Issue link: http://cp.revolio.com/i/15024
Career Strategies CHAPTER EIGHT Office Management include getting the tools you need, setting up your space, and managing your time wisely. M TOOLS The tools you use in your office are nearly as important as the service you provide. A telephone (including some voice mail arrangement) and computer are the cornerstone tools of any small business, but the decision to buy equipment above and beyond that, such as a fax machine, printer, or copier, should be weighed according to how large and how busy your practice is, says Jim Arnold, CEO of office equipment retailer Lewan & Associates. “It depends on your budget, but there are some very clever multifunction systems out there, and they are very cost-effective,” Arnold says. You can buy one device that serves as printer and fax and also can make scanned copies of documents. Once you’ve spent the money on your tools, you will need to decide how they fit into your work space. SPACE Keeping your management space separate from your client space is important, too. If you’re on a tight budget and your work space is only one room, a divider between those spaces is OK, but a separate room is the best situation. anaging day-to-day operations is an essential part of your business. Key areas of office management The management space might also serve as a waiting space for clients, so look around for visually appealing, comfortable, but reasonably priced office furniture not only for clients to wait in, but for yourself to work in as well (see “Office Design,” page 50). If a separate reception area is impossible in your work space, allow yourself 15 minutes or more between clients so you can change linens on your chair and tidy up if needed. Keeping a supply of clean linens also is important. If your practice is getting larger, you might want to consider contracting with a linen supply company that can tailor its services to your needs. Although it should be comfortable and inviting to clients, give your service area a look of professionalism. You might want to hang some informational charts that illustrate available skin care treatments. Also have some sort of music system and a good music library. TIME MANAGEMENT Having a specific and effective time management system can be as simple as using an online calendar or an appointment book. And remember, time with clients needs to be kept separate from the daily activity of running the office. “Schedule time to deal with certain issues later if they can be postponed,” says Brett Anderson, an editor with Smalloffice.com. “That’s the essence of time management.” If you don’t have a receptionist, turn the ringer on your phone off while in session, and check your voice mail immediately after seeing a client. www.ascpskincare.com successful business handbook 161