Organize Your Business

8/12/2019 Organize Your Business

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7 0 T I P S F R O M A

C O L L E C T I O N O F E X P E RT S

Sponsored by Debbie Gilsterwww.CenterForProductivity.com

Compiled and Published by

Tips Products Internationalwww.tipsbooklets.com

YOUR SMALL
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Sponsored by Debbie Gilsterwww.CenterForProductivity.com

Compiled and Published by

Tips Products Internationalwww.tipsbooklets.com

7 0 T I P S F R O M A

C O L L E C T I O N O F E X P E RT S

YOUR SMALL
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ORGANIZE YOUR SMALL BUSINESS2

INTRODUCTION

This booklet brings you practical and immediately

usable insights in bite-size pieces for organizing yoursmall business whether its a sole proprietorship,home-based, with or without salaried employees,primarily online or ofine, or any combination. Whetheryou are a seasoned business person or just beginningyour professional journey, you are sure to nd onemore idea you had yet to consider.

Each author in this booklet offers tips from her expertiseas a Professional Organizer. The CPO designationfor some participants indicates Certied ProfessionalOrganizer .

The well-tested tools and techniques included here willget you thinking about what works best for you nowand later. Youll see suggestions about everything fromhow to organize your paper, time, and space to yourmoney and your electronic devices. Find all of that andmore right here in this booklet. Test one thing at a time.

See how it suits you.

Contact these authors. They remain successful,inspired, and inspiring by contributing to your life. Plusthey are really terric and interesting people youllwant to know and have in your circle. Interview them

in your publication if you are a journalist. They areprofessionals, ready to share with those who nd ituseful.

Multiple sources and bulleted content are all in oneplace right here for your article, radio or televisioninterview, blog, or website.

Get a price quote if you are shopping for servicesor products they provide.

Purchase printed copies of this booklet fromany of the authors or the publisher to use as acustomized promotional tool for marketing your

business. Talk with us about licensing the downloadable

version for other promotional applicationslike social media and on your website. Thepossibilities are truly endless.

Published by:Paulette Ensign, CEO and Chief VisionaryTips Products International13146 Kellam Court, Suite 133

San Diego, CA 92130858-481-0890

[email protected]

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70 Tips from a Collection of Experts 3

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FLEXING WITHLIFE

Be flexible.Organization creates a calm-

ing environment when practiced with flex-ibility. You may be running a business froma recreational vehicle (RV) as a full-timemobile traveler. Thats often 200 400square feet for living and working.

Stop, pause, and think about impacts ifdaily organized routines must change.This can be due to a new baby, an agingand ill parent, or a job change. Any ofthese can and will influence your small

business.

Drop any unnecessary practices.Youthink, I just got into the habit of doing X.Doing X does not fit now. Drop the routine

and re-create it later.

Roll with your life.You are unlikely tohandle challenges perfectly. That is notthe point. You probably learned new skillsor met someone and formed a friendship

for life. The circumstances could havestretched your patience. You can nowmentor others based on what you learned.

Embrace lifes challenges. Change your

perspective to enrich your life and the lifeof those around you.

Georgia Day is President of Kamama LLC, amanagement and lifestyle consultancy. Livingand working across America in an RV with her

husband and Irish Wolfhound, Patrick for nineyears, they now live in Austin, Texas.

Georgia DayKamama LLC

5007 Timothy Circle

Austin TX 78734512-745-1413

[email protected]
mailto:gday%40kamama.net?subject=http://www.kamama.net/http://www.kamama.net/mailto:gday%40kamama.net?subject=


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EFFECTIVEEFFICIENCY

Prioritize and Communicate.Prioritize

what needs to be done and by whom.Clearly communicate priorities verbally,and in writing through an e-mail or memo.Remember to work on high priority itemsfirst and optimize your time by not letting

tasks go unattended.

Get rid of those stacks.Out of SightDoes Not Mean Out of Mind! Store papersin an action file and create a correspond-ing task on your calendar. Pull out only

whats needed as needed. No moresearching for buried papers and neglectingimportant items.

Define and redefine roles.Clearly define

roles and eliminate duplication of effortsby continuously reviewing everyonesresponsibilities and grouping like taskstogether. Dont forget to include thoseoverlooked tasks.

Cross-train.Cross-training allows theflexibility for other staff members to pitchin, eliminates down time for staff, andensures work gets completed regardlessof circumstances.

Document, document, document.Makesure every procedure is documented. Thisprovides the opportunity to understandhow things are done, identify gaps andinefficiencies, and assist with training.

Management & Organization Solutions, Inc.looks at business practices and systems witha fresh perspective allowing for the creation ofindividualized solutions to achieve a new level

of efficiency and productivity.Dara Fiss

Management & Organization Solutions, Inc.PO Box 280778

Northridge, CA 91328818-438-6886

[email protected]
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EFFECTIVERESULTS

Own your time.Choose only three tasks

at a time to focus on. Less is more. Makecalendar appointments with yourself toblock out work time.

Manage your team.Every business has

a team no matter what their size. Ask forhelp and think virtually. Create a writtenjob function list for each team member sothey do what youwant.

Read your numbers.Your accounting

software is chock full of useful insights.Make time to learn and read your financialreports.

Use technology tools strategically.Be

clear what tools you already have. Stopbuying new tools without a solid reason.Determine three crucial functions to learnin each tool and make the time to practice.

Think through the process.Step back

and map out your processes. Documentkey functions in an Operations Manual tominimize errors and frustration.

Dont let your business run you! Take backcontrol with these essential strategies.CenterForProductivity.com is an online thinktank and training resource for small businessowners who want to be more effective at workand still have a life. Visit our website to geta free report on more ways to be organized.

Were your source toWork Simply, Be Effec-tive and Live Well.

Debbie Gilster, CPOCenter for Productivity

949-389-0440 (Pacific Time)

[email protected]
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STREAMLINE YOURBUSINESS

Separate your professional life from

your personal life.Separate phone lines,e-mails, filing systems, credit cards, andbank accounts show that you mean busi-ness.

Document what you do, when you doit, and how you do it.Create a businessroadmap of operating standards, policies,and procedures. Whether business poli-cies, job descriptions, how-to procedures,or timelines for specific tasks, document

everything to help your business runsmoothly.

Break down your To Do lists (paperand electronic) by project or task.Divide

projects into small sequential steps, withtime limits, so that you are focused andless overwhelmed.

Create a Not To Do list. Know your limi-tations and determine what you realistical-

ly cant do, dont want to do, or shouldntdo. Hire employees or use sub-contractorsto do those tasks.

Manage your interruptions, and change

when and how you deal with them.Trackthem, and then develop guidelines for whoor what can interrupt you and when.

Susie Hayman, founder of In Your Business, isan efficiency expert who works with small busi-

nesses, retailers, and nonprofits to developsystems and processes to streamline their op-erations and successfully manage their people,processes, and time. Once we get In YourBusiness, youll get more out of your business!

Susie HaymanIn Your Business

Richmond, VA804-360-8337

[email protected]

www.inyourbizness.com
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THINK FINANCIALLYVIABLE

Think Time.Because you wear multiple

hats, perform a master weekly time sched-ule then analyze the amount of time spenton every aspect of your businessclientwork, administrative, marketing, network-ing and anything else.

Think Money.An accurate accounting ofexpenses is important in calculating truecost. You can guess, but charging toomuch or too little is neither profitable norbeneficial.

Think Salary. The most challenging stepsin determining how much to charge isassessing personal needs. What salarydo you require to keep your household

budget afloat?

Think Prot Margin.Profit is that amountof money left after paying your salary andall expenses. This buffer is earmarked forreinvest into the business for growth and

development of new ideas.

Think Value.The word value is meaning-less unless expressed in financial terms.State customer value (benefit) with a cor-

responding figure in dollars and cents.

Successful small business owners have anorganized financial foundation that keeps thebusiness viable. Judith Ann Kirk, author of Set-ting Your Fees, provides the reader with an ar-

senal of information to determine an equitablefee structure. Whatever price you eventuallycalculate, you will be confident that you areworth it. Confidence attracts customers.

Judith Ann KirkProfessional Organizer/Personal CoachOrganizing Resources

PO Box 7080Plainville, CT 06062

860-747-8962

[email protected]
http://www.yoursignatureprogram.com/bonusgift.htmlhttp://www.yoursignatureprogram.com/bonusgift.htmlmailto:Judith%40SettingFees.com?subject=mailto:Judith%40SettingFees.com?subject=http://www.settingfees.com/mailto:Judith%40SettingFees.com?subject=http://www.settingfees.com/http://www.settingfees.com/mailto:Judith%40SettingFees.com?subject=http://www.yoursignatureprogram.com/bonusgift.html


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MANAGEPAPERSEFFORTLESSLY

Separate the three major types of papers

into their own areas: Quick Action, Long-er Term Projectsand Reference. Nevermix them.

Choose a system to handleActionitems

and use it daily. You can go electronic withOutlook or a smartphone. If you preferlow tech, use handwritten lists or a papertickler file. Check the Action system dailyand plan each day.

Keep Projectpapers in desktop leholders.Vertical storage makes for easyvisibility. Keep them close by for easyaccess. File Project papers immediately.When its time to work on the project,

everything is handy.

Categorize Referenceles into majorgroups,e.g., Business Operations, Finan-cial, Clients, Marketing, etc. Alphabetizethe files within each major group for easy

filing and retrieval.

Label all folders for paper les, computerdocuments, and email messages in a con-sistent manner.Assign the same category

and sub-category names for similar typesof documents.

Susan Kousek, CPO, helps small businessowners organize their reference and projectfiles for easy filing and retrieval. She teaches

people how to stay organized by implement-ing a system to handle their Action and Projectitems. In addition to hands-on organizing ser-vices, Susan offers workshops and telesemi-nars on organizing and time management.

Susan Kousek, CPOBalanced Spaces, LLC

Reston, VA703-742-9179

[email protected]

www.BalancedSpaces.com
mailto:Susan%40BalancedSpaces.com?subject=http://www.balancedspaces.com/http://www.balancedspaces.com/mailto:Susan%40BalancedSpaces.com?subject=


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FILE FOR LIFE

Start with the oldest les rst.Purge old

to new. Decluttering your desktop firstmeans there is no file space to put theneeded items.

Decide to decide.Clutter is nothing more

than unmade decisions. If youre not deci-sive, work with someone who is.

Know where to put it.When you are decid-ing where to put something, especially pa-pers, the question you should ask yourself

is NOT where do I put it BUT where willI find it?

Create a le index. On paper, list what is ineach drawer. Label the drawers so that the

index corresponds to the list. Others caneasily access your files in your absence.

Be ready to le!Place 25-50 hanging filesin an empty drawer. In each hanging file,place a manila folder, a hanging file plastic

tab, and a paper tab insert. Everything youneed is in one convenient location.

Patty Kreamer is a Certified Professional Or-ganizer, author, speaker, and Certified Orga-nizer Coach who works with people who wantto go home from work on time to spend moretime with their family than their computer. Pattyis the author of But I Might Need It Someday!and The Power of Simplicity.

Patty Kreamer, CPO, COCKreamer Connect, Inc.2429 Silver Oak PlacePittsburgh, PA 15220

[email protected]

www.ByeByeClutter.com
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EASYINFORMATIONMANAGEMENT

Create le structures.These provide a sol-

id foundation for supporting collaboration,continuity, revenue generating workflows,and regulatory requirements.

Work backwards. Develop repeatable stor-

age processes by focusing on the desiredresults. Imagine staff retrieving data andbacktrack through the steps to get there.

Systematize!Creating systems and au-tomating simple routines creates consis-

tent results and facilitates evaluation ofpurpose and efficiency.

Record actions on a task list.Tasks haveactions as well as documentation. Record

actions and store the documentation in itsrelated folder. Now, anyone can find theinformation and the next required action.This ensures data that is uncluttered andreadily available.

Go electronic.Moving to a paperlessenvironment allows you to free up officespace, save time through search tools,and easily access all of your informationremotely.

Joan Kuenhold is the owner of Creative OfficeSolutions, a successful consulting and train-ing firm committed to increasing profitabilityin businesses by increasing productivity andefficiency through effective systems and data

management. She specializes in cost savingsfor entrepreneurs and small to medium sizedbusinesses by guiding them through automat-ing and streamlining operations.

Joan Kuenhold, CPO

Creative Office Solutions, LLCPO Box 124

Bristol, WI 53104262-857-4075

[email protected]

www.cosfocus.com
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ALL SYSTEMS GO

Maintain quality and consistency by

documenting best practices.Incorpo-rate them into your company protocols,systems, and procedures.

Guard your time.Take measures to

protect your focus time. Identify yourselfas unavailable by displaying a DO NOTDISTURB sign at the entrance of yourworkspace. Co-workers still arent gettingthe message? Hang a full-length curtainthat you can close when necessary.

Realize that time is money when itcomes to bringing employees up tospeed.Accelerate the learning curve bycreating a manual containing a quick refer-

ence guide and all operational information.

Use web-based automated payroll sys-tems for simple timesheet entry (with dropdown menus).Gone are the days of costlydata entry. Its paperless, secure, and

simple.

Run toward (not from) technology.Em-brace systems that make your life simplerand more productive. Try an all- in- one

printer, copier, scanner, fax with email thatworks on your wireless network.

Management 180 specializes in small busi-ness organization and efficiency. We can or-ganize your business processes allowing you

to achieve greater profitability and less stress.Our staff can help you understand where yourcompany is today, where it needs to be tomor-row and how to get there.

Nadine Levy, PrincipalManagement 180 Consulting

23632 Calabasas Road, Suite 105Calabasas, CA 91302

[email protected]

www.Management180.com
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PLANNING WORKS

Consider how you want it to look.A nod

to start with the end in mind. Think aboutwhat you want to accomplish even if yourentire vision is incomplete.

Keep all the pebbles moving forward.

Progress is often made by consistent ef-fort across the board rather than by hugeleaps and bounds.

Realize that budget need not be a scaryword.Budgeting is a methodical process

amidst the craziness of running your busi-ness or home. It is a guide, a map, a tool.Better to know where things are off trackthan left wondering. You may be doingbetter than you think.

Dene enough for yourself.Identifyyour own goals and benchmarks for suc-cess rather than concerning yourself withothers measure of success. Congratulateyourself for each small victory along the

way.

Beware the shiny new object.Technologychanges so quickly. The latest gadget ortechno-toy can be oh so tempting. Stay

current and invest with care.

Inside the Box Organizing provides organizingand productivity consulting to small business,self-employed, and home office clients. Withthe motto of Making room for what matters

in mind, Annes goal is to create more produc-tive and less stressful small office/home officeenvironments.

Anne McCallisterInside the Box Organizing

18390 Cornell PlaceGladstone, OR 97027

503-421-6465anne@insidetheboxorganzing.comwww.insidetheboxorganizing.com
mailto:anne%40insidetheboxorganzing.com?subject=http://www.insidetheboxorganizing.com/http://www.insidetheboxorganizing.com/mailto:anne%40insidetheboxorganzing.com?subject=


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A HAPPYWORKPLACE

Remove clutter.Gather and box-up

into categories all loose items scatteredaround. They cause distractions, stressand guilt. Everything deserves a homewith related items.

Arrange furniture and equipment.FengShui teaches that desks should face themain door (power position) for concentra-tion and control. An efficient workspaceneeds several drawers and shelves forstorage. An ergonomic chair and task

lighting reduce strain. Windows and wallhangings create an uplifting ambiance.

Identify Million Dollar Real Estate.Thevaluable space within arms reach is forpaperwork, supplies, and equipment used

daily or weekly. Store items accessed lessfrequently further away.

Manage to-dos.File paperwork requir-ing actions into Hot Action Files To

Attend-Events, To Buy/Order, To Call, ToPay. This box lives on your desk top foraccessibility. Hanging files separate tasks.Tabs display actions. This system provideseffectiveness in the completion of yourresponsibilities.

Block-off time.For productivity, employ acalendar. Highlight appointments and driv-ing time, all tasks by urgency and priority,plus fun-time. Divide large projects intophases. Work backward from deadlines,scheduling time to accomplish each stage.

Since 1984, Donna has been a consultant,coach, trainer, and speaker based in Los Ange-les. Her companies support small businesses,

solopreneurs, and executives with solutions,techniques, and motivation.

Donna D. McMillanMcMillan & Company Professional Organizing

and Island Organizers310-391-7392

www.organizer4me.com| www.islandorganizers.com
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SENSIBLESPACE

Keep em apart.Create physically sepa-

rate files and locations for Clients vs.Vendors. Creating unique color file foldersfor each is also a great way to separatethese two types of records.

Make it easy to nd.Clearly label outsideof filing cabinets, cabinets, and storageunits, removing any outdated info.

Post le name lists in a plastic sleeve foreasy reference.Consistency creates order.

Standardize alphabetizing system usedfor file titles- for example, disregarding Aand The.

Standardize titles between systems.Use

same categories/ folder titles for bothpaper and computer files.

Make purging fun.Schedule annualClean-up Day and enlist all your people.It is a great time to put your Records De-

struction Schedule to use. Donate excessinventory and supplies to charity or toss ifof no use to anyone. Remember to recycleand dispose of hazardous waste properly.

Ann Negendank, CPO has been bringingorganization to her customers for more than20 years. Her expertise has simplified lives ofindividuals in private, corporate, government,and university sectors. Based in Southern Cali-fornia, her team works on a wide range of proj-

ects, specializing in helping small businessesimprove their bottom line.

Ann Negendank, CPO OwnerSensible Space Organizing Services2201 N. Lakewood Blvd., Suite D680

Long Beach, CA 90815562-961-1975

[email protected]
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GETTINGE-ORGANIZED

Have a good contact management

program to store e-ssentials about thepeople in your business.Features include:multi-user and mobile access, linkingtasks/events to contacts, and customiza-tion. Categorize and group all custom-ers, leads, vendors, and employees for

targeted communication and marketingefforts. Collecting information using e-forms reduces input and errors. Developprocedures for handling calls and email.Link results to contacts for instant accessand efficient follow up.

Create an e-ling system that matchesfolders and categories in the papersystem.Storing/scanning documentson a shared (or web-based) computereliminates printing hardcopies and storing

multiple copies.

Establish standards for le names.Usingsubject or title speeds finding. Documentthe rules for file naming, storage, andarchiving.

Choose calendars that synchronize withmobile devices and allow sharingwith others.Using categories and colorsinstantly and easily identifies events andtasks.

Protect vital data with automatic backup.How much is created each day/week?What is re-creatable? Find a reliablevendor before failure. Document Backupand Emergency Procedures.

Are computers helping your business to beorganized and efficient? Since 1994, PCTech

Associates has helped small businesses usecomputers to become e-organized and e-ffi-cient. Their favorite clients are ones who want

to throw the computers out the window!Karen Simon, PCTech Associates

439 Keoniana St #1002Honolulu, HI 96815

[email protected]
mailto:info%40yourpctech.com?subject=mailto:info%40yourpctech.com?subject=http://www.yourpctech.com/http://www.yourpctech.com/mailto:info%40yourpctech.com?subject=


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DO IT NOW!

Begin each day with a plan.Have a daily

to-do list that prioritizes appointments andactivities. Update every morning. If an itemreappears on the list daily, re-evaluate theitems importance and your role.

Create an efcient phone system.Beprepared with notepad or notebook towrite down messages and phone numbers.NEVER use scraps of paper.

Delegate less essential tasks.Critically

assess your tasks. When a task doesmake it on to a critical to-do list, delegate.This may include filing, scheduling ap-pointments, or scanning business cards.Be proactive rather than letting a task

linger or become overwhelming.

Optimize your time.Assess the dayand decide when youre most efficient.Schedule the most critical and labor inten-sive projects during that period.

Assess priorities and goals on a monthlybasis.Updating a logo may have been agoal in February, but March requires a pri-ority of inputting financial information into

QuickBooks. By evaluating on a monthlybasis, you and your business becomemore efficient.

Melissa Sorensen encourages her clientsto become more efficient and goal oriented,

which in turn leads her clients to better job sat-isfaction and higher profits. Each client hasa unique business. Therefore, every strategyis tailored to that business. Melissa presentsseminars on procrastination as well as time

management.Melissa Sorensen, CPOInsightful Solutions, LLC

703-497-5904 (Eastern Time)[email protected]

www.insightfulsolutions.org
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