One of the key ingredients to productivity is organization. If you are floundering around your office, unable to find documents, phone numbers, client information, etc., you will not be able to be successful and grow. Keeling your day to day operations organized will help to maximize your time and in turn work smarter, not harder.
Here are my top three tips for successfully organizing your day-to-day operations:
1. Use Google Drive.
Every business has important documents that they use on a day-to-day basis. From email templates to your employee handbook, there are certain things that you are frequently using. In order to keep all these files organized and easily accessible, Google Drive is a must! To start a Google Drive, you have to set up a Gmail account, but once you have that, you are ready to start adding and sharing documents. What’s awesome about this is that it is online based, so you can add, edit and share documents from any computer, anywhere! Multiple people can have access to add and share documents, which makes it an amazing resource for collaborating with your management staff. Instead of spending a ton of time editing and emailing documents back and forth, everyone can edit and see all the changes right on the google drive. You can add word-processing documents, excel spreadsheet, power point presentations…pretty much any type of document you want!
2. Keep track of EVERYTHING on an online calendar or calendar app.
Everything I do goes on my online calendar. Everything. From personal appointments to business calls, I add appointments and reminders for everything I do. I find it helpful to utilize multiple calendars, one for my personal tasks, one for general business to-do’s, and one for my manager to keep track of the business day-to day tasks. My manager’s calendar has things like employee days off, follow-up call reminders, and employee birthdays; things that she needs to remember to do and keep on her radar.
For my personal appointments and general business tasks, I like to use two google calendars, which are linked to the calendar on my iPhone. My business manager uses a yahoo calendar, which is linked to our business email. The nice thing about the yahoo calendar is it emails event reminders to the business email account the day before the event. The reminder can be left in the inbox until the task has been completed. Since she is in the email inbox all day long, she sees those event reminders constantly, so it keeps them on her mental to-do list. Once she has completed the task, she can delete the reminder in the email, but the event stays on the calendar in case she ever wants to go back and see what she did and when she did it.
3. Take notes in an online form builder like Wufoo.
Not only do I want to remember who I talked to and what we talked about, but I also want to collect data from these daily interactions and base future growth and marketing around them. Wufoo, which is an online based, customizable form builder, has been my saving grace for note taking and data collection. Every time a new client contacts us, we create a new entry in Wufoo in our New Client Inquiries Forms. These forms keep us organized with knowing where we are in our new client process and also give us data regarding customer acquisition. I have also created a Wufoo call log to take notes on every call and voicemail we receive. Because pet sitting is largely about managing schedules, good note taking is essential in making sure that you have transferred information correctly from your clients to your pet sitters’ schedules. And last but not least, since Wufoo is online based, you can access these forms and notes at anytime from any computer!
By utilizing these organizational tools and tactics, you will help yourself to create a more streamlined day to day process. Once your process is more organized, you will be able to be more productive, save time and set a path towards growth and success. If you are interested in purchasing a copy of my online forms, or learning how I set up my calendar or google drive, contact me at email@example.com.
I’d love to hear from you, so leave your questions or comments about organization below!