Business Spring Cleaning
Business Spring Cleaning! It’s that time of year again. We often think of spring cleaning with our house. What about Spring Cleaning for Your business? Our focus today is on purging and organizing your files.
Stuff and paper can drag you down! So let’s get started!
Assess the damage. What needs to go when it comes to your business files?
Let’s look at both digital and paper files.
When it comes to your computer – the most important step is making sure all your files are backed up. This back-up could be in the cloud, google drive, dropbox, external drive, or there are even remote sites that save everything automatically. The key is not saving anything on your hard drive w/o a backup plan in motion.
Next step is creating a system for how you organize files from this day forward. Otherwise, your bad habits continue.
Spend some time creating and building your file structure on paper before you start creating it on the computer. For example, you can create a CLIENT FOLDER, then create files for EACH CLIENT, and then have sub-folders under each customer that pertains to the work topics you do for them. You can have an EMPLOYEE, CONTRACTOR, or INTERN main folder, then list each person as a sub-folder. Then you can then create sub-folders for each. You can have an ADMIN main folder, then list each topic under the admin section. For example, MARKETING, BLOGS, BUS DOCS, etc.
Make sure you check with your backup provider to confirm the levels of sub-folders they will save. For some systems, you can only go so far with your file structure.
Once you have the system outlined on paper, start creating folders and subfolders first. This way from this day forward, you know where to save your documents in an organized fashion. Also, get in the habit of recording a date when you save items. This way you will know the creation date of the document in the future. Schedule blocks of time to start the process of cleaning and purging unwanted, duplicates, and old files on your computer
What do you need to keep? Always check with your attorney, CPA, or other business advisors to make sure you don’t delete something you need. However, often there are multiple versions of the same document.
When it comes to paper records, 80% of what you file, never gets looked at again. What is your backup plan if the hard copies get destroyed? Think about what you are keeping and how easy it would be to get another copy? Can you scan it, so you have a digital copy and trash the hardcopy? Do you even need the copy at all? Don’t be afraid to Purge!
When it comes to paper, it doesn’t have to be a file cabinet if that type of system doesn’t work. However, don’t say a file cabinet doesn’t work if the issue is your maintenance plan. For me, it’s easier to file immediately then to allow the filing to pile up. Once your system is set-up, it should take you seconds to file the document. Use the same thought process as you did with the digital data. You can even color code the main topics. For example, GREEN for CLIENTS, RED for ADMIN, BLUE for EMPLOYEES. You get the idea. It’s important to create the SYSTEM now so you can start filing immediately. Schedule blocks of time to deal with the old files.
Lastly, if you determined the file cabinet still wasn’t for you, take a look at these ideas. Look at creating 3-ring binders or using a portable accordion file, especially if you need to take your data on the GO.
Happy purging and filing!
ABOUT BALANCE & HARMONY 360², INC.
Owned and operated by Melinda Smith, CPO®, we offer Business Training & Consulting with a Twist! Our sweet spot is working with Entrepreneur’s and their companies to create a productive work environment, happy home, and prosperous you! Our passion is listening to clients goals, thinking through solutions and coming up with creative 360² action plans that address work, home, and you! We also provide dynamic action oriented training to get your team motivated. Learn to Love Going to Work Again! Increase Time with Your Family! Get Things Done! Most important, our process is simple and geared toward the professional. You CAN get your LIFE back in BALANCE!
AUTHOR, TRAINER, LIFE ORGANIZER®
Melinda Smith, CPO® organizes and executes action plans, training, and consulting. Great referrals are business owners, executives, and companies looking for sustainable change. Above all, she can help create a more productive work, a happy home, and a prosperous you.
Particularly pertinent is the fact that Melinda has worked with companies and individuals for over 20 years. Conducting workshops across the East Coast, they include over 60 cities in 19 states. Equally important focus topics include Strategic Thinking, Teambuilding, and Organization. As well as Balance Strategies, Stress Management, and Embracing Change.
After all, Melinda was one of the first 200 in the nation to achieve a Certified Professional Organizer status. Also, she is also a graduate of the Western School of Feng Shui (pronounced feng shway).
Melinda has owned Balance & Harmony 360², Inc., since 2003. She is also the author of The Complete Guide for Balance & Harmony OWL Kit. Also, this kit consists of a book, workbook, and F.O.C.U.S. Journal as well as five products to help organize Work, Home, and You.
YOU WILL NOT WANT TO MISS MELINDA’S TRAINING, BOOKS, CONSULTING, ADVISING, AND SPEAKING OPTIONS, AS WELL AS WHERE TO PURCHASE, VISIT:
Website Store: www.balanceharmony.com/store