“This is the year I'm going to get organized!” If that's one of your resolutions, you're not alone. Here are a few steps to help you get your organizing program under way.

Time

        • Prioritize. Make a list of what's important, not just pressing. Put those on the top of your to-do list.

        • Set time aside. Make “appointments” with yourself weekly to do important tasks and don't allow interruptions.

        • Eliminate errands. Use pickup and delivery for commonly used services (e.g. FedEx, UPS, Kinko's) 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.

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 2002 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.

        • “When in doubt, throw it out.”

Information

        • Create a database. If you don't already 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, etc. handy.

Money

        • Keep track. Get and use an accounting software program. (I recommend Quicken or QuickBooks.) You can't do anything without information.

        • Establish credit accounts. Set up accounts with companies you frequently do business with, to reduce time filling out forms and to receive extra discounts.

        • Set up a tax account. Set aside money for taxes monthly.

        • Set up a “reserve” account: Pay yourself a “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!
Technology

        • Clean up your computer. Archive your old files onto a Zip Drive or CD-Rom. Make two copies. Then defragment your hard drive.

        • Use Ziploc bags. Keep stuff together that comes with every program or piece of hardware in its own marked large bag.

        Rhonda Abrams is the author of The Successful Business Organizer. To get her free business newsletter, register at www.RhondaWorks.com.

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