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I know many of you use computer programs that act as tickler files do. This is fine, as long as you use them. I know you can set up a system like this one in Outlook and many of Personal Management Programs. That's fine. However, I find that most people don't follow through with computer programs, and have found when consulting with businesses that old fashioned way makes them more comfortable, since they are handling paper and files and don't have to bring up a specific program to look for something. However, if you are more comfortable with a computer program, please feel free to employ one. Just remember, to be organized, you do have to use it.
Another issue that comes up quite often is finding a particular letter or memo in a file. One of best ways to keep track of correspondence is by using a Chron File. A chron file is a chronological file of all correspondence you send out on a monthly basis. You would have chron files for all twelve months with letters sent out that month in date order. If you use client files, you can still use chron file, just make a second copy of letter for your chron file. It might seem extra work for you, however, I have found over time, not everyone can remember a particular clients' name, and it is much easier to remember they did a letter in a particular month, and find it that way. Chron files are very handy for those businesses that don't send out a lot of correspondence and don't want to have to make a file for one piece of correspondence. Your correspondence is organized by month and year and much easier to retrieve if you need to. I keep current monthly chron file and past two months in my desk drawer before my tickler file.
For those running a lease purchase business, your chron file is perfect for those follow-up letters from telephone calls to sellers, marketing letters to mortgage brokers, real estate agents, etc. You don't need to make a separate file for those type of letters, just place them in your chron file.
Copyright 2001, DeFiore Enterprises.
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