Being a business owner can be extremely daunting, time-consuming, and at times, completely overwhelming. But, you can make a lot of things easier for you and your employees if you choose to organize your company properly, which will not only make it a better environment but, it will also increase productiveness. However, now you might be wondering – how can I do this?
If you are searching for the answer to this question, this article can help you quite a lot. The text below is going to feature a list of ways and tips that you can utilize for making your company and daily processes easier for everyone. Let’s take a closer look at the list of tips:
1. First Things First: The Office Needs to Be Clean, Organized, And Neat
Before you start anything else on this list, you must purge your office. What does this mean? Well, even if you do not mind a bit of dust and clutter, too much of it will definitely add stress to you and your employees. Additionally, dust, grime, and dirt are not healthy, and some of your workers might take more sick days due to allergies or illnesses.
Hence, you should choose to throw away anything that you do not use, all the documents that are outdated should be scanned and stored on a PC, you can also recycle all the broken appliances and electronic devices as well. Some other things that you might want to do are deleting old email and voice messages, and donating the furniture that you do not need.
2. Categorize All Your Paper Files, Invoices, And Documents
Did you know that several studies concluded that an individual spends – or should we say, wastes – over 4 hours each week searching for the documents they need? Yup, when you combine all your employees, that is probably a lot of time wasted, not to mention your resources.
In order to save time and money, you should go over the filing cabinets, shred all of the things that you do not need anymore or that are outdated, and categorize what you need to keep. As mentioned, you can also choose to scan everything and upload it onto a cloud platform if you feel that you might need it in the future.
3. Use Charts And To-Do Lists For Everyday Tasks
These two tools can actually help you drastically by keeping your business organized. At the end of each day or at the beginning of a new one, you should write down everything that you need to do. The tasks that can be done at the same time or place should be grouped, which will help you save some time.
For example, this website offers a program that will allow you to create a flowchart, which you can then use for a wide range of tasks and organization processes. By using such a program, you won’t need to write everything by hand, instead, you can simply open the software, type in the tasks for the day, print it out, and you are good to go.
4. Say Goodbye to Randomly Kept Receipts
The very first thing that you should keep in mind is that the IRS now accepts electronic copies of the invoices and receipts, which means that you won’t need to continue collecting all of those tiny little papers from various things such as taxis, supplies, materials for the office, and so on.
You can purchase a receipt scanner or app on your phone, and ensure that you export the files to the accounting services you need. This also means that your company will become more environmentally friendly, especially since you can recycle the shredded or thrown paper receipts.
5. Clear Your Business Email
Before helping you learn how you can do this, you should know that you should have two email addresses – one for your business communication and transaction, and another one that you’ll use for your personal tasks. Yes, it is completely possible for you to organize the messages in your inbox.
Hence, you should begin with deleting the ones you no longer need or already responded to. Second, you should lower the number of messages you get daily by unsubscribing from the services you no longer use or read. Additionally, create folders where you’ll categorize each of your emails.
Another thing that you should remember about emails is that you should respond to them as soon as you get them. Firstly, this will allow you to save a lot of time, and you won’t forget to reply later on. Also, once you are done reading it and replying, you can immediately categorize it in a specific folder, which means that you won’t need to do it once they accumulate.
6. Manage All Your Social Media Pages
Besides tidying up your email, voice messages, and computers, your social media pages need care too. Firstly, you should see on which your business is most successful, and delete any account that you no longer use or need. There is no point in having several pages or accounts on the platforms, especially since they can confuse and overwhelm you. Second, ensure that you fill out all the info correctly since people will use it for finding your business.
Bonus Tip – Choose a Proper Tool For Taking Notes
One of the best things that you can do is opting for a proper tool for taking memos or notes. Now, this means that you can choose from several options, including writing everything down with a pen and paper, writing it in the notes on your phone, or using your phone for recording your voice. Remember, choose only what fits your needs and lifestyle.
As you can see, there is actually a wide range of ways that you can organize your office and business tasks. Besides creating a healthy and stress-free environment, you’ll also be able to improve your employees’ productivity, which can result in better revenue for your business.
So, now that you know what you should do, you should not lose any more of your time. Instead, go back to the beginning of this article, look over the tips once again, and then create a chart of the things you’ll do in order to keep everything neat and clean, as well as completely organized.