In creating our small business education for Canadians, experienced entrepreneurs expressed to us how quickly they figured out the importance of being well-organized. Here are some of their tips to help make sure everything gets taken care of.
Organizational & productivity tips from experienced business owners
- Schedule some time to be productive. Set up some time once per week – let’s say every Thursday from 10am to noon – where you don’t accept calls, emails or any other distractions. You’ll be surprised how much you can accomplish in these few hours without any interruptions.
- Organize your office and desk area at least once per week. Set a specific, scheduled time for this – such as Friday afternoons before leaving for the weekend, or Monday mornings as soon as you get in. If there’s a certain time when business is slow – say Wednesday afternoons between 1 and 2, choose that time to get yourself organized. Clear your desk, send your mail, get rid of your flyers and junk mail, shred the documents in your recycle bin, file the pile of papers on your desk – you’ll be able to think much more clearly with all of this stuff out of the way.
- Know your weekly tasks that are vital. You’ll soon learn which tasks are absolutely necessary to keep up with and have completed by the end of each week. Realize how much time these things will take you to get through, and schedule your coffee dates and meetings around them.
- Constantly back up your hard work. Get an external hard drive and set it up with your computer so that your files are automatically backed up overnight or over the weekends. This should be done once a week.
- Plan a time period each day to return calls and emails. It would probably be best to schedule this sometime during your afternoons if possible, so that you’re able to catch all of the emails and calls from that day. This way, you won’t forget to return any important or urgent messages. If you set aside a specific time each day, you’ll have more brain space for other tasks that you have to accomplish without being interrupted. Don’t be afraid to let your voicemail or email inbox do its job!
- Get a handle on your regular financial tasks. If you don’t have an administrative assistant or someone who handles your bills and finances, make sure that you set up a routine time for this task as well.
The ability to handle multiple demands for many hours a day, most days of the week, requires a commitment by a small business owner to invest in products and systems that will enhance their own productivity.
Another year is drawing to a close, and whether this means a busy or slow time for your small business, it’s important to get properly organized for the end of the year. It won’t be long until we’re ringing in the new year – what kind of shape will your business be in?