Office Systems and Supplies

Archive for March, 2010

Company signed contract with copier company for 60 months. Copier company is bought out by new company and customer service has decreased to the point where the copier problems are recurring weekly (same problem). Contract just states length of term and that the company is obligated to pay for the full term of lease even if the machine is broken, non-working and etc.. There is no early termination clause. Is the lease contract still binding even though the company we originally signed the contract with has been bought out by another company

Ask them for the assignment of contract. i f they cannot supply that I am pretty sure they cannot enforce payment.

I keep seeing things about security levels with Paper Shredders and I also keep coming across this thing called NSA/CSS approved? Before I buy one I want to make sure I’m getting the right Paper Shredder.

That’s interesting that you keep coming across NSA/CSS. That title should only be applied to "authorized" high security paper shredders. Unless you need a high security shredder for top secret documents, don’t worry about it.

NSA/CSS stands for National Security Agency/Central Security Service.

For more information on the various security levels, visit: http://www.abcOffice.com/shredder_guide.htm#security

We are small legal firm, 5 people, and are searching for an out of the box document/records management tool. Any recommendations? Obviously, compliance and retrieval are key factors.

My law office uses a program called WorkSite. All Office documents are saved to the program, and anyone in the building can access any of the files at any time. When a person opens the file, its status changes to "checked out" so that nobody else can modify it at the same time. Anyone can, however, make a copy of the document to work on if it is checked out.

The program records who uses each document and when, and how they use it, so that everything that has been done to it can be traced if need be.

This program is probably a bit expensive for your small company, but it is definitely useful.

We also use a program called ProVantage. This program is used for recording timesheets for each lawyer, as well as storing very detailed information on every client we deal with, and every matter we open for them. Bills are done through this system, and it allows you to run a search to see if there is a conflict with any previous clients or contacts. I’m not sure how expensive this one is, but it is also extremely useful.

Best of luck finding what you need!

I have two rolls of one-hundred 41cent stamps that I’d like to get rid of since standard postage stamps are now 42cents. Can I get cash for these at a post office or Office supply stores? Thanks for the help

You might be able to get a credit toward 42 cent stamps at the post office, but the easiest solution is just buying a matching number of 1 cent stamps and use them.

I don’t believe they would give you cash for them.

“I wish I had ____ with me.” You fill in the blank. How many times have you been off-site, meeting with a client, only to discover you were missing a form or a brochure that would have helped you wrap up a discussion?

Whether you are in sales, real estate, consulting or a variety of other jobs, travel is usually involved. Even when you spend most of your day in an Office, you still have to travel back and forth, often bringing work with you, or you might be meeting a client for lunch, and have that, “I wish I had…” comment running through your mind.

Here are some basics that would benefit everyone.

Front Seat

Calendar: Since everyone is now reachable at any time by cell phone, you would want to have a calendar handy, whether paper or electronic. If you use an electronic calendar but are not syncing with your PDA, then you can periodically print out a monthly calendar and carry that with you.

Notepad: If you have to pull over for an extended talk with a client, you want to make notes on the conversation. Do not count on storing everything in your head for later. Write it down now.

Index Cards: Carry these with you at all times. They can go in your shirt pocket, purse, briefcase, and car. Whenever something comes up that you need to do or want to remember, write it down on an index card. When you get back to the office, staple that to a full sheet of paper and place it in your Daily Action file.

Mileage Log: If you have it close at hand, you will be more likely to remember to record the miles traveled. It is so much harder to do this once a month or to recreate the data at the end of a tax year.

CDs: If you want to make good use of all the travel time, this is an opportunity to listen to recorded business books or to conference break-out sessions. On the other hand, if it is advantageous for you to relax before a meeting or while headed home, pick some music that unwinds you.

To store these materials, you might consider an auto organizer with multiple compartments, one that ties over the headrest and sits against the passenger seat. It provides easy access. When you have a passenger, you simply move it around so that it hangs in back of the seat, still within reach.

Have a zippered plastic case for extra pens, pencils, and other basic desk supplies. You do not want all of these to be loose in case of sudden stops where they could become flying projectiles.

Back Seat

Casual Reading: Have a folder of materials handy to grab any time you have unplanned open time—stopped traffic or arriving early for an appointment. It will allow you to effectively utilize your time while you wait, and in turn will lower the potential stress caused by the delay.

Map Book: Even if you have a GPS system, it is a good idea to have a backup for emergencies.

Umbrella: Do not leave this in your trunk. It does not cover you when there is a sudden downpour while you are heading into a meeting.

Trunk

Forms and Brochures: Use a small travel box or crate that holds hanging file folders. That way you can keep a supply in the car without having to guess what you may need every time you head out.

Product Samples: Get plastic bins that can contain your products. When you have them organized in containers, it leaves more room in your trunk.

Grippers: These pieces cling to your trunk carpeting and keep things from sliding around. Place them strategically at the corners of your containers.

If you use something up while you are out, make a note on an index card so you will remember to replenish that item when you get back.

Returning to your office, be sure to take out all of the new materials-order forms, business cards, conference bags, ToDo index cards-and bring them in right away. Replenish anything that you have used up. This will ensure that you always have what you need at hand, and your car does not become a clutter trap.

Your car is a reflection of you and your methods. If you find yourself embarrassed or apologizing when someone unexpectedly has to ride with you, make changes today.

The preparation will add to your confidence as you head out to your next meeting knowing that you have what you need. You are in control and you look the part.

©2006, Key Organization Systems, Inc., All Rights Reserved

Denise Landers
http://www.articlesbase.com/business-articles/the-traveling-office-organizing-your-car-73597.html

We are all seeking ways to reduce costs to help weather the current economic storm. This is particularly true for those of us in business for ourselves. One of the simplest ways to reduce significant overhead costs from many small business owners is to work from home. There are ample dollar-related reasons to work from home; working from home eliminates rent or mortgage payments on a separate office, eliminates commuting costs, and reduces electrical, water utility, and internet fees. In addition, working from home recovers time lost to commuting, avoids office politics and distractions, and can allow for a more flexible work schedule. However, the idea of working from home makes many business people worried about how it will affect the balance between their professional and personal lives. They also worry about the professional image it portrays, their ability to avoid distractions and resist the temptation to stay in pajamas all day, and the amount of space that the home office will occupy in the house.

One simple way to mitigate these concerns is to set up your home office outside of your home in a separate outbuilding. By moving the home office just outside, and detached from the home, you can create a perfect setting that requires you to get dressed before leaving the house, keeps work (and that always nagging email) out of your personal space, and distances you from distractions found within the home. It also provides a professional setting for meeting clients and to have phone conversations without distractions in the background.

While a standard home-improvement store type shed probably does not meet most people’s idea of an ideal working environment, a custom shed can provide the perfect attractive and comfortable home office situation. A made-to-order shed can be designed to meet your exact home office needs, with ample day lighting, built-in storage and sited to enhance your backyard. Costs for a custom shed vary depending on size, details, and finishes, but generally start around $5,000 for an adequately sized and outfitted office space. Compare this cost to adding a comparable sized addition to your home, and the detached home office becomes an even more attractive alternative.

When planning for a comfortable detached home office, allow adequate room for a desk with rolling chair, Office equipment such as a printer, fax and phone, and storage along with any other items necessary for your office to function properly. Also consider taking advantage of common shed space-saving ideas such as loft storage and built-in cabinets and shelves. Plan electrical, phone and internet outlet locations to complement the space plan. Another important item to allow for is ample daylight; installing French doors and windows on at least two walls can make a small office feel more open and spacious. Heating and cooling requirements vary based on local climate, but a space heater or wall AC unit may be all that is needed if floors, walls and ceilings of the outbuilding are fully insulated. Finish the space off with pleasant interior materials, colors, and furnishings rather than standard institutional finishes and you will have a functional and satisfying home office. Couple this with some good backyard gardening skills, and your twenty-second morning commute can become the most anticipated part of your day.

 

Jo-Anne Peck
http://www.articlesbase.com/small-business-articles/the-perfect-home-office-688720.html

It’s amazing to me that most sales people, mangers and corporate Officers believe they know what their prospects and clients are thinking and wanting.  On the surface and/or in general terms they may be correct sometimes.  However, it’s not the vague generalities that win sales.  Besides, when in a selling situation you don’t know if you are working with the rule or the exception.

As I’m mingling at a networking meeting an elderly gentleman stops me and offers a hello.  He asks me who I’m with, so I say, “I help people develop business.  So what are your major issues as it relates to business development during this economic down time?” And he says, “Getting more business.”

Then I ask him, “Do your current clients have business that you’re not getting?”  At first he says yes, but then quickly moves to tell me how he’s getting all the business from one of them.  So I say, “What about getting more from the others?”

Well, somehow he dodges this question and tells me what his company has that others don’t.  “We can react within a day,” he says.  “Our competitors need 1-2 weeks.” 

So I tried to say, “What if your other customers are not in a hurry, then what?”  But he didn’t answer this.  He just kept bragging about what he felt made his company special. 

So here are two points to learn from this story.

1. You may feel you have a differentiator – fast in his case, but be careful.  Not everybody wants what you think they should want?  In his case fast is a macro differentiator.  This can be used in marketing campaigns to attract leads that want work to begin with a few days.  However, once someone shows interest, you’ve got to move to the micro differentiators.  These are the issues and concerns that the individual wants solved and/or the desires s/he wants you to deliver.  Fast maybe one of them, but there may be others.  So just in case another competitor can do it fast also (because they have extra capacity during the slowdown), you’d better have some other deliverable that the person wants that you do well.
2. Not everybody wants you’re macro differentiator even though you think they should.  So when you’re going after a project and you want premium pricing, you have to find those that have to have you’re macro differentiator.  Actually this will be one of the criteria of you Ideal Customer Profile.  You want customers that need your services delivered right away. 

   For those that don’t, you’re going to need other differentiators or else you’ll have to be the low bidder.  So, are there other things you do well?  Of course there are.  Start documenting how well you do them and what experience you have doing them.  Then when someone says they want services like you have, but not for a few weeks, and they want it done accurately with quick follow-up if needed, you can tell them how accurate you are and what your follow-up program is, as you back it up with numbers of jobs, testimonials and other proof.

The moral of this story is that in a recessionary period seek customers that fall in your sweet spot, but also open your thinking to other things you do well.  Document those other things and market those strengths also.  You don’t have to be the best or the only, just good.  And, the best place to start is within your existing client base.  You want 100% of the business from 100% of your clients.

And now I invite you to learn more.

Bonus tip:  FREE SALES TEAM ASSESSMENT TOOL.  Would you like to see something tangible that gauges the skills and behaviors of your sales people?  Just click this http://www.sammanfer.com/cleveltest.htm  C-Level Relationship Selling Link.   Sam Manfer makes it easy for any sales manager to be effective coaching his or her sales people to feel comfortable connecting with and relationship selling C-Level leaders. 

Sam Manfer
http://www.articlesbase.com/management-articles/sales-management-training-differentiating-your-business-during-this-recession-677250.html

this is what happens when you use a Paper Shredder as a dinner table!

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A short video but very well explained in easy steps on how you can install Document Management module for xoops.

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So nobody becomes ill.