TITLE - 26 Office Organization Strategies

26 Office Organization Strategies

Office organization requires effort and planning, but it isn’t difficult to accomplish.

QUOTE - 26 Office Organization Strategies


Use these tips to turn your office into a haven for productivity.

1. Declutter.

This is what I’m focused on this month with my Multiply Mastermind students and my Scholar students. We’re doing a 30-day decluttering challenge, not only of our office but also of our homes and lives.

Empty, shred, get rid of everything that you don’t need or want. Take everything out and look at it. Then throw away or donate anything you don’t need. Ask yourself the question, is this serving me still? Am I using this? If not, it’s time to go.

Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you need it, out it goes. Don’t forget about knick-knacks, plants, real or artificial, and decorations. If they’re covered with dust and make your office look shabby, they’re fair game.

2. The Desk Zone.

Desks should only contain the necessities, like your computer, phone, printer, and reference materials. Too many things cause clutter and disorganization.

Ideally, your desk should have drawers for supplies and files used daily. Pens, pencils, tape, paperclips, and staples should all stay in containers or in easy to reach drawers. This is your workspace. This is where you are going to make great things happen. You want to make sure this is clear of clutter, so you can focus and be productive on your business.

3. Clean Off Your Computer Desktop.

Digital messes count as clutter, too. Files sitting on your computer desktop are distracting and will make it difficult to focus. I make this part of my monthly system, where I am cleaning off all the files on my computer desktop.

I’m constantly downloading things, and I take that one day a month to put them in the correct Dropbox or Google Drive folder. I can tell when I look at somebody’s computer screen, and it’s covered with files, that we got some internal stuff going on. Remember, once a month, get that desktop cleaned.

4. The Paperless Office.

One of the best things you can do for your office and the environment is to go paperless. Paper creates clutter. Although a certain amount of paper is necessary, try reading and storing documents online instead. Before you hit the print key, ask yourself, do I need to print this?

5. Go Digital.

Organize all your files in cloud-based software like Google Drive or Dropbox. I use both. I teach my students in my Multiply Mastermind program how to create their business hub in Google Drive.

Then you want to create systems so that your files are easily accessible. If you went inside of my Google Drive or my Dropbox, you would think I have some severe OCD problems, but I can find anything in two seconds flat. That is how organized I have these files in there.

6. Inbox and Outbox.

Having in and out boxes on your desk creates space for those documents that have to be printed, as well as incoming and outgoing mail. This allows you to know exactly where documents are instead of having them in piles all over your desk.

7. Snail Mail.

Sort your mail every single day. Don’t just stick it in a pile to be sorted. Every day, the mail comes in. What’s going in the trash? What’s being shredded? What’s going in your inbox to deal with that week?

If you wait and just let those piles stack up on your kitchen counter or in your office, it’s going to create brain clutter. Remember, we’re trying to clear our outer space to stay focused on the important things that we want to accomplish during the week. Do daily mail sorting. It takes 2 seconds.

8. Filing Cabinets

An organized office needs file cabinets. Color coding makes it easier and faster to find information. If your files become stuffed, clean them out. Put prior years’ files in a labeled storage box to free space. For all of the documents that I need daily, I want them just like an arm’s reach away.

I have a silver cabinet here, things that I don’t need as often. So like worker’s comp stuff, insurance stuff, stuff like that, that goes in there. But quite honestly, again, I have very little paper because I’m trying to keep everything in the cloud.

9. Magazine Boxes.

Store the magazines you want to keep in special magazine boxes on a shelf to declutter your workspace. Better yet, throw them out as soon as you’re done reading them.

My mom loves to order me magazines, even though I constantly ask her not to because they create clutter. My system is when the magazine comes, I read it immediately so I can toss it. It stresses me out. When I see the magazine, I’m like, oh, I have so much to do, I don’t want to read this magazine, but I don’t want it hanging around. So I read them the day they come, and then I toss them.

If that’s not something you want to do, you can get these magazine boxes at, The Container Store, keep them on a shelf, so they’re not creating clutter in your office or life.

10. Paper Shredder.

Shred documents with personal information that you don’t need to keep. This will free up file space and protect your confidentiality as well. You don’t want to be throwing any of your personal papers with your information directly in the trash, so use your shredder for those documents.

11. Filter Your Email.

Create a filtering system for your emails. Examples of mailboxes to create, customer care, sitter correspondence, drafts. You’ll always want to have a drafts folder, so you do not have to re-type every single email that you send to sitters and clients, the applications that come in, etc. and you can have a complete file.

So what I do in my Mac mail program is I flag. I move all the things I need to do that need my attention that I have not yet completed. I flag them, and they’re in that folder. And then I go in and complete them. When I’m done, remove the flag and then delete the email.

You can also create rules inside your email client, where certain emails automatically get sent to these folders, and you don’t have to do it manually. But the goal is inbox zero. You don’t want your Inbox completely cluttered with emails. If you’re not reading them, delete them. Get rid of them or filter them.

12. Do not disturb.

Reclaim your time by hanging a sign on the door or a dry erase board to let others know you’re unavailable. Dedicated work time helps maintain an organized mind, as well as an organized office.

I don’t know what I would do without my do not disturb sign. When my three little children come home from school, they would barrel through the door if I didn’t have that sign on there. I know many of you have issues with boundaries with siblings, not siblings, spouses, or parents living with them, or children living with them. This is how you create that boundary – putting that do not disturb sign up on your office door.

13. Personal Items.

Personal items can crowd your workspace, and that’s okay, but don’t let them overrun you. Designate a specific area for personal items, and this will keep your desk organized and free from distraction.

So my children love to make me projects at school, and they want me to hang them all over my office. And I do too, but I don’t keep them too long. This is the only one I have right now. It says Happy Mother’s Day. And this is a pen in a cute little pot, but I keep this on my desk, but this will go away soon, just because I don’t like clutter.

14. Plan It.

A personal planner or desk calendar will help you keep track of your schedule and deadlines. Write everything down, including birthdays, appointments, client meetings, deadlines, and other helpful notes.

If you are a pen and paper girl, you can get calendars on Amazon that you can keep on your desk. I personally love Google Calendar, and I have a calendar for just my personal appointments. I have a calendar for my kids. I have a calendar for my marketing. I have a calendar for my programs, so on and so forth. I can share them with my students in certain programs or share them with my husband or share them with my team. They all sync from every device, and it truly is a lifesaver. So I personally love Google Calendar but use what you like.

15. Once a Month, Do a Clean Sweep.

Spend one day a month doing a total clean sweep in your office. Put files and supplies back where they belong, clean out desk drawers and file cabinets, shred papers that you don’t need if they contain personal information. Schedule a day to do this.

Every first Monday of the month, I have a business organization day where I do all of this. You know, my desktop, the computer desktop, my office, papers, throwing things away from the filing cabinet, going into my QuickBooks online, looking at the revenue and expenses from the month before, so on and so forth. It is a scheduled day on my calendar where I am doing a clean sweep.

16. Tip-Top Computers.

Computers are the lifeline of an office. Dust it weekly to keep it in tip-top shape, install and use antivirus software and system utilities to keep your computer running well. Also, you’ll want to back up and empty the trash regularly. This was big for me.

I do videos all the time, and I had so many videos sitting in my trash can. It was slowing down my computer so badly, and I didn’t even realize it. Now every week the computer gets dusted and the trash gets emptied.

17. What To Do.

Maintaining a to-do list will help you stay organized. Make it a habit to write down important tasks and cross them off as they’re completed.

Something I teach my students in my programs is called the See It Through Strategy. And a big part of this is taking weekly, either on a Sunday or Monday, you’re getting everything out of your brain, and you’re putting it on your to-do list, and then you’re scheduling it on your calendar.

I love to keep all of my notes on an app called Notability on my iPad, so everything is all in one place. You can use a notebook, you can use a Google Doc, but the point is that you are getting it out of your brain and putting it down on paper to use that brain space for business generating, money-making activities.

If we have everything in our minds, things don’t get done. It causes confusion. We want clarity, and doing this thought download at the beginning of the week of all of our to-dos and then organizing them on our calendar is so important. Again, I use Notability, which I love.

18. Deadline.

No one likes them, but we all need them. Incorporate your deadlines into your master to-do list and keep that handy in your planner. Sticking to a deadline schedule will force you to stay on track. Parkinson’s Law states that something will take for as long as you give it.

So if you say you want to get a website designed and you don’t give yourself a deadline, it could take you six months. But if you say, I’m going to give myself one month to get this done, that is how you increase your productivity. You have to provide yourself with deadlines, or otherwise, it’s just going to eat up all your time and take forever.

19. Ugly Cords.

Tidy up those messy cords with twist ties or rubber bands. I ordered a whole bunch of different colored ones on Amazon.

20. Reference Zone.

Set up a specific zone in your office for these materials. This could include binders, books, manuals, magazines, dictionaries, and professional items. A bookcase should fit the zone nicely.

I have a giant cupboard over here that I got at an auction. It holds so much stuff, it’s unreal, but this is where my reference zone is. All of my binders and reference documents from any program that I’ve ever joined, or documents that I create for my students is right here, and it’s behind a closed door so I don’t see it. If you can get something where you can close the door and keep that organized, that’ll be great.

21. Fresh Start.

Straighten your desk at the end of each day. That way, when you sit down in the morning, you can start with a clean slate. If you have a priority task that needs to be completed first thing in the morning, leave it out on the desk to help you get focused and ready to go.

If you do this one tip, I promise you your productivity is going to skyrocket. That is something I do, systematizing pretty much everything in my life, but at the end of every day, this desk is cleaned off.

That way, I can sit down with a clean slate, a clean mind, and get going first thing. If I sat down with piles of stuff everywhere, that’s not a good way to start your day.

It takes two minutes. Just clean off your desk, put everything away, and turn it off, shut it down, and head out.

22. Label It.

A label machine is your best friend. Labeling all files, folders, bins, containers, trays, boxes, and other organizational tools lets you know exactly what’s inside.

I used to have a Dymo label maker and stamp printer on my desk that took up a lot more space, so I switched to this because I don’t want clutter.

So label everything, and that way, you know exactly where everything should go.

23. Charge It Up.

Designate a space in your office to charge all of your devices. There are three children and two adults living in this house. We all have multiple devices. There were cords everywhere. Everybody was charging things in different places until I got a dry sink at an auction. And we set up a charging station. So everything’s organized. We have all of the charging cords labeled, so we know whose cord is whose, and everything’s right in one spot.

24. Organize Your Valuable Documents.

Create a special kit for all of your valuable documents, assets, and personal information. I ordered a fireproof briefcase from Susie Orman, the financial guru. We keep marriage certificates, birth certificates and anything about our assets in there.

You have to think if the house were to burn down and you could grab one thing, what would you need? That’s where you want to keep all those documents. It’s super organized.

25. Build a Life Binder.

Organize important papers in an easy grab-and-go binder. Here are some categories: medical, pet, auto, manuals, house, kids, and personal.

Many manuals are kept online now, so you might not even have to keep those anymore—just something to keep in mind. Keep it in your reference zone, and you can pull the binder out, and everything is right there and organized.

26. Utilize Wall Space.

If you have a small space, use your wall space to hang filing systems, calendars, whiteboards, shelving, and more. There’s so much more space when you go vertical.

Before I moved here to Phoenixville, Pennsylvania, I had a smaller office at my old house, and I used the wall space. It had all of my calendars and whiteboards and shelving.

Here, I don’t need it as much. I have a much larger space. I like things out of my sight. So I have these two glass cabinets, the big cupboard here, and then the dry sink back here, where everything is organized and put away out of sight. Use the wall space if you have a smaller space.

Keeping yourself and your office organized isn’t difficult after you create systems that you stick to. Following these simple tips will keep your office running smoothly, enable you to accomplish more, and help you feel less stressed.

If you are struggling with organization and clutter, it usually is a sign of something going on up here. You need to learn how to organize your mind, thoughts, and to-dos, and usually, the external physical environment becomes much easier to keep organized.

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How we Handle Bookkeeping & Payroll in my Pet Sitting Business

How We Handle Bookkeeping & Payroll in my Pet Sitting Business

I started using my bookkeeper probably about ten years ago for my pet sitting business. I remember just thinking like, “Oh my gosh, this is such a huge investment.” but I read the book Profit First, which completely changed how I view money, and finances, and systems.

I ended up finding a bookkeeper who specialized in Profit First, and she was located in Pennsylvania. So it just seemed like a perfect combination. We’ve been working together ever since.

Have your pet sitting business set up in Quickbooks Online.

You don’t have to use QBO. You can use software like Xero or Wave apps; there’s a ton. We use QuickBooks Online, and we have all of my Profit First bank accounts connected to it.

They go in there every week, and they categorize all of my expenses to make sure that everything is organized.

At the end of the year, make sure everything is balanced. Then send to your CPA to do the taxes.

People ask me often, “Colleen, is this something that you think I should invest in?” If we do not have the budget for it, as of now, it’s absolutely something that you can do on your own.

But when you do end up getting an influx of cash that you will justify that expense, I highly recommend it. It just makes everything so lovely, neat, and organized.

Move your payroll over to a software system called Gusto.

My manager, Sue, runs the payroll every two weeks. All the visits from the first of the month to the 15th are run on the 16th. All the visits from the 16th to the end of the month are run on the first. It’s simple to use.

I use Employees, and it calculates all of the taxes and whatnot, and then sends all of the employees their paperwork at the end of the year, 1099s are for independent contractors. If you use independent contractors, it will do that for you.

Back in the day, I used to sit every two weeks, and I would write the checks to 20 some pet sitters, and it took forever. It was a giant waste of time. So I had put these fantastic software systems into place.

So with QuickBooks Online and Gusto, and using my team, my bookkeeper, and my manager, it’s not part of my duties anymore.

How we Handle Bookkeeping & Payroll in my Pet Sitting Business

 

Again, freeing up my time to focus on money-generating activities, marketing, and getting new clients. So that’s how we do things here at Pet Nanny and Pet Nanny Coach.

I use a Profit First bookkeeper who keeps my QuickBooks Online completely neat, organized, and categorized weekly.

My CPA does my taxes, and my manager, Sue, the Pet Nanny manager, runs the payroll every two weeks. So hopefully, you guys found that helpful.

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How to Read More Books in 2021

How to Read More Books in 2021

This is a challenge that I’ve extended to my students in my Multiply Mastermind Program and my Scholars Program.

But one of the big things I hear when I suggest different books to members of my pet sitting community or my students is “Colleen, I do not have the time to read a book. I don’t have time to do anything for myself, let alone sit down and read.”

Start listening to books.

I use an Audible app through Amazon, and it’s given me the ability to take in at least one book a week.

Realize you have plenty of time when doing other things.

You might not have time to sit down with an actual hard copy book, but my second tip is you have plenty of time when you are loading and unloading the dishwasher, cleaning your house, doing laundry, and you’re walking the dog. If you put your earbuds in and listen to the book when you’re doing these things, you don’t need a lot of mental concentration when doing these types of tasks. You can consume more.

Speed up Audible.

You don’t have to listen to it at the exact speed that the author is reading. You can go up to two times as fast and that way you can get through more books.

How to Read More Books in 2021 - ver02

 

I highly suggest trying to read more in 2021. Please start with The Big Leap, which is my all-time favorite. I recommend it to everyone in my pet sitting community. Get Audible on Amazon, put your earbuds in and listen while you’re doing housework, and speed it up if you need to, and that’s how you’re going to get more reading in this year.

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The key to freedom in your pet sitting business

The Key to Freedom in Your Pet Sitting Business

Systems in your business are the key to your success. Imagine your business running like a fine-tuned machine. You have time to spend with family, take a vacation, play a sport or hobby.

You are the bottleneck in your business, and you are stopping yourself from being able to grow to a higher level. It’s taking up all your time. Your business is supposed to add and expand your life.

Systematizing everything takes yourself out as the bottleneck of your business.

You should have a system for new client calls, what happens when they sign up, an onboarding process, hiring system, marketing system, what to do when the website goes down, and the protocol when a sitter locks himself out of the house, etc. When everything is organized, then that is when you will gain your freedom back.

The key to freedom in your pet sitting business


Use Google Drive to organize your online business hub.

This will make it simple to delegate to your team, have things done, and complete it to your standard. There will be no questions about how you want something done in your business.

Use screen recordings when explaining things.

You have your computer showing step by step by step, how you want something done. Plus, you have an outline format.

The system runs the business, and the person runs the system. You should not be the system in your place, and that’s what most pet sitters are doing.

I hope this helps.

Howdy, Pet Lover! Are you struggling with attracting new clients to your pet sitting business? Would you like to have a consistent pipeline of new clients coming to your business? Well, wait no longer, my friend. Grab my FREE report, 125 Ways To Get More Pet Sitting Clients. This resource is 100% FREE and is my gift to you. Enjoy!
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The Pet Nanny Success System™

9-Steps to Pet Sitting Business Success

Coming Soon… The Pet Nanny Success System™ Home Study Course

Since 2001, I have been vigorously working on building a successful pet sitting business. I have  read. I have studied. I have listened. I have researched. I have analyzed. I have implemented. I have streamlined. I have stretched. I have written. I have made mistakes and I’ve experienced amazing results. All in all, it has been a fun and fulfilling journey.

Since so many pet sitting business owners have reached out to me asking for help and mentorship with their own businesses, I decided to assemble my knowledge and expertise into a paint by numbers process/method that pet sitting business owners can follow and implement to achieve the same excellent results.

In my many years in business I have come to understand that attracting pet sitting clients and building a successful pet sitting business comes down to this 9-step process, which I have titled, The Pet Success Nanny Success System™.

#1. Develop a positive mindset
This is by far the most important and the most overlooked piece of the entrepreneurial puzzle. Mindset is 90% the reason for success or failure.

#2. Organize your time by getting out of busy and getting into productivity
We examine how you prioritize your day and organize your business and your life. We find those “leaks’ that are stripping you of valuable time to grow your business.

#3. Set yourself apart from the competition by focusing on results and benefits
We will examine what it is about your pet sitting service that makes it unique, as well as figure out what you offer specifically in terms of results and benefits. We study your competition and how you can make your service shine in comparison.

#4. Create a compelling marketing message written to your ideal client
First, we identify who your ideal client is and how you are their “problem-solver.” We will then craft a compelling marketing message that will have these ideal clients calling you ready to sign-up as opposed to you chasing them. Finally, we discuss the best ways to reach them and turn them into paying clients.

#5. Strategize your pricing and packages
We will evaluate your pet sitting and dog walking services and develop the best pricing strategies and packages for your business.

#6. Build a website that works connected with a strong online presence
Your website is the cornerstone of your business. We will implement my step-by-step plan to create a powerful and functional site that will pull clients in. We also discuss how to develop a strong online presence that will drive traffic to your site.

#7. Create your marketing power wheel
We will develop a specific marketing plan for your business to reach your ideal clients with your compelling marketing message. Each piece of the pie needs to be implemented consistently and systematically to constantly create a stream of new business to your pet sitting service.

#8. Systematize everything
You will learn the best practices and systems to keep your business running like a well-oiled machine.

#9. Expand your team
I will teach you how to build a competent team of dedicated pet care professionals. You will also learn the best practices of managing your team and retaining them long-term.

This is what I teach my high-level, private coaching clients. I teach them this clearly laid-out, step-by-step plan that they can start implementing immediately to build their own successful pet sitting and dog walking business.

Well, I have some VERY exciting news. Da da da… I have now created The Pet Nanny Success System™ Home Study Course, so that all motivated, pet sitting business entrepreneurs can have access to this proven, highly-effective plan of action to multiply their businesses.

What exactly is this The Pet Nanny Success System™?

It’s the complete, step-by-step course that teaches you exactly how to build a successful and profitable pet sitting business. These simple and easy to follow steps will revamp your business by first setting you up for success through mindset and organization. Second, you will attract tons of new, ideal clients by transforming and maximizing your marketing strategies and online presence. Next, you will create profitable packages and finally you will develop effective systems and best practices to manage and expand your growing enterprise.

In short, The Pet Nanny Success System™ is your ultimate roadmap to building a successful pet sitting business.

More to come on the release date soon…

Your Homework Assignment: Get clear on your vision. Start thinking about the grand vision of your pet sitting business. Where do you want to take your business? What will your business look like 1 year from today? What will your business look like 3 years from today? Write these down and put it somewhere safe. Now, how will you get there? What needs to happen to achieve your goals? Clarity is key. Work on getting clear. It’s the very best place to start. 😉