Tag Archive: filing system



As women, we each wear quite a number of hats—mother, wife, caregiver to name a few.  More and more, women are adding the role of business owner, more specifically, entrepreneur, to their lives.  Over 10 million businesses are owned by women; 1.9 million of them are owned by women of color.  Never before have so many women been calling the shots.

Clearly, women mean business, but to really mean business you have to handle your business.  Do any of these scenarios sound familiar?

  • You waste time looking for things because your paperwork isn’t organized
  • Your tax returns aren’t filed on time because you can’t find all of your receipts
  • You incur late fees due to bills not being paid on time
  • You miss connecting or following up with prospective and current clients
  • At times you feel overwhelmed
  • You’re working plenty of hours but nothing’s getting done

Unfortunately, these things happen quite often and are a way of life for a lot of women in business.  Because you wear multiple hats and because life moves at the speed of sound, you have to create systems that support you in running your business.

First things first, tame that paper tiger!  Set up a solid filing system so that every piece of paper has a home.  Your paper filing system should have three categories: reference, action and archive.  Determine which files fit each category and set up your system accordingly.  If your paper has a home, you’ll spend a lot less time looking for it and more time getting things done.  Chances are that if your paper files aren’t orderly, your computer files aren’t either.  Your electronic filing system should look just like your paper system.

You can’t successfully run a business if you don’t have a good accounting system in place.  For accurate and easily accessible records and having everything in one place, choose one of the user friendly accounting software packages on the market.  Set up files for your receipts, client invoices, bills, etc and a process for entering things into your software so that everything gets recorded.  Use the benefits that the software has to offer to the fullest extent.

To keep track of your prospective and existing clients, use a contact management system that will allow you to not only enter an individual’s contact information, but one that will allow you to make note of where you met them and what product or service they might be interested in.  You also want to be able to track the times that you’ve spoken with them or attempted to contact them and have a way to set reminders for future follow up.

Finally, you have to manage yourself in a way that has you on top of everything and getting things done.  If you don’t currently have a time management tool that is working well for you, it’s time to assess why it’s not working and determine what would be more appropriate for you. Once you have it, learn how to use every feature and use it to its fullest capacity and set up other components as a part of your time management system.

Put these things into place and use them regularly, and you can be rid of the aforementioned scenarios and have control of every aspect of your business.  Even when you’re wearing multiple hats, with these things in place you will be large and in charge, calling all the shots; able to handle your business.

 


Getting to the point of having successfully organized your time or your space is only half of the effort.  It’s a great start, but if you want to stay that way, you have to have a few things in place.

Getting organized causes you to shift your thinking.  You might have heard me say before that being organized is a state of mind.  It calls for a shift in behavior; for you to develop new habits around how how you work; how you manage yourself.  When you organize your time, you have to have not only a system in place, but new habits that support you in maintaining that system and staying effective when it comes to managing tasks and your calendar.  This means that you have to plan on a regular basis, prioritize what you’re doing, be in the habit of delegating and saying “no”.  That system has to run like a well-oiled machine if you’re going to manage your time and your business effectively.

When it comes to your organized space, systems have to be in place too.  If you’re going to maintain an organized space, you need systems to keep it that way.  A filing system to contain your paper and rules for maintaining it, a way to manage paper and it flows to you, as well as a way to handle email and phone calls.  You also to develop new habits like clearing your desk and returning things to their designated home at the end of the day.  Building the muscle to develop those new habits to maintain what you establish will help you stay organized  for a long time to come.


My last post gave you the first key system that’s necessary for business success. If your paper doesn’t have a home, get things in gear and set up that filing system so that you can get to the next key system!

You can’t successfully run a business if you don’t have a good accounting system in place.  For accurate and easily accessible records and having everything in one place, choose one of the user friendly accounting software packages on the market.

If you don’t know how to set up your accounting software, make the investment to have someone to set it up for you and learn how to use it.  Set up files for your receipts, client invoices, bills, etc and a process for entering things into the software you choose so that everything gets recorded.  Use the benefits that the software has to offer to the fullest extent.

Once you have everything set up, make the necessary entries so that all of your current invoices and expenses are there.  Consult a professional to find out exactly what things should be entered to make things flow for you.

My next post gives you key #3.


If you’re a business owner you have to be on top of things and handle your business.  Doing so means being organized and having systems set up within your business that support you.  Do any of these scenarios sound familiar?

  • You waste time looking for things because your paperwork isn’t organized
  • Your tax returns aren’t filed on time because you can’t find all of your receipts
  • You incur late fees due to bills not being paid on time
  • You miss connecting or following up with prospective and current clients
  • At times you feel overwhelmed
  • You’re working plenty of hours but nothing’s getting done

Unfortunately, these things happen quite often and are a way of life for a lot of women in business.  It’s easy to  get caught up and lost in wearing multiple hats and as a result, have your business suffer.  Because you wear multiple hats and because life moves at the speed of sound, you have to create systems that support you in running your business.

First things first, tame that paper tiger!  Paper is the number one culprit when it comes to a disorganized office and it’s the first things that you need to get under control.  Set up a solid filing system so that every piece of paper has a home.  Your paper filing system should have three categories: reference, action and archive.  Determine which files fit each category and set up your system accordingly.  If your paper has a home, you’ll spend a lot less time looking for it and more time getting things done.  Chances are that if your paper files aren’t orderly, your computer files aren’t either.  Your electronic filing system should look just like your paper system.  One other key thing to do is to name your documents so that you know what they are just by looking at the name instead of having to open them to see what they are.  Set regular times to purge and archive your paper and computer files so that your cabinets and your hard drive don’t get cluttered.  Usually once a year works very well.  Don’t forget to purge your archives as well.  Purging and archiving are part of your filing system, so don’t neglect to do it!

My next post will continue and give you the next key system for business success.


Paper is a big problem in office and home environments and it can be hard to control and to contain.  If you’re going to run a successful business you’ve got to have a handle the paper, so first things first, tame that paper tiger!

Paper is the #1 culprit when it comes to a disorganized office and it’s the first things that you need to get under control.  You might have piles instead of files, so to begin, go through each piece of paper and determine what it is, and whether or not you need to keep it.  Toss the things that you don’t need so that all that’s left is what you need to keep.

Next, set up a solid filing system so that every piece of paper has a home.  Your paper filing system should have three categories: reference, action and archive.  Determine which files fit each category and set up your system accordingly.  If your paper has a home, you’ll spend a lot less time looking for it and more time getting things done.

Chances are that if your paper files aren’t orderly, your computer files aren’t either.  Your electronic filing system should look just like your paper system.  start to organize your electronic files in the same way.  Determine what you need to keep, delete the things that you don’t and organize the rest.  One other key thing to do is to name your documents so that you know what they are just by looking at the name instead of having to open them to see what they are.

Set regular times to purge and archive your paper and computer files so that your cabinets and your hard drive don’t get cluttered.  Usually once a year works very well.  Don’t forget to purge your archives as well.  Purging and archiving are part of your filing system, so don’t neglect to do it!

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