An organized lifestyle is equal to clarity, peace of mind and success. Why not incorporate the same in your business. An organized business is like a well-oiled piece of machinery that will run and operate smoothly no matter what. An orderly and neat workplace gives the vibes of an organized business structure where work can be accomplished in less time and with more efficiency.
It is impossible to work in an unorganized atmosphere where chaos and disorder prevails. Running an organized business is not so difficult. It involves creating and maintaining process and systems that will help in sustained improvement to achieve a profitable and productive workload.
How to Run an Organized Business?
1) Organize your business space
An organized business structure has a direct and good impact on the workings of its employees. Neat and organized workspace maintains a calm atmosphere where it is easy to achieve better results. The first thing you to do run an organized business is to promote a clean workstation.
Follow it yourself so that you can set an example and then encourage your employees to do so. De-clutter the screen of the computer and delete the files which are not needed at present and load the ones which will be needed in near future. Delete old messages, organize paper files and remove things that are of no use are some major ways to tidy the workspace. Set aside a few minutes every week on the last working day to put the workstation again in order.
Simply place the papers in their designated places, throw away the unnecessary items in the trash and clean up any unnecessary clutter. It will help to feel creative and motivated on Monday when you come back to the office and sees a clean and organized business space.
2) A to-do list
An important way to run an organized business is to use and encourage others to create a to-do list. Well-established entrepreneurs swear by it and encourage others to follow the same. The problem is not in creating it as 70% of the people generally make one; the actual problem is in implementing it because only 20% of the people do so.
Make sure that your employees along with you are following it for the betterment of your office. Priorities your work and jot down the things needed to be completed in a particular order so that you know which thing is more important and should be handled first.
Make separate columns for individual tasks and for group tasks. Rearrange the list as per the requirements of the day. Mark things which have been accomplished so as to avoid any confusion. A to-do list will act as a motivational tool and help you in achieving your tasks and goals quickly and efficiently.
3) Integrate cloud in all your tools
In this techno-savvy world use a tool like a cloud to your advantage for storing and sharing of important documents. This helps in removing clutter from the personal storage space and saves valuable time and space. Do you realize that if something happens to your PC or laptop suddenly it will be impossible to recover the important documents? Or in case, if you need a spreadsheet or any other important document while traveling to another place how are you going to get immediate access to it.
This is only possible if you have transferred all the important data and documents to the cloud services. One of the most important things that an entrepreneur can follow and promote is to use cloud services to run an organized business. It will make information accessible and safe at any point in time and at any place. So just employ and promote cloud strategy and incorporate tools like Google Drive, Box, and Dropbox which have free versions.
4) Manage your time
Time management is a serious problem for many as most of the people are struggling with it. In order to run an organized business, it is necessary that you start improving your time managing skills. We all waste a lot of time unnecessarily. If we start using it to our advantage we can easily lessen our workload considerably.
You can handle simple and easy tasks during the morning commute like deleting unnecessary messages and emails, researching for any information, thinking and prioritizing the to-do list and catching up with any calls.
Similarly, utilize the time while commuting back to your house. Give yourself at least two breaks to check your progress and see which work needs to be accomplished urgently. All these small things will become a habit within a few days and prove to be a boon in handling your daily activities successfully.
5) Promote break time
In order to run an organized business, it is necessary to take and promote productive breaks. Our body and mind get stuck in the same place if we are working continuously. Even a short break can prove meaningful at this point in time.
One or two micro breaks have the ability to recharge your body and remove mental fatigue. Just chill for a few minutes alone or with a friend or just take a small walk in the compound or have a tea/coffee break. Simple things are most often the best solutions.
Staring at your computer screen and looking at the files repeatedly can hamper your ability to focus so promote small but worthwhile break time for better productivity.
Social media is an important tool to maintain brand visibility in the market. Making updates is necessary but do not waste time by posting unnecessary posts every few hours. It is important to make a schedule beforehand and stick to it if you are planning social media campaigns.
Decide the portals you are going to use and the number of contents you are going to post beforehand. Keep it in check as quality is always better than quantity.
7) Use only one calendar
Sometimes people have the habit of using and maintaining several calendars to avoid any chaos. But they fail to understand that it is not a proper way to run an organized business. You will simply create a clutter and have to go through all of them every day. This will lose your precious time. Simply choose one that you feel is the best whether it is on your phone, laptop or a paper one on your desk and maintain it to your best ability.
8) Make a reminder note beforehand
In order to run an organized business, you have to remember every small detail. Is it possible as sometimes we forget at the nick of time? Make a note of it as soon as you remember or you are being told about it. It will take only a few seconds but will prove an immense help later when you will complete that work in the given time frame.
9) Plan for the next tax year
Maintain a box for next year’s taxes. Place every tax-related document in it throughout the year like charity receipts, bills paid, business expenses and bank statements. At the end of the year, it will be simply an easy task to go through this box and separate every paper accordingly for your accountant.
10) Organize inventory
One way to run an organized business is to keep track of the office inventory. Many people do not care about it as it seems a part of office infrastructure. A tight rein will reduce the overhead costs significantly and stop any internal theft or misuse. It is better to automate the process with help of barcode technology so that it becomes easier to keep a track. You will instantly receive an alert if any mischief occurs. Data received from this tracking software will help you in making viable changes in your office.
Above were all the ways you can run your business in an organized manner. Hope the tips help you organize your business.