AVON Business In A Crate
CONCORDIA, Independent Sales Representative
SUCCESSFULLY ORGANIZING YOUR AVON BUSINESS
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!
WHAT YOU WILL NEED:
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.
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
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
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,
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
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 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
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
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 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
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.
17. OFFICE EQUIPMENT – This file is for invoices
regarding the purchase and repair of equipment purchased for your home
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
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.
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:
PREFERRED CUSTOMER PROGRAMS
POLICIES AND PROCEDURES
OPEN HOUSE PLANNER
BEAUTY AND FASHION TREND INFORMATION
BEAUTY BASHES or GIRLS NIGHT OUT
SCRIPTS – fundraisers, cold-calling, customer follow-up
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.
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…
"He that would govern others, first should be the master of himself."