nice work Chris!
You seem pretty organized.
I hope to develop a better system as the year progresses, and my staff is expected to increase.
For now I have a basic system that I will build on until I need an all new structure, possibly from a software package.
Right now, my jobs are all in file folders. My file cabinet has 26 alphabetical sections & each section has color coded files, "A" is all blue, "B" is all red...
Each letter has a "MISC_A" and then dozens of client folders. Any worthy new business gets a folder. A kid ordering a few decals for his band may go in a "MISC" folder
My desk has 2 racks for Jobs-in-Progress folders, and one "MISC-JOBS" folder.
Each week, I start a new list of all jobs for our Monday meeting. I start with last weeks form, cross off done jobs, & copy the rest to this weeks form. Then I check files on my desk for any that got pulled during the week when a job came in. These get added, and then I flip through my MISC JOBS file to add the rest.
My work sheet has 3 columns for check marks identifying each entry as Quote, Pending or Job. Then it shows Client, and Job Description. Last is 4 columns with initials of 3 employees, followed by a Due Date column.
My step daughter just returned to work part time again, and we just decided to start tomorrow to switch to having her fill out the form on the computer instead of hand written.
Here is this weeks hand written form attached below.
I've switched from writing a due date to assigning priority 1, 2 or 3 designations. Actual due dates (when I'm forced to give one) are on the work order.
The check boxes under an employee's initials means that person will be involved, and sometimes 2 people are involved on the same job. We plan to start using a highlighter marker on that employees check box to show when the paperwork is handed off to one of my staff. This would be done in the meeting and each of us would mark if someone other then me will keep the file at their desk. Our desks are all 12 ft. apart, so this isn't critical, but I'm looking to begin creating systems that can grow with us, so there may be such a thing as "too organized" ...but I'd prefer to err on that extreme, if any.
We may also set up a dry erase board to fill in to match, for quick at-a-glance overview that easily gets seen throughout each day to keep our focus on our priorities.
