Procrastination Means the Same Workload to Organize Later…

I know the goal is to keep the loads going, and finding shortcuts to doing any paperwork means another load accomplished. But sooner or later, you still need to have a system that you understand, and can retrieve the work you had done in the past. Eventually, you will need to make the time and sit, just to get back to organizing your paperwork on computer; this is very important when scanning your receipts into one folder on the computer. Typically, you could leave everything in one folder, but you have to have a naming system that is constituent with how you keep your records. For me, I take it to the point where the work is broken down in folder of the year, the months of the year, and the category or purpose of having scanned the paper.

You could keep a ledger of what you have scanned, but later, and especially for tax purposes, you will still desire to separate your fueling receipts from the supplies, repairs, and even maintenance, to your basic purchases of food, parking, and comfort purchases. I started back in 2006, working with spreadsheets, and had a column that linked every individual receipt. Spreadsheets are also great for getting the math results you desire, for each category in business. But in the end, doing the records keeping as you scan and store those receipts, Bill of Ladings, Scaling, Fueling, and other receipts, saves from trying to recall what you are doing, and where it played in that period of work activity.

I had to try it the hard way, and just simply scanned the work, repairs, and even personal billings and payments into one folder. But without having taken time to record it in a document, spreadsheet, or other filing system, a simple proof of purchase became impossible…once. Once is all it took to going back to scanning, documenting, and recording the receipts “As I Go”, which is the most effective way of having information you can retrieve, no matter how much time has passed by.

Making Use of Those Records From The Past

It is great to have the information organized and better if you can put all that information to use, even after the work has been done. Tracking your monthly miles, fueling, cash vs. debit and credit purchases, helps you decide how to change habits, build a better routine, and challenge you to always be more effective, efficient, and more consistent. If you stay with spreadsheets for recording the past work, you can start another workbook, that links the data from one workbook, and use the information to show totals for each month, and comparison tables and graphs for each year. This is analyzing your current routine and activities. Spreadsheets can express these results in any formulation, and can build graphs and bar graphs that suit your understanding, for whatever you want to track (miles, hours, workload, expenses, income, time on duty, and time off.

I also started building a database that recorded “static” (unchanging) or reusable data, such as customer, their location, contact information, etc., and expanded to their individual policies and procedures expected while I was on their properties. This also included issues I had while I was at any certain location.  I also started recording truck stop locations, and included information I might need on demand, such as Fax Numbers, Parking sizes and payments, and available services (much of this can now be found in an App for current services). This way, I documented that I was at a stop, and what remained the same or changed while I was there. I also built a database I called the Driver’s Journal that mirrored the Drivers Daily log, which I write a story of what transpired during that time period (i.e., filling eight trailer tires, on the telephone with a named person, repairs made, and everything not included in the federal daily form. Again, this is “static” and unchanging diary of my activities at any given time of day.

The database is still like data entry 9in version 2), but later all that information will be linked, and list all these tables of information, to be clicked on and reuse the initial information (such as the customers information), and will autofill the other fields, and continue to save time in entering future data for the same place or person, or even activity.

Expanding My Work Performance

The past data shows how well I did, and with building resulting reports, and can decide how to improve in my performance and routine. When first starting in the truck driving industry, I would stop often, and need more time to gain that experience. My records keeping now used to build reports shows how I have improved in my endurance (period of constant driving), my detailing of work (making sure past mistakes were not repeated), my work scheduling (10 hour break minimum started out needing to forget all the days issues, and from those issues, I constantly work on how to problem solve for recurring issues), and even my sleep habits (who knew I needed an average +8 hours of sleep, on Line 2). My data program is Microsoft Access, that just like spread sheets, can take parameters of information and create graphs, pies, and mathematical results.

Future for This Year (2017)

My goal is to start detailing my efforts of the past, with more pictures, and downloadable files for practice and actual use, and even slide show features (eventually I desire to make some blog pages in video form. I will always express the importance of organization, and extend on how to use that information to reflect upon, and improve in the future. I want to keep showing concepts of records keeping, and backing up information on permanent archivable media (DVDs). Without showing favorites in specific programs and services (plugging and advertising), I do want to show the experiences I have had with programs and Apps, and challenge you to keep searching for a better product that serves you best in your daily work and position. Just remember, this is a Blog and not a school or institution. A Blog is designed by the author to interest, entertain, and share information in short articles…education and expectation is a plus, but it still falls on you, to explore, research, experiment, and find what works for you, and can rely on in your personal and professional careers. I hope I have done this all along, in these past years.  May I find ways and concepts to invite you to explore and learn at your own pace, and find and determine what best serves you in the future.

I hope you come back next month and many more months and years to come.