How to Get Your Solo Business Organized!

Issue #93 Productivity January 24, 2023

Are you a solopreneur who feels like your business is constantly in disarray? If so, you're not alone. Many solo business owners struggle with organization, but there are some easy ways to get things under control. In this article, I’ll share some tips for getting your solo business organized fast. Whether it's creating a more streamlined work process or decluttering your physical space, these tips will help you get organized and boost your productivity. So let's get started!

Of course, there are those people who go by the meme: “Don’t clean up the piles on my desk, you’ll mess up my filing system!”

While that may be funny or even true for some people, it is much better to have a clean and organized workspace.

Stress is inevitable when chaos surrounds you. A messy workspace promotes distraction and has the potential to foster a negative state of mind, contributing to the feeling of being overwhelmed or in over your head. When you are already experiencing some stress about an upcoming project, having an organized space will help keep you focused and efficient.

Organization is the key to getting your work done. When you maintain an organized desk, you are creating the best environment for accomplishing day-to-day tasks. One survey revealed that 90% of Americans believe that clutter has a negative impact on their lives and work, and 77% believe that clutter actually hinders their efficiency.

Creativity in the workplace is vital, and nothing inspires creativity more than a blank slate. Keep your desk clean so that you can focus on the task at hand, rather than being bombarded by side projects or looming deadlines.

You might be thinking to yourself, “I do not even have time to organize my desk.” However, consider how much time you waste every day sorting through files from 3 years ago. But when every item has a designated place, you are guaranteed to have less wasted time when switching between projects or tasks.

So, to initiate creative productive thinking, begin with what is in front of you: your work desk and the space around it.

Using the 4 “Ds” of Project Management to Organize Your Workspace

The four D's of project management are the four essential elements of successful project management: Define, Design, Develop, and Deliver.

I want to add a 5th “D”: Declutter.

Define: Start with defining what you want your workspace to be and how you want it to work for your particular situation.

For example, I don’t see people in my home office. Pre-COVID, I had an office in a wonderful co-working situation. During COVID, I changed my business model and pivoted to almost total online appointments via Zoom.

So now my home office is just for me, although I do make sure it looks good on Zoom to those who are watching me!

Your definition of your workspace may be different, depending on your business, but defining your workspace is the first step in any attempt to get your business organized.

Design: How do you design your own workspace? This goes back to your definition of your workspace. Do you have a home office or an offsite office? If you have a home office, are you lucky enough (like me) to have a separate room for it? Do you need to have space to meet with prospects or clients or customers? Do you need space for your painting or practicing your instrument? Do you record audio or video in your office?

My home office space is just for me, it has a door, and it is a very nice size. But although only my husband and I regularly see my office, I need it to be beautiful, organized, and nicely decorated for my own purposes.

This is the time to write down everything that needs to be changed, rearranged, reorganized, and procured. Keep that checklist with you as you move forward.

This involves creating a plan for how your organizing project will be completed, including tasks, timelines, resources needed, and any other details necessary for successful completion.?

Develop: Now that you have defined your workspace and know how you want and need it to be designed, it’s time to develop a plan to get your workspace organized.?

This involves implementing all of the tasks outlined in the design phase. Create a schedule and a budget that works for you and then stick to that schedule and that budget!?

Taking the time to make a project out of organizing your business will help you to see it as something that must be done and done in a well-thought-out way.

Declutter: As you go through your workspace or home office during the design phase, it is important to declutter the physical areas as well as your computer.?

Your trash can, recycling bin, scanner, and paper shredder will be your best friends. I used to have two four-drawer file cabinets for keeping all of my files, but I now have digitized almost everything. If something comes in the mail that I need to keep for future reference, I immediately scan it using my phone and put it in my digital files. I do the same thing with instructions that come with the latest gadget or appliance I bought.

Now my file cabinets are in my sewing and craft room and I put future projects and all of the tools, etc. in those drawers.?

Decluttering your computer can be a daunting task, but it doesn't have to be. With the right tools and strategies, you can quickly and easily declutter your computer in no time.?

First, search for and remove old apps that you no longer use or need. This will free up space on your hard drive and make it easier to find the programs you do need. Next, clean up your browser by deleting unnecessary files such as cookies and cached images. You should also delete any unnecessary system files that may be taking up space on your computer. Finally, uninstall any unused programs or applications that are taking up valuable disk space.

Deliver: OK! Now is the time to deliver on that promise to yourself to get your business organized! Depending on your particular schedule and also on your level of comfort with unfinished and ongoing projects, you can take an entire day to complete your organization project, or you can dedicate an hour or two every day until completion.

Once you are finished, it’s time to sit back and enjoy the results of your labor!?

But it is also time to make sure that your office or workspace stays organized and efficient.

Keep it the way you like it!

Develop the mindset that every day you will do the small things that will keep your office or workspace organized and effective for your use.

• Avoid unnecessary movement by storing often-used items at close range or at eye level.
• If appropriate, establish separate stations where you work on one specific job duty.
• Post important reminders at eye level.
• Limit your desktop to items you use daily.
• Put books and manuals on a bookshelf. Keep those you use daily within reach.
• Put items you only use a few times a year in a deep storage area. Make sure they're properly labeled first.

If you must keep paper files:

• Alphabetize your folders so you can locate files quickly.
• Use hanging files to help keep your file drawer neat.
• Use colored folders to give visual cues as to the contents of each folder.
• Use file folder labels so you can recycle folders when necessary.

There are also many different types of drawer organizers to help you organize the contents of your drawers.

• Plastic bins, baskets, and boxes (available in different sizes) can help you organize larger items.
• Paper trays are useful for managing paper. Consider creating an inbox for items that need to be dealt with and an outbox for items that need to be filed.
• Coffee cups are useful for holding pens and pencils.

Your turn!

Getting and keeping your office or workspace organized will naturally lead to having your overall business organized!

When everything is organized and set up just right for your particular business and situation, watch your productivity soar!

Work with me!

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We offer online training, networking opportunities, and group and one-on-one coaching sessions.

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