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Organizing Your Business for the New Year

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Can you believe the first month of 2016 is already coming to a close? A new year signifies rebirth, renewal, revitalization…and reorganization! Spring-cleaning gets all the reorganizing glory, but the start of a new year is an excellent time to regroup. As you’re re-evaluating and resetting goals and resolutions, spending a little time reorganizing (or in some cases getting organized) your business allows you to focus your attention on pampering your customers. Regardless of your businesses goals, these tips can help get you ready for an influx of new customers and hostesses this year.

Customers

Keeping track of your customers’ wish lists and past orders is an important part of growing your business, as well as a means to providing superior customer service. One way to keep customers organized is by creating a rotating “tickler file” for when to contact customers. There are a few different ways you could do this, and you’ll find a system that works for you. One low-tech method is to keep an index card for each customer with basic contact information and frequency of contact. For example, the two of you may have decided you’ll touch base every other month for re-ordering. If they’re a new customer, we suggest calling within two days of the party to tell her how much you appreciate the order and again in two weeks (or after you get the shipping notification in your backoffice) to make sure she has received her products. If you’d rather go high-tech, utilize your phone’s calendar/reminder function to notify you when it’s time to make your customer calls. As you get to know your customers and their ordering needs, you’ll find a contact frequency that works for them. A few reasons outside of reorders your customers might want to hear from you are holidays, personal events, like anniversaries and birthdays, flash sales and specials on their favorite products.

Taxes

I can’t give you tax advice, but I can give you a few tips to making tax-time a little easier. Jennifer Dusza, our Consultant Relations Manager, recommends the “envelope system” to keep everything organized. At the beginning of each month start a business expense envelope, and when the month’s over, close it up, file it and start an envelop for the next. At the end of the year, ideally, you would have twelve large envelopes with all of your business expenses. Your tax professional can advise you on exactly what you should save and track for your business, but here a few ideas:

  • Receipts for business supplies such as foot tubs, towels, etc.
  • Business related registration fees for events, seminars, coaching and annual convention.
  • Travel expenses (mileage) to/from parties and events.
  • Business supplies purchased from Lemongrass Spa that can be tracked in your Order History.

There are easy small-business expense tracking apps and programs that can help if you prefer using this method.

Parties/Events

It’s a great idea to be organized, packed and ready for those last-minute pampering party calls or special events so you’re not running around stressed.

  • Every few months check your product inventory to see if it’s time to replenish show testers or if outdated and discontinued products need to be rotated out. Extra credit for keeping a list of inventory with the purchase date for products without born-on dates like trial sizes; this will help you determine when it’s time to retire or toss products.
  • Do you have a few products or scents your customers have fallen in love with like the Healing Elements Balm? If so, it’s a good idea to always have a tester available for these products.
  • Paperwork! It might be tough to be prepared for every different type of event and every question you might receive, but here are a few suggested documents to have together in one place, such as an accordion folder, to make it easier for you to find what you need.

Teams

Building a team of inspiring, like-minded individuals can be fun and rewarding, but it can also be difficult to keep track of everyone’s business goals and needs. Here’s a simple yet effective folder system (paper or electronic) for keeping track of your team and how you can assist them:

  • New Consultants: any consultant who recently joined your team and is in their Jump Start period. For Lemongrass Spa, the Jump Start period is the first three full months of a consultant’s business. New consultants nearing the end of their three-month period will be transferred to a different folder based on their business goals.
  • Emerging Leaders: those ambitious people considering advancing within the company. They may want or need more frequent contact to answer questions such as:
    • How do I promote to Director?
    • How can I book more parties?
    • How do I recruit and train new consultants?
  • Leaders: these outstanding individuals have been promoted within your organization to Director or higher titles and keeping in contact with them weekly is important to encourage their growth and development.
  • Consultants: these are the faithful team members helping their families choose fresh, clean & natural products to use in their daily lives. They have indicated they are not interested in leadership, but want to continue to work their business on a very part time basis. You may to personally touch base with them once a month or so, but they’re an important component of your team you don’t want to forget. A great way to serve them is by adding them to your team Facebook page so they can glean as much information as they want for their business and also include them in a monthly team newsletter.

What are some of your favorite organizing tips? Let me know in the comments!

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Comments

  • Guest
    Tricia Thursday, 28 January 2016

    Loved this article. Thanks Angie. One way to keep track of miles is to have a small notebook and pen in your car. Every time you use your car for business, immediately log your miles. I was told you need to actually record it like this, ex: 33,450-33,480, 30 miles.

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Guest Thursday, 23 May 2019