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10 Tips For Organizing Your Small Business This Year
Posted By Nellie Akalp On January 12, 2014 @ 2:00 pm In Small Business Operations | 30 Comments
An organized business is a productive business. You may not consider yourself blessed with natural organizational skills, but now is the perfect time to get your business and work space organized.
Below are 10 tips to help you do that and get on track in the new year.
Even if you don’t mind a little mess and dust, too much clutter can add to daily stress and chaos. Clutter exists because we think that everything is important. With the new year, toss out whatever is outdated, no longer relevant or a duplicate.
When your workspace is clean and uncluttered, you’ll enjoy spending time at your desk and won’t waste time searching through junk or moving piles around.
One study  found that the average person wastes over 4 hours per week searching for papers. Go through your filing cabinets and shred anything that’s out of date or no longer relevant to your business.
If you’re worried you might one day need four-year old notes from a client project, then scan the originals and throw out the paper files to make more room.
Considering the IRS accepts electronic copies of receipts, there’s really no reason for you to continue hanging on to all those tiny paper slips from restaurants, taxis, office supply stores, etc.
Find a receipt management scanner or app for your smartphone (such as Neat Receipts ) and make sure your solution lets you export data to whatever expense reporting/accounting app you use.
If you haven’t done so already, start using cloud-based tools to share and save documents. For example, Google Drive  lets you store up to 15GB for free, while giving clients or colleagues access to collaborate. Other tools include Dropbox  and Box .
By housing files in the cloud, you can help clean up your personal storage, as well as save valuable time spent emailing documents back and forth when collaborating with others.
If your email inbox has become a catchall for every email you’ve received over the past years, it’s time to clean house. It is possible to manage your email inbox so you only see the messages you still need to deal with and everything else is neatly archived for safe keeping. Start with a clean slate by filing away everything you no longer need to respond to.
Next, tame the level of new emails you get each day by unsubscribing to newsletters or other subscriptions you no longer read. Create specific folders where non-essential emails go automatically, so they don’t interrupt your daily flow.
One key to staying organized and effective as a small business owner is having the right solution for jotting down any tasks or inspirations when they strike.
Whether you prefer to use pen and paper, voice recording on your smartphone or an app like Evernote , the most important thing is that the solution fits into your lifestyle so you’ll use it consistently.
It’s not just your email inbox and desktop that fall prey to clutter. Your social media profiles can also become clogged and out of date.
First, take stock of where your business has a social presence and drop any accounts that are no longer in use. There’s no point in having multiple Pinterest, Twitter, Facebook, LinkedIn, Tumblr and Instagram profiles if you’re not actively posting and monitoring each account.
You can also use a tool like JustUnfollow  to weed out any followers who are inactive or aren’t following you back.
Don’t wait until it’s time to file your returns to start thinking about taxes. Make an appointment with a CPA or tax advisor early in the year.
If your business is still structured as a sole proprietor, now’s the time to think about protecting your personal assets and gaining other benefits through a formal business structure like an LLC or corporation .
If you run a small business, you already have some kind of process in place for invoicing, processing payments, recording expenses and tracking projects. But if you haven’t updated your process lately, chances are there’s an app out there to help make these administrative tasks easier and more efficient.
Take a look at your tablet/smartphone app store for a new tool that could help you get organized and take charge of your books in the new year. For example, there’s FreshBooks , Mint , Kashoo , and InDinero  to name a few.
This is a perfect opportunity to tie up any loose ends you’ve been putting off in prior years. For example, did you file a DBA (Doing Business As)  for your business name? Did you get a Tax ID number? Are all your licenses and local permits in order? Did you make any changes to your corporation and LLC and still need to file an Articles of Amendment to record those changes with the state?
What other tips can you offer to get your business organized this year?
Organization Concept  Photo via Shutterstock
Article printed from Small Business Trends: http://smallbiztrends.com
URL to article: http://smallbiztrends.com/2014/01/tips-organize-your-small-business.html
URLs in this post:
 study: http://www.reliableplant.com/Read/16652/reduce-office-clutter-to-increase-productivity,-efficiency-profitability
 Neat Receipts: http://www.neat.com/home.aspx
 Google Drive: https://drive.google.com
 Dropbox: https://www.dropbox.com/
 Box: https://www.box.com/
 Evernote: http://smallbiztrends.com/2011/04/get-organized-increase-productivity-evernote.html
 JustUnfollow: http://www.justunfollow.com/
 like an LLC or corporation: http://smallbiztrends.com/2013/09/business-structures-difference.html
 FreshBooks: http://www.freshbooks.com/
 Mint: https://www.mint.com/
 Kashoo: https://kashoo.com/
 InDinero: https://indinero.com/
 DBA (Doing Business As): http://smallbiztrends.com/2012/10/doing-business-as-dba-filing.html
 Organization Concept: http://www.shutterstock.com/pic-93929434/stock-photo-bright-paper-trays-and-stationery-on-wooden-table-on-yellow-background.html