Five back office essentials

Robert Gerrish If there's one thing that can get in the way of a smooth running solo enterprise, it's the lack of an organised back office. Sadly it's not unusual to see a business that fronts up well yet is a disaster behind the scenes.

Here are my Top Five back office essentials, see how you stack up:

1. Always be ready for a new client

It's all well and good to be marketing and networking, but meaningless if you're not fully prepared to accept a new client.

Always have blank files at the ready; welcome letters drafted; contracts and agreements in draft form and invoice templates set to go.

2. Start as you mean to go on

Get things off to the right start by taking and staying in control. Make sure you explain fully what you'll deliver and when. Giving a new client cause to chase you up is not a good look.

3. Have help at hand

What are you going to do if the breadth of a new assignment expands rapidly or if additional work lands in your lap?

Don't automatically take on work that will prove a burden. Instead, be ready to recommend other service providers. Or outsource to a trusted ally. As soloists we need to have a strategy to accommodate these situations. What's yours?

4. Be clear about money

If you frequently find yourself in uncomfortable financial situations, it's almost always due to a reluctance to confront the mechanics of money.

But it's simply not enough to tell your client how much you charge and leave it at that. When will they be billed, is it at the beginning or the end of a project? What are your terms of payment? What happens if the original brief changes and more/less work is required?

Get the language right and this angst will dissipate.

5. Keep everything physical in order

If it takes you an age to lay your hands on a file when your client calls, the anxiety this causes will be sure to come across in your voice.

Keeping your back office tidy and well-organised ensures the engine of your business runs smoothly. After all, you may intend your finished canvas to look beautiful, but if you've left the lid off the paint overnight you'll not be creating any masterpieces.

So how do you shape up? Spill the beans for the world to see via a comment.

Until next week.

Love your work,

Robert Gerrish is Flying Solo’s managing director and founder and works as a business coach, professional speaker, business commentator and consultant. He’s the co-author of Flying Solo – How to go it alone in business.

Published 13 February 07
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9 comments | Add your own 1 2 | Next» View all»

Yeah, Yeah, Yeah, Yeah, Yeah .........
(Bugga!), (bugga!), (bugga!), (bugga!) ... and (BUGGA!) kit p from Lane Cove
Well thanks for that Kit! I think we can assume you have some work to do. Robert Gerrish from Flying Solo | Read my articles
well Robert, you promise a jolt of solo wisdom each week so I guess we should expect some weeks it will just be a jolt! I read your intro willing myself to be able to nod knowingly as you reminded me of what I really should already know. Close, but definitely no cigar. Thanks for the reminder. Karen Morath from Melbourne | Read my articles
Great tips Robert - especially tip 5. I'ts amazing how many people seem to ignore the importance of keeping their work place tidy and organised. This is especially true of filing cabinets - Ohh the things I have seen!!!!
As the saying goes - a place for everything and everything in it's place. Amanda Sarden from Sydney
I often hear the argument that 'I am the creative type, right brain operator'. I would however, suggest that regardless of your work style or personal characteristics, being sufficiently organised creates space..mentally and physically. Space to be creative....after all, we are all seeking the best possible outcome for all parties concerned. The easier something is, the more inclined we are to do it, rather than procrastinate!!! Dianne from Melbourne
Most of us strike out on our own because we think we can do it better - if we didn't have you, Robert, to remind us that even soloists need discipline, where would we be ? Grant Hyman from Sydney | Read my articles

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