Self-employment and Organization
The importance of remaining organized to be a successful start-up
Setting up your own business is challenging enough. If you’re past that phase, it gets even tougher. And out of the endless tasks ahead, there is one thing you should not take for granted – keeping your business organized.
Unlike being employed where the rules and processes are already in place, a start-up company is just about to create its own. Sure, prior to your business, you have your own way to get things done and that’s perfectly fine. But remember, you are no longer working for someone else and this means whatever set up that you need to deliver actual results or else you won’t get anything out of your business.
Thus, in order for your business to be successful, a high-quality system must govern every part of your value chain.
Being organized is mandatory to keep your business afloat, hard yet doable even if you have to revise your standard operating procedures (SOPs) from time to time. Moreover, staying organized will benefit not only your employees but more than anybody, you as the owner of the business.
Here are some simple suggestions on how to keep your start-up business organized:
1. Have specific goals and objectives
The first step to having an organized start-up business is having specific, time-bound goals disseminated across your organization. Set the goals and objectives of your company. It gives clarity and direction, unlike taking a bus and not knowing where it’s headed.
Defining your goals right from the start makes a big difference in how you will run your company. Because this is where you will align your strategies, processes and metrics, among others.
2. Have a plan
Don’t operate your business in the dark. Plan ahead and plan well. Craft a blueprint that will enable you to fulfill your goals and objectives.
Segregate your to-do list daily, weekly, monthly or annually. Schedule these tasks based on importance and frequency then roll it out to those concerned. Use a calendar or planner or use mobile/computer tools to help you keep track of your progress. Mark off accomplished tasks to clear your list and motivate you to take on the next set of assignments.
3. Organize your office tools
Having a clutter-free, organized workplace can undoubtedly increase productivity. A neat office not only helps you become more efficient, but it also allows you to have a clearer mind for more strategic and creative ideas.
Instead of wasting time by searching for the office supplies and files you need, storing them by category and labelling them accordingly will allow you to dive into the task right away. Come up with a filing system and an “in” and “out” tray for daily transactions. Have the tools you frequently use near you while those you seldom or never use, shelved tidily. Don’t leave computer and printer wires lying everywhere. Allot time for clean-up before you leave.
4. Organize your computer
Same goes with your computer. Organize your files into respective folders and delete those you do not use anymore. Only install programs that are relevant to the job, refrain from congesting your computer’s memory with unnecessary software. Maintain a neat desktop and put a nice wallpaper that will motivate you.
You can also go paperless by syncing vital programs to your mobile phone, note-taking apps, for example. Or you can integrate all your files using cloud-based tools so you can access your files anywhere at any time.
5. Organize your e-mail
It is easy to end up with a cluttered e-mail especially when you receive tons of messages on a daily basis. Arrange your mail by using appropriate labels and categorizing them. Move and store them in specific folders.
Designate time for e-mail checking and responding to messages that require immediate reply or action.
6. Maximize technology
Don’t do everything manually. Invest in computer programs that will help you manage your business much easier. For example, a tool that can monitor pricing and update product information in your system automatically. Or a POS system that will sync all your processes and download valuable reports. Or, chatbots for customer service.
Another option is to get yourself a voice-controlled intelligent assistant, a device that can remind you of the day’s schedule and prompt you of what needs to be done.
7. Hire a Virtual Assistant
Virtual Assistants (VAs) are self-employed individuals working remotely to provide you administrative services. There are many qualified VAs all over the world and they can definitely help you organize your business by doing a wide range of tasks for you.
Explore freelancer websites and discover talented and committed people who can serve as your executive assistant and more, this way, you have more time to focus on how to grow your business.
8. Manage your time
Do not procrastinate. Follow your project timeline no matter what. Get things done according to plan.
Distribute your time according to the importance of tasks on hand. At the same time, respect the time of your employees, clients and suppliers alike. This includes coming on time to meetings.
Also, take a break during the day. Allow yourself to breathe and re-energize. Take a walk, munch a snack, watch a funny clip, whichever works for you. Micro-breaks (15-minute pause) are proven to increase productivity.
9. Connect with your customers automatically
Have an organized database of your customers and connect with them through the use of various online tools. For example, a customer who just placed an order can automatically receive an e-mail notification bearing the order details and expected delivery date. Instead of sending this manually, invest on a system that will let you send e-mails automatically. You can also keep in touch with your customers by sending seasonal greetings (Christmas/Lenten Season and the like) on a massive scale.
While there are countless ways to keep your business organized, it is best that you assess your company’s needs and come up with your own set of strategies. Maintaining an organized start-up is a continuous and collaborative effort from the members of your team. It will take too much of your time at first, setting up all the rules and processes, but the rewards, in the long run, are worth it. By doing so, your small business can soon be an empire built on a solid foundation.
We hope these tips help in your journey to self-employment. Make sure to check out all of our great articles and success stories on the Portals Blog. If you have any questions or want to talk with us, use our Contact Form to get started.