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	Subject - Office managers SR Scott Was wondering what people are doing regarding an office manager. I'm trying to replace me in the office by handing over most of the administrative responsibilities that now burden me and keep me from selling and installing electric. We have 3 guys plus me and I've become paperwork man, not fun. What are you guys doing? I'm thinking it's expensive and then I'll read something that says if you can hire someone for 75% of what you pay yourself it'll work. What's working for y'all? Alfred When I ran a service truck, the company I worked for required all lead technicians to do all the prep paperwork. Hours loged, project hours, etc. "daily" on the work orders. Then all the estimators did was sign off on the hours. If there was any questions, they'd call us on the NEXTEL to either discuss it or bill it. We didn't spend alot time arguying, we had too much to do. No one person should be responsible for "all" the paper work ! Thanks Alfred Johnson John A. Peters I can answer that one. About five years ago, I remember being told that a good office administrator can amplify your efforts big time. When I went thorough the process finding some help. First I tried a hi-tec answering service that was able to forward all the information in my fax machine. Nowadays the messages are forwarded as a short text message to me unless I am already in the office, in which case my office manager takes everything down on a 3x5 paper pad, believe it or not. (i.e. not a phone memo duplicate sheet log) Then we make a Xerox copy of the paper and enter it into the desktop version of the palm on then computer. I take the 8-1/2x11 paper copy out and do the bid. The top of the paper has a copy of the 3x5 information and I use the rest of the paper to write the estimate notes using additional sheets is necessary. I tried some college students but it never worked out very well because the loss of continuity. Finally I put out some fliers all around my neighborhood and found a woman who had been laid off. She lasted a while, till she went back to work in a law office downtown. I finally found a sharp woman who was a bit new to the US and she has been working here with me, for five years now. For a while we paid Berlits for ESL classes and now her English is quite good. I think of it as another case of taking a slightly negative attribute in an employee and making it a positive. She has a nice "imported" accent. I type of the body of the estimates and gave it to her and she takes from there. She types in the name and address, double checks the payment schedule etc, converts it into HTML and emails it to the customer. She makes an immediate phone call, to let them know the bid should be in the in box, as you never know, things do go astray. What else do you want to know? I read of how other people have other ways and handling it. I am pretty happy with what's going on here. I have three electricians and it still keeps me pretty busy in the office and doing bids and all the inspections, but I do get time off once in a while. Her pay is actually beginning to approach and sometimes exceed a my electricians pay but, on the other hand I went to New York City for a week and she ran everything. When she first came here my receivables were about 45 days. This is not to bad it was a lot better than 90 days. My part-time CFO set a goal of getting it down to 15 days and shortly after that she had the AR down to 5 days! I had a tell her we don't have to get the money that fast, let the clients have a little the time to let the dust settle and let them be sure they are happy with our work. I think that it is better to have someone who is slightly disinterested in the money, but who is good with people who can ask for the payment. I never really did enjoy asking for money, but I would rather be solving problems and helping my electricians or doing bids and interfacing with the inspectors about the code. I know of one company where the owners wife has all the calls go to the answering service and the answering service and sent to her pager and she then returns the calls is fairly quickly. She does this eve if she is out shopping or visiting somebody. I really think the best of all methods is if your wife can handle the phones but be sure that you pay her. Don't discount her as free labor or you will be kidding your self about how much profit or really making. SR Scott Thanks, this is helpful. Anybody else, even if system was in place for former employers, what worked the best? etc. Thanks so far and keep 'em coming. Scott John A. Peters The previous owner of my company had his Mother work half a day in the office. They scheduled poorly. Most of the phone calls were "do you have us scheduled yet?" type of calls. They tried to say that the number of phone calls coming in indicated a thriving business. anne Look for a gal who has a nice personality, some secretarial and basic accounting skills and marry her! She can stay home, take care of the books and the home while you're out taking care of business in the field. Works for my husband -- and I like it too! Anne --------------------------------------------------------- Anne Dorsey TechNote Time Watch Company www.technotetime.com Never fumble for an Ohm's law formula again! MONOLITH Hi Anne. Nice watches. Cool idea. How's sales? anne Hi Jamie, I'll send one to you at Express Electric, with instructions for a discount (unless you want free shipping this week, then order from our site) -- thanks for asking. I like your slogan at www.electricservicetech.com by the way! All others, please email me directly so this topic stays on track. Thanks! Anne info@technotetime.com wilkie Anne, Well business is getting better for you. I will be ordering a watch soon. I have a technician who will be testing shortly, and they look like a perfect spiff incentive. Do you have a catalog you could mail us? anne Thanks so much for your nice comments - business can always be better right?