Case Studies
Client: Account Executive for Major Telephone Listing Directory
Problem:
Our Client had a mobile office which was cluttered and disorganized. He wasn't able to locate business paperwork, nor could he accommodate additional passengers in his vehicle. Additionally, his business promotional material took up an extraordinary amount of trunk space and could not be easily retrieved. Although he used crates for storage, none were assigned a specific purpose. This resulted in a variety of mismatched business items in each crate.
What We Did:
- Sort his belongings between business and personal. In this process, we discarded items such as candy wrappers, cassette tapes, and outdated material such as brochures, newspapers, and magazines.
- His personal and business items were sorted between paperwork
and tangibles.
- His personal paperwork included paid bills, bank statements, and insurance documents for life, home and auto. His personal tangibles included gifts, audio media, and photos.
- His business paperwork included active client files, prospective client documentation, and reference manuals. His business tangibles included current marketing material, promotional products, and actual samples of directories produced by his company and those from his company's competitors.
- The Client's personal items were boxed and sent home for him to incorporate into his residence.
- The following containers were used to organize the Client's business
items.
- A small top hinged lid file holder stored all files of customers currently being processed. Separate folders were used to segregate papers that needed to be delivered to the office, documentation collected from prospects and action items.
- The client was instructed to use a post it note to document what type of action needed to be completed for those papers stored in the action files - some example were "to make phone call", "to review", "to respond in writing or e-mail", "to research', or "to renew".
- A document glove box organizer was used to hold his auto insurance credentials and ongoing paperwork related to auto repair.
- Separate clear plastic shoe box containers were used to store office supplies and promotional products.
- Multiple 8" x 11" snap case document holders held letter size glossy brochures to prevent damage to these materials.
- A small trash receptacle was obtained to collect debris.
- The Client's crates were designated by type to hold the following materials: Policy and Procedure manuals, telephone directories by region, and competitor telephone directories.
Result:
The Client spent less time preparing for sales meetings and trade shows because he could locate his marketing, promotional, and directory samples more easily. He had a paper management system which would let him multitask between prospecting and servicing customers. All the improvements allowed him to accomplish more sales activities while on the road in a more efficient manner.
