10 Small Business Organization Tips

Small business owners know that keeping organized doesn’t always come easy, especially when you’re already spread a little too thin. Running a business takes a lot of time and energy, and sometimes it feels like there aren’t enough hours in the day to stay on top of every aspect. 

But knowing best practices can help, whether it’s keeping business records, following productivity tips or managing your email. That’s why we’ve got you covered with these 10 small business organization tips.   

If you’re thinking about how to protect your small business, reach out to Farm Bureau for sound advice on policies that can help.

Tip 1: Eliminate the Clutter

A cluttered workplace can mean a cluttered mind. If you look around your office and realize you’re surrounded by non-work-related things, it’s probably time to purge your office of anything you don’t need.

Clutter can often be distracting and reduce your productivity. Decluttering can be therapeutic and give you the sense of a fresh start. Give away things you don’t want or need anymore, or try selling them on sites like Facebook Marketplace and eBay.

Tip 2: Tackle Your Inbox

Some people hold to an “inbox zero” policy, but others let the email pile up. If you’re sitting on hundreds or even thousands of emails, it’s time to start going through your mailbox and flagging the messages that need your attention, filing records you need to keep and deleting emails you no longer need. Be sure to follow retention requirements for tax, legal or audit purposes. 

Tip 3: Get Your Files Tidy

Information is no good if you can’t find it. So, it’s important to keep all your files and information easily accessible to save time and promote efficiency. If you keep paper files, adopt a labeling and color-coding system that keeps your files organized by year, client and project. Or it may be time to make the switch to digital files, which are easy to search, sort and retrieve.

Tip 4: Transition to a Digital Filing System

Like we said: Digital filing can be a good switch from a paper system. You probably prefer digital communications and invoices over mail and paper in your personal life, so why not bring that same efficiency to your business?

Research document management software to find the system most appropriate for your company. Many affordable digital filing systems for businesses will have you operating in the cloud in no time. And look into other technological solutions for your small business needs. 

Tip 5: Use a Calendar

We’ve all missed a meeting or an appointment. Using a calendar system like Google Calendar or Outlook Calendar can help you make it to that client meeting on time; you can even put notes to yourself about the meeting details in the calendar item so it’s right at your fingertips.

Also, make sure the settings on your phone, laptop and desktop computer are updated to enable video meetings — that way you can meet “in person” wherever you are.  

Tip 6: Schedule Regular Meetings with Your Staff

If you have staff, you probably already know that scheduling regular meetings to touch base has many positive impacts. Your employees will appreciate the channel for open communication and will come prepared when meetings are held on a consistent schedule. Make sure to share an agenda in advance to keep meetings on track and improve accountability among your staff. 

Tip 7: Create Goals for Each Year

If you want to stay on track, mapping out a strategy for achieving your goals is the key to success. A plan will help you decide what to prioritize and how to plan for your year. Remember to refer to your business goals on a consistent basis throughout the year by scheduling progress reminders in your calendar. 

Tip 8: Track Your Time

When you and your staff track your time, you can see exactly how everyone is spending their hours and adjust accordingly. A digital tracker is a great way to handle this task. Programs like Toggl help track billable hours accurately, and they also give business owners insight into the company’s efficiency and areas that may need more or fewer resources.

Tip 9: Remain Flexible

Remember, not every tip will work for your unique business situation. It’s all about finding what will help you and your business reach your goals. Listen to the opinions of your employees, tap into their strengths and identify areas where you all can improve.

Iterate and improve constantly, and don’t get too set in your ways. Taking a nimble approach to organizing your small business will ultimately lead to greater success.

Tip 10: Make Sure You Are Covered

As you’re evaluating your organization strategies, reach out to Farm Bureau to ensure your small business is properly covered. Your agent will work with you to help customize your coverage.