This being the second part of setting up your FOCUS NOTEBOOK… in the first part we basically set-up the front cover and the first few pages – resource pages that you will refer to often.
Back Cover: You back cover – the clear space to hold a sheet might be a good place for your current weekly or monthly schedule. Something that’s already completed so you will not have to slide in this and out constantly. Just something you can look at in a moment and see what you need to do for the upcoming hours, days, weeks. Your Weekly Plan Sheet here. Other options for this space… well… anything that looks professional and that you will use often, or may I suggest something decorative and inspiring!?
Inside Pocket - Place the a couple of the most recent brochures, a couple of sales slips, business cards, and thank you postcards and profile cards. Having brochures and business cards every where is a good idea. Yes, keep them everywhere… everywhere! You should NEVER be in a position where you have to say… “I do not have a __________ (brochure, business card, etc) with me!” You should always have a brochure or business card with you. :-) If you run out of brochures for a campaign use an older brochure.
Back inside Pocket – Maybe a current magazine can go here… something you can show customers that highlights an Avon product review or recommendation. Keep a look out in the Representative Times and eNews for mention of products being featured in publication.
Divider #1 – Monthly Goals - On or before the first day of the month EVERY month you should set a goal for the month. Complete the Monthly Goal Sheet with a Retail and Team Building Goal. In the margin break it down to a weekly numbers offices and businesses to present your business to, individual customers to provide a brochure to, classes, booking and interviews. You will create your ‘Five Most Important Things to do list based on this goal. Divider #2- Prospective Hostesses - Use a different prospective booking sheet for each week. Use this system to track all of your leads. Record their name, address and phone and keep track of the status. When you book them complete a profile card while on the phone and then record the date on the profile, on the tracking sheet and in your appointment book. Keep your profiles in the front sleeve cover in the order of the dates of the classes for easy coaching. As you coach their guests add their profile cards. Keep track of notes for your prospects. If she says to call back in two weeks then write that and also flip in your date book and make a note. Use abbreviations like NA – Not Available, LM – VM – Left Message on voice mail, LMP - Left Message with Person (I always indicate wether I left the message with a male or female), and CB- Call Back. Remember that booking is the lifeline of your business. Write the thank-you or confirmation postcards as soon as you book them. This section WILL be key. Always work the most current leads first. If you are on the slow pace in Avon you should effortlessly generate 10 new leads, to track Fast Track generate 25 leads and Career pace over 40+ leads including referrals from classes, conversational booking, etc.Divider #3- Prospective Recruits -If you work smart not hard your recruit prospects will come from section 2. Use the Tracking Form to record name, address, day and night phone, and status. Make notes including marital status, occupation, approx age, children, purchases, likes, and dislikes and other descriptive info that will be helpful to know when interviewing. Also record what info you gave to and the date that you are following up with her, bringing her to an event, etc. Remember that a recruit is only HOT for 24-48 hours. Get her to do something or meet with her to share the opportunity. Divider #4- Sales - Keep a copy of last week’s Weekly Accomplishment Sheet here. Keep blank copies. Record your sales, booking and calling activity daily on your weekly accomplishment sheet. Transfer your Year-To-Date Totals to the new sheet. This is to be filed in your income file for taxes. Be sure that it is filled out completely. Paste to the front cover of this divider a post-it note. Write your weekly sales goal down and every time your sale subtract to see how far you have to go. Write your bookings goal down and subtract also. Keep a blank copy of the current order form and the Section 2 order form. Divider #5- Tracking - Keep track of ALL promotions and prizes using this section. This section should include things like: Fast Start first, any promotions or incentives your Upline and District may have going on, Sales and Recruiting Tracking Sheets, etc. When ever you go for a goal you are given a sheet to track yourself for that goal or break it down on a piece of paper and track it.Divider #6 – Events - Keep the most recent copy of the monthly calendar, Rep Times, Newsletter, etc. Immediately transfer all pertinent dates onto your date book. If money is due write that date down. If you have to bring something write that down on a date before so you can prepare. Divider #7 – Customers - File your Preferred Customer Program Print out here. Every time you get a customer that you would like to add to the list record her name address and phone on a blank sheet of paper. Put several on a page. Take the little bit of extra time to do this with each person because it will save you time in the long run. Divider #8 – Team Members - Keep your most recent copy of your team report and team member information here. File last months copy in your income file. Make sure you have the courtesy to respect your Team Member’s privacy by keeping their personal information secure. Divider #9 – Addresses - Get some address pages and business card page protectors and keep important business cards and phone numbers here. Take the copy of the company phone numbers and file it here. Another Divider? Some reps use plastic business card sheets or baseball card collector sheets to keep samples. You may want to consider this if you find that you are having a hard time managing your samples and having them ready when you need them.Other Helpful systems: Spiral Notebook - Keep a spiral notebook to record your six most important list, call list, and notes from conversations and trainings. Change it every month. Always have a notebook or notepad with you. You should be getting phone numbers or e-mail addresses of people who are interested in Avon. Let them know you will be including them in your communication of great specials and events – most people will be like being included! You can also let them know you will be calling or e-mailing them when orders are due in so they don’t miss out on special pricing or availability of something they see!Car File - Keep a file in your car that will hold things like brochures, profiles, agreements, recruiting and coaching packets, cards and all other paper work that you want to be sure not to run out of when at an appointment. Using a system and tailoring it to your own needs is a sure way to building a great business!!