My Organized Biz

Tip #15: Hire Part Time or Seasonal Help.
There are a number of folks that work in my office. I am the only one of them who has ever touched the toilet brush in our washroom.
Let me set the record straight: I don’t clean toilets for fun. I clean them out of necessity. Similarly, the vacuuming, the filing, the taking out of the garbage? All of it because I run my own business and those are some of things that you have to do when you run your own business.
Last year, we hired someone to …read more

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Tip #14: Keep Cards and Gift Certificates On Hand
It’s difficult to remember every occasion that might call for a greeting card or gift. Birthdays, anniversaries, engagements, promotions, Secretary’s Day, the list is endless.
And nothing is more embarrassing – and time consuming – than trying to find a florist or baker that will deliver on a moment’s notice.
The solution? Keep a stash of cards for all occasions in your desk (I bought a variety pack from the National Wildlife Federation). That way, you can whip one out when needed.
It’s also helpful to keep gift cards or gift …read more

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Tip #13: Get a Separate Fax Line
This is another one of those time value of money tips.
When we first started our business, we had one phone line. We didn’t think we needed another. We were wrong.
The time that it took to schedule sending faxes and making calls, plus the agita of having to inform anyone and everyone that we needed advance notice before receiving a fax was ridiculous. And yes, while there are fax machines that purport to automatically make the switch from phone to fax for you, they don’t always work well in conjunction with …read more

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Have you seen these? I want one… or three.
Billed as an “economical, environmentally friendly, Staple Free Stapler,” this product is remarkably cool. Slide in up to 4 sheets of paper, press down and the Staple Free Stapler punches through to form a tiny tab that holds the sheets together.
Available at Wrapables.com for $7.95 (psst, cheaper than a stapler)

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office supplies, organization

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Tip #12: Keep Things Close.
Keep things that you use regularly close by, not just where the “experts” say to keep them. Who says that all pens have to be in a box in the supply room? If you use a lot of pens, keep them within arm’s reach. Post its? Same thing.
Don’t crowd your desk with things that you don’t need. Make sure that you keep out only what you use. But don’t be afraid to keep those things that you use where you can get to them.
A simple tip, sure. But …read more

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Tip #11: Keep Key Numbers Handy.
Now, this is a matter of personal taste. I use paper for this purpose. My husband keeps everything in his Blackberry.
I love computers as much as the next person. But sometimes, I like paper more.
At the office, I keep my list of extensions taped to the wall (tacky, I know) and every other number arranged in an old fashioned Rolodex. Yes, people still make those. And yes, people still buy them.
I have an electronic version of my Rolodex. I use vcards. I get it, I …read more

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Tip #10: Order stamps online.
This is a quick one. Don’t stand in line at the post office. Buy stamps online at www.usps.com. It costs $1 for shipping, no matter how much you buy. Why wouldn’t you do this?

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office supplies, postage

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Tip #9: Develop a Naming Convention for All Files
I don’t get why more people don’t do this. Many of my employees just save files to the computer desktop with little or no thought to how it might be found later. This is a huge time waster.
You should name all of the files on your computer – and that includes images and pdfs.
Develop a convention and use it all of the time. Create folders and subfolders for storing your documents – and use them.
At my office, I split my computer data into three main files: …read more

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Sometimes, being productive at the office has absolutely nothing to do with folders or papers. Sometimes, it’s about finding that moment where everything is going the way that you want. I find that it’s the simple things that make that possible.
Here are a list of things that I keep at the office that make me happy:

1, coffee, black
2, Orbitz gum
3, Post it notes – only in bright colors
4, iTunes – I must have Elvis, Abba and the Dixie Chicks. When I really need to be pumped up, I listen to Eminem.
5, Pictures, just a few of my …read more

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Tip #8: Invest in Printed Return Envelopes
One of the most frustrating things about running a business is not being able to control your finances – when you get paid. And that’s a really important part of business.
My advice? Make it easy for your customers and clients to pay you! When you send invoices or bills, send a return envelope, as well.
At our office, we’ve invested in printed return envelopes. They are more simple versions of our regular envelopes, which are printed on linen with a touch of color. The printed return envelopes are printed …read more

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