By Sue DiFranco
Copyright © 2001 Sue DiFranco/Fun Facts Publishing  

So who has the time to deal with time management? Pushed to the bottom of the "to-do" list, getting organized and managing your time more effectively fall into the "Argh, I'll do it later" category. However, if you want to maximize your productivity throughout the day (and if you're a solo operator, this is an issue of major concern), setting aside some time to straighten things out now is a must. Here are some suggestions:

  Get The Tools. Decide what supplies would really keep you organized. If you have inventory, do you have an efficient way of stocking it so that you can fill orders in the quickest way possible? If your desk is a mess, what are some of the tools that you know would motivate you to stay organized? Go meander through an office supplies store, or have someone you know build a set of shelves or other item.

  Schedule It In. Set aside a day and time to organize. Write it down in your calendar and treat it as an important meeting - not something to be blown off. If you're tackling a large area of your home office or store, invite some friends or family members to help you out. Offer snacks and drinks, and make sure the music you play gets you inspired!

  Be-Dazzle Your Desk. Clean off your desk or work space and go through every item. If you're a pile-builder, go through each pile and separate into categories, which will them be put into folders. If you don't need it in the immediate future, put it in the filing cabinet. Organize your desk by making only the items and supplies you need accessible.

  Tackle The Filing Cabinet. Go through each file and determine what items can be tossed. You of course want to save all important documents related to your business, including receipts and financial statements, but hard copies of invoices can be tossed if you have them saved on disk.

  Kill Computer Chaos. Go through your computer files thoroughly. Trash the items you don't really need. Examine the folders in your email account. (Umm, you DO have folders set up, right?) Go through each one and determine if you really need to save that email from 1998. Then, back everything up on to a disk or CD. After, go back to your documents and emails and determine, now that you have everything backed up, what items you won't need in the immediate future. Go ahead and delete them - there's no need to have extra items taking up space on your hard drive. And if you need to access them, you can just pop in your disk! Note: it's important to make two copies of everything - one to keep in your office or store, and the other to be kept off-site, in case of an emergency.

  Inventory Assessment. Go through your inventory thoroughly. Note which items have been selling quickly, and which have been slow. Put slower moving items on clearance. Then, using whatever organizational device you've bought or made, arrange the inventory in the most time-effective way. If you ship things out, set up your postal supplies in the order that you need them. 

It's Calendar Time. Buy a new calendar or organizer that you know you'll use. Do you need to see the whole month laid out, or just one week at a time? Keep your business calendar as just that - a business calendar. Use another one to keep track of personal things. 

Now that you're an organizational queen, continue the trend using these tips:

  Write a Grand To Do List. Think of absolutely everything you need to do today, tomorrow, and in the future, and write it down. Then, go through and prioritize. What needs to get done today? What can be put off until next month? Keep this document easily accessible, so that you can add new items to the list (and not scribble them on random Post-It notes).

  Morning Musts. Begin each day by going over your list and deciding what you need to accomplish that day. Set aside a specific time to do your emails, a specific time to return calls and place orders, a specific time to update your Web site.

  Designate Days. Set aside specific days to accomplish different tasks. For example, Mondays could be Marketing Day, when you use that day to accomplish your marketing goals for the week. Tuesdays could be Thank You day, where you set aside time to write or email thank you notes.

  Lump 'Em Together. If possible, schedule like tasks together. If you are sending out orders and are going to be preparing mailing labels and using postage anyway, include other correspondence tasks, such as writing thank you notes. If you have errands or meetings, try to schedule them all in one day and get them taken care of. Spend your days "in" just concentrating on business.

  Paper Piecing. Organize all paperwork and mail as soon as you get it. Keep an envelope for receipts and enter them into your accounting spreadsheets on a regular basis. Put incoming emails into folders when  you receive them. 

Staying organized isn't easy, but if you look at it as an asset to the profitability of your business, and not as a dreaded chore, you'll be the Organizational Guru of the scrap biz world before you know it!