Total Office Support

07/08/2017

And moving out of your comfort zone is scary! But it can be so satisfying!
What do you want to do that's outside your comfort zone? First 5 answers get a free One Step to Success journal each. Call me now, or email me on [email protected]

23/05/2017

Time is money! How often do you spend time on doing administration when you'd much rather be working on something else, that directly brings money into your business? Do you find all the paperwork frustrating and difficult? Does the phone keep interrupting your train of thought and activity? It takes anything from five to fifteen minutes to get back into what you were doing before you were interrupted, depending on how complex it is. That's five to fifteen minutes that you won't be paid for at premium rates, because you're playing catch-up. Basically, it's lost time. I can help you to maximise your time and your income. Give me a call now, Clare at Total Office Support, 027 273 2897, or email me on [email protected].

21/05/2017

Is your desk hidden underneath several inches (or even feet) of paper? Do you look at it and feel totally overwhelmed? It is possible to quickly sort everything out, and regain control of the paper! You need a rubbish bin, a box large enough to hold quite a bit of A4 paper, and a separate side table or desk (I use the top of a mobile unit or an old fashioned tea trolley).
Start at one end of your desk, pick up each piece of paper and make a decision - is this rubbish (bin it), does it need to be filed (put it in the box), or does it need to have more action taken (put it on the side table). Once your desk is completely clear, empty the rubbish bin and give the box for filing to someone else if possible (your time is worth more, so spend it doing jobs that will bring in more value to the business), unless you are the only person with that skill.
If you are the only person able to do the filing, do it now. If necessary, spread it all out on a large table and sort it before you start filing. Put all paperwork relevant to one client or topic in each pile, even put it in alphabetic order if that is going to make it faster to put it into your filing system.
Once the filing is complete, you have both a clear desk and a clear mind to get stuck into the paperwork that needs further action. Take it one piece at a time, and complete each item as far as possible. As you complete it, put it in a pile for filing or whatever further action is needed. Chunk jobs as much as possible - never go and file 1 item, make sure you have a stack of filing to do.
Enjoy your clear desk :) You'll find that you get much more done, just because you aren't feeling overwhelmed by the stack of paper threatening to bury you in a landslide of work!

18/05/2017

I was helping a friend of mine yesterday, before her business moves premises - going through old files and throwing out what was no longer required - and she made a very interesting comment. "When I started working in the business, I had no idea what systems were needed, and by the time I did know, my habits were formed." As a result, she has often struggled to get a smooth workflow, and to file papers where she can easily lay her hands on them. It doesn't help, either, that she's run off her feet, and like all small business owners, is wearing too many hats.
However, it's never too late! And you don't need to change everything at once. I can come in and work with you to improve your systems and your workflow, concentrating on one area at a time, and developing a system that works for you. It isn't easy being a small business owner. Having good systems that work smoothly and easily can make a HUGE difference to your job and your stress levels. Call me now for a free consultation, 027 273 2897, or email me on [email protected], and de-stress your office 🤗

16/05/2017

It has been possible to do your PAYE returns through the IRD website for some time, and now you can do your GST returns online too. It's just the same as filling out the paper form, but you know it's not going to get lost in the post, and as long as you're doing it on time, it's not going to arrive late, either! I particularly like the feature where you can go in and make changes to a previous return! For more info, go to the IRD website, www.ird.govt.nz, and watch their little videos. They're really helpful! Definitely the way to save yourself some time 😀

The New Zealand Inland Revenue website provides information and services related to taxes and specific social policy services we administer.

14/05/2017

I was talking to Allan Larbi at the Pie and Patty Pan in Marewa this morning, about my new venture and this FaceBook page. Allan made a very interesting comment - something I had completely overlooked. "I thought it was your page, Clare, but I wasn't sure, because your name wasn't on it anywhere!" So I do apologise, and now introduce myself, Clare Shirkey, formerly of Spectrum Print and Design, now Total Office Support.
My goal is to lighten the load for busy business owners and managers, and entrepreneurs, by taking care of administration and office work. This frees them up to do the work they love, and that only they can do, and to earn more money by doing it :). I offer full time, part time or on call, permanent or temporary, long term or short term. If I can help you with office work and administration, give me a call now, on 027 273 2897, or email me on [email protected] for a free consultation.

12/05/2017

Did you know: most motor vehicle insurance does not cover your vehicle if you're driving on an unsealed road, unless you're going to visit a residential address? Check with your insurance company, or a good broker, to see if you're covered. It may cost a bit extra on your premium, but if, like us, you like going back country, the peace of mind is worth it! (Thanks to Kerry McIntyre, HBI Insurance, for this information)

09/05/2017

Do you dread the 20th of the month? PAYE returns, GST returns, invoicing, paying bills . . . Now you can relax, knowing that everything will be done well and done on time. I can give you peace of mind, and free up hours of your time to put into the work that only you can do. Call me now for your free consultation, 027 273 2897.

07/05/2017

Keep a phone log on your desk - a notebook, preferably wiro bound so it doesn't take up too much room, size doesn't matter. Every time you use the phone, either making or receiving a call, make notes. Who are you speaking to? What's the time, the subject? What was discussed, what agreed? What is the timeframe for any actions? By doing this, you have a permanent record of all conversations, which can be referred back to at any time and under any circumstances. It can also be used by other staff in your office, if you are unavailable, to follow up on or refer back to previous discussions and decisions. It also saves you from embarrassing calls back to a client to say - what did we agree on? and when do you need it? It has saved my blushes many a time!

07/05/2017

Over the next few weeks, I'm posting a few things I've learnt (usually the hard way!) about office management, time management and business in general. Please share them with your friends and colleagues, and feel free to add your comments and learning! I will also be sending out a monthly email newsletter, with tips and helpful news from the business sector. If you would like to sign up, please text or call me on 027 273 2897, or email [email protected]. Have a great day!

05/05/2017

Welcome to Total Office Support :) I provide complete office and administration support, whether you need cover for a day, or for several months. I do everything from handling phones and reception, through invoicing, bookkeeping, debtor control, regular financial position reports, to designing spreadsheets and helping with systems.
I have a question - what is an appropriate cover photo for a business like this? I've put up one of my sunrise shots, taken outside No 5 Cafe and Larder. Most of my photos are of scenery, flowers and birds, but they don't feel quite right for a business page! What do you think?