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Effective Time and Records Management Print
Of all the concerns in today's fast-paced business world, time- management has to be among the most crucial.
The smallest error in our records can throw off the timing of your entire day, or worse yet, lose us an important possible sale. Of all the concerns in today's fast-paced business world, time- management has to be among the most crucial.
The smallest error in our records can throw off the timing of your entire day, or worse yet, lose us an important possible sale.
As entrepreneurs, we strive to stay on top of things, running our businesses with maximum efficiency. Old fashioned schedule management can be time consuming and frustrating, and can actually cost us profits.

 

There are several ways to streamline your scheduling and records management system to make your business more efficient. Here are just a few suggestions to help you get started.

The first and most crucial element of schedule management is ensuring that you have quick access to your records at all times.
In a busy work environment you need to know exactly who you're seeing, when you're seeing them, and why you're seeing them.
This enable you to always be ready for your clients.
An effective system keeps you well informed, eliminating time wasted in asking repeat questions to establish client needs.
Maximizing your efficiency while with a client is crucial for enhanced profibility.

Another effective schedule management technique to ensure greater customer efficiency is to always book your client's next appointment while they are still with you for their current one.
It is far easier to reschedule someone for a haircut or doctor's visit while they are present, than to try to track them down after they've left. Be proactive about your booking, and then use a reminder system, either through email, phone, or post, to remind your clients that they've made the appointment.

Also important in scheduling and record-keeping is maintaining past service records.
If you have quick access to a client's past record, you'll know what services they've used in the past and what they may be due for. With this information you can turn the appointment to your advantage by re-selling the client a service they may have used in the past, or even cross-selling any services that they might not have taken advantage of.

In addition to maximizing your efficiency while you are with your client, there are several ways to increase your productivity while the client is away. By effectively managing your client records you can maximize your time efficiency and increase profits as well.

Schedule a regular time for reviewing your client records. Scrutinize your books to see which clients have not been in for a visit who perhaps should have been. In an industry that offers regular service, (say a lube shop or a dentist's office) this is a great way to keep up on who needs an oil change or a teeth- cleaning. Once you see who is due for service, a simple call to the customer can make an easy sale.

Also, review your records so you can keep track of clients who frequently miss or cancel appointments. If there are too many of these, consider introducing a fee for cancellation or no- show, or simply drop the customer from your clientel. This is an excellent way to make sure that you're being compensated for your valuable time.

Staying on top of your record and scheduling needs is crucial to success. By applying these simple techniques to your systems you will find your time being used more and more efficiently, and . with heightened efficiency comes greater customer satisfaction and greater profits.

2001 © Harry Selent

Harry Selent is the founder and president of Selent and Associates in Punta Gorda, Florida.
His corporation has just released a top of the line scheduling/record-keeping software called ScheduleVIEW.
For more information visit
www.scheduleview.com
or contact Harry directly.
Phone 1-941-255-3126
Fax: 1-941-743-5868
This e-mail address is being protected from spambots. You need JavaScript enabled to view it

 

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