Bookkeeping is one of those necessary activities that frequently ends up on the “popularity” list with the likes of dentist visits and scrubbing that pesky moldy stuff from the shower. Delegating is a great solution, though not always feasible. If you are the one who wears the bookkeeping hat, here’s a simple tip that makes your data entry considerably easier:
(And by the way, the following tip and payment info slip tool are just as useful if you delegate your bookkeeping to another. They can’t be expected to fill in missing info without your help!)

Write your coding notes on the receipt as soon as you get receipt.

This is especially for the expenditures whose purpose isn’t obvious. For example, if you take Meal write-offs, you’ll want to include who you met with and what you talked about (a couple of words should suffice!) The IRS doesn’t like a bunch of restaurant receipts by themselves–they want to know how it connected to your business.

For example, I’ll write: “Meals - mtg with Judy re: year end tax prep”

Or what about those receipts that don’t even have the name of the business on them?! Write it down directly on the receipt while you are there, plus (for example) “Ofc Exp - copy paper”.

Notice in both of my examples I wrote down the account (Meals or Office Expense) that the expense was associated with. This makes for one less question to ask when in the midst of the data entry process.

Jotting down the basics in the moment is in line with simplifying by separating Planning from Doing time. Reserve data entry for Doing time–you’ll be thankful you took the time to record your thoughts at the time of the purchase.

I also keep a couple slips in my wallet for those times that the business I’m buying from doesn’t provide a receipt. They are “payment info” slips and prompt me for all required info.

Robert Middleton of Action Plan Marketing comes up with some pretty creative ideas. Kudos! This one is on goal setting. Interestingly, I did a short post on SMART goals (Specific, Measureable, Attainable, Realistic, Timely) in the not too distant past and have since noticed that it’s a popular post (according to key word searches). Well, all you SMART goal fans, get ready for a whole new acronym. It’s not pretty, but it’s catchy in its own special way.

Since I’m all for visualization, I dig his encouragement to tap in and think big. Why not? What kind of life do you want to live? Making the most of it? or making it day by day for the duration?

Granted you could look at these as two techniques for two different goal types. One being the big picture compass setter that points you to the land of Oz, and the other one to define the steps to get you there. I’ll let you sort out which I think would be SMART and which would be ITOCA.

And now, Robert’s not-so-famous (yet) I.T.O.C.A. Formula:

1. IMAGINE you’re on your death bed looking back. And you say to your loved ones gathered around, “You know I’ve had a pretty good life, but I really wish I’d done X.” What is X? That’s your unreasonable goal.

2. THINK about it all the time. Don’t push it out of your mind. Obsess about it; brainstorm and draw mind maps. Get the idea out of the abstract and into the concrete. Form a mastermind group and kick around ideas. Make it real.

3. Be aware of OPPORTUNITIES and coincidences that present themselves. You couldn’t see them before, but now, with increased focus on your goal, you’ll start seeing, reading, hearing about things that are connected to your goal. Explore these things. They’re there to help you.

4. When the time is right, make a COMMITMENT. On the TV poker shows they talk about going “ALL IN.” Don’t hold back. Make a promise, not based on knowing how to achieve your goal, but on your desire to make it real. If you have to know how ahead of time, you’ll never take the leap.

5. ACTION. Now it’s time for the real work, and that consists of putting one foot in front of the other every single day. Keep things alive by creating action plans, researching, asking for assistance, and networking with like-minded people. In other words, create an environment in which the goal can be realized.

Imagine, Think, Opportunities, Commitment, Action: I.T.O.C.A. Now that’s a pretty bad acronym compared to S.M.A.R.T., but I promise you it’s a better formula for getting what you truly desire.

By Robert Middleton of Action Plan Marketing. Please visit Robert’s web site at www.actionplan.com for additional marketing articles and resources on marketing for professional service businesses.

Liz Strauss has a fun list of The Top 10 Ways to Start Living Your Life. The one that really jumps out at me as one you don’t hear about too often is #8:

Learn the physical symptoms of when your head and heart become disconnected.
We know when we’re having a knee jerk reaction, when we’re feeling sorry for ourselves, and when we’re being blind to people’s feelings. We can remember how it felt physically while we were behaving badly. Get to know those symptoms, and you can stop the behavior. Living life will feel a whole lot safer because you won’t be in danger of shooting yourself in the foot.

Good reminder to check in with myself–I know what it feels like to be “off”. The question is, do I do anything about it? I’ve spent more time in relationships that should’ve ended months earlier because I ignored the signs that were popping up in me and all around me. One in particular was very rough. My head was saying, “stay”, and my heart was saying, “get out of here!” The less I listened to my heart, the less it seemed to try to communicate with me. Ouch.

I also really appreciate #4: Surround yourself with people who enjoy living. We are so influenced by the people we hang out with!!! I’ve noticed I pick up small mannerisms and sayings of people I spend a lot of time with (not to mention being influenced by their perceptions on life!!) If I don’t want to be heavily influenced by someone yet want to maintain relationship, I’ll just limit the amount of time I spend with them.

These both speak out as reminding me to take charge of my life. If I don’t like how something is going, or how I’m responding–change it.

I was recently interviewed by Dixie Redfearn, a writer for The Union newspaper. (She said story should run this Saturday the 13th or Monday the 15th.) By the end of our hour and a half together, we were talking all over the map.

Contrary to our high tech and often toxic solutions to basic problems, I was delighted by this story she told me. Dixie had some American friends who lived in Italy for several years. The couple moved into a house in the country to find it overrun with mice. They called the landlord who promptly responded, “I’ll be right over.” He showed up with a young cat under each arm. Sweet! Within a couple of weeks, the mice were gone. The cats became a part of the family and were brought back to the states (to provide mouse abatement services, I’m sure).

Check out these creative and simple gift ideas compiled in the “Gift Idea Roundup” on Lifehacker.

I particularly like (hint) the brownie mix in a jar idea on Rick Broida’s Alpha Geek: DIY gifts for the holidays page. (hint)

And Photojojo’s “mailable mosaic” is brilliant! You turn a photo into a mosaic that can be sent to your loved one over time.

I love the idea of making gifts. It feels so personal and meaningful. Then December 23rd roles around and I realize I may have been a little overly ambitious in the gift making department.

So far, this year, I’ve relied on scarf-making-knitting skills for making gifts. And if the recipient doesn’t like the scarf, then she’ll have a high-quality, colorful cat toy. Or an oddly shaped pot holder. Or she could wrap it around her steering wheel on cold days. Or give it to her Aunt Mildred.

This is the season to Let it be Easy!

Sales & Development “guru” Paul J. Meyer wrote a book (many books, actually) called “Attitude is Everything.” What may become his legacy to the world of goal setting, was an acronym within this book: SMART goals.

SMART goals are
Specific
Measureable
Attainable
Realistic
Timely

[side note: there have been some variations on what the acronym stands for, which are included on Project Smart's (what a great name!) site.]

Googling “SMART goals” will turn up oodles of sites referencing this memorable, simple to use tool for goal setting. TopAchievement.com provides a wonderfully explicit explanation which you can read here.

You can also use mind mapping with this method to break down a challenging goal.

While talking with my neighbor the other day, he told me that when he and his wife would visit family in Southern California, they’d pack their bags and send them UPS. This way they wouldn’t have to lug the luggage into the airport, worry about it getting lost, stolen, or picked apart. They’d arrive at their destination and breeze past the luggage carousels, get taken to their family’s place and voila! Their luggage was already there. Very clever, eh?