Regular To Do Lists

Further to my last blog about categorising and prioritising to do lists, what do you do when you have tasks which you have to do on a daily, weekly, monthly or yearly basis?  You could write a to do list every day/week and put these items on it each one or, for the daily or weekly tasks, you could not put them on your list at all, after all you do them on a daily or weekly basis so you won’t forget them, right?

If you’re like me, you won’t forget to do them but it is still useful to be able to cross an item off the list.  I find this helps on days where I have had to re-shuffle some of my tasks and some of the regular tasks have been pushed back from the time or day that I would normally do them.  For example, for one client I send out their invoices on the first Wednesday of the month but sometimes other work takes priority and I don’t get to it on that day so I have to push it back to Thursday or Friday.  If I don’t have it on my to do list it can easily be forgotten if I haven’t done it on the usual day.

So, do you use a paper or computer to do list?  I use both.  I have a computer to do list on Outlook to put in my repeat, or recurring, tasks and then print it out and add other tasks to it as they come in.  I find that a task list attached to my email (eg Outlook, Windows Live, Google) is particularly useful for creating follow-up tasks for emails received or sent.

Going back to my regular tasks which may be pushed back, I find that being able to set reminders for these is particularly useful as when the reminder comes up, I can choose to “snooze” it for anything from 5 minutes to about 5 days.  This means that I am reminded that the task is still outstanding at a later time.

Saving Time: To Do Lists

I am a great believer in To Do Lists.  They help me to prioritise what needs to be done, as well as making sure that I do everything which needs to be done by the deadlines which are set either by my clients or by organisations such as the HMRC or Charity Commission.

There is no right or wrong way to make a To Do List, the key is to categorise and prioritise:

• Do now
• Do later
• Do never

The “Do Now” tasks are, obviously, the most important and need to go at the top of the list.  However, if you have more than one “Do Now” you will need to prioritise these so that you know which are the must do this morning, must do this afternoon, must do today, could wait until tomorrow.  These also need to be prioritised so that if something urgent comes in you can be flexible and are able to slot in the extra tasks.

For the “Do Later” tasks, don’t just put them in a pile to do later set a deadline date and then put the tasks in the right order so that as you work through your To Do list you can find then next task easily.  If you can, delegate some of the “Do Later” tasks.

If you have any “Do Never” tasks, bin them!  They do not need to take up desk, drawer or file space.

Administrative Manager? Me?

With over 15 years experience as an administrator/secretary when I joined the Institute of Qualified Professional Secretaries (IQPS) in 2008 I was allowed to join as a full member even though I didn’t have any of the formal qualifications they required for new members, experience counts!  When the IQPS became the Institute of Professional Administrators (IPA) my full membership was carried forward, again based on my years of experience.  At the end of last year, the IPA merged with the Institute of Administrative Managers (InstAM) and, again, my membership was transferred as a full membership even though I do not have a level 6 Diploma in Business and Administrative Management (or equivalent).

When I received my new membership pack for the InstAM, they also sent me a copy of the Manager magazine from the end of last year.  In it, there was an article about administrative managers which got me thinking.  I’ve always thought of myself as an administrator/secretary/bookkeeper and never considered that I am a manager.  However, even as the sole administrator in the charity where I currently work part-time, I am actually an administrative manager as part of my job is to process CRB checks for the volunteers and co-ordinate their availability and training as well as work with the Manager and Senior Worker of the schemes to make sure that the volunteers (and staff) know what they are doing.  I am the volunteers’ first point of contact.

In my own business, I am responsible for ensuring that my clients get their paperwork to me on time so that I can make sure that their records are kept up to date and all tax returns etc are filed on time.

So, I am an administrative manager, I just didn’t know it.

Could you work more effectively?

At the beginning of this year the Institute of Professional Administrators (IPA) merged with the Institute of Administrative Managers (InstAM) and, as such, I became a member of the InstAM.  When I received my membership renewal, I also received a copy of the Autumn 2011 issue of Manager (the British Journal of Administrative Management) and a couple of the articles caught my eye.  One of these is “How Google Apps could help managers operate more cost effectively”.

Essentially, the article suggests using Google Apps to pull everything together from email and calendar to document storage/sharing.  Google Apps can save costs and time as well as providing a high storage capability for email (25GB).  Users can also syncronise all Google activity across Gmail, calendar, Google Docs and other Google sites.  There is also the bonus of any documents being stored in Google Docs being backed up away from the hard drive of your computer.

However, while I agree that all these functions are useful (I use many of them myself) Google are not the only provider of these services and you do need to have an internet connection to be able to access Google.  As I found out a couple of weeks ago, if your internet goes down then you are snookered unless you have a back up copy of your calendar and other documents.  So, maybe we should be using other software for these functions instead.

I have been a fan of Outlook for many years but find it holds me back when I am working away from home with my laptop rather than at my desktop computer.  I am now switching my calendar and email functions to both Google and Windows Live Essentials so that I can evaluate both and decide which is better for me and the way I work.  So far, Windows Live is coming out on top as it works the same way as Outlook in that you can download the software to manage your mail and have multiple email accounts saved on it.  It also has the calendar and contact lists similar to Outlook but, unlike Outlook, it also uploads your appointments from the calendar to your calendar online so you can access it from anywhere.  Google on the other hand, is only available through the internet so, when my internet went down, I would not have been able to access the Apps.

Finally, Google Docs is not the only document storage/sharing technology around.  Windows Live have their own version with Skydrive and a lot of people use Dropbox.  With Google Docs you only get 1024MB storage space whereas with Skydrive and Dropbox the limit is 25GB and, if you invite others to join Dropbox too and have installed Dropbox on your phone or another computer you can increase your storage limit to 250GB – fantastic if you want to share photos or video files.

One last thing, a calendar on the computer has not yet replaced my filofax/diary/paper calendar and I don’t think it ever will.  At least my phone alerts me in good time when I have an appointment, as long as I have scheduled a reminder and have my phone on loud enough to hear it!

Technology… Can we live without it?

This post is one which I wrote last year as part of WordPress’ Daily Post challenge.  The question was: What is the one piece of technology that you can’t live without?  Last week my internet stopped working and didn’t get fixed for nearly 4 days – not good when I rely on it for working from home.  I was reminded of this post and decided to add it to this blog as it appears I was right, I can’t live without the internet/my computer!

On 31 January 2011 I wrote the following:

If I had been asked this before Christmas I’d have had a long list including a washing machine, mobile phone, telephone, computer, internet, dishwasher, tv… and a couple of years ago it would have included the dryer too. However, the dryer packed up a couple of years ago and we haven’t got round to replacing it yet. Whilst it is annoying to have to put clothes on a couple of airers in the bedroom, and even more annoying when it comes to washing towels and bedding, I still haven’t rushed out to replace the dryer. I seem to prefer to spend my money on other things. Having had the pipe which takes the water to the washing machine burst just before Christmas and not be able to get it fixed for 3 weeks and, therefore, not have use of my washing machine for cleaning the clothes (I could still use the spin cycle) I have realised that although it is a pain in the rear it is possible to cope without a washing machine too. I have a new respect for my grandparents and other ancestors who did not have washing machines! I am grateful to have my washing machine back in full use though and if it packed up I would replace it but I could live without it if necessary.

So, to the rest of my list…

Mobile phone – yes, I take it everywhere with me but I don’t go into a panic if I forget it. Again, I can live without it and do live without it when I go on holiday overseas as I don’t want to pay extra than my monthly contract price to make/receive calls and texts from outside the UK.

Telephone – we don’t use it very often so I guess we could easily live without it.

Computer – I’d like to say I could live without this but if I did without the computer then I’d have to do without the internet and I think that may be the most important piece of technology in my life and may be the one I couldn’t live without. Afterall, if I didn’t have a tv, I could still catch up with a lot of the tv programmes through things like BBC iPlayer or ITV’s ITVPlayer. I can also use the computer to watch DVDs so don’t need a DVD player either.

Internet – as I’ve already said, the computer is necessary so that I can use the internet. I use the internet a lot for shopping and keeping in touch with people. I also run my own business and being “virtual” means I need to be able to stay in touch with clients via email and my website. Also, when my husband works away from home the internet is essential for keeping in touch via Skypeand Live Messenger.

Dishwasher – not essential as we do most of the washing up by hand but it is useful for those stubborn/awkward dishes e.g. after a Sunday roast or shepherd’s pie.

So, to summarise, there are two pieces of technology I can’t live without – the computer and the internet – which go hand in hand with each other. However, having a telephone, mobile phone, telephone, washing machine, dishwasher etc are very nice and I’m not in a hurry to give them up either.

Oh, I just had a thought, does technology include indoor plumbing? If it does, I definitely can’t live without that!

Time… Saving It

Further to my previous blog about finding extra time for doing what you want to do, whether it is time to do more work for your business or for relaxation or exercise I hope you found it useful. In this blog, I’m going to look at ways you can save time during your working day to enable you to get more work done.

1. Emails
Although email is seen as an “instant” communication, it is not so important that you have to deal with it as soon as it appears in your inbox. It is, in fact, just an alternative to a letter albeit quicker. If it was really important or urgent your client would phone you to let you know it was coming and that it was urgent.

2. Social Media
The same applies to your Twitter and Facebook accounts (if you have them). The temptation is to keep your feeds open via a suite such as Hootsuite or TweetDeck so that you can keep up to date with the tweets as they come in, this will just waste time. If you want to keep up to date, set aside 5 to 10 minutes two or three times a day. The same applies to updating your own Twitter and Facebook feeds, using Hootsuite or TweetDeck, it is possible to write a number of tweets and schedule them to go out at set times during the day, or week, and will save you time if you don’t have to go on to the feeds when you want to update them.

3. To Do Lists
Write a to do list and prioritise what needs to be done and set deadlines for each item. Remember to include time for your filing in your to do list, it is one of those jobs which everyone hates doing but it is better to do a little every day/week rather than being faced with a huge pile once a month. It will also help you be able to find papers relating to clients if they are filed rather than stuck in an ever growing pile of paper.

Record Keeping – The Basics: Purchases

When you first start a business, or if you are a small business, you will need to set up a system to keep your records.  As I’ve said previously, you don’t need to have a computerised system to do this nor do you have to follow the principles of double entry bookkeeping.  A single cash entry system is fine as long as you record what has come in and what has gone out of your business.  Below is a simple way to keep on top of your purchase invoices:

1. Get two files: one for invoices to be paid and one for paid invoices – I use a document wallet for the unpaid invoices and a lever arch file with A-Z dividers for the paid ones
2. File the invoices alphabetically and then, for each supplier, by invoice date. This way you can find any invoice quickly
3. When you pay (or part pay an invoice), write the date and method of payment at the top of the invoice, eg “paid 7.12.12 via internet banking”.  If you paid by cheque write the cheque number as well as the fact that you paid by cheque.
4. When you have paid an invoice, file it in the paid file.  However, if you are paying an invoice in installments, do not file it in the paid file until all installments have been paid, keep it in the unpaid file so that you don’t overlook it when you are paying invoices next month.

Once a month, I transfer the information to a spreadsheet or computer software ready for the end of the year.  Yes, I use computer software and prior to this I used a spreadsheet.  This is because it is easier to breakdown the categories of income/expenditure and to calculate the profit/loss at the end of the year.  If you are a limited company, your accountant will need a breakdown of the income/expenditure when preparing your accounts.  If you are a sole trader, the HMRC will need a breakdown if you earn more than £75,000.

Record Keeping – The Basics: Sales

When you first start a business, or if you are a small business, you will need to set up a system to keep your records.  As I’ve said previously, you don’t need to have a computerised system to do this nor do you have to follow the principles of double entry bookkeeping.  A single cash entry system is fine as long as you record what has come in and what has gone out of your business.  Below is a simple way to keep on top of your sales invoices:

1. Get a file and a set of A-Z dividers
2. When you send an invoice, put a copy of it in the front of the file, in date order.  This is so that you can chase payment when it is due rather than having to search through the file to see when invoices were sent
3. When you receive payment, write the date and method of payment at the top of the invoice, eg “paid 7.12.12 by BACS”.
4. When an invoice has been paid, file it under the customer’s name in the A-Z section of the file.  However, if you are being paid in installments, do not file it in the paid file until all installments have been paid, keep it in the front of the file so that you don’t overlook it when you are chasing invoices next month.

At the beginning of the year, I use the same file for paid purchase and sales invoices/records with 2 sets of A-Z dividers.  This cuts down on space used for the file and also keeps all the records in one place.  You do have to be careful though and make sure that you file the invoice/receipt in the correct section of the file.  However, as the year progresses I split the file into 2, one purchase and one sales, if there are a lot of transactions.

Bookkeeping Tips

If you are a very small business and don’t have the cashflow to get a bookkeeper to do your books, these are my tips to make keeping your records easier:

1.  Organisation

Make sure you have the right tools for the job and somewhere to keep your records.  You will need a file with dividers to keep your sales and purchases separate, pens, pencils, calculator, a cash book or accounting paper (you can buy this from a good stationery supplier) if you aren’t using a spreadsheet or computer software – actually it’s a good idea to keep a paper record even if you are using a computer.

I start a new lever arch file for myself and my clients at the beginning of each tax year and file the old one (you have to keep it for 5 years from the tax return deadline).

2.  Use a computer

You don’t have to use specific bookkeeping or accounts software, it doesn’t always help, but it is useful to have a back-up of your records in case your paper copies get lost, destroyed or just fade.  Even a basic Excel spreadsheet showing income and expenses will do.

3.  Training

If you didn’t go on any of the free workshops which HMRC offer to the newly self-employed, it is worth going on as many as possible to find out what records they require you to keep, for how long, how to complete the Self Assessment return online, what you can and cannot include in your expenses for your tax return etc.

4.  You have a box of receipts where do you start?

With the first one you pick up.  If you have a box full it really doesn’t matter where you start as long as you start somewhere.  This is where computer software helps as it doesn’t matter which order you enter the receipts/invoices etc, it will put it into the correct order for you.  If you use a spreadsheet you can enter the details in the order you pick them up and then sort the data when you have finished.

5.  If you are just starting out, what do you do first?

If you are just starting out and are doing your books for the first time, hopefully at the end of your first month, what do you do first?  If you need to send invoices, they are a good place to start as you want to make sure that you get paid for work that you have done.  Next, move on to the invoices you have received from your suppliers and make sure they get paid by their due dates – you want to make sure that you can use them again.  Finally, enter details of any other income/expenditure.

6.  Do a bank reconciliation

Make sure that what you think has come in/gone out of your bank account actually has come in/gone out.  Check your bank statement against your records when it comes in.  Remember to take into account any receipts/payments which may still be pending.

7.  Keep an eye on your cashflow

We don’t only keep books because the tax man says we have to.  They also help us to know how well, or bad, our business is doing from one period to the next.

8.  Finally, if you don’t like paperwork give it to someone who does

Bookkeepers love numbers and paperwork, it’s why we do what we do, so find one you like and let them take the strain for you.  We don’t bite, I promise and you may even find that with the tasks you don’t like off your back you actually grow your business!

What is a Bookkeeper?

According the my paperback Oxford English Dictionary, bookkeeping is:

the activity of keeping records of financial dealings

So, it would follow that a bookkeeper is the person who keeps the records.  However, a bookkeeper is hard to define because their duties can vary greatly within different organisations.  For example, in a large organisation there may be different departments for sales and purchases whereas, in a small company there may be only one person doing all of the bookkeeping tasks as well as the administration tasks which go along with it.

Bookkeepers don’t have to be qualified or belong to a professional body and, indeed, in many large organisations they are often called finance administrators or finance clerks.  Where bookkeepers come into their own is when they are providing record keeping support for sole traders and partnerships.  This is because once qualified, a bookkeeper can produce all the reports required for a sole trader including Profit and Loss statements, Balance Sheets and Management Accounts.  Bookkeepers can also manage payroll and prepare the Self Assessment tax return.