Your Admin Now

We’re half – way out of January! And some of us are already putting in the extra work to accomplish our goals; especially after that $*@% show that 2020 put on for us. For those of us who are still trying to figure out HOW to begin (this is a safe space) …

How about we begin by organizing EVERYTHING?

But what does everything consist of? Just that. Everything.

Organize Business Files. Whether you’re paperless or not, you’ve got some filing to do. Archive what no longer serves purpose to keep and start fresh if you need to!

I remember working at a construction firm where the receptionist position was being replaced every 6 months to a year. This turned into poor training provided to new hires, and a mess of folders and documents due to that poor training. No one really knew where things were filed, documents were being duplicated in multiple folders, or files were being saved with zero naming strategy (making things worse when trying to find specific documents).

During my time as their office administrator, I went thru their filing system and implemented a new way to file. By listing folders by department, subfolders by categories, and documents by dates – document names, it gave the organization an easier way to maneuver thru years of an unrecognizable filing system. Specifically, I implemented what I describe as a “timeline view of documents,” or a date – based system, that consisted of labeling each document with the date format YY.MM.DD followed by a dash (-), followed by the document name. This ensured that, even after a document was opened or edited, it remained filed by date when the document was created.

Create Document Templates. The beauty of keeping documents uniformed.

Creating a filing system is perfect for keeping organized, but how do we save time creating new documents?

I’m a Microsoft Word type of girl, but there’s plenty of other programs that allow you to create template – like documents to make them easy to fill as needed. For startups especially, I recommend you use this tip for all your documents like contracts, invoices, and other editable business documents. It especially works best when you include text boxes that make it easier to edit.

Update Your Calendar & Make it a Habit. Make it a habit to schedule time out to complete certain tasks, by priority, by client, or by any type of category that you prefer.

One of my biggest goals in 2021 is to manage my time in more effective ways. I started off by blocking out time slots in my calendar for my bedtime hours, out of office hours, and daily routine hours. This way I saw my calendar with how much time I actually have to work with. I then blocked out time slots to do certain tasks like, ABC Client’s tasks or Create content for XYZ. This has allowed me to focus on specific tasks on certain days/times plus gives me a visual of what free time I have to focus on other things. I used this as an outline of my schedule which may be altered every week as new priorities and meetings come up.

Hire Temporary Help. Save yourself some time and stress by hiring an organization specialist or business admin to help with data entry, organization and/or calendar management.

Most established business owners understand one major detail when it comes to business: time is money. You may not have the time to focus on organization when you have established clients with needs, and your entire life to juggle. This is where outsourcing help comes in handy. It’s a good idea to hire a professional that can focus entirely on certain projects you may not have the time for but desperately want to make it happen.

Your Admin Now specializes in administration support for small businesses that need that extra pair of hands to get things done. For more information about the services Your Admin Now offers, visit our services page or contact us today!