
Here is the simple system I have created to keep on top of the delegated items in my paper war.
2 Simple Tools
My life has been made easier with the use of Post It notes & Clear plastic L shaped Pockets for storing the documents in.
Step by Step Process
for those who love to learn this way …
- I group the paper in client names, Marketing To Do’s etc..
- Then I take a Post It note and write the title of the group of paper ( eg: Marketing To Do’s) on the sticky side up
- Then I place that group of documents in an L shaped clear pocket and stick the Post It note inside the folder
- Repeat till all paper is filed
- Then I go to my outlook calendar and note in my reoccuring Marketing appointment to check my To Do file.
- Then I store in my standing file on my desk.
- Once I have completed my To Do from the file I write in red pen actioned and the date
- If decide the paper is something I will need to refer I store it in my filing cabinet under the matching file name
- or I get to dump it in the rubbish bin – oooh now that feels good
- or if the other side is blank it gets recycled as drawing paper for my kids to use.
Photos for those who love to see how it works…
Happy filing from the team at Kiffin
Preparing to meet a new Client:
Ever been to meet a new client and walked away thinking “ That did not go so well”
If so think about the preparation time you put into the meeting.
I recently took a look at what I need to prepare to meet a new client at their business.
Here is my cheat sheet you are welcome to use:
New Client Meeting Prep
- Look up their website and read up on their business, take note of any special achievements or industry specifics ( make a note of them)
- Look up the address on google maps and put the link in my outlook meeting invite notes – If unfamiliar with the area look up the nearest motorway exits and direct route.
- Fill in a client contact form using the email , phone physical & postal address.
- Call anyone I know who might have done business with the client to get more information – for example: “where they a prompt with payment or did they present any other challenges ?”
- Ensure bag is stocked with lots of business cards and small promotional gifts to leave behind.
- Confirm the appointment the day before if it is an early morning meeting or first thing in the morning if it is an afternoon meeting.
- Have pen & paper ready to take notes and laptop loaded with examples that are relevant to the clients needs
- Put on a smile and leave 20 mins early to allow myself a window of breathing space.
Fiona Hall Systems Coach
Welcome to the new KIFFIN Business Tips Blog.
We aim to provide you with useful articles, tools, book reviews, practical hints and tips and links to help make your working life easier. Achieving more work life balance through practical solutions using your existing business systems.
A range of specialist business people whom I admire will write guest articles here from time to time.
Business Tip for Feburary:
A great time to sort through your file cabinets and throw out old documents. Recycle these documents to your local school or kindergarten if suitable.
Do you really need that brochure from the course your never took in 1999?
Tip: Get a decluttering partner.
“You will be a lot harder on yourself if you have to justify keeping things to someone else”.
wishing you balance
Founder and CEO of KIFFIN