Getting organized

"This is the year I'm going to get organized!" If that's one of your resolutions, you're not alone.

The goal of being better organized is to give you more time, reduce stress, and help you achieve your goals, whatever they may be. Time spent frantically searching for a file or rushing to the office supply store because you've run out of printer ink is time that could have been spent more productively.

To help you get your organizing program underway, I've listed steps you can take in key areas:

Time:

— Prioritize: Make a list of what's important, not what's pressing. Put the important items at the top of your to-do list.

— Keep a "To Do" list: Look at it every day and revise it.

— Set time aside: Make "appointments" with yourself weekly to do important tasks and don't allow interruptions.

— Reduce shopping time: Keep a list. Order online. Have things delivered.

— Eliminate errands: Use pick-up and delivery for commonly used services (e.g. FedEx, UPS, SpeedPost, LUM Services) even if it costs a bit more.

— Reduce drive time: Schedule appointments at your office rather than away. Set off-site meetings at the beginning or end of the day. Hold phone meetings.

— Rhonda's Rule: "If you delegate, don't do. If you do, don't delegate."

Stuff:

— Archive: Put stuff you need — but you don't need handy — away in a dry storage area.

— Stuff In, Stuff Out: Throw things away as you get them. Allow only one small pile of stuff to look at "one day." Toss it weekly.

— Establish a filing system and use it: Keep it simple! Color-code your files; don't get carried away, but use colors for different categories (clients, administrative, personal, etc.) Mark your files by year, so you can easily archive older files. Start fresh now with 2004 files!

— Make a "mementos" box: For all the stuff you want to keep of your company's history but you've got no place for.

— Rhonda's Rule: "When in doubt, throw it out."

Information:

— Create a database: If you don't have a database or working computerized "address book" for all your contacts, make one.

— Make a list of frequently requested information: Keep information such as Tax ID number, date of incorporation, credit references handy.

— Create a personal portfolio of information for frequent reference or in case something happens: Give a copy to an attorney, trusted family member, friend or put into a deposit box.

— Keep a list of passwords for accounts and online services: Once again, give a copy to an attorney or other trusted person. Otherwise, password protect the document list and put a copy into the deposit box.

— Create an Operations Manual: Write down how you perform regular tasks (producing a product, delivering a service, even writing a proposal).

Money:

— Keep track: Get and use an accounting software program. (Use Quicken or QuickBooks.) You can't do anything without information.

— Establish credit accounts: Set up accounts with companies you do business with frequently to reduce time filling out forms and get extra discounts.

— Set up a tax account: Set aside money for taxes monthly.

— Set up a "reserve" account: Pay that "bill" every month to build up some reserves.

— Get a line of credit: Establish a banking relationship and get a credit line to give you more flexibility in cash flow crunches.

— Pay your bills on time: Pay even a minimum amount to eliminate late fees. Watch dates like a hawk! Some billing cycles are only 25 days long.

Technology:

— Clean up your computer: Archive your old files onto a Zip Drive or CDRom. Make two copies. Then defragment your hard drive

— Organize E-mail: Clean out your Inbox, make filters, set up a working address book of e-mail addresses.

Face it: None of us is likely to ever feel completely organized. The best we can do is keep trying.