Office procedures

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KEY: CH: Chancellor DG: Daily Graphics CC: Copy Craft SS: Sir Speedy P2G: Photos To Go
FX: Fed Ex Inv: Invoice PO: Purchase Order
SG: Steve Garson ER: Erin Rosa DF: Dan Fein

1. Gather all Time Sheet binders together and find a large table surface
¥ • Line up all time sheet binders on table and open
2. Accuracy is the most important thing in doing timesheets, without that we may
¥ ¥ overcharge a client or not even charge them at all
¥ • Eliminate all distractions. People will need to respect your concentration by being quiet...ask
¥ ¥ them to be quiet if they are not.
3. Start recording times from one persons timesheet to the master. It is best to keep in the same
¥ ¥ sequence of of persons binders.
¥ • In Master timesheet binder, all times can start at 9am. If we need to know exact time of day
¥ ¥ of work we can refer back to persons binder
¥ • Do one day at a time, so nothing is missed.
¥ • Multiple persons times can go on each job for that day
4. You do not need to put in the full explanation of what each person puts in there Job
¥ ¥ Description
¥ • We can always refer back to that persons binder for more detailed info
¥ • But, the Job Descriptions should never be blank! It may contain all the info the person
¥ ¥ posted.
¥ • Just put in the critical things such as actions: Send to CH. FX to DG.
¥ • In Job Descriptions Look for "action triggers" that would signify time to bill, such as: Pick up
¥ ¥ final printed from CH.
5. Whatever you can't figure out put postit notes in their binder to ask them. If you need to
¥ ¥ ask them immediately, do so. Anything that can't be answered, ask Steve.
¥ • Make sure complete client/job name is present. ie: 4599Phillips-Web (date not nec. as part of ¥ ¥ job#).
¥ • Be careful because some job have various subjobs to them. ie: 4599Phillips-Flyer. These
¥ ¥ subjobs should have their own Client/Job postit tag. It is critical that this is noted! If the
¥ ¥ person did not, postit and remind them to in the future. If you don't know what subjob it is
¥ ¥ for...ASK..don't guess. This is critical so client can be billed properly.
6. At this stage only post Total Hours
¥ • When completed with all persons timesheets, go to next step...
7. Add up Totals So Far
¥ • Do client by client. Slash thru Total So Far time until you reach the most recent work which
¥ ¥ time (total so far) will not be crossed out.
¥ • Move each Master job postit note to the most recent work posted for that job
8. Posting GDS Invoice #s
¥ • We are being more dilligent about prebilling client jobs (setting up a GDS invoice), so that we
¥ ¥ can deliver GDS invoice with the job. You will need a GDS Invoice # to accomplish this....
¥ • A small postit note, usually on most present page, is where you get a GDS Invoice #. The
¥ ¥ previous Inv. # will be crossed out. With a red pen post your next # and cross it out also.
¥ ¥ With the same red pen, immediately put this on Client/Job postit tag for prebilling (setting up
¥ ¥ a GDS invoice) or at final Total So Far if job is finished. Also if job is finished circle final
¥ ¥ Total So Far time.

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Garson Design Services
Fairfield, CA 94533
707 439-5323

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• Responsibilities

• Accounting
• • Vendor Payment
• • Invoicing
• • Collections
• • Timesheets
• • Track profit/loss
• • Credit Card Proces.
• • Bank Card Statement
• Computers
• • Troubleshoot
• • Backup
• Cost Estimating
• • Call Vendors
• • Work up C.E.s
• Trafficking Jobs
• • Weekly "To Do" List
• • Opening Jobs
• Office
• • Answer phones
• • Update How•
• • ToDo...Database
• • Filing
• • - File done jobs
• • - File mail from
• • • vendors
• • Order Supplies
• • Delivery & p/u
• • Perfect record-
• • keeping
• LongTerm Projects
• • Learn FM Pro
• • Convert
• • Timesheets to
• • FMPro
• Production
• • Word Processing
• • Prep files for
• • designers
• Sales
• • Answer phones
• • Send/fax inquiries
• • sales info
• • Setup appts.
• • Produce Sales
• •Materials
• Web
• • Update sites from
• • client changes

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