Back Office System Set-Up
The back office is the part of your business that is the setup of administration and support. Such functions include preparing invoices and getting them out in time, tracking receipts and paperwork, managing your database for clients and vendors, conducting market research, bookkeeping and more. Here are a few tips to help your back office to be more efficient.
Set a Daily Schedule
Schedule to work your back office daily. It is best to break up the amount of work for each day to complete in a timely manner:
- Follow-up with potential leads and send out thank you notes
- Prepare invoices to be emailed
- Sort and file paperwork to keep your office organized and to be able to retrieve documents quickly
- Update database with new clients, add notes to established clients and schedule appointments
- Marketing, Social Media and Website
Use a Tracking System
Having a system to track your process will help you to complete tasks and to avoid becoming overwhelmed. Find a tracking system that works best for you, such as Outlook or Google Calendar, Monthly Excel Spreadsheet, or a Weekly Checklist. From there, it is a good idea to print out what you are supposed to do.
Have a Filing System
Pick a filing system that works best in your business and that will grow with you. Be consist with files to retrieve information quickly. This can be done with color coding such as using colored files or hanging folders. You can also file by last name first, then first name or by street address, this will save you time to identify the client or vendor file you need. Instead of the “Three Tab” file folder, it is best to use a “One Tab” file folder. You can put more information on the tab and remember to use a label maker for easy reading. You now are ready to start filing your paperwork!
Have Office Producers in Place
Procedures will help your office run efficiently. The responsibilities that are needed for your back office will give a smooth transition to anyone you may hire. It is important to keep your office producers up to date to avoid miscommunication in what needs to be done.