Organization Tools and Techniques For Small Business Owners
Running a successful business isn’t possible without strong organization. Clearly defined procedures and guidelines can go a long way toward saving your business both time and money, which in turn will allow for booming growth. Any business owner knows just how many things need to be done on a daily basis, often at the same time. Trying to tackle this with non-existent or poor organizational tools can lead to crippling chaos.
Fortunately there is a large selection of very useful organizational tools for you to use, as well as some great organizational techniques that can help you better manage your business and your time.
Keep Up With Customer Support
Customers are the heart and soul of most businesses, so it’s imperative that you stay on top of customer support. You want to make sure that they have no difficulties contacting you, and it’s just as important that you respond to them in a timely manner. Handling customer support can be a time consuming process, but there are a number of good programs out there that can help you efficiently manage all of your customer tickets. The less time you spend managing your customer tickets, the more time you can spend on other important projects.
Hire a Virtual Support Services Company
Nothing sucks up valuable time like day-to-day tasks and operations that are a fundamental part of any business. Unfortunately, these tasks and operations have to be done in order to keep things functioning smoothly. A great organizational choice is to hire a virtual assistant (VA) to delegate all these duties to. Vas work remotely and provide cost-effective services, often on a flexible schedule. VAs can also tackle things such as sales and customer support, social media management, research, and project management, so it’s worth looking into if you find your valuable time being eaten up by such tasks.
Incorporate the Cloud
There really is no reason for businesses nowadays to not be storing all files in the cloud. Not only is it a terrific option for backing up all important documents, it also makes accessing and viewing said documents easy and convenient. Storing documents in the cloud means that you can sync them across all relevant work and personal devices, to be accessed whenever you need them. Employing a cloud strategy can also be quite low-cost – Google Drive and Dropbox all have free versions of cloud storage for mobile devices and computers.
Improve Your Time Management Skills
Poor time management skills goes hand in hand with poor organizational skills, so fixing the way you manage your time can improve your organization. A good tip is to take care of all the daily menial tasks during your morning commute, if possible. You can check all of your emails, do research, and check your messages. If you don’t rely on public transportation, use Bluetooth technology to safely make and receive calls while you are driving.
Another good time management tip is to take productivity breaks every couple of hours. Many studies have proven that taking these five to 15 minute microbreaks can improve your ability to focus when you return to work. Grab a snack, take a short walk, or read a few pages of a book to give your eyes and your brain a break. By doing this, you’ll be increasing your focus and drive for later.
Make Improvements to Your Customer Management System
Staying on top of managing your customer leads, all your payments, and other important information can be a frustrating and time-consuming challenge. In order to combat this, many businesses are utilizing customer relationship management (CRM) apps in order to keep all of this information organized in an easy and convenient manner. These apps will connect to all relevant business apps and alert you to areas that need follow up, such as customer inquiries and overdue invoices, before too much time has passed.
Plan Out Your Social Media Campaigns Ahead of Time
Managing social media in general can suck up large chunks of time, but running campaigns can be overwhelming in that regard if you try to do it without first having a plan in place. Don’t waste time publishing posts hourly throughout the day. Instead, schedule everything first and then make use of an automated publishing tool that will publish them for you at the appointed times. This lets you keep on top of a social media campaign without having to devote too much time to it so that you can focus on other important areas of work.
Tidy Up Your Workspace
It may seem trivial, but working in a chaotic, messy environment can prove detrimental in a number of ways. Organizing your workspace can go a long way to freeing up time, making certain tasks more convenient, and improving productivity overall. File all loose documents in the appropriate places, keep your desk free of clutter, and keep everything you need regularly close at hand. Doing so will improve both your efficiency and your workflow.
Always Respond to Emails Promptly
Responding to work emails is a task most people dread and often put off for as long as possible, but letting it fall behind turns it into a big chore later on down the road. For optimum organization, it’s best to respond to work emails promptly. Set aside a couple chunks of time every morning and afternoon in which you turn your full attention to dealing with emails. This will prevent them from piling up and will also ensure that any matters contained in them are addressed in a timely and efficient manner.
Taking time to develop good organizational habits and techniques, as well as using organizational tools, can go a long way toward streamlining your work day and giving you more time to focus on pressing matters and projects. Once you’ve established solid organizational practices in your business, it will be easy to keep up with them without fear of falling behind again.




