While speaking to a client who is consistently late with providing me with his receipts, invoices, and statements every month, he once again sung his favorite song to me, “I’m a very busy man.”
Rather than argue with him, again, I decided to provide him with a tip for getting me what I need to update his books in a more timely fashion.
Organization and planning is key to managing your day. I personally had the same problem as the young man I mentioned above. I was so busy performing the revenue generating portion of my business, that I literally forgot about my housekeeping and would later find myself spending hours playing catch up. My solution to fitting more time into my day was to buy a Create 365 Happy Planner. I’m sure any calendar will work, but I like this one because it is fun and has lots of pages.
Each evening, I review my day, then plan for tomorrow and forward. I use different color highlighters for each task I plan to do. For example, I use a peach highlighter for studying, blue for business development, purple for networking events, etc. My first task of each day is only 10 – 15 minutes long. This is where I open my QuickBooks and review all my open invoices, bills and bankfeed. If anything needs to be tended to, this is the time I would do it. I try not to deviate from this task for any reason but life happens. However, if I have to miss a day, I don’t try to add another 10 or 15 minutes to the next day, I just do what I can in the time frame I’ve allotted for that task.
If you find you have time issue and is constantly pushing your bookkeeping to the back burner, perform the following three steps so you can fit it into your daily routine:
1. Block off the amount of time you want to use to perform this task each day.
2. Each morning, send your bookkeeper, which is me, any receipts, invoices, or bank/credit card statements you received the prior day.
3. Go about your day.
At the end of the week, you may block off more time to review your information to ensure all documentation has been submitted for the week. Some would disagree with me and say, use an app, but to me, an app is only as good as the user. However, this blog is only designed to assist you with managing your time more efficiently.
The best part about wisely using just 10 – 15 minutes per day sending me your previous day’s receipts, invoices, and statements is that now, the only person that could possibly drop the ball on keeping track of books me, your bookkeeper.
Most people rely on technology to schedule their time. Me, I love the old school method because it gives me time to think about what I want to do, and why I want to do it.
I’ve heard if you perform the same task for 21 days in a row, it becomes a habit. Try it for yourself and let me know in the comments below if it also helps you maintain good financial records.
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