Let's face it, for most of us accounting is not real high on our list of fun things to do. For some, it's like going to the dentist; you'd rather be anywhere else. But for any business, especially a small one, it is very important that you get beyond your fear, and do it quick! When I conduct a productivity assessment of a business, I not only look at the financial reports, but also assess the validity of the numbers and how they are being used.

Your accounting system has a wealth of information which you should be looking at on a frequent basis. Software like QuickBooks has predefined reports ready for you to run, so you have no excuse. The system can tell you who owes you money. Or who may be calling you for money. At a quick glance you can see who your highest spending clients are, what they are buying, and when they buy during the month. You can assess if you need to shift efforts to unload old inventory or change your marketing to emphasize another service. You can see if you have a profit on a particular job or client. You can see if your business is making or losing money!

Need to sit down and analyze your company's financials for the month? Maybe it's time to draft the improved compensation plan for your sales reps? Or maybe you just need to tackle the stack of bills at home? Start out with some exercise. In their book, Delivered from Distraction, psychiatrists John J. Ratey and Edward Hallowell tout, "One of the single best ways to improve concentration is to get up and move." Exercise sends blood flowing into the brain and helps stimulate the production of new nerve cells. It also triggers the production of neurochemicals that promote mental focus. Something as simple as getting up from your chair and doing 25 jumping jacks is "like pressing a reset button in your brain," Hallowell says.

So, next time you really want to get your mental focus in gear, schedule some exercise before the task. It never fails, if I do a short exercise routine before I start a new article or a client project, I'm able to collect my thoughts more quickly. As I've exercised, the ideas have been jelling in my head and I'm more able to concentrate. (Plus, I get to cross that exercise to-do off my list!)

Need to clear the cobwebs in your head? The office is feeling too confining? Go out and take a brisk walk around your office building or neighborhood. Come back, feel the stress reduction and get to work!

Want more ideas? See the May 2005 article titled "Get Focused" in Real Simple magazine. This is one of my favorite magazines!

Every once in a while you need to a send or receive a file that is larger than your ISP can handle. Most email/internet providers limit attachments to about 10MB. A client asked me to do some clean-up work on their QuickBooks file which was huge. In the span of one day I received the file, made the changes and sent it back to them. All while they were on a trip! What a time and cost savings. Another client couldn't figure out why, when they sent their color picture-loaded catalog file to a distributor it took forever for the file to be sent from their Outlook outbox and then appeared to time out (because it did!).

Solution: Use an online free service like Dropload (www.dropload.com) or You Send It (www.yousendit.com). Both allow you to send files up to 1GB. You can only send one file at a time but for most of us this is all we need. Dropload allows you store email addresses in case you send to the same person again and will send you an email when the person has picked up the file.

• Hot new product! Like to organize using the "pile method"? Add to your effectiveness by using the Pendaflex PileSmart Label Clip. It looks like a large paper clip with a color coded tab on the end that allows you to write (and erase) the title of the pile. Coming soon to an office supply store near you. Voted as the Organizers' Choice Best Business Product Award at the recent National Association of Professional Organizers conference.
• Ladies - give the computer your measurements and let it suggest just the right clothes for your body type? Really! Go to www.myshape.org to help a friend of mine get her business started. Portions of their profits go to support women's issues.