thrive* | creative group – our blog

In running a small business you learn fast that there’s a lot to do on a daily bases. So my advice to you is to get a system, get organized, and stick to it! It will save you loads of time & headache in the long run. A few lessons I’ve learned along the way that might help you with your small business organization are listed below:

Have a good invoicing software. I’ve used Freshbooks for years and really enjoyed how easy it it to maintain. Just recently I’ve switched to Quickbooks so avoid the monthly fee’s and to make my accountants life easier so we are both on the same system.

Make a paper trail of everything. I make copies of deposits before I take them to the bank. I use carbon copy deposit slips as well, just to make sure I have a backup! Then add the deposit ticket to that copy, throw it in a folder. It’s super helpful when you go to enter your data into your accounting software.

Always backup! I have a nice program on my Mac called Time Machine that is constantly backing up files, every hour on the hour, but I don’t stop there! I also back-up hard files to DVD’s and place in a fire proof safe. There are also really cool online ways to backup your data, Carbonite is one some friends of mine use. You can never be too safe when it comes to your files, emails & contacts.

Have a routine. I think it’s best for one day a week that you declare a bookkeeping day! Be it Monday’s, Thursday’s or whatever day works best for you. Stay at your desk until everything is entered, saved, backed up & complete. Try your best not to schedule meetings that day. Turn off your iChat or instant messenger & your cell phone (gasp! I know!). Reserve that time to mentally prepare your workload & file the past week. This is the hardest of them all to do, but the most rewarding.

Carry a single notebook. I like to always have on hand the same Moleskin, along with my favorite ink pen. Then I don’t have to worry about scratch papers everywhere and if I deleted that voicemail with an important number, I have it written down. All in one place. Write down notes, thoughts, client comments, doodles and anything you need to remember! Make is a special notebook that you’ll cherish.

Project Manage. There are tons of apps, websites, programs that you can use to help stay on task & project manage. I like to use Microsoft Entourage for managing emails, Bascamp for project assets storage, & Harvest for time tracking. These tools can all sync together, along with your iPhone. Then you have a nice flow from each device to keep track of where things are & when they are due.

Email Management. I try to keep clients emails as professional as possible, with proper subject titles and clear agenda’s. When you are searching back through emails from clients you can’t find a specific document when the subject title of your email is “Re: Hey” – this is unproductive. So focus on keeping the key words to your project in the email title. Also, if something important is sent via email, post it to the project! Forward it to all parties involved. Keep everyone in the loop.

Speaking of getting organized, it’s time for me to go & work on my own list! So I hope some of these tips can help you & your small business be successful!