Since First Impressions Home Staging & Interior ReDesign is back in the Home Staging Training Business (under www.StagingAndRedesign.com) I've decided that it is important that we beging regularly sharing some of our tips & techniques with you. Since it's all our course we aren't answering to anyone else - I can feel free to share as much as I like.... woo hoo! The first one I want to share is on keeping your files organized.
Many of you know that we are a high volume staging company, often staging several vacant homes a week. Right now we have approximately 50 vacant homes staged in the Greater Charleston Area. Having this many homes staged at one time can create some interesting paperwork dilemas. Our first one is billing... how do you keep track of due dates, credit card authorizations, extended contracts (ours begin at 3 months), etc? While there are several good software systems out there, most take just too much time to learn and input. I have found that the good old fashioned way sometimes is really the best way....
Here's how we work it:
1) Have a folder for each property - list the address on the tab
2) Using a labels system (I like 2x3" labels by Avery), figure out what needs to happen with each property, put it on the label then put it on the outside of each folder. (I'll mention what I put on mine in another blog.)
3) Get 12 Hanging Folders that your file folders will fit into. Label one for each month of the year. (Jan, Feb, etc) Don't worry about the year.
3) Clearly show (on the label), the end date of the contract. File the folder by the month of contract end date. (ex: if you were to sign a 3 month staging contract today, you would file it in October July (7) plus 3 months = 10 (October).
4) On the first and the 15th of the month, look at that month's file and run any credit cards that are due at this time. Send invoices for properties who pay by check (we rarely have these). Send notices to those that are ending soon. Determine if they are extending or if you need to schedule a pick up.
5) After you run the credit card, or extend the contract, move the file to the next appropriate month. Repeat this every month.
6) At the time of destaging, remove the folder from the file.
7) File the closed file with all other closed properties alphabetically by street address.
This entire process typically takes us less than 15 minutes twice a month! It would take us much longer to set up the files in the computer program. Plus if there is ever a question, we have it all right there in the file.
I hope this helps those of you who are starting to get busy and wondering how they will keep track of all of it!
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