13 Strategies to Get Your Small Business Organized

Written by on May 10, 2019 in Conscious Business, Economy with 0 Comments

With unemployment on the rise, having your own business might be the best option for you. While starting a company might be easy, putting your office in order can be a challenge. Big businesses invest in office organizing, but a budget for organizing a small business might not be at the top of your list. Moreover, organizing your business not only gives your business an excellent first impression but also makes your business operations smooth. Below are 13 strategies that can help you get your small business organized without having to spend much.

1) Track all your customer support

Customers are the most critical part of your business. It might take a lot of time and resources to serve the needs of your customers adequately. You could use programs like Groove to manage tickets of customers effectively. Having an automated system to manage your customers is one easy way to improve a relationship with your customers. Organizing customers and serving them in an orderly manner leaves them feeling satisfied. An organized customer support system can lead to more referrals for your small business important for business growth. There are other customer organizing systems, which can help your business manage customers and offer better service.

2) Mind your enterprise space and storage

Being organized is a physical effort. The appearance of your office will be profoundly affected by document management. Even as you strive to have an organized desk, it is essential to understand that a paperless environment is an organized environment. Technology has made it easy to manage information. A typical document management software today is the Filecenter DMS.  All you need to do is to scan your documents and store them in the form of PDFs as computer files.

The information is easy to access on Windows with no need to have a database to keep your information. The user can do anything with the PDFs; the software allows the user to split files, merge files, update records and access them via OCR (Optical Character Recognition). This system reduces half a day of filing into a 15-minute document management system.

3) Plan social media campaigns on time

In the past, marketing involved a seller to customer contact on a face-to-face basis. With the advent of the Internet, most business operations and business support systems have moved online. Social media is an important marketing tool today. In case you have to run a social media marketing campaign, you should prepare activities beforehand. This helps you avoid taking more time on the campaigns and affecting your regular business operations. There are tools available to order and publish social media campaigns, which can save you a lot of time.  I found this article very much helpful for you on Socialmediaexaminer.

A simple search online can give you access to multiple social media management tools, programs, and software that can do anything for you. You usually only need to make a few changes on the campaign before publishing. You can also use a social media assistant to help manage your business social media profiles.

4) Mind your expense records

The most common thing about any business is the use of receipts. There are those that you give the customers and the documents that you have to keep for yourself. It is sometimes difficult to keep track of everything from taxes to other financial transactions. You need to be on top of every record so that you do not lose count of your expenses.

Records are essential not only for future reference but also for future budgeting activities. If there is a need to change any financial behavior, your records will be the best place to start from; a database could be your best choice. There are multiple database systems to use for record keeping, with the simplest being the Microsoft Access available to any computer with a Windows. Records will help you not only keep track of your expenses but also doing important business for the development of your small business into a mature business. I suggest you to read this article on Investopedia and get some knowledge.

5) Organize passwords

In your everyday business operations, you will come across systems that require you to use passwords. You could choose different passwords for different accounts and end up forgetting the most important passwords. Some apps can help you manage your passwords. Apps like 1Password are useful in saving passwords. You could choose the “remember password” feature on your search engine, but it is not the safest method. With a password organization program or app, you can save all your account passwords in one place. From there, one can access the passwords any time you need logins you might have confused and forgotten. Learn how to create and organize them on emsisoft.

6) Enhance workspace for increased productivity

Even with a small business environment, it is worthy to note that an organized work environment is vital for productivity.  A pleasant working environment is not only useful for your work but your employees as well. Office floors and other office surfaces make part of the office space that needs to be organized. The idea of an organized business environment is to reduce distractions and discomfort in the office for successful business progress.

In some situations, a disorganized workspace can lead to injuries. A cleared office space allows natural movement in the business environment reducing a need to compensate for injuries acquired by employees.

7) Preserve notes in the cloud

For your small business to grow, you need to be able to have an eye for detail. Everything that you identify or notice in your everyday operations needs to be noted. Any information that is collected is important. In the case that you might be using sticky notes, it is essential to note that you might end up with lots of notes and even lose some of them. There are websites and software to help manage your notes every time you take them. Ever note allows you to record everything virtually, so you can save it, update it and access it later.

Notes can serve as an essential reminder of things you might not have committed to memory during the day. They can help reduce mistakes, improve service and further improve the business environment.

8) Arrange information on your desktop

You do not want to see yourself fumbling the whole day looking for information on your desktop. You can use the simple computer setup to organize enterprise information.  Computers have folders, and drives, which can be used to shelve and organize data.

Another way of keeping your desktop organized is by deleting information that you have already used. If there is information that is important even after use, save it on a hard drive to free up some of the desktop space. Organize information based on relevance and use folders to categorize the data.

Today we have cloud storage facilities. In a bid to clear up space on your desktop and increase access to information wherever you are, information can be uploaded online for example to Google Drive.

9) Enhance your scheduling system

Not only do you need your business environment organized, but you also need your everyday activities well organized. Meetings, videoconferences, and group tasks need to be planned for beforehand. Time is a resource you cannot manage to lose in your business. To make the most of it, you need to account for every minute.

Emails and calendars are subject to change given the dynamic nature of most business environments. Having to adjust schedules can take forever, as many activities could up colliding. With a program like Calendly, every organization is set on the day agreement. Any changes can be made virtually from wherever you are. The advantage of such a program is that sometimes people will do the scheduling for you if they are not available at the set time. The program will send you a notification, and if the time works for you, then you are good to go. Organizing time could save you money and disappoints to and from other people.

10) Plan for taxes

Even as you organize your office environment, it is vital to organize business prerequisites like taxes. For your business to succeed, you need to keep away from any trouble from revenue authorities. Plan to pay your taxes on time. Fines by such authorities can be hefty and could hugely affect the growth of your business. Have some time set aside to pay the taxes. Also, make it a point to keep you up to date on tax regulations. Regulations change over time.

11) Mind your email inbox

Today letters are a rare thing. With letters, you could file them if important and dispose of if not necessary. The age of emails has changed everything. As your business grows, the email inbox will continue to overflow with unread messages. They could be inquiries, orders, complaints, or invoices among others.

To keep your email in order, you will need to read the important emails and clear less important ones. Make it a regular habit to do this every day. The downside to not clearing your inbox is that you might end up not accessing important message hiding between less important email messages. Gmail categorizes email messages and therefore makes it easy for you to clean your email inbox. This can make your everyday individual and business operations simpler.

Moreover, you need to clear your reading lists. Over time, you might be receiving articles from other sources that can help grow your business. The idea is to keep your email clean. If you need to read the articles later, use Pocket. A ubiquitous search engine extension, Pocket can help keep articles so you can read them later.

With the Pocket feature on search engine like Chrome, you have access to the articles on your portable mobile devices any time at any place.

12) Use external paper management techniques

For most small businesses, paperwork can be very frustrating. For a smaller office, it might become more cumbersome. After having your office organized, you need to have the paperwork kept safe if it is unavoidable for your business. If there is space, you could use some shelves and files. Important files can stay within the office while those you keep as records for later reference move to a well-secured space.

You could also hire an organization that specializes in paperwork management to help manage your records. This will take a lot of integrity, and you will need to vet companies to handle your paper management carefully.

13) Organize legal loopholes

After coming up with an idea to start your business, it is important to understand that a business cannot begin without the right papers. You need Tax IDs, Shareholder Certificates and a Business Permit among others. These papers give you the ability to operate in any environment and within government regulations. Make it a point to have such documents intact and paid for. To avoid government interference, ensure you have the papers put in place for the protection of your business. The business papers give your small business the legitimacy and consistency it requires. Customers will always need to know whether you exist correctly. It is through business permits that you build instant business trust with clients before going on to do any business transaction. Once you are legitimate, customers can even refer you to other customers, therefore, improving your prospects.  This article on CWA has shown some knowledgeable information on legal loopholes.

From the above explanations, it is evident that it takes more than an idea to survive as a business. Many things need to be to have a business identified as organized. An enterprise will grow because the operations are laid out and all anyone needs are to put arrangements into action. The above strategies cover a significant part of much you might need to put in place to have an organized business. The suggested structures are not only external appearances but also latent issues. Latent issues, for example, legal and financial arrangements need to be handled to have an organized small business.

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