OK… In the past I’ve always considered myself reasonably well organized. In the past. But lately between what I hope is a permanent increased workload and definately a permanent increase in age I just seem to be letting things fall between the cracks more… what do you guys do? I have a good PDA, but frankly it always feels like a PIA inputting stuff into it and with my recent computer problems I’m just not feeling great about putting everything in the hands of the cyber gods. Just bought a nice Dayrunner thing that I’m hoping will eliminate the dozens of scraps and Postits with phone numbers and cryptic measurements and drawings.
Any tips that have worked well for you?
PaulB
Replies
I'm a low tech guy. What works well for me is my gogo list...
several pages long-everything is on it.Business and personal-every phone # I need/job details/codes I need to remember/birthdays...everything.
Then I cut and paste to 1 page-top priority at the top in bold and I organize a new page daily or when I can't read it anymore...all new details are added to this 1 piece of paper I keep in my top pocket.
Truly one of the most powerful organizing tools I have ever found, besides my computer. I tried a day timer but stuff keep getting left behind and I had to sift through pages to find it...with "find" on my
computer, finding info is a piece of cake.
Anyway, works for me,
best regards,
silver
I couldn't make a PDA work for me eithe Paul.
I'm still unorganized and I have nothing to offer.
I do carry a simple, small notebook and pencil though. That works for me but I doubt it would be what you need, given your workload. One problem I found with the notebook....don't leave it in your pants when they go through the wash. I lost tons of contacts and numbers and notes!
I might pick up a waterproof one like bird watchers use.
blue
"...
keep looking for customers who want to hire YOU.. all the rest are looking for commodities.. are you a commodity ?... if you get sucked into "free estimates" and "soliciting bids"... then you are a commodity... if your operation is set up to compete as a commodity, then have at it..... but be prepared to keep your margins low and your overhead high...."
From the best of TauntonU.
Thanks guys...
BTW blue, I meant to mention to you that your new signature line:"keep looking for customers who want to hire YOU.. all the rest are looking for commodities.. are you a commodity ?... if you get sucked into "free estimates" and "soliciting bids"... then you are a commodity... if your operation is set up to compete as a commodity, then have at it..... but be prepared to keep your margins low and your overhead high...."
is one of the most important (OK, maybe a bit long ;) ) statements anyone here can learn. Thanks for the reminder.
PaulB
You gotta blame that long winded Mike for that signature line.
I'll pass on the compliment to him.
blue"...
keep looking for customers who want to hire YOU.. all the rest are looking for commodities.. are you a commodity ?... if you get sucked into "free estimates" and "soliciting bids"... then you are a commodity... if your operation is set up to compete as a commodity, then have at it..... but be prepared to keep your margins low and your overhead high...."
From the best of TauntonU.
Staying organized while focusing on production and selling is difficult at best.
It's a habit that needs to be developed. I keep a yellow steno size pad close by all the time. Thw minute something pops into your head, or the second you realize that you will need something for tomorrow; whatever it is, you need to write it dowm immediately.
Not after I make this cut, not as soon as I get a couple more pieces of SR up. Now, you must write it down NOW!
Take a couple of minutes at the end of the day while you are still on the project to make any more lists.
I know how to do this well and sometimes I pull it off. I think the biggest problem for me is always being focused on the work at hand. Having to remember all that stuff constipates your brain!
Write it down and set your mind free!
[email protected]
WHICH content will be free, of course; WHICH content will require registration; but WHICH content will be available only to members of FineHomebuilding.com.???
I think one of those minature recorders would be more convient while working then at your conveniance you playit back and make your list.
ANDYSZ2WHY DO I HAVE TO EXPLAIN TO FRIENDS AND FAMILY THAT BEING A SOLE PROPRIETOR IS A REAL JOB?
REMODELER/PUNCHOUT SPECIALIST
Good points Eric, Let me write them down.
Now WHERE did I put my pencil?
(Hope all's well by you)
I'm not organized and never ever was. It's just the way I am. Sometimes I'm lucky and actually remember where something is, but that doesn't happen all the time.
A couple of years ago I got a tip here from a similar thread. I modified Stephen Hazlett's system, or maybe it was Blue's.
The key for me is an aluminum clipboard with storage inside. Every day I start a new sheet. Starting on the top left are calls that need to be made or actions that need to be taken. Starting on the top right are the results of the items on the left--"left message" or "Ted says add a foot" for example.
At the bottom of the page I put reminders for more long-term things. Schedule foundation, order shingles, get harness.
When a task is completed I cross it off with a single line.
If I'm running two small jobs I'll divide the top part horizontally across the page. Smith job on top, Brown job in the middle, miscellaneous notes at the bottom.
If it's a slow week one page can last a couple of days. If it's a busy day I'll add more pages as needed. Job names and date go at the top of every page. If I get overwhelmed with the number of things on the list I'll go down and number them in the order they should be completed. That way I do the more important ones first.
When I start a fresh page I put the other pages inside the clipboard, so the previous day's notes are always on top. Any unfinished business gets transferred onto the new sheet.
Before I started this system I had scraps of paper everywhere and I wasted a lot of time looking for various scraps. Now I get comments on how organized I am. Plus I look official carrying a clipboard around!
I also have a job binder for each job with copies of all the subs' quotes and any other relevant information. In the front of the binder is a sheet with the subs' names and numbers. I also have a Palm Pilot, for anyone who isn't in the binder. But my daily notes system is really my life saver. Without it I couldn't effectively run a job, much less multiple jobs.
woodguy99----------
glad that's working out for you.- that's my system-----but "I" stole it from a book I read.
during slow periods--like winter----I don't even need the legal pad---- I can get buy with a single index card for about a week!( 2 weeks if I use both sides)
my clipboard mostly lives in a briefcase now. for 8 years or so i have been using a canvas duluth trading company briefcase-------but its getting worn and tattered-------------and sudden stops in the truck send it flying off the seat spilling everything-----------
I went back to one of those stupid,ugly looking hard sided ,locking briefcases from the '70's----essentially a small samsonite suitcase!----it's great--if ugly.----sit it on the seat---can stack nail boxes on it, slate samples--nothing spills. Great.
in the briefcase-- there is a folder with blank estimate forms, a folder for EACH job, and a folder with all my subs, suppliers etc. phone numbers.
anything reciepts for purchases--get shoved in dailey file. when I get home- each day , i enter all purchases in my DOME simplified weekly bookkeeping record--- and shove the receipt into the relevant job file----and on the cover of the file I note the purchase.
after I make /return my dailey phone calls-- I record what I did in a journal( one line usually) and make out tommorrows list.
that's it------I doubt I need to spend more than 2-3 minutes TOTAL each day staying organized------because I never get unorganized
also-admitedly my projects are pretty simple---but there are a LOT of them.
simplify,simplify,simplify
stephen
The dayrunner thing--that would be a central location for all your info?
I have a soft briefcase big enough for a file on every job, a planner/calendar with notepad, then a legal pad, calc and whatnot, a couple sheets of those clear plastic business card holders that go in a 3 ring binder. I keep my wallet (a travel 'man purse' actually that goes around my neck, and I clip my keys to it with a carabiner) and phone in it also.
I always know where everything is... I just have a hard time actually doing the books. My accounts seem to 'balance themselves' lately.
I think the key is to have one and ONLY one system and fully commit to using it.
I tried the dayrunner, legal pads, briefcase, clipboard, etc all in the past. I got a PDA free as a gift, thinking I'll never use it. Boy was I wrong. Once I started using it, I was hooked. It worked so well that when I left it on the roof of the car and drove away from the gas pump (hearing a thump and seeing a semi roll over it on the highway) I had to go buy a new one.
Had that for a few years. I kept everything from Christmas lists, grocery lists, contact names & info, things to do today, later, things to get from suppliers, even vacuum cleaner bag numbers and other part numbers for easy reference. Mileage readings at the beginning of each tax year too.
I recently bought a Palm Treo, combing the cell phone and PDA. Pricey, but I love it, and it saves me an enormous amount of time. All the information I need is in one single place, and pretty well organized. Plus, web access, so I can look up a part number or map while on the road or jobsite.
I keep a metal clipboard in the van with some work order forms, since that's easier to write on while talking on the phone. But then I enter the customer info and appointment into the Treo, and I'm done. Hook it up to the computer every day or two to charge and sync the data. That way, if one or the other ever dies, I don't lose the data.
But back to my original point, when I had a separate cell phone and PDA, I had stuff in two or more places, and it was a pain to keep it organized. Some phone #'s in the cell phone, some in the PDA. Consolidat it all into one place if possible, even if it's using sticky notes or yellow pads. Get ONE system and commit to it.
Pete Duffy, Handyman
Organized???
What's an organized?