No one was more surprised than I when my home-based business took off almost 15 years ago. Secretary? I thought I was just making a little extra money by writing a few resumes and letters every once in a while. Not for a second did I consider myself a Secretary - or ever believe I’d have to act as my own secretary. Answering phones, processing correspondence, billing, collections, A/P, A/R, scheduling appointments, greeting/meeting clients, power lunches, brainstorming sessions.

As my business grew, so did the demands from my clients. Spreadsheets, databases, newsletters, brochures, business plans. Talk about take-off! My fingers were flying across the keyboard as fast as the work came in. I had to learn and grow with my business, making sure every detail from my record keeping to the client’s finished products were covered. There were just not enough hours in the day. It was hectic but great fun and very rewarding.

After the birth of my third child, something had to give. It was either my sanity or the business. Not wanting to lose either, I had to make some changes - and fast. I thought I was fairly organized, but learned rather quickly that with a growing family and a growing business, I had to cut corners to save time any way I could. Giving up control of some aspects of the business was the first step, but always wanting to stay in control, it was hard for me to give up any portions of the business.

At first, I turned business away. With constant financial demands, this wasn’t really practical. Any parent with teenagers knows what I mean. The clothes, chauffeuring, dates, dances, sports, school supplies. The list is endless. Being strong-willed but weak-hearted, I said yes more often than not. Soon, I realized that, in order to survive, I needed help.

1. A good secretary knows how to delegate work.
If the kids want something, they have to help out in my office. Filing, photocopying, dusting, vacuuming, snow shoveling, just about everything except the actual work of clients. They love it and it gives me time to concentrate on the important stuff.

2. I hired a CPA.
Letting someone else handle the taxes and the IRS was one of the best investments I ever made. Inexpensive accounting services are available whether you want someone to do your yearly taxes or monthly accounts payable/receivable.

3. Find reliable back-up to handle my overflow work or large projects.
This was probably the most difficult for me because I wasn’t actually doing the work. However, I did ensure that the quality was top-notch by reviewing the work as it came in, making corrections or sending it back for re-work when it was necessary. After all, I’m paying someone else for their services and deserve to receive error free, good looking products.

4. Use basic telecommunications technology to make life and work as easy as possible.
Translated: My fax is always on and available, I have reliable e-mail services for transferring files and information over the Internet, a good answering machine, Caller ID to weed out calls when I’m really busy, and both IBM and Macintosh computer systems to best serve my clients.

5. Network with as many organizations and companies that provide the same services I provide.
I keep track of the local businesses that can assist customers if I can’t help them. I make referrals work for me by letting my clients know that they can come to me for information as well as quality work.

6. A good secretary always knows her limits.
If a project is too difficult to handle or I can’t meet a deadline, I let the client know right away. Secretaries don’t waste valuable time trying to figure out if and when they can get the job done. They just do it - quickly and efficiently. By understanding my limits, I save myself and my client’s time and money.

Being your own secretary has its ups and downs, like any good job might. The difference, of course, is that I have complete faith and trust that my secretary (me) is doing the best job she can and has the company’s best interests at heart. I know her limits and her loyalty are what make her special and help me succeed in business. A good secretary is hard to find. Fortunately, I’ve found her.