Home
>
Small Business
>
Organizing Tips for Small Business Success

Organizing Tips for Small Business Success

If you discovered the bottom line in your business depended on the organization in your office, your reaction could range from complete composure to sheer terror. Organization certainly has an effect on your bottom line ? and just as significantly ? on your peace of mind. For the small business or home office professional, effective organizing can mean the difference between business failure and success. For the 11.1 million workers who have their offices at home, organization skills can have a significant impact on their personal lives as well.

At no time in history has there been a greater need for getting organized. There are three major reasons for this:

(1) Information is accumulating at a faster rate every day. The speed of the microchip doubles every 18 months - with no end in sight. Every day we are bombarded with new opportunities and challenges. Having the right information at the right time can turn a prospect into a client, a disaster into an opportunity.

(2) Not only do we have more to organize, but the demand to organize it continually increases. Computers, fax machines, cellular phones, and on-line services enable us - and require us - to do more than ever before. If I can e-mail you a question in 20 seconds, why can't you respond with equal speed? And if you don't, I'll move on to your competition!

(3) Small businesses owners rarely have sufficient cash flow to administrative assistants to keep them organized, so they are faced with organizing themselves. Support staff that are available are given more and more responsibilities. Many entrepreneurs have no support staff. Streamlining procedures and eliminating unnecessary steps to minimize personnel time required to complete each task is essential.

Organizing effectively requires continually asking the questions: "Is this the best way to do this?" "Is this the best time?" "Are these the best people?" Let's look at six aspects of organizing any small office or home office:

1. People 2. Finances 3. Information 4. Things 5. Space 6. Time

Identifying the right person to do the right job is a key component to reaching your desired goals. That assumes, of course, that the desired goal is clearly defined and measurable! (If not, return to "Go!") If your company has a "staff of none," you have to wear a lot of hats. Outsourcing aspects of your business, from word processing, mailing, or bookkeeping to sales, marketing, or project management, is often very cost effective, and good organizing skills will significantly increase your ability to use that avenue. Using family members in your business can be a good strategy ? and tax deductible. (My children started doing my filing when they were 10 years old!)

Lack of capital is often cited as one of the biggest causes of failure in a small business. Great ideas and products without solid financial planning, and more importantly, effective execution of that plan, will never reach the marketplace. It's often easier to save money than to earn it ? keep those overhead expenses at a minimum. And it's cheaper to keep a client than to get a new one, so take good care of the ones you have (unless your client is expecting you to give an unrealistic discount because of longevity ? in which case you may be better off finding a new!)

Research shows that the average person spends 150 hours a year looking for misplaced information. Identify what information you need to provide the products and services your company offers. Take a proactive approach. Don't wait until the filing cabinets are too full to file, but there's no time to make decisions about what to throw away! A few hours with an organizing consultant before there is a problem can prevent weeks of grief later on.

Many offices are filled with things no one uses, while unnecessary time and energy is spent looking for things you really need. Identify a "Office Organizing Day" ? wear comfortable clothes and order pizza for lunch for everyone. (Give that old printer to a school or non-profit organization that doesn't have any ? and, as a bonus, write it off as a tax deduction!) Repeat the event annually as a good business practice.

Offices everywhere are getting smaller. Organizing space requires arranging things in such a way that everyone can easily use the right thing at the right time. The best source of additional space are often the walls. Bookshelves, open shelf filing systems, and workstations with "working walls" can be a major boon to the perennial space problem. If you're working at home, make sure your "home office" is a place you love.

Creative minds (a requirement for any successful business) always have more ideas than the physical body can carry out. Recognize that fact and spend time planning to identify the most crucial activities. Working smarter, not harder, is in the best interest of business and family. The carpenter's axiom - "Measure twice; saw once" - is good advice for any business.

My definition of organization is very simple: Does it work? Do you like it? And, if what you do effects other people (and it will if you plan to stay in business), "Does it work for everyone?"

How long will it take to get organized? It doesn't matter ? just start! The longer you wait to begin, the more time it will take, and the more difficult it will be. Remember that in any organizing process, things will sometimes feel worse before they feel better. To manage change is difficult. Human behavior is not like computer software, it cannot be installed. It has to be nurtured. It takes time to learn new behavior patterns. Forgive yourself when you miss the mark. The rewards of good organizing skills will be well worth your efforts!

? Barbara Hemphill is the author of Kiplinger's Taming the Paper Tiger at Work and Taming the Paper Tiger at Home and co-author of Love It or Lose It: Living Clutter-Free Forever. The mission of Hemphill Productivity Institute is to help individuals and organizations create and sustain a productive environment so they can accomplish their work and enjoy their lives. We do this by organizing space, information, and time. We can be reached at 800-427-0237 or at www.productiveenvironment.com

efficient cleaning crew Lake Forest ..

In The News:

Fake airline texts claiming flight cancellations are targeting travelers with convincing scams. Learn how cybercriminals steal personal data and credit card info.

Discover how iOS 26's new Adaptive Power feature automatically extends iPhone battery life by learning your usage patterns and adjusting performance intelligently.

New TikTok malware campaign tricks users into running PowerShell commands that download Aura Stealer, which steals credentials and authentication tokens.

Gaia Family offers fixed upfront pricing for IVF cycles with unlimited embryo transfers and financial protection, partnering with over 100 U.S. fertility clinics.

The Jetsons Act aims to position Pennsylvania as a leader in advanced air mobility by establishing regulations for hybrid ground-air vehicles.

Fake Geek Squad invoice emails are targeting users with convincing charges and urgent phone numbers to steal personal information and money.

Fox News Digital's artificial intelligence newsletter digs into a robot in Russia that faceplanted, George Clooney's alarm and OpenAI's rivalry with the New York Times.

Major data breach at Conduent exposes personal information of 10+ million people. Government contractor hit by cyberattack affecting Medicaid, child support systems.

Texas startup Janta Power raises $5.5M for innovative vertical solar towers that generate 50% more energy than traditional panels while using just one-third the land.

NASA's twin ESCAPADE spacecraft launched aboard Blue Origin's New Glenn rocket Thursday afternoon from Cape Canaveral, beginning their journey to Mars with arrival expected in 2027.

Learn how to set email reminders on iPhone and Android so you never forget to reply again. Simple built-in features help you stay organized and on top of messages.

Discover how Apple's passkeys revolutionize Mac security by replacing vulnerable passwords with biometric authentication and encryption for ultimate protection.

New survey reveals 78% of parents fear AI scams targeting their kids, yet nearly half haven't discussed these threats. Learn why this dangerous gap exists.

Chrome now autofills passport and driver's license info automatically. Google's latest browser update adds official document support with encryption and user control.

Scammers impersonate Department of Veterans Affairs employees claiming veterans owe money, but real VA communications only direct to VA.gov or official channels.

The AltoVolo Sigma hybrid-electric aircraft flies 500 miles at 220 mph while operating 80% quieter than helicopters, featuring safety systems and compact design.

Google search scam alert: fake customer service numbers can give scammers remote control of your phone. Learn how to spot these traps and protect yourself.

Electric vehicles overtake gas cars in total CO2 savings after just two years of driving, with emissions benefits growing over time as power grids get cleaner.

Louvre Museum reportedly used "Louvre" as password for surveillance system during $100M jewel heist. Learn how weak passwords put even famous institutions at risk.

Bipartisan AI jobs bill from Sens. Hawley and Warner would require companies to report AI-related layoffs and hiring to Department of Labor quarterly.

Joe A. from Shelton, Connecticut, lost $228,000 to a ZAP Solutions cryptocurrency investment scam after his divorce, highlighting rising online fraud.

AI-powered autonomous trucks from Waabi and Volvo target U.S. freight driver shortage with Level 4 self-driving technology and NVIDIA computing platform integration.

Survive flight disruptions with expert travel tips: Book early morning flights, download airline apps and know your refund rights during service cuts.

Apple's iOS 26.1 update delivers major security fixes, performance boosts and enhanced privacy controls for your iPhone. Discover why updating now protects your data.

Russian hackers use fake CAPTCHA tests to spread dangerous malware targeting governments and journalists. Learn how to protect yourself from these deceptive attacks.