It's not only a new year; it's a new decade, and for many people, it's a time of new promises. One of the most popular as well as most ignored among small business owners is the resolution to get organized.
This ongoing journey starts with just a few steps that will help any small business or home office become, and most importantly, stay both organized and productive.
1.The right tools: Buy a box of file folders, either letter or legal, depending on document and filing cabinet size. Generic manila or colored folders will work, depending upon preference and need (see tips 8 and 9). Buy a box of hanging folders of the same size, either standard green or colored.
2. Time to sort: Start by going through every piece of paper wherever it is: desk, in-basket, and filing cabinet drawers. Pick up a piece of paper only once. This requires some discipline. Make a quick decision for each paper:
* Toss no longer needed items
* Keep and file: Mark each item intended for filing with a sticky note designating its category. This will make life much easier when it's time to start making files.
3. Meaningful file folders: Label a file folder for every category of paper. Think about adding categories that would be helpful but less obvious than names of clients, banks, rental payments, tax or insurance documents, such as "Articles of interest," "Networking groups," "Business leads," "Speeches" and "Blog ideas."
4. Hang it up: Now make a hanging file folder using the plastic tabs and labeling them according to major categories (common examples below). File these in alphabetical order.
* Automobiles
* Banking
* Business licenses
* Conferences/seminars
* Credit cards
* Investments
* Medical
* Mortgage/rent
* Networking
* Newspaper articles
* Phone
* Utilities
* Warranties
5. Everything in its place: Now place each of the labeled files into the correct hanging file, by category. Several file folders can be in each hanging file (i.e., under Automobiles: Honda Accord, Cadillac Escalade, etc.).
6. What not to keep: As you are going through this process, you will find items that you need to keep but aren't worthy of taking up valuable space in your current filing drawers. Last year's bills and receipts for utilities, insurance, mortgage/rent payments, etc., can be shredded. Your bank statements serve as proof of payments.
7. Store it: If you believe you must keep these items, put them in a large envelope, mark as "2009 bills/receipts" and file with your tax returns in a file box. This type of lidded box is available at office supply stores. Keep past income tax records, contracts, legal files, etc., in these boxes and store them out of the way in a closet or garage. Label clearly on the outside of the box the year and exactly what is inside.
8. Colorful office organization: Many people today are involved in more than one business venture. Buy colored file folders, and develop a different color code for each business: yellow for Business 1, green for Business 2 and manila for Personal files.
9. On top of it all: Now that your desk is de-cluttered and your file drawers are done, how do you stay organized with the never-ending flow of daily paper? Colored files again are the answer: red for high priority, orange for bills to pay/accounts payable, blue for to-do, purple for to-read, etc. This keeps all papers in the appropriate files, avoiding the necessity of going through a stack of papers and repeatedly trying to determine what to do with each one.
10. The weekly dose: Instead of filing daily, create a to-be-filed basket. As mail is received and sorted and bills paid, place the papers in this basket. Set a weekly time you can go through and file everything in the basket. Filing should be quick and easy with most files already set up and in alphabetical order in your file drawers. This is a good multi-tasking activity to do if you know you will be on hold on the phone for a period of time. Go through junk mail only once a week, as well; this easily can take too much time, so schedule a weekly time to take care of it.
Finally, set aside time weekly to manage paperwork and filing. This prevents becoming overwhelmed and disorganized. People who follow a regular paper-management routine report that they have more time and are less stressed. It all starts with an organized, productive office space!
Debbie Cox is owner and chief organizing officer for CHAOS, Creative Home and Office Solutions, based in Reno. Cox is sponsoring a contest for a free day of organizing for January, National Get Organized Month. Visit www.chaosreno.com for information about the contest and to contact Cox.
