Organizing Tips for the New Year!

Posted on 05. Jan, 2006 by Linda in Misc. Articles, VirtualConnections Newsletter

Well it’s another new year and time to start the year off fresh. Here are some quick organizing tips to help you meet your “I’m going to get organized goal” for 2006.

Make sure that your most frequently used items are the most easily accessible.
Prioritize tasks for each day and make sure you get the most important things done. If you can, try to set time aside just for these priority tasks.
If you feel overwhelmed, divide the complex tasks into manageable sub-tasks.
Use wall space whenever possible, using shelves, bookcases, and bulletin boards. The goal is to remove the clutter from the desk and floor.
Keep all the notes you write to yourself in a centralized location, whether in a notebook, a file folder or on your computer.
Straighten your desk at the end of the day and especially at the end of the week so that you can start each morning with a clear desk.
Keep vertical files whenever possible this helps you avoid the habit of piling papers.
Keep your files purged – use storage boxes to store dated files.
Your filing system should be simple, easy and manageable. Color coding your files makes it faster to find certain information.
Backup your computer files!!!! Set up a regular back up routine, if you don’t you will eventually regret it. USB flash drives make it easy to back up files in an instant.
Make sure your virus protection software is up to date – many software programs will download updates to your computer automatically. Make sure your virus software is set to do this.
Use the disk optimization/defrag software that is already installed on your computer regularly. It saves disk space, speeds up software and reduces computer errors.
Email management – create an electronic filing cabinet for each client. Once emails have been read and replied to, move the email to the appropriate cabinet. Most email programs allow you to set up filters where these messages are filed automatically when they come in.
Email attachments – save them in the appropriate client file. This way if you need the file in the future, you won’t have to go searching through hundreds of emails to find the files.
Every 6 months, go through your folders and delete emails you no longer need. This will save on disk space and also streamline your future searches.

Remember, the time spent searching through your office for a piece of paper or telephone number is unproductive time. Allowing just a few minutes each day to go through your daily paperwork will pay off in time saved. As your business grows, so does the amount of paperwork you receive. Don’t let this paperwork start to pile up as this is when you lose control and can miss opportunities.

Bookkeeping Organizing Tips

Just a couple of tips to help you organize your recordkeeping for 2006 – now is the time to organize those records and not in November/December.

Make sure all business-related expenses are organized and filed by expense type. Some suggestions for files are: advertising, automobile expenses, bank statements, credit card statements, dues and subscriptions, education and professional development fees, miscellaneous, office supplies/equipment, postage and shipping, printing, taxes and licenses, telephone, and utilities.
Keep your business income receipts, check stubs, and deposit slips together and best if filed by month. Print two copies of your invoices – file one in a separate invoice file and the second copy in the client file.
If you have employees or charge sales tax, keep copies of all quarterly reports that were filed. Also, keep all bank statements from your business account for the past year. These records provide a good double check to your income and expense receipts.
Write notations for any unusual expenses or receipts at the time the expense is made. This will assist your bookkeeper/accountant in classifying the expense.

Getting Organized for a Disaster

We have seen what Mother Nature can do this past year, so it is so important to have a disaster plan in place. Not only can Mother Nature wreak havoc in our business and personal lives, but there are also man-made disasters that can occur.

Here are some steps you can take right now that will help prepare you in the event of a disaster:

Protection of your information and assets: Establish an off-premises safe deposit box which can contain:

Wills and living wills
Power of attorney
Appraisals
Marriage or divorce documents
Birth certificates
Trust records

Protection of your documents: Create a document grab-and-go file that will help in re-establishing your identity and credit, assist in filing insurance claims and safeguard telephone numbers so you can notify institutions about your situation. The file should contain:

Copy of your driver’s license
Copy of your social security card
Deeds, titles and mortgage notes
Family medical records
List of all vital contact information of your employer, bank, insurance companies, utility companies
Copy of the front and back of each credit card

Have on hand: Make sure you have the following provisions in a centralized place in your home: