Stephanie LH Calahan

JANUARY 6, 2010

So what I'd like to share with you today are my top 5 steps to setting up your core office organization systems. When setting up your filing system it's important that you design a system that fits YOUR style. CREATE a PC and file back up system. and that's your managing. CREATE your paper-based filing system.

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Laughing all the Way to Work

APRIL 15, 2008

It is very important if you get phone calls and make decisions on a file to document that by writing a note and putting it on the file by date. You want to file letters, faxes and e-mails received and sent chronologically. Being consistent in how documents are named will make it easier to retrieve when needed.

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Office Organization Success

NOVEMBER 3, 2014

Creating a Client Contact Sheet which contains your client’s name, address, email, phone, fax and any other contact information that you want to keep a record of is a useful template to have. I then use this folder for storing all the documents that I send and receive from my clients. Digital: Create Client Folders.

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Stephanie LH Calahan

JUNE 8, 2011

  Change Up Your Cleaning Products.   As a part of our Earth Day pledge, we decided to green-up our cleaning.  Your office supplies can be one of the biggest areas of easy impact for greening up your office.    Start with something like electronic faxes.    Conserve Energy.

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Office Dynamics

JUNE 25, 2013

Organizational Skills - Clean Up Your Stuff! Studies show workers spend up to 30 minutes a day organizing their work areas. There is more stuff on office desks: computers, printers, faxes and other new technologies. It is hard to focus when stuff is piled up. How do you clean up your stuff? We get frustrated.

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Small Business CEO

OCTOBER 8, 2013

Surely, you must be giving up something when you make the switch, right? Yes, it does cost money to store documents digitally, but these costs are often far lower than the ongoing cost of buying paper, ink or toner, garbage disposal, and the extra space you need to store reams. Document Security Is Enhanced. Paper costs money.

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Google Docs Fax Filing Networking 40

Tips From T. Marie

JANUARY 29, 2015

Surviving on unemployment and taking part in Maine’s Self Employment Assistance Program meant that I just didn’t have any extra money to invest in my little start up. Even so, I cut back on the things that I could in order to get a business phone line, a multi-function fax/printer/copier and a couple of business books.

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Jen Lawrence

FEBRUARY 15, 2019

In addition to setting daily priorities and scheduling my to-dos , I have one more big trick up my sleeve to keep the overwhelm at a minimum. Efficiency is heightened because you aren’t constantly starting up and closing down / opening and putting away resources. Sign up for my monthly newsletter by clicking here.

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Social Media Fax Clothes AT&T 58

Laughing all the Way to Work

MAY 28, 2008

I said, "If I called you at work in the middle of the day, would you be able to come to the phone and chat?" Any personal calls they have to make to the bank, insurance company or any personal matters, he always asks his wife to do it because he says, "You sit at your desk all day and have a phone readily available, so it is easier for you".

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Professional Assistant Blog

OCTOBER 13, 2008

O ne of my readers asks: With Word 2007, is it possible to create a “cliff notes&# version of a document using the Styles function or Macros? Here are the 7 steps to creating a “cliff notes&# version of your document: Cut the piece of text that you would like to remove from your document. Keep up the great work!

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Professional Assistant Blog

JANUARY 11, 2008

Are you worried that you might put things up that are not appropriate for the office? You need to be able to find certain documents on your cubicle walls for easy reference. Try to keep your documents, pictures, etc. I recently had someone ask me how they should go about decorating their cubicle.

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Professional Assistant Blog

FEBRUARY 12, 2008

Home About Me Advertise Resizing Pictures in Microsoft Word By The Professional Assistant on Tuesday, February 12, 2008 Filed Under: MS-Word Y our boss comes up to you and asks you to take a look at an e-mail that he/she just sent you. 7%), but the document size is the same. You open the e-mail and open the Microsoft Word attachment.

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Microsoft Word 2008 Cubicle 2007 100

Stephanie LH Calahan

NOVEMBER 8, 2013

Having VAs I can simply fax order forms to. I like having a long battery life and having the full functionality of the Windows Platform on my phone. I have Dropbox on my phone as well so I can easily send documents to my consultants while on the road. I used to carry 12 paperbacks on ever trip. Another life saver?

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Office Organization Success

AUGUST 17, 2009

A Welcome Packet is a document – it can either be printed and mailed or digital and emailed – that you send out to your new clients when they sign up to work with you, and cements the relationship you are about to have with them. This confirms the arrangement you’ve both made, and both parties know exactly what they’re signing up for.

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Credit Card Fax Forms Policies 100

Jen Lawrence

FEBRUARY 15, 2019

In addition to setting daily priorities and scheduling my to-dos , I have one more big trick up my sleeve to keep the overwhelm at a minimum. Efficiency is heightened because you aren’t constantly starting up and closing down / opening and putting away resources. Sign up for my monthly newsletter by clicking here.

Social Media 40

Social Media Fax Clothes AT&T 40

Professional Assistant Blog

AUGUST 30, 2007

Here are the simple steps on how to copy tables: Open your Word document that contains the table. Now you can show your boss the new presentation that they were asking for, without getting your stress level up. This actually is quite easy to do. Open Powerpoint and click on File, then select New, then Blank Presentation.

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Professional Assistant Blog

SEPTEMBER 4, 2008

Do you have trouble using the text box feature to place anchored text where you prefer, so that it shows up in a particular area of the page? From here, click on the particular label that you want to use and click New Document. Using text boxes can be a little tricky, since there are quite a few features that it comes with.

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Stephanie LH Calahan

MAY 13, 2011

" That is what I heard from her as we were talking on the phone.  Do You Have A Pain In Your Back-up? Everything is backed up on the web automatically. Since I work at home (and because we're full-time RVers, always on the road), I need to be able to fax/copy/convert from anywhere.   OK! 

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Office Organization Success

FEBRUARY 26, 2010

Creating a Client Contact Sheet which contains your client’s name, address, email, phone, fax and any other contact information that you want to keep a record of is a useful template to have. I then use this folder for storing all the documents that I send and receive from my clients. Digital: Create Client Folders.

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Stephanie LH Calahan

MARCH 12, 2010

| Main | Mon Motivation - 16 Failed Predictions - Limiting Your Beliefs Can Limit Your Success » 6 Areas of Your Business Life that You MUST Have Flow to Make More Money (be like Bamboo) How often do you wake up in the morning and say "ug, I don't really want to go in today"?    Why is that? . 

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Stephanie LH Calahan

DECEMBER 13, 2010

Ask yourself whether or not those documents will be relevant to your work in the coming year – completed projects and last year’s receipts should not be living in your active files! When January 1 hits, you should be able to file any new document in seconds! Start with your reference, client, and financial files.

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The Office Professionals Place

JANUARY 21, 2010

Now Google can help you do things like…… Google Docs – Create and share your online documents, presentations and spreadsheets Google Voice - Don’t have time to listen to voicemails? Look into purchasing an all-in-one fax, printer, and copier. I remember the days when you could use Google as a search engine only.

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Professional Assistant Blog

SEPTEMBER 27, 2007

Dont know how to organize yourself and things are starting to pile up? Here are 7 simple things you can do to improve your filing system: Try filing your documents into file folders, then put them into hanging file folders. We actually use labels that we print up on our laser printer, instead of using a label maker.

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Stephanie LH Calahan

FEBRUARY 25, 2011

» 6 Tips to Save You Time and Wasted Effort We are really close to wrapping up time management month!  You have access to your documents and photos no matter where you are. No need to load and check USB flash drives or email documents back and forth from work to home. A different take on the to-do list. No problem!

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Professional Assistant Blog

MARCH 3, 2008

It’s a reminder to all of us that depending on one system alone works fine, right up until the time that it doesn’t. You can easily set up a Gmail account to forward copies of all messages to other accounts for backup purposes. Hopefully, not too many of you were affected by the email system outages yesterday.

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2008 Cubicle 2007 Google Docs 100

BMT Office Administration

APRIL 13, 2022

When it comes to potential lawsuits, poor record-keeping is not a defense likely to hold up in court. The refills are typically not too expensive, but if you have a large number of employees they can add up. You can set up pretty much any time clock in a convenient spot at your worksite. Work locations. Biometric time clocks.

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Payroll Budget Expenses Fax 52

The Office Professionals Place

APRIL 29, 2010

It is impolite to blurt out or cut people off, you wouldnt do it in an in person meeting, dont do it on a phone call. The Minutes will bring them up to speed. This makes it easy for minutes to be properly documented and promotes meeting order. If it is possible, send the documents as one attachment and not several (ie.

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Agenda 2010 Filing IAAP 100

Stephanie LH Calahan

DECEMBER 23, 2009

How to Use Both For Optimal Professional & Personal Productivity (guest post by Meggin McIntosh) A question that often comes up in workshops as well as on my blog is this one: How do you suggest people use their calendar (planner) in conjunction with the tickler (1-31) files?

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Professional Assistant Blog

MARCH 5, 2008

Thanks, Richard Posted on 5 March, 2008 10:43 AM Deb I love CTRL-Z (undo), CTRL-H (find & replace), the split screen feature in Word (it splits the screen into 2 sections so you can look at 2 different areas of the document at the same time. Especially when you are cutting and pasting in a 200 page document!!

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Laughing all the Way to Work

APRIL 2, 2008

In one interview, the person interviewing me said he needed his filing done on a daily basis as many people were using the files and it was important to have all the information up to date. Files may need to be cleaned up and put in proper order and new file folders made. Make sure the file list is up to date.

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Stephanie LH Calahan

APRIL 1, 2010

Mac Users Will Have Easier Access for their Document Management While the desktop version of Paper Tiger could be used on a Mac, sometimes people had challenges making the Windows version work well.  Mac   If you sign up for the Beta testing, be sure to comment below and let me know. 

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Success

JULY 27, 2022

You never know when a $20-per-month service can save you thousands and help you scale up—all without making any client the wiser,” he says. your clients, vendors and employees—can simply join in via web without… downloading or signing up.”. Using an online fax service can save you some money, says Ashley Bodi of SWK Technologies.

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Stephanie LH Calahan

JANUARY 11, 2010

For day-to-day use, simply keeping important car documents (like your insurance and registration cards), a pen or pencil, a pocket-sized notepad, and a small first-aid kit is sufficient. For travel purposes, you’ll want to beef that list up a bit. It’s a place to store traveling essentials. Part of the Calahan Solutions, Inc.

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Laughing all the Way to Work

JANUARY 22, 2008

You can either start a Secretarial Manual in a Word document, or some people are finding using their Contact Cards in Outlook a great tool for storing information they need to know. When your boss wants you to set up a conference call or forward a message, can he or she rely on you to know what to do.

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The Office Professionals Place

SEPTEMBER 7, 2009

For example, if a team member is not outspoken, but is proficient in computer software, they would a good person to organize documents. Set reasonable deadlines and follow-up with each team member. Know the difference between follow-up and micromanaging. Look into purchasing an all-in-one fax, printer, and copier.

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Filing IAAP Fax AT&T 100

Stephanie LH Calahan

NOVEMBER 15, 2010

I have finally found a way to shut down email distractions by setting up a task-focused email account connected to my original account." During a lull in the meeting, I pulled up my email and began to compose an answer to a facility manager's question. But email takes up so much time! I set up four email accounts.

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Stephanie LH Calahan

DECEMBER 2, 2009

  Some say the traditional paper planner is the best, while others swear by their smart-phone or on line tool.  I personally use a Franklin Covey planner because I love the look of the pages, but many other companies make planner pages with the same set-up. It is also backed up in case of a hard drive failure.

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