MAKING ORDER OF YOUR FORMS!

It's so frustrating and time consuming to rifle through stacks of forms, looking for the documents
needed to complete a deal!  To create efficiency in your business office, keep all your forms in a
filing cabinet, a lateral cabinet is best because it has plenty of room and eliminates the problem of
bulging hanging folders being compacted back to back, making it awkward to remove one form
at a time as you need them.  You can use a pedestal filing cabinet too but you may find you need
more than one drawer so it doesn't get overstuffed.  It's more important that you use something,
even if it's not perfect, than not use anything at all.  Again, you only need a few accessories:

                                    1 Lateral Filing Cabinet
                                        or 2 Pedestal Filing Cabinets
                                    50 Hanging Folders With Index Tabs, 
                                        (3 Different Colors is Best But One Color Will Do)
                                    Several File Folders
                                    Every Form You Need to Perform Your Job

If you are using more than one color of hanging folders, use a color-code system: 
one color for finance documents; one color for lease documents; and one color for "other" documents. 
To organize the forms so there is a good flow, start with the forms you use most often and
work towards those you use the least.  Label each hanging file folder as you fill them. 
Here is a suggested order:  

                                    Ready-to-Go file jackets with blank "Deal" info sheet stapled to the front 
                                        (the deal info sheet will be another topic later, Work Flow)
                                    Get Ready Forms 
                                        (another topic later when discussing Work Flow)
                                    Bill of Sale
                                    APV9T
                                    Privacy Notice/Disclosure
                                    Bank Documents 
                                        (use one hanging file for Credit Applications and one for Contracts/CSAs)
                                        Note:  Inside each bank contract/CSA hanging file you should have 
                                        two file folders, one labeled PAYOUT REQUESTS and one labeled 
                                        3RD PARTY DETERMINATION
                                    Lease documents
                                    Remittances:  (preferably in the order of products most often sold)
                                        Auto Theft/Etching Certificates 
                                        Warranty Policies 
                                        Protection Package Certificates
                                        Credit Insurance Certificates 

Remember, if you are away and someone is filling in for you, this system will make it easier for
someone new to navigate through your forms as much as it will make your days more efficient.  
Efficiency allows you more time in front of your customer, building rapport, asking questions and 
presenting products.  More quality time with your customers will translate into more sales for
you and your dealership.  Small things practiced consistently make a BIG difference.

Questions are Welcome, just click "Add Comments" and I will get back to you within 24 hours!

This blog is Committed and Dedicated to your Success!