Done By 5 An Inside Look: Staying Organized as Your Business Grows

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 Done By 5 An Inside Look: Staying Organized as Your Business Grows. Virtual Assistants for Small business owners. Business Assistant. Business Management. Admin Assistants. San Francisco Bay Area. 

Done By 5 An Inside Look: Staying Organized as Your Small Business Grows

For the final week of our Inside Look series, Michelle, founder and CEO of Done By 5, shares her tips on staying organized during the her busy week. Michelle’s role in the Done By 5 team is unique because she spends most of her work day in office with many of our clients and the evening going over virtual tasks and checking-in with our exclusively virtual clients. In order to juggle not only our client’s work, her own small business, and her personal life, Michelle is learning how to effectively stay organized.

Here are Michelle’s Tips for Staying Organized

I have always considered myself a fairly organized person (I am a Virgo after all, so it is almost that I can’t even help it), but now more than ever I am honing in on those skills, and “Mastering” the Art of staying organized. I can happily say we picked up 2 new clients in May, so staying organized is crucial. Being organized means staying on top of client work which means happy clients which means a happy Done By 5 team.

5 Tips from a Small Business Owner on Staying Organized

Project Management - I cannot stress this enough… but using a project management platform like Teamwork, Asana, 17hats, Facebook even has their version called WorkPlace, is key for any small business to stay organized. The Done By 5 team loves Teamwork, but whatever platform you choose, you won’t regret it, I promise. I love Teamwork because I can easily assign tasks, communicate with my team, collaborate and check-in with notes within the task, keeping your email inbox clutter free. It is such an integral part of the DB5 team and will easily become part of yours making you wonder why you didn’t start using it sooner!

 

Teamwork Tip! Download the Teamwork Chrome extension. This extension allows to to create tasks when checking your email. A great and handy tool to have to delegate with just a simple click of a button.

 
 
 Done By 5 An Inside Look: Staying Organized as Your Business Grows. Virtual Assistants for Small business owners. Business Assistant. Business Management. Admin Assistants. San Francisco Bay Area. Teamwork Tip
 
 

Check out these past Done By 5 blogs with our praise of Teamwork and some tips to get the most out of the platform

 

5 Tech Platforms Done By 5 Loves for Small Business

Getting Organized for the New Year Part 2: Staying Organized Day to Day

5 Tools Done by 5 Virtual Assistants are Most Thankful For

Done By 5 Done In 5: How to Be Done by 5

Paper Filing System- If I had it my way, everything would be digital but working with small businesses and owning a small business doesn’t make this easy. My office tends to collect a lot of paper records, especially with the bookkeeping I manage for our clients. To be a bit more ecofriendly (for more tips check out Embracing Earth Day: 5 Tips to Have a More Eco Friendly Small Business) I get these Avery file folder labels that block out anything previously written on the label so you can reuse your file folders and stay organized. On another “Eco Note” (not to mention saving a boat load of money!) I was able to score some HON filing cabinets for my office for FREE! (Thank you to my brother for picking those up for me!) Having a well organized filing system helps reduce the clutter for any records you may have to keep hard copies and originals.

E-Statements- Whatever services you have and use, sign up for e-statements and autopay if possible! I did this recently and now I don't have to stress or worry about the “basics” just getting handled not to mention it reduces paper clutter significantly!

 

Tip 1- Set up auto bill pay through your online banking services and schedule them throughout the month. This ensures you have optimal cash flow throughout the month.

 
 
 Done By 5 An Inside Look: Staying Organized as Your Business Grows. Virtual Assistants for Small business owners. Business Assistant. Business Management. Admin Assistants. San Francisco Bay Area. Small Business Tip
 
 

Tip 2- Set up filters and tags of your e-statements and receipts easily “filing” them away and not cluttering up your email Inbox. :)

 
 
 Done By 5 An Inside Look: Staying Organized as Your Business Grows. Virtual Assistants for Small business owners. Business Assistant. Business Management. Admin Assistants. San Francisco Bay Area. Small Business Tip
 

Pinterest- It's a little embarrassing to admit, but I spend hours at night searching Pinterest and looking for fun new ways to not only get my business more organized but my home as well. I love finding fun new ways to tackle organization and often find myself using them not only for myself, but also for my clients! I know we can all relate, but when my work space is chaotic, the work seems to be a bit more stressful and harder to complete. Staying organized helps me remain efficient, stress free, and focused so my work can be done by 5.

Check out the Done By 5 Pinterest Page to see some of the fun stuff I have saved!

Next Step- Now that I am integrating these steps into my daily habits and routine, my next step is to see how I can improve in other areas that aren’t as efficient as I would like to be. I want to utilize technology and apps as much as possible since I am always on the go. My key area of focus will be on bookkeeping and communication tools that will quickly allow me to relay notes or tasks on the fly so I can pass them along to my team with as much detail as possible.

As our small business grows bringing on new clients (and hopefully soon new team members) staying organized is going to be key to our success. Sharing, collaborating, and communication

 Done By 5 An Inside Look: Staying Organized as Your Business Grows. Virtual Assistants for Small business owners. Business Assistant. Business Management. Admin Assistants. San Francisco Bay Area. Done By 5 CEO Michelle Berkley
 

Need help organizing your small business or maybe setting up your task management platform? Contact us and see how the Done by 5 team can help.