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       16 September 2016 by Sarah-Jane Smith

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Keeping on Track

There's one certainty when you're running your own business and that's that there is always something else to do! So how do you keep track of it all? How do you remember all of the tasks, calls, paperwork that needs to be done and ensure that they are all actually done?

I have a very imperfect system but I have to say that for the most part it serves me.  At the beginning of each week (either Sunday night or early Monday) I write in my big A4 notebook.  I like writing because it helps me to remember things.  I have three columns.  One column for my primary business, one for my other businesses and one for personal and home tasks.  I list everything that needs to be done that week under one of these headings. I include appointments, birthdays, meetings, payments that need to be made, errands to run, people to call or email as well as all paperwork that needs to be completed.  

Now some of those tasks can be delegated, so I do that first.  Next I look at what is time sensitive and schedule them in my calendar. I then try to allocate all other items to a day of the week, taking into account what is most urgent,  and add them to my calendar.  I also try to leave a little free time (1/2 a day if I can manage it) to allow for the foreseen or emergency that is sure to arrive.

Once I have completed the task I run two black lines through it.  If there's something that doesn't get done it gets added to the brought forward list for next week.  If it stayed on the list for three weeks and hasn't been done I ask myself if it's really necessary at all.  

I have streamlined some of my processes over the years.  Mail is read and binned, filed or added to my action tray when it comes in.  I try not to handle it more than once if I can help it.  I try to file things as they arise so that I don't have a pile of filing to do. Now this system works well for me but if you've got a different system that's working well for you I'd love to hear about it!




Till next time,

Sarah-Jane X



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