1. Learn how to share and export files
Regardless of which bookkeeping software you use, learn how to export to an Excel spreadsheet or a CSV (comma separated value) file. When you send documents (such as resumes, reports, or business plans) by email for review you want to be sure that the document arrives looking exactly the way you sent it.
2. Be systematic in using folders and files
Whether it is individual document names or whole file systems, create a name- and location- system you can repeat. You will save time and reduce errors. When naming files, use a standard structure so that a) the name tells you what you are looking at and b) your files sort properly when you open the folder.
3. Backup
If you don’t back up your stuff you are asking for trouble. And today, with the various back-up solutions available, there is no reason to have that icy cold feeling creeping up the back of your neck when you realize something really bad has just happened to your computer.
4. Sync or sink!
Did you know that your phone can synchronize your contacts, calendar, tasks, notes, and more, with your computer? If your phone and computer have Bluetooth built in, you don’t even have to plug anything in.
5. Dig a little deeper
Dig a little deeper into the software you already have. Have you actually watched/read any of the basic tutorials for your office suite or bookkeeping software? Most people are surprised at how much they can do with what they already have on their computers.
6. Learn your sums
While spreadsheets were originally invented to handle basic bookkeeping functions, where they really shine is in modeling possibilities and options. Knowing how to create a basic budget, including sums, averages, and ratios, in a spreadsheet can give you greater control over your finances.
7. Calendars, tasks, & alarms
There are many tools available for your phone and your computer that can manage your schedules and to-do lists. The information can be synchronized between devices, and they can actively remind you of things that need to be done.
8. Email & SMS Text
Email is more than just a way of communicating. One of the most powerful benefits of email is that it is a great way of tracking and organizing communication. And a lot of professionals haven’t caught on to SMS (small message service) “texting” as a communication channel. Texting is a useful tool because it can be done between different kinds of phones, and because it is fast and discrete.
9. Social networking
There are four main social networking platforms that every business owner and leader should understand. Facebook is a powerful and cost-effective way to advertise. If you have a business that has a significant visual component or can educate the public through video, Youtube can be a powerful tool. LinkedIn’s singular focus on business and professional networking has created an environment that is a fertile ground for networking, career and job seeking, and professional development. Twitter is rapidly becoming another powerful networking and communication tool for professionals.
10. Think of your phone as a digital Swiss Army Knife
You can use a phone for telephone calls, email, and/or texting. But it is also a powerful tool that can make your professional life easier in many other ways. Use your phone’s unique ring-tones or signals for different events. Record voice memos when you don’t have the time to write a note. Calculate tips or bill splits at lunch. On some phones, you can now find an address or retrace your steps using built-in GPS.