Office Resources Every Contractor Should Have
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| Now that you have a place set
up, its time to stock it. Here is a glimpse into what materials should be
included in your home and/or business office. If you already have one set
up, let this simply be a reminder to you- or remind you just why you have
something! Computer- desktop or laptop This is key! You can use this machine to keep records, type correspondence and do accounting. While you still may use pen and paper and carbon copies, a computer can be an added resource. Printer A printer will allow you to print out things you need, such as letters, envelopes and invoices. Also, marketing materials, bids, estimates and more! Even if you have professionally printed letterhead, you can place it in your printer. For envelopes, you can print right on the envelope, or print labels. Software It is necessary to have word processing software, such as Microsoft Word on your computer. Actually, Microsoft Office will give you several programs helpful to running a small business. There are lots of programs that can also help you with accounting and database management, such as QuickBooks. Internet Connection and Web Browsing software Being hooked up to the Internet allows you to check prices with vendors, order online, maintain your own website, as well as keep in touch with customers. You can also subscribe to newsletters and access member-only websites that can give you valuable information for your company. Camera- Digital or Film This is a MUST! You should have a portfolio filled with before and after photos of your projects, as well as chronological photos of new builds. This can win you jobs down the line, and give you a sense of pride and accomplishment. As time goes on, perhaps you can hire your own photographer! File Folders/Filing cabinet or rack Even you have a bookkeeper, or are keeping your own files on the computer, you should have some file folder set up for projects in the works, current bills, current clients, etc. This way everything is kept in a tidy- and easy to find manner. Rolodex This is your own personal phone book. Keep the numbers you call most right at your fingertips- employees, vendors, subcontractors, suppliers and any other colleagues you may frequently call. Stapler and Three Hole Punch Keeping your things together is key! A stapler can keep your printed documents together, and a three-hole punch will allow you to place things right in binders. Postage Scale and Postage You can get one of these through Pitney-Bowes. This is not necessary, but if you do have your own, it can save you many trips to the post-office. You can weight your envelopes, and place the appropriate postage on them. Calculator/Adding Machine with Tape This is self-explanatory. The bigger the better- calculators tend to walk away! Having one with tape will allow you to keep better track of what you are adding. Copies of Frequently Used Forms If you do a lot of work with the same forms, perhaps you should keep extra copies at hand, rather than always running out, or always having to print one at a time. Writing Supplies Sure, there may be a carpenters pencil behind your ear, but your desk should be stocked with pens and pencils, and maybe some Sharpies and highlighters. Stationery This can be company printed stationery, or just generic paper and envelopes which you can put labels on. You may also want to keep scratch paper handy so you do not waste costly letterhead and printer paper. Dictionary You never know when you will be typing a letter, and you spelling bee champion is off at a football game. A Dictionary can come in quite handy. Start-Up Library There are lots of books available for tradesman and small business owners. Check www.buildersbooksite.com for some titles that may interest you. Fax Machine This will allow you to get estimates, invoices, contracts and more in the appropriate hands quicker. E-mail is even quicker. There are many Internet fax services you can sign up for. Also, many printers triple as a copy/scanner/fax. |
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