7 Simple Ways to Keep You and Your Small Business Organized
7 Simple Ways: Like many of us, I’m sure you find it’s easy to become overwhelmed with all the demands of your small business. By allocating a little bit of time to get organized you may be able to have a better grasp of your small business (and everything else).
#1 ORGANIZE YOUR PAPER
Spend a little bit of time to get these files into your filing cabinet (that’s what it’s for). Get into the purging mindset and throw away (or shred) anything outdated or anything you already have access to online. Keep all files and paper for your current project at a more convenient location and immediately file it away when you’re done.
Things to keep in mind:
- Keep your filing system simple ? so you don’t over think where your papers should be
- Purge your old files on a regular basis (monthly)
- Try to file your papers as you get them instead of waiting for a big stack to build up
- Digitize your notes, business contacts, invoices, etc. instead of using lots of paper
#2 ORGANIZE YOUR DESK
Simplify your workspace with desk and drawer organizers. To get started, gather similar items together and simply put them away. It’s easy to stay organized by just giving yourself a couple minutes before you start work each day or at the end of each day and clear your desk. You’ll find yourself much more productive when you have a clear surface area.
Things to keep in mind:
- Do you really need multiples of things? Like 3 staplers? 2 scissors? Etc.
- Where did you look last time you were looking for that item? That’s where you should put it.
- Make your desk look good and get organizers. You’ll feel better working in an organized space.
#3 TAKE CHARGE OF YOUR BUSINESS FINANCES
It’s important to know how your business is doing, though it would be nice to just make money and spend it without any worries, wouldn’t it? Unfortunately that’s probably not the most ideal option?so figure out what works for you when it comes to your receipts, invoices, accounting records and have them all in one place.
Things to keep in mind:
- Meet with a tax advisor or an accountant to get everything set up properly from the very beginning.
- Allocate a little bit of time to update your books on a regular basis.
- Keep receipts in a folder or envelope separated by month.
- Embrace a bookkeeping software, don’t be scared of it. Or hire someone to help implement the software for you.
#4 ORGANIZE YOUR EMAIL
I think we can all admit your email inbox can be a time sucker and can be overwhelming when you log in to see hundreds of unread emails. TIP: organize your inbox like the files on your computer, create folders and archive your old emails. Use filters; they’re extremely useful because they’ll organize your emails for you ? meaning you won’t see those emails unless you are looking for them or when you need them.
Things to keep in mind:
- Archive or organize your emails into folders RIGHT NOW.
- Make sure your filters and rules are set up properly, ask for help or google it if you’re lost here.
- Allocate time just for email and only check emails during that time during the day.
#5 TAKE ADVANTAGE OF YOUR SMARTPHONE
With smartphones at our fingertips, take advantage of them. Make sure you have everything synced on your phone with your online accounts, email, etc.. It makes a big difference when you can access your things wherever you are.
Some Apps that will help keep you organized:
- Google Drive or Dropbox: cloud sharing and document storage
- Evernote: Note taking and access online later
- Square: Take credit cards on the go
- Email and Calendar functions
#6 HAVE A DAILY TO-DO LIST
It always helps to know what you need to do on a daily basis. Now what else do you need to do for your small business? Prioritize your list: What needs to be done today? And what can be done tomorrow?
Things to keep in mind:
- Start your day with a to-do list (start your list before you even get to the office or the night before).
- Be realistic with your daily to-do list so you don’t overwhelm yourself.
- Use Evernote or other sharing apps to make sure you can access your to-do list at all times.
#7 KEEP YOU AND YOUR BUSINESS SEPARATE
It’s easy to keep everything in one place, but when you find your child’s report card next to your business tax papers or a grocery list you were looking for last week, that is a sign. I recommend you try to keep your personal life away from your business as much as possible. That way you will be able to enjoy both aspects of life without stressing about the other.
Things to keep in mind:
- Have your personal things on your schedule in a different color.
- Keep personal files in a different cabinet or room.
- Enjoy business and personal time separately by committing time for each part of your life.
REMEMBER: Work with what you are familiar with first and then slowly move towards new tools/apps and resources to get even more organized. Getting organized can take a little bit of time and lots of adjustments but once you have a handle on it, it will all be worth it, I promise!
