How to Run Your Office Efficiently!


Systems will result in a complete process, executed correctly every time!
Missing pieces are disruptive and waste valuable time!  For every action there needs to be a step-by-step process AND that process needs to be written down.  One of my beliefs is that your office should be so well run that someone can be parachuted into your job and be able to pick-up where you left off without too much difficulty.  It takes work to make this happen because it requires lots of written description and who in this world wants that boring job?  YOU DO!  Imagine having days off without a long string of telephone calls from your part-time fill-in person or, imagine returning from holidays without a mountain of incomplete tasks to face!
 
Have a SYSTEM for everything you do.  Here are some examples of processes you will follow as a Business Manager/Financial Services Manager in an automotive or RV dealership: 
  • PHONE LISTINGS:  Keep ALL important contact names and numbers in an easy-to-access place
  • LOGINS and PASSWORDS:  Keep ALL logins and passwords in one place, in close proximity to the Phone Listings
  • SOFTWARE:  What is each program used for; Who can help if problems are encountered; What training is available for the programs; phone contacts, logins and passwords will already be recorded as above
  • NEW DEALS:  Take a few minutes with the salesperson to review the deal; Are the clients brought to you or do you go to get them; What information do you need with each new deal; Who arranges the appointment to pick-up the new vehicle if it's not delivered that day; Where are appointments for the Business Manager/Financial Services Manager recorded - they should be visible to everyone; Mark notes on each deal cover to identify it's current status
  • TRADE-INS:  What happens to a trade-in from the moment it hits the dealership; What paperwork is required; Who is responsible for each step; What happens to wholesale units, what is the process for those
  • RDR (Retail Delivery Report):  Who is responsible to register vehicles; What is the cut-off hour at month-end; What complications may arise during registration and what are the solutions to those
  • SALES:  What log system is used to record sales; Where is the cost information stored; What targets are you reaching for; What strategies do you have in place to reach your targets
  • FUNDING:  Use a checklist and detail any quirks about lenders you frequently use; What is the turn-around policy at your dealership for funding once a vehicle has been delivered
If you would like to improve the systems and create processes in your office, tackle just one at a time, write the steps from beginning to end, once completed, start on another system.  If you have any other suggestions for tasks or responsibilities in your office that need a SYSTEM, let us know by clicking on Add Comment below.  Over time our membership website will have a complete list of SYSTEMS with suggested processes to help you develop and maintain a very well run finance office!  

What's YOUR Willingness to be a Top Performer?

Posted by ProfitDrivers at 7/1/2009 11:45 AM
Categories: Practical Tips
Tags: increase profits effective efficient work flow business office processes systems step-by-step processes organize
 

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