Organization

With the start of the new year I prepared and had fully implemented a new organization routine for my business.  I started in December and had the bugs worked out so it runs like clockwork now.  Without a doubt this new routine has transformed how I work.

I love to share, so share I’m doing.  I can’t take the credit for coming up with this (and to be honest it’s so basic I’m almost embarrassed to say I just started it).  I have been reading the Getting Things Done book by David Allen.  (The book is amazing by the way.)  I’m slowing implementing things because I’m just having trouble getting through the book (it’s good, I just am overwhelmed reading it).  So, here’s my transformation step.

My two organization steps are in regards to e-mail and my “to do” list.  Today I’ll discuss the to do list.  In the top drawer of my file cabinet I have 45 files.  Personally I use the hanging file folders because it works for me.  Each hanging file folder has one folder in it.  The first is for random stuff that I use ALL THE TIME like address labels, stamps,  and other misc. blank labels stuff.  The second is just temporary (because it’s January) and has 1099 envelopes and forms and some sample supplies for tax preparation work.  After that are folders (one in each) for 22 – 31, February, 1 – 21, March – January.  22 because I’ve already cleared out my 21 folder and moved it to February’s section.

Each morning when I arrive in the office I empty that days folder and move it to the back for next month.  Within each folder I have pieces of paper and folders.  My clients each have a folder with their work or other information and random things I need to work on are on pieces of paper by themselves.  After I complete a project I move it to the next time I need to work on that client.

For example  Monday I worked on Client A and knew I needed to do some updates today so after I was done I put it in today’s folder.  After I complete that work I’ll move it Friday’s folder.

Simple, I know.  But it really works for me.  That’s not to say that something doesn’t come in that makes me pull something from a different day or things don’t get added to that days pile but I don’t overlook things any more.

If I’m confusing let me know and I’ll explain better.