Coach Jaz

Get Organized Simply and Painlessly with My Email-Based System! 

Getting organized is key to "Professional Posture" and Attracting more business and prosperity. 

It also helps you serve your clients better because your mind is clear and you can quickly handle all the necessary administrative details each client needs. 

Most of all, being organized and on top of the administration of your practice reassures clients and builds their confidence in you and your work. 

This isn't just an image thing!  As helpers and healers we are first and foremost helping clients BELIEVE they can heal or change their lives.  They must feel good about you and your professionalism.  So being organized is actually a KEY helping skill!

Ok, so here's my favorite strategies for staying organized with client files.  These are appropriate for coaching and consulting work but can be easily modified to fit clinical practices.

TRIPLICATE CLIENT FILES, REMOTE ACCESS, ONLINE BACKUP SERVICE - IN ONE! 

I have 3 sets of client "files" for each client:

*A manila folder in my hanging files

*A folder on my computer

*A "folder" in my Yahoo email browser

BENEFITS

The benefit of this 3-part system is that you will always have access to key client records. 

For example, if your power is out, you go to the hanging file, or you can go to an internet cafe and log in to your email and its folders.

I like email folders because they also provide a built-in "backup service" and "remote access" service.  In other words, if you are travelling, or your computer crashes, or a fire destroys your hanging files, no problem!  You can still access client files through your email service.

Finally, email-based recordkeeping works for me because I really like my practice to be portable.  And, it allows my virtual assistant to get records just by logging into my email!

HOW TO SET IT UP

It sounds complicated but it really is natural and easy to set up this 3-part client file system.  It's all based on the flow of the Intro Session and your new client enrollment process.

Simply stated, you just funnel all your client interviewing and enrollment communications through email channels.  Save everything into discrete email folders - one for each client, and one for your most commonly used forms. 

Keep a copy of these on your computer, and make it a habit to print out the important ones and put them into the client's hanging folder.  With just a few clicks of the mouse, you have a triplicate, remote access, backup service client filing system! 

These days, everything, from audios to faxes can be emailed back and forth.  If you organize your client procedures around email, you will have an automatic organizing system that's easy as pie to run.

Want details of exactly how this system works with your client enrollment process?

Below are more articles showing exactly what I do, step by step, to enroll a client and organize their records - without spending a lot of time and energy!

Again, you can modify to fit your particular client enrollment and management processes; but don't reinvent the wheel!  Start with a workable system like mine, and tweak it to fit your personal situation. 

Your clients need you to be an organized professional!  Don't let them, and the standards of your profession, down by letting administrivia overwhelm you.  Build your system, and move on to what you love best... HELPING CLIENTS!