How to Shape up and Better Organize Your Small Business

An organized small business is a business bustling with productivity. It is well-oiled machinery equipped to tackle day-to-day challenges and reach long-term goals. Keeping your operations running smoothly is no walk in the park, as you need to figure out the most efficient tools and tactics. They must work in synergy to make a real difference and add value to the organization. At the same time, you want to minimize the input of resources and amount of friction your efforts generate. So, it is time to come up with an action plan on how to get organized.

Turn a new leaf

On the broadest strategic scale, you need to get clear on what your mission and purpose are. Use short-term and midterm goals as stepping stones that lead you towards your long-term aspirations. Communicate your vision with employees and stakeholders and set clear expectations. See to it that everyone is on the same page and on course to set objectives. Evaluate your position from time to time and get back to the drawing board if your plans fail to come to fruition.

As there are many other bases to cover, proceed to set order to the physical workspace. Clutter and mess are menaces you have to banish from your office: they hamper focus and productivity and only induce stress. Therefore, get rid of anything that is outdated, duplicate, irrelevant, and only gets in your way. Show no mercy during the purge and foster clean and tidy workstations. Do not neglect the digital clutter either. Delete non-pertinent emails, old voice messages, and sort out files on the desktop.

Harness digital power

In all likelihood, you can digitize a lot of paper files and documents. Going through all those piles is a huge waste of time. Besides, they occupy precious space. So, scan the originals and keep only the digital copy. Do the same with loads of receipts. Moreover, make good use of cloud storage solutions. They enable easy saving, access, and sharing of business-related files. Some of the most popular platforms worth noting are Google Drive and Dropbox.

This brings us to the point that, well into the digital age, implementing cutting-edge software tools is an absolute must. Apps like Evernote are of great help when you need to capture inspiration, tasks, obligations, and other people’s remarks. Keep an eye on specialized platforms. For instance, if your company has a fleet of vehicles to manage, you must invest in a GPS tracking service. Using its advanced mapping technology, you can streamline different management and monitoring tasks.

Financial due diligence

Staying on top of business finances is paramount to the success of any small business. Make an effort to keep close tabs on your books and accounting. Establish a system for handling payments, invoices, and expenses. Use apps like Mint and FreshBooks to take administrative and processing efficiency to the next level. Learn how to better manage the cash flow and anticipate any holes that need patching up. Get you overdue payments on time to avoid running dry at any point.

Use automated reminders and acknowledgments to stay in control and you should be able to maintain a steady stream. Furthermore, start preparing for the tax season well ahead of time. Meet with your advisor and make sure you fully understand the requirements. Find the best way to protect your personal assets and maximize the benefits that can be reaped from your formal business structure. Likewise, minimize any liabilities that stem from your structural setup.

Like clockwork

Being organized is linked to your ability to make all functions within the company efficient and productive. So, commit to planning on a daily, weekly, monthly, and yearly basis. Tame both your digital and physical environment and you will make your life much easier. Fine-tune the core business processes using digital tools of the trade. Face the financial side of running a business and take control of your books. By following these simple steps, you will save a ton of time and money in the long run and get ahead of the competition.


Diana Smith is a full-time mom of two beautiful girls interested in marketing and latest business technologies. In her free time, she enjoys exercising and preparing healthy meals for her family.