how do you cope with paperwork?

[bridges]

Morning everyone,

I am in the process of setting up my own business as a Virtual Assistant. I am currently compiling a list of companies in my area who I thought would benefit from my services. But... Obviously, people have managed in the past without my services, so I need to make sure I know where I can help.

If you have a minute, could you tell me, how do you manage your paperwork etc? Do you have someone to help you, or do you manage it by yourself? If you do struggle, what is it you mainly need help with?

Thank you

B xx

 

[CKG]

The big one for me is keeping the books upto to date. I can collect paper and keep it in order but having to put in on the system bugs the hell out of me.

I don't mind doing other stuff like job sheets, purchase orders, invoicing and quotes etc. Most of mine are done electronically out on the job via netbook with a web connect.

Most tradesmen just fly by the seat of their pants and keep all the info in their head so are probably not your best kind of client.

 

[OfficeHounds]

Hello CKG
You sound like the most organised tradesman I've come across. I am impressed with your use of the Netbook. Great idea. Do you use accountancy software to enter the info from your paperwork? Just curious.

 

[CKG]

90% of our maintenance jobs come in on email as PDF work orders with pre set response times so it made sense to get a little laptop to go out on the road with and cut down the response time at our end.

Plus our regular clients who don't do electronic work orders log their jobs with one of those outsourced call centers who turn it into a work order and email it to me. So I do actually use a VA come to think of it.

As for doing the books....I just can't stick it no matter how easy the software is to use.

 

[OfficeHounds]

Sounds like you run a tight ship!

 

[CKG]

Sounds like you run a tight ship!

I didn't used to.

I was just your average seat of the pants man and van type get up but when you start contracting for big companies that issue hundreds of work orders a day you have to find a way to match their systems and step up your game or they will ditch you for not being efficient enough as everything we do is judged on what they call Key Performance Indicators.

I don't think you could get away with working like this with B2Cs as it's quite impersonal.

So maybe helping B2B contractors systemise their work flow could be a good little VA niche to get into?

 

[OfficeHounds]

That's an interesting point about targeting the B2B contractors. I certainly like that idea. I think I'll do a bit of research into that. It sounds like there's plenty of admin involved, and with contracting work, it's crucial that you hit the KPIs. Thanks. That's really useful.

 

[KidsBeeHappy]

bonfire on the beach

 

[tradedemon]

How do I cope ? Actually I don't , been terrible at it since I've setup. My accounts have to be the worst area. However I do get a little better and more organised every year.

I atleast have a couple of filing cabinets to order and organise my invoices and paper items now!

 

[bridges]

How do I cope ? Actually I don't , been terrible at it since I've setup. My accounts have to be the worst area. However I do get a little better and more organised every year.

I atleast have a couple of filing cabinets to order and organise my invoices and paper items now!

Glad to hear you coping, thanks for replying, just wanted pointers on where people struggle so I know what to offer, and to whom!

Thanks again

B x

 

[mannakin]

I am very lucky to have a PA to deal with everything, but if it helps you or anyone else reading - I have an in house policy for paperwork - 'know where its going and touch it once'.