Small Business Saturday Blog

Let's get organised....

Wednesday, April 25, 2018 at 15:26

Is a Better Organised Home Office the Key to Improving YourProductivity?
Do you find it difficult to give appropriate attention to theopportunities and challenges that come up in your business?
Perhaps your car is an extension of your office and you can’t facesitting at your desk when you get home but unopened envelopes and out of datefiles are taking over your workspace, leaving you feeling overwhelmed, stressedand distracted.
The effect of this disorganisation is often financial — interest orfees are being incurred, or money is being left on the table as invoices remainunprocessed.
Decluttering and organising your office might seem like a tedious andtime-consuming task, but your home office is a reflection of you and your business.Putting a simple system in place for managing paperwork means you can lay yourhands on documents quickly, be current on your priorities and clearly focus ongoals.
Youwill need:
A shredder and a bin
Separate zones for recycling, shredding or filing
Transparent files and sticky labels
A progress tray — for items that need an action or are awaiting aresponse
Space — the floor, dining table or kitchen worktop
A lockable, fireproof filing cabinet and suspension files
A rough idea of what categories you want to set up going forward travel, insurance, registrations. Others will naturally emerge as yougo through the process
Break the task down into bite-sized chunks over a few sessions. Just setaside some time, grab a drink and snack and put on some motivational tunes!
Gather every piece of paper relating to your business, including anyfrom attics or garages
Separate items into piles for shredding, recycling and filing.
Roughly group the ‘filing’ papers by category i.e. financial, traveletc., and label suspension files. Ideally, set aside a drawer of the filingcabinet for archived paperwork
Quickly shred/recycle
Go through the remaining items; group related papers together intransparent files with a label on the front i.e. insurance policy, car documentsetc.
Items that need an action/response should be placed in your progresstray
Put everything else in the appropriate sections within the filingcabinet, ensuring it is all stored securely — this includes archived paperwork.
“For every minute spent organising, an hour is earned.”Benjamin Franklin
Progress NotPerfection
Going forward, aim to deal with paperwork on a daily basis;
Dispose of junk mail. Check and action bills and invoices. Placepending items in the progress tray
File or shred everything else
Conduct a weekly review of your progress tray and schedule/action anynext steps
Once the above system is in place and routinely managed, you will findthat rather than searching for documents or trying to recall what is next onyour to-do list, your time and attention is freed up to concentrate on businessgrowth and client contact.
About the Author: 
Kate Galbally is a Glasgow-based member of the Association ofProfessional Declutterers & Organisers (APDO) and the founder of Better Organised.With over twenty years' experience in PA & administrative support roles,she now works alongside clients to streamline their homes and offices so thattheir lives run more smoothly.


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