5 Great Ways to Organize Your Business
by Nancy J. Reid
Organize your day        Organize petty tasks       Organize your leads       
Organize your presentations            Organize your invoicing    

  Time is money--and even worse--it can't be replaced. Fortunately for business owners, however, technology has come to the rescue. Technology coupled with some common sense and well thought out strategies, can maximize your efficiency and thus increase your profits.
Here are some simple ideas that will help.

1. Have a plan. It doesn't have to be complicated, but you do need to have one. Think of it as a road map. A plan is simply where are you now? where do you want to go? what is the best way to get there. It is quicker to stop and make a plan (look at a map) than to drive around in circles hoping to find your way--it is quicker, saves money, minimizes stress and leaves you time to explore other areas. So, for each project--take the time to make the plan first. Write down the plan and read it whenever you feel yourself getting lost.
  Once you have the plan on where you are going--plan your time. Plan your hours in each day and for each project.  If you plan your hours you will find out what is possible and what is not. This will keep you realistic, balanced and on target. It will also force you to find the smartest way to handle various tasks needed to keep your business running smoothly.
  To help you make realistic plans you can stick to, consider a daily planner. Whether this is a traditional planner or a computerized version of a daily planner, you need one. I can recommend FranklinCovey products. FranklinCovey is a leader in effectiveness training and productivity tools. They offer a wide variety of quality planners, hi-tech handhelds and software that can keep you on your chosen path. To check out their current sales, click on the banner below.

2. Organize petty tasks - I call them petty because they have to be done and they can take more time than you want to give them. This is where technology lends a helping hand to the small business owner. Small business owners have to be jacks-of-all trades. You end up doing the tasks the corporate companies hire people to do--like the mail, setting up appointments and meetings, printing brochures, etc. Small business usually means smaller budget and your instinct is to try and do it all yourself. While you take the time to do these tasks--which most certainly have to be done--the bigger tasks--like making sales and producing product--are pushed aside. The solution is to work smarter. Below are some great solutions to everyday tasks.

Have a look at this idea. Instead of driving to the Post Office, then standing in line, you can be your own Post Office. The time and money you save on gas, can be worth this handy plan. You print your own postage and let the mailman come to you and pick up the letters and packages you need sent out. You have the added bonus of being able to customize your stamp with your own logo, too. It is simple to use and no fancy equipment is needed. Click on the banner and see what you think. Get rid of one time waster....and on to the next.

Business cards, brochures, announcements--you name it, somewhere along the line your business needs it--printed matter that says who you are, and where people can find you. Instead of racing around town looking for a printer to fill these needs, you can set up an account online with Vista Print. Their system is easy to use, and I have to say I have never been disappointed with their service or quality of printing. I love that to re-order business cards all I have to do is sit down at the computer, call up my account and click on a button to re-order. Designing your printed matter is easier than driving around town looking for someone to do it for you. This company has done so well with their online printing venture, that their prices are more than comparable. You save time, money, stress and get what you want. Click on the banner to check them out. And, if for some reason you don't have a logo--click on the Need A Logo banner and check out what they have to offer.

3. Organize your leads--once you get leads, are you using them? Attending business functions like Chamber Mixers or expos is a great way to gather leads. Most businesses perform some kind of lead gathering techniques in order to bring in sales of their product or service. Time and money are spent on gathering the leads and then comes the time-consuming task of filing away those business cards, email addresses, and referrals until you get around to following up before the lead goes cold. Instead of searching to stacks of papers and throwing business cards in a box--consider this handy little time-saver.

The CardScan is a small desktop device that quickly and accurately reads the printed information from business cards into the fields of a powerfully searchable, highly compatible contact database. Rapid scanning, easy operation, and superior interpretive technology makes this a super way to keep your leads organized so that you can actually use them.....while they're hot! This is especially great for any business that attends Street Fairs and Trade Shows!

Now that you have a database of contacts--here is another unbelievably super way to keep in touch with your clients, contact leads and referrals, run your own Eletter program, and drive traffic to your website. Click here.... to learn about Constant Contact!  This is one of the most economical time-savers I have found and it is a simple easy-to-use program that will benefit any business.

4. Organize your presentations Once you have your leads under control, here is a great way to organize time spent on presentations and meetings.Instead of driving across town for a meeting with a co-worker or clients, you can present your ideas from your own desk. Depending on your business, this may be a real time and money saver for you. With traffic and the cost of gasoline, this is something to really consider. Instead of dragging your product around you can deliver a high quality, hi-tech presentations, perform product demonstrations, collaborate on documents and securely share confidential information online from anywhere at any time. Your meetings can be one-to-one or you can meet with multiple people at once. Click on the banner to find out how it all works. Remember that you only have so many hours a day, and the more time you save--the higher your profit margin. Drive time is wasted time, full of stress, and costs money!

5. Organize your invoicing-- The crux of any business is cash flow... You go out and get the business, and now you would like to be paid. Invoicing and collecting is a must for any business and it is also one of the areas a lot of business owners don't want to deal with. No one likes to hound a client for payment. So here is a convenient, efficient way to remind your clients to pay you. PayPal has a Payment Request System that will send an email to your client with a Pay Button in the email. Your client merely has to click on the button and they can pay you by credit card or electronic check. It is so easy for all concerned. You open a Business account with PayPal (at no cost) and take a few minutes to set it all up. I like it because you can operate it from anywhere as long as you have access to a computer and the internet, and they track it for you. It can work within Constant Contact or Quicken and cuts down on phone calls for payment. It is an instant reminder and a way to pay instantaneously. Check it out by clicking on the banner below. The price is right and the service is a great one.

  Have a plan, then work smart. Use some of the new technology to your benefit. Free up some of those hours spent on time killing, money wasting, stress filled tasks that have to be done--but are not really the part of your business you enjoy.