Easy Steps to Organize Small Businesses Better

Many entrepreneurs have learned the hard way that only an organized business is a productive business. The main takeaway is that success comes down to working smarter, not harder. In other words, to take efficiency to the next level, you should learn to do more with less. There is no better way to face the daily grind and increasing demand coming from the workload.

Not everyone is naturally blessed with organizational skills, but we can all step up our game, make good use of available tools, be smart about time management, and adhere to best practices. So, tie up those loose ends. Put an end to procrastination and deal with tasks you have been dodging for months. Invest time and effort now to move forward with confidence and decisiveness throughout the rest of the year.

Take active measures

It all starts with the right positive mindset. Be proactive about key processes such as managing your finances and related obligations. There is no point in delaying tasks that you dread.

Schedule a meeting with a tax advisor in advance and prepare for when you are supposed to file the returns. Decide how you will keep all tax-related documents such as receipts for business expenses and bank statements. It is a good idea to keep personal and business finances separate, on two bank accounts. Those who operate as sole proprietors should ponder incorporation structures that better protect personal assets (corporation or LLC).

Furthermore, check whether all your licenses and permits are in order. Keep tabs on your books and make sure everything is in accordance with regulation. It goes without saying that every small business must have a system for invoicing, payment processing, and recording expenses. There are many excellent apps such as Invoicebus that streamline these tasks and make your life easier, even if you do not possess the financial know-how.

Time on your side

Apart from money handling, sound time-management is another real game-changer for small business owners. Calendars, alarms, to-do lists and reminders help, but to make a real difference, avoid the productivity pitfall of multitasking. Science has said its part: it is best to deal with similar tasks in blocks instead of forcing your brain to battle on multiple fronts at the same time. Leave less important obligations for later, when your concentration and motivation start to wither away.

Note that even the commute time can be used to finish smaller assignments. When in the office, minimize the task-swinging and trivial interruptions if you can help it. Most small businesses can also reduce meeting time by 25%. It turns out that meetings are some of the biggest time-suckers of today. Also, consider implementing video conferencing and virtual meetings that allow people to attend from wherever they please.

An orderly work environment

Next, it is time to clean house. Out with the old habits and in with the new one. It’s a great way to organize small businesses.

Purge the clutter, one of the great inhibitors of productivity. To put together a clean and orderly workplace, do away with everything that sits around collecting dust, is outdated, or duplicate. Focus on workstations and desks first. Office supplies that have not been used in a year clearly have no place being around and distracting people. Bid farewell to business cards of those you did not call in ages. Employ smart office storage solutions.

Finally, recycle those broken electronics and donate stuff you no longer use. Avoid the waste and fuss associated with sheet labels. Meet printing requirements with Dymo Rhino labels, optimize ink and cartridge consumption, and use both sides of the paper. Store as much as you can digitally to prevent piles of documents from emerging on desks. With cloud storage solutions, employees can easily store, access, and share files wherever they are.

Tools like Google Drive give up to 15 GB for free and are compatible across platforms. Thus, there is no need to waste time sending email attachments back and forth. Likewise, make electronic copies of your receipts. A receipt manager scanner or a simple smartphone app can help you do it. Label or color-code the files you do need. Scan the originals if you fear that one day you might need them again. On the other hand, shred the papers that have become irrelevant for your business. So in order to better organize small businesses one must employ good cloud solutions.

Organize small businesses with proper software

Speaking of apps, you should use them to your maximum advantage. Seriously consider downloading a note-taking tool in the league of Evernote. You will be able to effortlessly jot down tasks, reminders, and inspirations as they come. Similarly, check out online solutions that simplify project management and creation of to-do lists. Employees can stay on the same page, keep track of progress, and meet tight deadlines.

Just note that getting rid of physical clutter should not lead to hoarding the digital one. That would really defeat the whole purpose of your efforts. So, tame that overflowing inbox and separate the non-essential emails from those you ought to respond to. Archive everything you do not need to deal with right away. Turn off the annoying pop-ups and notifications.

Unsubscribe to newsletters and subscriptions you are not overly interested in. In addition, see to it that your social media profiles are not congested with outdated and fiddling content. Monitor the signals your accounts generate and evaluate overall social activities to establish how well-targeted and focused they are. Stay on course to your goals and do not spread yourself too thin trying to do everything all the time.


Being organized is no rocket science. It does, however, require a great deal of forethought, planning, and commitment. So, make a positive change in your work environment, which has a profound impact on the productivity. Declare and wage war on clutter in all shapes and forms, be it physical or digital. Show no mercy.

Get your financial house in order and plan for tax season ahead of time. Cut down on digital distractions and social claptrap. Use software tools to stay on top of day-to-day tasks and eliminate time and resource waste. Following these steps, you should be able to attain organizational greatness and elevate the whole company. From now on, it won’t be a problem to organize small businesses better.

Diana Smith
Diana Smith is a full-time mom of two beautiful girls interested in marketing and business technology related topics. In her free time, she enjoys exercising and preparing healthy meals for her family. Follow her on Twitter and G+.
Diana Smith

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