Some of us are highly organized individuals – with a place for everything and everything in its place. Others of us watch the cable TV show Hoarders just to make ourselves feel better about our own messy situations. But for someone operating a limousine business, organization is a must – unless you want to book two trips at the same time on the same day, forget to fill your gas tank, lose important billing information or misfile important tax documents. The lack of organization in your life, especially your business life, will eventually catch up with you and could cause a major disruption to your productivity.
Hundreds of books have been written about the importance of organization, often broken down into the “Top” 7, 10, 20, 25 or more points you need to remember in order
to maintain an organized lifestyle. In our techno society, there are smartphone applications (Apps) available, free or at low cost, that can be downloaded to
help keep your schedule straight even while on the go. There are other Apps that help
you run your business more efficiently. If you want to stay competitive on a daily
basis, you have to keep up with the latest technology designed specifically to keep you well organized. Just remember not to use the Apps until you are stopped in a safe location.
We’ve complied a list of 10 things (in no particular order) that are on most lists of
characteristics or actions that highly organized people use to stay organized, and as an added bonus, make their lives a lot easier:
- Prioritize the things you need to do. Make to-do lists for each day putting what needs the most attention first to enhance the chances they will get done first. Take 15 minutes at the end of each day to create a to-do list for the following day.
- Clean up your clutter, Get rid of things that don’t help you and make a place for the things that you need and will help you. Remove clutter from desks, offices and work spaces. Seldom used items should be stored in cabinets. Order supplies in a
timely manner so you’re not caught short.
- Create a file system to organize your business papers. Color-code the different categories with tabs or folders so you can find things at a glance. Keep your personal files separate.
- Send out billing invoices and process payments regularly. Keep careful records of all of your financial documents.
- Keep appointments noted in your computer software and in a date book that you can carry with you. It’s not going to help if all your notes are on your computer and you are miles away from your daily schedule.
- Organize your mail, including your emails. Keep your personal emails in a separate address and away from your business email address. Toss the mail you don’t need and file the things you need in date-priority order. This applies to emails as well. Organize computer files and folders, using a star or flag to highlight important messages that need more attention.
- Clean out each desk drawer to free up valuable storage space.
- Keep essential items on your desktop, and clean the surfaces as needed to keep dirt and dust away from your work environment.
- Return calls promptly.
- As a space-saving measure, consider digitizing documents, business cards and other hard-copy materials to help avoid unnecessary clutter.