Keeping your small business organized can seem like an on-going process, especially if you’re doing a lot of the work on your own.  The following 6 Ways to Organize Your Small Business can help you get started on your way to a more productive workplace.

  1. De-clutter Your Physical Space.  This may be labor-intensive and time consuming, but it’s the perfect place to start.  Get rid of anything unused, unwanted, outdated or duplicated.  Remove or store items that don’t pertain to your business.  Check your local recycling laws for old or broken electronics, and find out what can be donated.  Consider professional help to successfully accomplish this task.  Now that you have a clean and organized office space, you’re ready for the following tips.
  2. Organize Paper Files.  First, shred or recycle everything you can.  Go through what’s left.  Scan and file documents electronically if it’s logical for your business.  Remember, this also takes time and resources.  Scanning makes sense if you need duplicate copies, easier retrieval or if you have space issues.  If you’re still left with paper files, check out number 3.
  3. Maintain Your Records.  Your records include many different types of files that need to be accessible, and perhaps confidential.  Check out this comprehensive chart for help: How to Organize Your Small Business Records for Dummies. 
  4. Use the Cloud for Storage and Sharing.  Online tools, like Dropbox, provide a good opportunity for storage and sharing among colleagues.  However, make sure you understand confidentiality limitations of the tools you are using.  If a document contains confidential material, this might not be the best method.
  5. Organize Your Email.  Learn how to use folders, flags and rules.  Change the subject line of emails your are archiving, so you can locate them when needed.  Email organization isn’t just logistical.  Learn how to write effective email to minimize back-and-forth message chains.  Keep a checklist of common client questions or requests.  Be inclusive, informative and concise.
  6. Create Operating Procedures and Document Them: Define your processes.  Be specific, and create an organized document detailing the roles, responsibilities, guidelines and tasks for your business.  Make this document accessible to your employees.

If you own a small business, chances are you also manage it, maintain it and organize it with minimal help.  CTC Productivity can help you organize your small business today, leaving you with a more productive business tomorrow.

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