Ways to stay organized while running a small business
May 18, 2012
Because small business owners have so many responsibilities, it is easy to become a little unorganized. In an effort to make sure everything is running smoothly, many may not believe it is a big deal if their desk, desktop or filing system gets slightly jumbled.
However, when things get messy, items crucial to business continuity, such as receipts, documents and other files can get lost or even thrown away. There are certain things owners, even with their busy schedules, can do to ensure every aspect of a company finds its rightful place.
Invest in software
Implementing accounting software can be crucial to the organization of a company. According to the Houston Chronicle, all pertinent financial data is saved on one program, so information is easier to find, as opposed to sifting through ledgers and receipts. Even if a document is lost or cannot be found quickly, the software can still provide insight into how the business is doing fiscally.
Yahoo Voices noted that beyond accounting programs, there are other offerings out there that could help contribute to a more organized working atmosphere. For example, email applications including filters and labels can be used to make sure one's inbox does not become overcrowded and important communications lost.
Create a filing system
Everyone does things differently, so there are a variety of options business leaders at their disposal when looking at filing options. Entrepreneur Magazine suggested they could use stackable boxes that have different colors to sort paper files by category. Choosing a system like this, with a color scheme, often speeds up the filing process, the source said.
Entrepreneur also reported owners could implement a paperless policy. Not only would this result in a greener, more environmentally conscious office, but the few necessary tangible files would be easier to sort and keep track of.
Don't keep everything
Not every single receipt and piece of paper must be kept. In fact, keeping unnecessary documents could result in a magnified clutter situation.
Yahoo Voices reported that business owners should review every document before they are thrown away - if they contain important information, they should be shredded prior to disposal. Keeping such data in paper form where it can be easily accessed, destroyed or lost can also be harmful to a business if it is compromised. According to ShredIt.com, shredding paper files once they are no longer of use could help comply with privacy laws and prevent data loss or theft.