ORGANIZATION TIPS & SYSTEMS
File Under Organization
Organization is truly the key to success. It eliminates stress and allows us to maximize time and efforts. If
organization does not come easily to you, or even if it does, the following tools will facilitate your success in
organization and business. You will be able to have fun as your business grows; knowing all is well and
accounted for by implementing some or all of these systems.
SUPPLIES TO PURCHASE FOR PARTIES/FACIALS
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2-4 extra mirrors on your first or second order (With a first order of $600 wholesale or more, you have
the opportunity to earn more mirrors free)
mineral powder brushes (one for every guest if you choose to add mineral powders to your starter kit)
Cotton Balls – will use to try eye makeup remover and blush color if not using mineral brushes
Head Bands (I love to use Pink for Normal/Dry Skin & Purple for Combination to Oily) The Dollar Store
is a great place to purchase head bands.
Pens
Spray Bottle for your party/facial bag
Aluminum foil (to wrap your warm facial cloths in before the party begins)
www.papermart.com has fabulous goody bags (part #:7585020 3”x5” 1.2 Mil Lip & Tape Self Sealing
Bags – 1,000/case for $12.20) to create your goody bags for parties. A goody bag would include: a
look, cotton ball, eye applicator, piece of candy, your business card, and mascara sample for the guests
to take home (The mascara sample is completely optional)
ADDITIONAL ITEMS YOU MAY WANT TO ADD TO YOUR STARTER KIT
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Full Size Products:
- Satin Hands Pampering Set
- Satin Lips Set
- Roll up Bag
- Microdermabrasion Set
- Firming Eye Cream
- Foundation Primer
- Mineral Powders (completely optional)
- Brushes for the Mineral Powders
- Additional Foundation Colors that are not in your starter kit
- Waterproof Mascara, Brush Set, Brush Cleaner, Skinvigorate Brush, Finishing Spray
FACIAL /PARTY PAPERWORK – ACCORDIAN FILE WITH 6-8 SECTIONS
I love to organize my class paperwork (Beauty Books, Profile Cards, Agreements, Sales Tickets Hostess
Packets, Sharing Packets, etc) in an accordion file that will fit into your starter kit bag. It holds everything
together nicely so papers aren’t flying all over the place!
CUSTOMER PROFILE BOX (THERE IS ALSO A SEPARATE TRAINING FOR THIS)
Here are several options for organizing your customer profiles & purchase history:
1.
AT ANY OFFICE STORE, PURCHASE
One 9 x 5 FILE BOX to organize customer profile cards
One set of A-Z dividers
One set of Monthly (Jan-Dec) dividers
One set of 1-31 dividers.
After a facial/party:
1. Make sure your new client filled out everything on his/her profile card
2. Tear off the perforated section on the far left
3. On the back of the hard copy, there is a notes section. You can either paperclip the sales receipt to
the profile card or write down everything purchased in the notes section. I also use this section to
keep track of thank you cards I’ve sent and what samples I put in them. If you write down the sale,
there is no need to paperclip the receipt. Instead save it and file it in the January –December
accordion file. However, if you have Unitwise, there is no need to save the receipt. The program
eliminates the need to keep unnecessary papers
4. File the hard copy in the A-Z tabs according to your customers last name
5. The top copy will be the one to rotate as you follow up in 2 days, 2 weeks, and 2 months
a. First, you will want to file the top copy for 2 days from the day of your party/facial (example:
Party is on January 1st – File the top copy under January 3rd or 4th)
b. After that follow up, you will then want to move it 2 weeks from the day of your 2 day follow
up call. (Move from January 4th to approx. January 18th)
c. After the two week, you’ll then want to file the top copy to follow up in 2 months (Move from
January 18th to March) You’ll want to also put a sticky note on the top copy to call around
March 18th so that when you move the 1-31 tabs to March, you can file all March follow ups
according to the days on the sticky notes.
6. As a customer reorders product, you will want to rotate his/her top copy of the profile card all over
again with the 2 + 2 + 2 follow up and continue to make notes on the hard copy.
DATEBOOK OR CONSULTANT PLANNER
You need a functional date book. You can use the one from your Starter Kit, or any other style that fits your
needs. It is critical that you have a month-at-a-glance page for each month of the year, as well as enough
space to track appointments, calls to make errands, and personal data. Our planner can be found on our unit
website @ lorrainebryant.com
At your appointments, be sure to highlight or have in mind what times you have available for follow up
appointments in the next two weeks.
PRODUCT KNOWLEDGE BINDER:
Under Product Central on your MaryKayIntouch, you’ll find that most products have a fact sheet! I HIGHLY
recommend a separate binder with sheet protectors. This is a place you could make multiple copies of fact
sheets to study and have on hand to give your customers as they order them so they have the facts too!
HOW TO SET UP YOUR TRAYS AT PARTIES:
You can find the printable single sheet version of this tray set up on lorrainebryant.com under Resources This
is how I recommend setting up your trays at facials and parties. If you do not have the additional ultimate
miracle set items, just do steps 1,4,5,6, and then 9 but label them 1-5 on the tray.
CABINET/ SHELF OR WHEELED COSMETIC CARRIER & COLOR SLIP ON FOR
STORING INVENTORY
You will want to have something to organize your inventory. You may want to have shelving in a closet. The
beauty of having your business: you get to decide. These are just tips and suggestions.
The Wheeled Cosmetic Carrier & Color Slip On can be found on www.mkconnections.com under Gear.
BLANK ORDER FORM FOR TRACKING INVENTORY
As a consultant, prior to purchasing Unitwise (explained on page 4) for my business, I used a paper version of
the current order form to track what I had in stock and what I needed to order. By using a pencil, just make a
note of how many of what items you have in stock and as you sell them, erase and write in the new number of
items.
UNITWISE.COM
This is the single most important office tool for your business I mentioned above in the Focus Folder
information. Again, it’s not an absolute necessity, however, Boulevard is a software program that eliminates
paperwork. It allows you to: track inventory, create customer profiles, create professional invoices, track and
print your Weekly Accomplishment Sheet, track expenses, product year-end reports for taxes, and so much
more. It’s honestly the best investment I’ve made in my business. More information can be found on
www.mainstsoftware.com
TAX ORGANIZATION
If you are using Unitwise.com, it’s easy to keep track of expenses and at the end of the year, there are a couple
reports to print out that make it super easy.
Without Unitwise.com, I recommend another Accordian File with 28-30 sections. Print the Tax Labels found
under Taxes @ lorrainebryant.com and use these labels on the accordion file to file receipts. You will find more
great information under Taxes on our unit website.
When you file your taxes, you may want to consider using a portion of your tax return to invest in products for
your business. You will basically be doubling and tripling and quadrupling your return from Uncle Sam.
CAR FILE BOX, BAG, OR ACCORDIAN FILE
Keep a small file box in your car that will hold things that you want to be sure not to run out of when at an
appointment or out and about meeting people. It’s everything to be successful away from home and not too big
where you can’t find anything. Examples of things you may want to have on hand:
- Look Books
- Beauty Books
- Sales Slips
- Customer Profile Cards
- Invitations to your Success Meeting
- Recruiting Packets
- Hostess Packets
- Team List with Numbers, Emails and Addresses
- Current Customer List & Numbers
- Postcards with Stamps/ Thank you Cards
- Applause Magazine
- Thank you cards with Stamps & Sample to mail with it (like Thinking of you Perfume Sample)
FOCUS FOLDER/NOTBOOK
I highly encourage creating a “Focus Folder” in a 3-ring binder that will organize everything you are learning
and many things that you will be tracking as well as events and your customer list. Set it up as soon as
possible. In essence, it simplifies the business into a binder. (Refer to Focus Folder under organization @
lorrainebryant.com for more details) As you become more familiar with your business, this binder will make
more sense and keep you organized. I recommend a program, Unitwise @ unitwise.com that you can purchase
to keep track of your business too, however, it’s not a necessity and the focus folder will be great!
FILE CABINET DRAWER OR FILEBOX
File folders or accordion files will help you organize training materials you receive with the following titles:
-
Inspiration
Booking
Coaching
Selling
Sharing/Team Buidling
Show/Party Ideas
Customer Service
Organizational Tips
Money Management
Time Management
Product Knowledge
www.Fileit-pro.com has a fabulous filing system as you grow your business that you may want to consider.
ELECTRONIC FILE BOX ON YOUR COMPUTER
You will want to create the files mentioned above on your computer to have an electronic file box. Have a
separate file for Mary Kay and then create the topic subtitles.
SPIRAL NOTEBOOK FOR SIX MOST IMPORTANT THINGS LIST & MORE
Mary Kay always taught us to take a few minutes at the end of every day and write down the 6 most important
things for the next day. There is a place in your Mary Kay datebook for this. I also recommend having a
separate spiral notebook for each month to track your six most important things list, call list, and notes from
conversations
WEEKLY PLAN SHEET
Mary Kay always said we should plan our work and then work our plan. It’s a lot easier to follow a plan if we
actually have one. Fill out the weekly plan sheet thoroughly with EVERYTHING you do. Color Code each item
with a highlighter or colored pencil. Your Mary Kay InTouch has a great online class under the Silver Wings
Scholar Program that will walk you through how to create a weekly plan sheet. Sunday evenings are a great
time to sit as a family and discuss plans for the upcoming week. Then, post the weekly plan sheet on your
fridge and place it on the outside back cover of your focus folder. There is a weekly plan sheet built into the
consultant planner found on our website @ lorrainebryant.com
WEEKLY ACCOMPLISHMENT SHEET
This is a very important tool to help you keep track of the activity in your business. Record your sales, booking
and calling activity daily online under Business Tools/ Weekly Accomplishment Sheets. It’s best to make it a
habit of filling this out every Sunday night and then printing a copy to put into your Focus Folder to turn in at
your Weekly Success Meeting! You’ll also be recognized on our website under Recognition!
MILEAGE LOG
These can be found at any office supply store and will stay in your car. It’s important to track your mileage
because you can write off 50 cents for every mile you drive in your business. If you went to the grocery store
and met someone because she saw your black recycle Mary Kay recycle shopping bag, and asked you for your
card and you talked with her…. you can write off those miles to the store and back.
You can also purchase a small spiral notebook for your mileage log for your car and have the following
categories across the top of each page:
-
Date
Beginning Mileage
Ending Mileage
Purpose of Trip
Total Miles
YTD Miles
ORGANIZATIONAL TOOLS
FROM
MK CONNECTIONS
MK Connections is a company that caters and designs organization tools and other business tools for Mary
Kay Cosmetics. These are the following items I recommend and love, but are not necessary
Party Tote – Use in addition to Starter Kit Bag (I actually use 2 instead of the starter kit bag)
Sample Organizer – WONDERFUL tool to organize samples found under section 2 of the order form
Show-N-Go: Great for organizing foundation tubes for parties/facials
Wheeled Cosmetic Carrier & Color Slip On: FABULOUS for taking and organizing products for
parties/facials as mentioned above.
 Personalized Note Cards for Notes to Hostesses/Thank you Cards, etc….
 Business Kit with your nametag, business cards, stickers for products, etc and this is a free gift from
Lorraine when you start your business as a STAR CONSULTANT!
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These are a few of the items I love to use for organizing my business, but you may find a system or other MK
Connections tools that work better for you. It’s important to initially invest in product before investing in these
items because you are able to double your money by investing in products. You can always add these over
time.
For hostess packets and recruiting packets, I love to purchase the Presentation Folders to keep it simple and
professional.
TIP: Every quarter as a star, one of the prize options is a voucher for MK Connections. I LOVE to pick the MK
Connections vouchers so that I’m not spending extra money on folders. They are FREE!