One of the challenges of being a business owner is getting things organized. Apparently, it’s not as simple as cleaning the desk and sorting documents on your table. In fact, an organized business could lead to better productivity and increased profitability. Can you imagine how much this would benefit the 5.1 million firms in America?
The question now is how you can do it.
Tip No. 1: Start with the desk.
If you want a more organized business, then everyone in the company must start in their own space – the desk. This could be a haven for clutter, so start there before you move on to the next.
Follow a color code and put a label on everything so you know which one goes where. Place writing and office materials in one container and assign a specific area only for your office paraphernalia such pens, printer, and documents. Don’t forget to throw or donate office supplies you no longer use or need to free up space both on the desk and in the office.
Tip No. 2: Do something with paper.
As much as you want to hold on to paper, they can take up too much space in the office. This could affect your productivity as well because of the mess it could cause.
In this digital age, why not scan those important documents, save in respective folders, and say goodbye to paper forever (or recycle it instead of throwing them away). It will take some time, but you’ll be happy to see that you can finally get rid of those filing cabinets and documents in it you’ve been keeping for years.
Tip No. 3: Declutter your computer.
Did you know that one’s working environment has the direct impact on productivity? In fact, the sight of chaos could infringe one’s ability to focus on a certain job. This means even if your desk is clean, the sight of a cluttered computer could affect your ability to work.
Therefore, clean and update your computer. Scan to get rid of viruses or malware. Backup and then delete files you no longer need. Create a filing system so you will know where to find certain documents. Put important folders on one side of the desktop so you can easily see them. The next time you open it, you will be more motivated to work.
Tip No. 4: Manage your email.
Email can be an effective tool, but it could be one of the most cluttered areas in the business – even if it does not take too much space on the table. If you are serious about keeping things organized in the workplace, then here’s what you can do to manage your email and eventually boost productivity:
- Turn off email notifications both on your smartphone and computer to minimize distractions.
- Unsubscribe to email newsletters you don’t read.
- Set aside a specific time during the day to read and respond to email messages.
- Try using rules in the email client that will sort, move, flag, and organize your messages. In case you are using Gmail, maximize the Google extensions to organize your inbox.
Tip No. 5: Use the right tools for increased productivity.
The good thing about doing business these days is that many things can be done with just a few clicks. Don’t take this negatively. These productivity tools could actually streamline certain tasks that will make everyone’s work easier.
Below are productivity tools you should consider getting:
- Contact Management – This tool helps manage contact information as well as handle customer questions and overdue invoices among others.
- Social Media Management – Being seen in social media is a must because it allows you to reach to a bigger audience at more affordable costs. Take advantage of this by using social media management tools that allow you to schedule posts throughout the week or month.
- Project Management – This tool helps you track assigned tasks and projects, collaborate with teammates, and even share files within the workplace. In case you’re in Sacramento, CA, this Project Management Certification might just be what your business needs.
- Accounting and Bookkeeping – The company accountant will be happy with this. This kind of productivity tool not only organizes the company books but also streamline certain tasks such as invoicing, making payments, and even managing cash flow.
Tip No. 6: Consider hiring a virtual assistant.
Repetitive tasks, no matter how vital they are in the business, are something you don’t have to do – every day. Why not hire a virtual assistant (VA) who can do those tasks for you.
The good news is VA doesn’t have to be physically present in your office. In fact, they are self-employed workers who remotely offer affordable administrative services that could range from scheduling appointments to creating presentations and everything in between. All you have to do is to find the right VA for you so you can focus more on equally important things – growing your business.
Organizing your business can take time, but the effects will be worth it. After all, an organized business leads to increased productivity and how can you say no to that?
About The Author:
Grace Frenson is a freelance writer from Philadelphia. She recently graduated from Drexel University with a bachelor’s degree in businesses administration. While studying for her degree she interned under a notable financial consultant in King of Prussia, PA. Grace has a passion for finance and writing. As she continues to learn more about running a successful business and new business technologies, she plans to share her insight and knowledge with those who are equally as passionate on these topics.