If you have a large staff, one of your primary duties is to delegate assignments. However, if you are the credit department, or have a small staff, you must juggle many activities on your own.

Arlene A. Paul, CCE, credit manager for EMC Corp. (St. Paul, Minnesota), says a vital key to success is to be extremely well organized. She shares some examples of efficient procedures and ideas she has adopted:

• Documents. Paul quickly glances at mail, reports, etc. and determine the urgency:
  • If a document is urgent, she handles it immediately or within a short time.
  • If it is not urgent, she sets it aside in a separate pile to be handled later.

• Credit applications. Paul processes new applications quickly, getting credit reports, checking references, and identifying appropriate credit limits. Then, she files the information--even if the salesperson get the order the first time. "If we do get business at a later date, I don't have to repeat my work. I have instant access to the customer's information," she explains.

• Aging reports. Most aging reports are organized alphabetically or by customer number. The traditional collection process involves calling the account at the top of the pile and working to the bottom.

  "I start at the top one month, then at the bottom the next month," she says. "You're at your strongest when you first start calling. By shifting from top to bottom each month, you can be sure that all accounts receive the focused attention they deserve."

• Tickler file. Paul has developed tickler files for problem accounts and places such accounts in a special file. "When it's time to send the accounts to a third-party for collection, the accounts are in one file, in order, with complete information attached," she notes. "I don't have to pull information and paper from a lot of different sources."

Different systems for different folks
Paul knows one organized executive who places short notes all over his desk, so that when someone calls, he can quickly access the appropriate note.

"That system works very well for him. I tried it, but it didn't fit the way I like to work," she says. The key is to select the systems and processes that best fit your needs, environment, and personality.

Editor's Note: The above article originally appeared in the Credit & Collection Manager's Letter, a newsletter purchased by Credit Today in 2006. This article appeared originally prior to 2000.

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