Organizing Your Stuff For On The Go. Any Help

TurnkeyConst

Hey guys,
Well I need some help I am going through briefcases like there is no other due to the amout of stuff that I carry with me on a day to day basis from notebooks for estimating and the receipts from current jobs, as well as file folders for different jobs to stay seperated. What does everyone else use to stay organized? If you have pictures would help or just the things that you use. I am getting tired of losing things and tired of digging for things in a briefcase, what else can i do? Need some serious help. Thanks for all your help in advance.

Houston

steves

This works well for me,
After going thru everything from milk crates to file cabs. in the back seat of my truck. This has lasted the longest so far.

http://www.duluthtrading.com/store/d...ure=Product_10

CrazyTaper

Can I get that in a fanny pack?

Double-A

Turnkey,

My first question is, what is your process now? Building a system to keep you organized is going to depend on what your SOP for documents is now.

For instance, all of our receipts are collected in one central place in the office for processing and will be found in 1 of 3 places. In that area in a particular basket, in our recent files, or in our archive files, depending on the age of the receipt.

As far as the truck goes, what is your process for dealing with receipts now? Do they go into the job folder, or on to bookkeeping or to your desk for payment/processing?

What is the process for your working notes from estimates?

Need more information here. Our system might not work for you.

I'm in and out of the office all the time, so I keep stuff in the truck down to a bare minimum.

__________________
"My clients’ wishes are the center of my attention." -- David Guido, a contractor in Woodstock, N.Y.
New York Times, July 20, 2006

AtlanticWBConst

FWIW: I use a soft sided computor type bag. It has partitions in it. I have my jobs separated into folders and placed into this bag.
I have a full size organizer that keeps the day to day things organized.
It has zippered pockets for construction calculater, checkbook, etc. Keep my business cards in it, then I have a section in the back with business card holder sheets. Usually have a separate notebook with daily scrawling in it.

__________________
- Build Well -

Teetorbilt

You need to decide how much you need and where to put it. A laptop should hold ALL of your info. My new phone can handle a ton of stuff that I rarely use, it has made the old PDA a thing of the past. Briefcase? I have a few really nice ones gathering cobwebs in the back of the closet.

__________________
You can't solve you're problems with the same level of thinking that created the problems.

Albert Einstein

AtlanticWBConst

I too keep a laptop and portable printer in the truck, in a separate carry bag. I also keep an extenions cord, adaptor. That laptop has made us money with the ability to print invoices and estimates onsite.
As mentioned, additionally, it has all the past business files, and everything the office desktops have for our business on it. I have been able to reference old information while on the road.

I went over to a PDA type phone also, about 3 months ago. GREAT ASSET to have. I have multiple contact information, fax numbers, addresses, etc on it.
This point I really LOVE: You can use it for taking handwritten notes (screen with stylus), dimensions, measurements, parts, materials lists, etc. - save it, and refer later...

Lastly, it is synced with several email addresses. So I can get business emails while on the road, at the push of a button. It notifies me and I can look it up as easy as a text message, and get back to clients immediately.

__________________
- Build Well -

TurnkeyConst

Well the current organizing system that I use now is:

Notes are kept in a steno book which I try to keep all the jobs and estimate notes in. - has caused me problems in the past by not having enough place to write and CRAM things in then forget what they are for.

Jobs in progress- I take all estimate notes out of the steno book and place in the manilla folders with all the permit apps and drawings as well as estimates from building companies.

The estimates that I might not get the job on stay in the steno book.

Receipts I am very unorganized about. I put them in my pocket. then to my briefcase when I remember. have lost some. Used to track all my expenses in my pda but got to be a hassle because using the stylus isnt that easy.

Most of the time all the info stays in my briefcase until it overflows. then in a rush I take it out and stick it in a cubby in my desk... .very unorganized...

I have a couple file boxes slammed full with invoices from different companies and tax stuff.

My wife tries to do some of the filing but with the 2 kids at home they are normally into everything which deters her from doing the stuff. They are 2 and 4. So I cant really argue with that a total handful.


Last year we accumulated a bunch of paperwork after doing $149,000 in total projects. Another thing is how do you guys track expenses on a job to job basis. From purchasing material, paying labor, and fuel.
-Have thought about investing in the JOBCLOCK system that you see advertised in the magazines but think it might be rather expensive.

Well hope this helps. Maybe yall can help me get a tad bit more organized or a little more confused who knows. Thanks alot!

Double-A

For receipts in the truck, get a folder or a clipboard and put them in/on it each time you get one. Take this inside everyday with you.

Once inside and one your desk;

Use the 4 basket (folder) approach for bills.

• Incoming
• Posted
• Review/To Be Paid
• Paid To be filed.

We always know where to find a bill. Its in the basket or filed under the month it was paid. (We just leave them in the paid basket and stuff them in an expandable file divided by month at the end of the month.)

Every week, we run an A/P report to see what is due and review that report to make the bills we will pay. Checks are made out, bills mailed, receipt and check payment stub filed in the paid basket.

Your briefcase really should only have office supplies and some extra notes/paperwork generic to each job. Otherwise, keep that information in the job folder. I keep a notebook for each and every job. This notebook has the phone numbers of the field personnel and the client, along with address and permit numbers, etc. written on the inside cover.

If I talk to the owner, a note is made in the notebook. Call for inspection, note made.. you get the idea. Everything gets written in that book. That way, if i have to pass that job to someone else, or there was a question as to why we didn't get an inspection on time, we can look in that notebook and see what's what.

Hope this helps.

__________________
"My clients’ wishes are the center of my attention." -- David Guido, a contractor in Woodstock, N.Y.
New York Times, July 20, 2006