Organized Office

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How do you perceive the concept of being organized? Do you consider yourself organized? Do you believe there’s a possibility to be more organized?

If you are a busy business owner, you already know it’s a job in itself to stay organized. It’s much easier to let things pile up and push it to the side. This doesn’t necessarily mean papers on your desk. In order to be organized in your business you have to organize the protocols for the day to day procedures that occur. I’ll give you some examples and perhaps you will begin to think about moving toward getting better organized in your office.

I was trained early in my administrative career, to do things in a way that if anyone else came to help me or had to step in for me, they could! So what does that mean? It sounds so simple but I see it missed all the time, making/writing notes! Whatever system you use to track or manage clients, depending on your business, you have to have a note keeping protocol. Any exceptional customer service experience you have been provided by a company you use regularly, has maintained a note history about you. This ensures that any representative you will speak to can help you. Note keeping doesn’t only apply to clients, you should keep important notes in one place about any relevant or important information regarding your business, that you may need to refer to again. There’s apps to keep notes in one place, either on the computer or your phone. (Always put a title on your note or categorize it, so you can easily find it, when needed.)

Correspondence is another hard one for some businesses. Do you have 100’s or 1000’s of emails in your inbox, and people waiting to be called back, sometimes for weeks? There are so many apps to help in this particular area. There’s apps to remind you to reply to emails, you can tell Siri (or your Smartphone) to remind you to call someone at a particular time – with simply speaking. If you are not tech savvy, find a young person you know to show you how to use it. It’s simple once you know how to do it.

Storing files and documents is the top office organization problem I run into. This can be physical or digital. Making sure you have a protocol in place to keep documents organized each day or a proper routine for storing them, will save you so much time/$ in the long run. By all means, sometimes it’s a better task to delegate to someone else. Filing is one of the easiest jobs to fill or outsource. If you are running an office on your own, at some point you can’t keep doing things on your own. Your main focus should always be to grow your business and to take care of your clients. Accept that at some point you need to hire help.

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