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The 7 Essential Rules to Organize your Filing
Step #1: Toss out most of your mail Business people tend to get a lot of unsolicited mail (electronically and hard copy) but because we like to keep on top of things, we often put it aside to read later. But be honest - how often do you really read it later, and then use it in some way? Be ruthless with your mail.
Step #2: Create a "Bring-up" fileTo better organize your filing, you must have a bring-up system. Get yourself a brightly colored file cover and label it "Bring Up File". As you handle each piece of paper, decide when it will need to be actioned. Then place that date on the top of the document and file it in the Bring Up File in date order, latest on top.
Step #3: Use Categories to organize your filing systemList of all the general areas of activity you engage in. For example you could use words like - finances, staff, suppliers, Info Tech, Personal Stuff etc.
Step #4: Color code everythingUse color coding to organize your filing for better and quicker retrieval. I choose a color for each category of files I've created in step 3 above. Then use a sticky dot, a colored border or colored file covers for each file in that category.
Step #5: Create a file indexCreating an index to help organize your filing system is useful if you have a number of files you need to keep track of or if there is more than one person who uses your files.
Step #6: Never keep loose pieces of paper on your deskWhen you pull a document out of the Bring Up File, retrieve the appropriate file it will eventually go into straight away. Or create a new one if that's appropriate, and keep that on your desk. In this way, there will be no loose pieces of paper sitting on your desk.
Step #7: File every day
Do I sound pedantic now? Perhaps, but there is no point in organizing your filing system today, then letting it turn into a mess in a couple of months. If you file every day you will always have that piece of paper you need in the spot you can find it immediately. How good would that be?
So that's it. Seven simple rules to organize your filing system. Just do a little every day and you'll win that paper war!
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Is a home based business right for you?
Operating a home-based business can give you the best of both worlds. Like all small business owners, you enjoy the satisfaction of being your own boss and being the person who makes the decisions. But if you run your business out of your home, you also enjoy the benefits of being able to work flexible hours, of not having to commute, and certain tax advantages.
In theory, you can run a successful business out of your home and have the flexibility to be there for your family, spending more time with your children or arranging your work schedule around your family's needs. In practice it may not be quite so easy. I spent four years running a home-based consulting business, until it got too large and difficult to maintain a home office. During that time I enjoyed the benefits of working from home, but also paid a price.
• The office was always tempting, and when the children went to bed I always had just one more thing to do.
• The washing and other chores were also tempting and I often found myself doing housework when I should have been taking care of business.
• The phone never stopped and customers who knew my set up would call at all hours.
• Friends would drop by any time knowing I “worked from home” so had time for a cuppa and chat.
There are of course many ways to overcome these issues. Ways I discovered quite early in the game and applied diligently. Slowly my time became more structured and the lines between home and business became clearer.
But no matter how structured you are, never lose sight of the fact that the major benefit of working from home is BEING at home. So don’t be too regimented – allow yourself a little flexibility so you can enjoy your SOHO (Small Office Home Office) for what it is – a home based business.
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Keeping yourself motivated
 Running a business is tiring, stressful and challenging. Small business owners are required to wear many hats and this can drain your energy and your motivation. If you do not take time to recharge your batteries and refresh your perspective it is easy to find yourself totally unmotivated. When you find yourself dragging through the day unable to make decisions and procrastinating on nearly every action, it's time to stop and take stock. Here are a few suggestions to help you develop and maintain your motivation.
1. Associate with like minded, positive people. It may sound harsh, but to become and remain successful you will need to surround yourself with success. That may mean removing negative people from your life. They drain your energy and drag down your enthusias - even if they have been life-long friends.
2. Make time for personal development. Read, attend workshops, sign up for on-line conferences. Do whatever it takes to learn, learn and keep on learning. It energizes and developes your ability to cope with any problem the business throws your way.
3. Join or create a Master Mind group. I have always belonged to a master mind group. They support me, give me new ideas and provide criticism when I need it the most.
4. Exercise. This is the one I find hardest to do even though I love it. Finding the time to exercise when business needs always seem to beckon is a daily struggle. But the way I feel after exercise convinces me it is worth the effort. The energy and motivation I derive from keeping my body active and fit is essential to my business success.
5. Take time off. No matter how busy you are you must find time to recharge your batteries or else they will run completely dry and you will find yourself either physically or mentally drained and unable to cope with anything at all. Look on it as insurance for your mental and physical well-being. Time off is an investement in yourself and you can't find a better investment option than that!
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May 2009
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