John is a busy, self-employed, plumbing contractor. His business keeps him in the field five to six days a week, so the only time he has to take care of paperwork is in the evenings and on weekends. He shares his home office with his wife, who works outside the home, but also manages the household business from this office space as well. All the management details of his small, but growing business are up to John.



John is a typical small business owner working from his home, and like John, you could be losing money because you do not have simple and efficient office systems set up in order to manage paperwork. You may be paying penalties for late payments, important paperwork could be lost in piles of unopened mail, and then there is the wasted time just trying to find things. Your small business office is the nucleus of your business, the center where new orders and paperwork are being generated daily.

The US Bureau of Labor Statistics estimates that there are now more than 18.3 million home based businesses in the United States and 53% of small businesses are home based.

Is the story of your office one of efficiency and productivity, or is it a sad story of loss

and confusion? If your office is in a state ofchaos, there are four key areas of your office that you can improve right now and take your business to the next level.

Time Management

Develop a time management system so that precious time is not wasted going in circles because you don't know where to start. Time management is not about working faster – it is the practice of spending more time on the right things. Prioritize your time, and learn the difference between important and urgent. Important tasks help us achieve long-term goals. Urgent tasks may need immediate attention to avoid a crisis, but are not necessarily important in the long term.

Make a list, but limit it to six items or less, otherwise you may be overwhelmed. Eliminate distractions, schedule time for planning, and learn to use some kind of calendar, day planner or PDA.

A Filing System

You need to be able store and retrieve documents efficiently. This includes paper and computer files. Each business has it own filing needs, and each business owner has their own work style, so develop an appropriate system for your business needs. You should be able to put your hands on any given document, or piece of information in 30 seconds, or less.

You will need a system to manage working files, as well as permanent files. The permanent files need to be labeled with a specific retrieval system in mind, such as by categories, alphabetical, numerical or whatever system is appropriate for your requirements. Choose fixtures and cabinets that will best accommodate your files as well as particular storage needs, for special items such as photographs or blueprints.

A Bookkeeping System

Good bookkeeping practices are essential for a number of reasons. You will need exact information for financial statements, which are necessary for business loans or lines of credit. When you can track all your deductions, you may pay less in taxes. You will be able to forecast your business trends when you have accurate records, and if you decide to sell your business, you will need precise information in order to determine the true value of the business.

QuickBooks is probably the most widely used computer software to track all your business finances, and at the end of the year, all your data is ready for income tax purposes. There are other easy to use systems, as well as bookkeeping services to take care of details you may not have time for. You may have a vibrant, active business, but if you don't keep up to date and accurate records you may be losing money and not even know it.

Clutter Control

How distracting is it to sit down at your desk to find the remains of yesterday's lunch, magazines, mountains of paper and no sense of where to begin? It's not only distracting, but also costly, in terms of your precious time being wasted because you are not on task while shuffling piles, or housecleaning just to get to the desktop.

Get your desk set up so that there is a designated place for everything. Working files can be accessible, without being scattered everywhere. Keep the business cards in a card file, or a Rolodex so they are tidy and easy to find. Sort your mail every day next to the wastebasket, and throw away the junk before it turns to clutter. Don't let your office be a dumping ground.

Your office is so important to the health of your business. Don't let a disorganized office hold you back from the growth and success you deserve. When your office is efficient and organized, you will be more productive with your time, and you will reduce the level of stress in your life. Be proud to bring clients in to the office for meetings and consultations because you have an office that reflects your high professional standard and a smoothly run operation.

If you feel that you need help with getting your business office working in a more efficient and productive manner, call a professional organizer, who can review you business needs and the space you have to work with, then develop and implement systems specifically tailored to your business.