This has always interested me, and I know it's been mentioned once or twice randomly in threads, but lets make it official.

How do you organize/file/plan your work? As in, do you keep computerised time sheets or do you print them out and fill them by pen? Do you have folders sorted? How do you file your work?


I have timesheets made up in Excel. I have different pages, the front is for payments and contact details. The second is for a list of projects I may be doing for them. The third and forth are note pages (and when I last made contact and what the details were), and the fifth page is for a questionnaire I sometimes have my clients fill out. Beyond that I don't use any paper based filing (as yet), but I think that's because at this point I'm mainly web based, as opposed to print based.

Your thoughts on this?

I think it's a good idea to have a paper backup system, but I've never liked filing, I hate keeping clutter even if it's organized clutter.

I have a NeatReceipts scanner I use to scan all my purchase receipts; a Filemaker Pro database for client contact info, and a simple log book for client tasks, payments and status (it took a few messed up pages to learn what worked best!). I've tried many things, and these 3 seem to work well for me.

I tried doing everything in a database, but it's so much easier for me to just get the log book out (it's always out, so there's no fishing for it!), write down a date or whatever, and toss it aside.

For me, I charge per project rather than per hour. So for the most part, so far, I haven't done as much time tracking as I should. I have invoices and notes in excel and I always print them out so I have hard copies. As much as I love the computer, there are still things that I need to see and touch.

I will say though, that I don't like my current system. It just isn't enough for me. I am looking at different project management software programs and such to see if I can't find something I like that will work a little better.

Each project I print out a time sheet. I track the time by hand.

The time sheet and project related materials are placed in its own job jacket. Jackets are organized by "Work on Now" and "Work on Later."

Once a job is done, all materials from the job jacket are clipped together and placed in one big file for "Waiting on Payment." Once payment is received, the materials are then placed in its own hanging file.

Client invoices, statements, and payments are tracked via Quick Books.

My system is similar to firebuffgal. Each client (current project) has a catalog envelope with their name on the outside. I like that as opposed to a file folder because usually each project has lots of paperwork/samples/records. Then, when it is completed, they are billed and the envelope is filed. Copies of checks, invoices, etc. are included in the envelope for future reference. I have found this fairly easy to keep up with, though I haven't quite perfected it yet

I think might have to try this paper based filing system just to see which I prefer!