Professional Organizing for Business
Professional Organizing for Business – change is often the hardest thing to manage in a business. But change is often what is necessary in order to move your business to the next level.
Does your business have trouble functioning smoothly day to day because you can’t find what you are looking for? Have you missed paying bills because they have been misplaced? Do you have trouble invoicing your clients on time? Do you have trouble doing your books because you can never find all those receipts? Do you miss important meetings because you forgot to enter them into your calendar?
These are issues that all businesses face from time to time. However, if this sounds like your business on a daily basis, then perhaps a professional organizer can help you.
Often, these types of issues have something to do with not having an effective process in place. By analyzing how you do your business and what causes you the most pain, a professional organizer can work with you to develop and implement processes to make your business run more smoothly.
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They won’t come in and “do it for you”. A professional organizer will create a custom plan and work with you to organize what you have and then develop processes and systems so you can maintain things on an ongoing basis. The maintenance aspect of organizing is just as important as the getting organized in the first place, which is why it’s important for you to work alongside your organizer.
Collection points are a great way to stay organized! I am a big fan of these and use the concept both in my business and home. I know it isn’t realistic to assume that a person can always put everything exactly where it belongs all the time. Collection points help keep items organized (ie. you know where they are) until you have the time to deal with them properly. For example, I keep two trays on or near my desk. I have one tray where I place paper to be filed. I have another tray where I keep the items I am going to deal with in the near future (ie. within a week). Once they are dealt with, the paper may then go into the filing pile.
Identify what is currently working and why. This is an important step because you don’t want to change what’s working! Also, understanding why something is working will assist with coming up with solutions for your problem areas.
Star action items in handwritten notes and flag important emails. Starring action items is an easy way to spot exactly what you need to do when reviewing your notes from a meeting. The action items can then be put into whatever method you use to keep track of them. Also flagging emails that require action is another quick way to see right away what you need to deal with.
Get rid of junk emails right away. This is such an easy way to clean up your email. Don’t let those junk emails take up space in your Inbox.
Keep files used most in close proximity to where you work. If the files you use the most are close at hand, you’ll be less likely to be taken “off task” if you need to find something in your files. Also, I like to file paper that I use a lot as soon as I am finished working on it. Having the files close at hand means you will more likely file it right away.
It’s OK to change. If something isn’t working, don’t be afraid to change it. You will be glad you put in the time to make the change once the system is working.
Capture reminders on your phone or calendar system right away. Put a deadline on them. This will help you to prioritize your “to do’s”.
Sign up for online billing and flag online bills as soon as they come in. Put a reminder in your phone or calendar system to pay bills on certain days of the month (ie. 15th or 30th) to ensure they are paid on time. Once they are paid, move the bill into a folder in your email system so you can easily find them if required.
These are just some of the ways you can improve your business processes. I hope you get a chance to try some of them out.
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