AVON - Business In A Crate - Beauty Wagon · PDF fileAVON BUSINESS IN A CRATE COURTESY OF...

AVON BUSINESS IN A CRATE by

PHYLLIS CONCORDIA Independent Sales Representative

Call: 215.235.4355

SUCCESSFULLY ORGANIZING YOUR AVON BUSINESS of 7

Mananging your business need not be complicated or difficult. This system works for many AVON Representatives.

Try it for the first year and adapt it as you go!

AVON BUSINESS IN A CRATE COURTESY OF PHYLLIS CONCORDIA

Independent Sales Representative Call: 215.235.4355

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WHAT YOU WILL NEED: FILE CRATE

Do not invest in file cabinets until you are maintaining a profit level to match these

needs! You may prefer having narrow plastic file boxes that will fit on a book shelf near

your desk... or you may prefer one square box to keep on your desk or on the floor. Just

be sure that whatever you select has grooves to support hanging files.

HANGING FILES

Select two colors. You will need 10 – 12 files of color one and 21 of color two.

The first 10 – 12 files are for managing your business of a daily basis.

1. PENDING – This is your “to do” file and is managed daily. Take out each morning

to “start the business day” and file any leftover work here until your next business

day.

2. CORRESPONDENCE – These are letters to and from you.

3. UPCOMING EVENTS – These include Career Seminars, Beauty Advisor Classes,

Conventions, Extra Training Sessions… Keep all event information here such as

hotel confirmations, airline information, and actual tickets and papers. Also

include information on events you would like to participate in including any local

craft-type fairs, church events, carnivals, community day events, and more. This

will assist you with planning.

4. FINANCES – Keep all bills here until paid and then move to next set of files.

5. FORMS – These are any papers with blanks to be completed including, Product

Replacement Forms, Contracts, Order Forms, and more.

6. HOSTESS PACKS

7. INCOME PLAN AND RECORDS – Weekly Plan Sheets and Weekly Accomplishment

Sheets.

8. INVENTORY – Keep your personal copy of your most recent order until your order

arrives. Then keep all of your product invoices for the current quarter here.

9. CUSTOMER AWARENESS – This file should be used for any Newsletters you

produce, Brochure Inserts, Special Offers, and more. You can use this as a

reference and for more ideas later on.

10. PREFERRED CUSTOMER PROGRAM – This is where you will keep you information

about you customer’s buying trends. You will utilize these records to keep

customers aware of what products they frequently purchase and this will enable



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you to provide them with great, personalized service. Use this for you frequent

buyer incentive tracking. You can keep a manila folder for each customer if you

would like.

11. RECRUITS – If you are in Leadership this is a place to keep your copy of their contracts. If you are not in Leadership you can omit this file or name this file

RECUITING PROSPECTS if you are considering Leadership at some point.

12. FUNDRAISING – Utilize this folder for any resources about fundraising, if you make it

part of your business. (And it is wise to make it part of your business – as just two or

three successful fundraisers can drive you right into President’s Club!)

The second sets of files are for keeping business receipts according to usual business

deductions. Each year check the current tax guide and keep this in your crate for easy

reference. You can obtain the current tax guide each year for free from the IRS either by

request or you can opt to download it online.

1. TO BE FILED – This is your “I can’t decide today” file. Do not mistake this for an “I

don’t feel like it today file!

2. ADVERTISING – This is where to keep paid bills for any direct support mailing

companies you may use to ship brochures, any printing expenses, and any

advertising records including tearsheets for print or online ads. It is a good idea to

comment about the results of your advertising and cross-reference any contacts,

new customers or recruits from each ad.

3. ASSET PURCHASES

4. BAD DEBTS – You can see this file dwindle sown as you gain success as an Avon

representative.

5. BANKING RECORDS – For Your Business Account

6. AUTO EXPENSES – If you are going out tossing in your car, track the mileage and

apply it as a write-off when applicable – keep track of any mileage that pertains

to your AVON business such as sales meetings, appointments with customers or

recruits. You should keep a tracking sheet in your vehicle and transfer it to this file

at the end of each week or month.

7. CONTRIBUTIONS – This includes any gift baskets, items, products, or cash your

business contributes to charitable organizations. Gift baskets used for raffles do

not apply to this file. They are considered to be a business expense not a

contribution.

8. EVENTS – This is a file for records of completed events and any receipts for the

cost of participation.

9. DUES AND PUBLICATIONS – This includes any memberships such Chamber of

Commerce or other civic groups that pertain to your business. You should also

include receipts or invoices for books and magazines you purchase of subscribe

to for your business. Since your business is a beauty business you can even write

off some subscriptions or books pertaining to fashion and beauty. Any business

publication receipts or invoices would apply here as well, anything involving

learning more about business news and management can be stored in this file.

10. FREIGHT – Keep track of any shipping expenses which your business incurs in this

file.

11. INSURANCE – Make sure you have adequate insurance in place for Inventory

replacement if necessary. Keep paid invoices in this file. Your insurance policies

should not be kept in this file – they should be in a fire-proof box at the very least



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but should preferably be kept in a safe deposit box. You can make a copy of

your policy and keep that in this file to refer to.

12. CREDIT PROCESSING – Keep record of any credit card processing fees your

business incurs as a result of your customer sales involving a credit card.

13. INVENTORY – After each quarter file inventory sheets here.

14. LEGAL AND PROFESSIONAL SERVICES – This file is for any services your business uses

involving legal or professional needs including lawyers and accountants.

15. OFFICE EXPENSES – These include the basics such as paper, pens, ink and toner for

printers, and more.

16. POSTAGE

17. OFFICE EQUIPMENT – This file is for invoices regarding the purchase and repair of

equipment purchased for your home office.

18. STATEMENTS – Three manila folders needed to save monthly statements including:

A. AVON SAVINGS – This is the account you will use for profits which you can use

to pay yourself when applicable.

B. AVON CHECKING – This is for your expense account, to pay Avon, and to pay

for other expenses pertaining to your business.

C. CREDIT CARD – Put statements in this file. Only business purchases may be put

on this card.

19. SUPPLIES – Use this file to keep track of any sales tools that you do not purchase from Avon. This includes items such as cotton balls and swabs, for example.

20. TELEPHONE – Paid phone bills should be filed here.

21. TRAVEL AND ENTERTAINMENT EXPENSE – You can use this to store receipts involving

meetings with customers, recruits, sales managers, and more. For instance

meeting a customer for coffee, or even something such as taking a recruit to a

lunch.



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RESOURCE NOTEBOOK

Start with one two-inch hard-backed binder and use this to store handouts and other

information you accumulate. This includes your unit newsletters and anything else you

may want to refer to such as information and magazine articles pertaining to skin care

and beauty or directly to Avon products – such as published product reviews and

advertisements.

WORKING FILE NOTEBOOK

Start With a one-inch flexible binder, sheet protectors, and tabbed dividers. Slip anything

you may want to reproduce later into plastic sheet protectors. You will need to take

these out of the sheet protectors when you want to copy your materials and slip them

back in to protect the original.

Suggested tabbed dividers could include (use the ones that pertain to your business

needs) and create additional ones as needed:

PARTY BOOKINGS ● PREFERRED CUSTOMER PROGRAMS ● CLIP ART

PRODUCT KNOWLEDGE ● COACHING ● RECRUITING ● TRAINING

CUSTOMER SERVICE ● POLICIES AND PROCEDURES

CAMPAIGN PLANNER ● HOLIDAY PLANNER

OPEN HOUSE PLANNER ● BEAUTY AND FASHION TREND INFORMATION

PARTY GAMES ● ADVERTISING IDEAS ● GOALS

BEAUTY BASHES or GIRLS NIGHT OUT

HELPERS ● CALENDAR ● FUNDRAISING

SCRIPTS – fundraisers, cold-calling, customer follow-up

MARK UPDATES



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COMPUTER FILES

You can make files similar to any mentioned files on your computer hard-drive to help

organize your work and make it easy to find again! Appropriate file names may depend

upon your operating system. For Windows it’s a good idea to use the following format

example when saving or renaming a file: “AVON – name of file 01” changing the

numbers as you gain new files of the same type. Always add a zero before a single digit

number so they list accordingly when you have several files with the same name, such as

“AVON – customer newsletter – campaign 01 2008”. (2008 denotes the year.) Using this

naming system will also help to keep things pertaining to Avon separate from other files,

you can use a similar method for other areas of your life – for example if you are a Girl

Scout Leader, a file name could start with “GIRL SCOUTS” or “GS”. These are some

organizational ideas that will help make your AVON business a success. Paperwork can

be hard to manage… hopefully these ideas will make things easier. Use them as shown,

or use them to help create ideas that suit your own needs.

ROLODEX

Yes, even with a computer system making things so easy to maintain contacts and

customers… it helps to keep a good old-fashioned, ever-so-indispensable Rolodex file

handy. Use it for names and addresses, account numbers, passwords, and more. If you

are keeping sensitive information in these you should keep it in a locked drawer or

cabinet when your office is “closed”. Otherwise these are great even if you have to run

out of the house for an appointment and cannot take your laptop for whatever reasons.

You can still make calls to clients, or have all of your information you might need to make

calls involving billing discrepancies and such… you can have all of your account

information written (or printed out on your Rolodex). They come if different card sizes, so

it helps to get one that accommodates business cards as well. Ahhh… the Rolodex.



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USE THIS SPACE TO NOTE YOUR OWN ORGANIZATIONAL IDEAS AND PLANS

“He that would govern others, first should be the master of himself.”

—Philip Massinger

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