Professional organizers will tell you that a good old-fashioned clutter cleanup can save you time and money. This should also apply to your business. By organizing your environment for success and organizing your processes, you’ll be more efficient in your time spend, save time, and ultimately save money.
Speed up bill payment
Do you pay some of your bills online and others the old-fashioned way? This can get confusing if you don’t keep a calendar to remind you when it’s time to get out that checkbook and write that check. Consider setting up a separate email account that is used for banking and invoices only. Gmail is a great tool for this. Then schedule a bill pay session twice a month on your calendar to verify that email account. By doing this, you don’t miss any deadlines and end up paying those truly horrible late fees. You will save money and maintain good credit.
Clean up your email client
By setting up an effective way to process and organize your email, you’ll gain more control over your day, improve your response time, and keep track of critical actions and due dates.
Create an effective reference system by organizing what information to store, where, what to keep, and what to delete. Sounds daunting right? According to Microsoft, you have the opportunity to save almost an hour a day if you have a good system! You can also upload large attachments to free online storage like Windows Live SkyDrive.
order your computer
Is your computer desktop a maze of shortcut icons? By keeping only active files and shortcuts (in files) visible, you’ll feel less cluttered and cluttered. Can you see your wallpaper now? If not, it’s definitely time to get organized. Think of the computer desk as a real desk. Pens and pencils go in a certain corner, while files you access regularly will be in another section. It’s the same idea with your computer desktop. Start by creating a series of folders. Do this by right-clicking on any blank area of your desktop. I usually use 4-5 folders:
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Place items in this folder that require an action that takes more than a few minutes to complete. This could be anything from files to upload to large apps to install and configure. Be sure to schedule these action items on your calendar so they don’t get overlooked.
incubates
This is your idea folder. These are items or links to go back and look at when developing potential projects, or where you can save articles or information about higher education for you and your business, such as online classes or certification courses. I suggest reviewing this folder weekly to see if you are ready to put any of these ideas into action. This is the time to delete or archive items in this folder.
Current projects
Files belonging to active projects go here. Create subfolders for each project and client so you’re not continually searching for a phrase or keyword that shows up on your project timeline.
Archive
Once you have completed a project, move it to this folder. Again, don’t be afraid to use subfolders. Schedule a time each month to visit this folder and edit, delete, or remove items you don’t think you’ll need again. Back up your file to a DVD or external hard drive in case you need them again in the future.
Start presenting!
Even working virtually like many of us do these days, we still deal with paper and files. Invest in a small filing cabinet that can be stored in a closet or corner of your home office, or even consider a furniture-quality lateral filing cabinet that can be used as extra table space for your printer, scanner, or other office equipment. .
Be sure to file papers and documents as soon as you are done with them. Don’t get into the habit of piling them up and thinking you’ll get to them later. There are few things more frustrating than having to rummage through piles of paper on your desk to find the one you need. By making it a practice to handle a piece of paper once and then place it where it belongs, you eliminate that distraction and increase your efficiency.
Scan letters and documents
If storage in your home office is an issue, consider scanning documents such as retainer agreements, client documents that do not require original signatures, etc.
Buy a shredder!
I cannot stress this enough! As a virtual assistant, you must protect your client’s information with the same ferocity with which you protect your own personal information. We all know about identity theft, but did you know that your waste material is sorted and recycled? Worse still, your junk is in the public domain and available for anyone to claim.
As virtual assistants, we have a legal obligation to protect the privacy of our clients. If you’re not filing paper or phone notes you took while chatting with a client, shred them! Shred discarded or outdated material that belongs to your customer. When and if you stop working for a client, shred EVERYTHING and let the client know you did.
Have some great organization tips you’d like to share? We would appreciate hearing from you!
**You have permission to reproduce in your publication or on your website/blog any Denise Griffitts article found on this website, as long as Denise Griffitt’s name and contact information is included. Denise Griffitts, Virtual Assistance Industry Expert, http://virtualassistantindustry.com, [email protected], 888-719-6711.