Company – Constructing Effective Systems – New Client File


After your prospect has asked for an appointment and you have gathered the needed data, there are some administrative tasks you require to total as follows:

1.  Enter the appointment in your personal computer or book.  By entering the full name(s) and telephone number you will be in a position to speak to the client with no seeking in a manual file.  Also, I like to enter the strategy of payment (Employee Assistance company, Self or other specifics).

2.  Assign a file quantity.  Beside files need to be kept for a quantity of years to comply with Revenue Tax and professional requirements, I have set up a method to aid with that.  Each client has a distinctive number that consists of the year, month and quantity of new customers in that year.  The seventh new client in 2009 who calls me in May would consequently have the file number 09/05/07.  I have a form which I hold in a binder that has the following columns to record this:  Referral supply, year, month, referrals in the year, surname and initial name.

three.  Prepare a file folder.  All of my client files are burgundy in colour so they are effortless to identify.  I use a white file label with three lines of print:  Client file number, name (surname in capitals, comma and then initial name) and name of payee (organization, insurance coverage or the word “Self”)

4.  Set up file.  I use fasteners to hold the paperwork in the folder.  The appropriate-hand side has referral details, reports from others sources and my handwirtten notes with the most present on prime.  The left-hand side has monetary information with a summary sheet on best.

five.  Enter the details into the laptop bookkeeping method.  My Quick Books method makes it possible for me to put the client below the business that is paying as “Add Job” and then have one more “Add Job” exactly where I enter the file number.

6.  File the folder in a cabinet for active consumers.

Once you have completed the above, you are ready for the initial appointment.  There are numerous times, nevertheless, that the client will call to change the appointment time or provide other details.  We record every speak to on a separate Speak to kind and quickly hole-punch and place in the file when it is received.  That way you never have a pile of notes that can very easily be lost or replaced.