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MAY ISSUE - National Small Business Month
IN THIS ISSUE 1. Salute To Entrepreneurs 2. The Life of a Business 3. Solving The Puzzle 4. Other Organizing Holidays This Month 5. Footnotes

SALUTE TO THE ENTREPRENEURS

For National Small Business Month, we tip our hats to honor the small business owners who are making their dream come true!  Hopefully, being a business owner has been the most rewarding career choice you ever made.  While working in various companies for 20 years, my skills were definitely polished with lots of experience and knowledge.  However, in those jobs, there were seldom motivating rewards or warm fuzzies of gratification. Now, when describing the services of my 24-year-old business, listeners always reply, "Wow, you really do love what you do!"  That's right, and it's incredible to "make a difference" in each client's life.  

THE LIFE OF A BUSINESS

When a company, large or small, is given lots of TLC (tender loving care), it will live and breathe and grow.  There are numerous components of a business that keep it alive.  Each part requires dedicated attention, on a routine basis, in order to nourish the whole.

Concentrate for a moment, and visualize the life form you created with your own bare hands.  Does this thought make you smile, or are there areas where you'd like to become more organized?

SOLVING THE PUZZLE

To keep a business going and growing, sole practitioners wear many hats.  It can be overwhelming to be office manager, customer service rep, advertising chief and bookkeeper within a day?  Effective time management is the result of personalized systems, the appropriate tools, new habits and continuous maintenance.©  Consider this ...

"12-STEP PROGRAM TO ORGANIZE YOUR BUSINESS"

1.   File cabinets protect all vital records and should never be over-stuffed.  Archive the inactive records that must be kept.  Filing systems should be customized for your specific needs, as the business owner, and all key users.

2.   Paperwork/documents that are active should either flow through your "HOT ACTION FILES" (To Do's) or be stored in nearby file cabinets for easy access. Paperwork and file folders that are lying down in piles are "sleeping or hiding."  Stand them up in hanging files so they can "communicate" with you.

3.   Accounting records analyze your company's status, help you manage a budget and make plans for the future. They must be updated weekly, plus supporting receipts and documents should be filed away immediately.

4.   Database or contact management software is the core of your company and should be the force to move a business toward success.  Always record valuable details about clients, potential clients, vendors and everyone you meet.

5.   Marketing materials help build your client base.  They include business cards, brochures and website materials.  Organize and store these valuable items by category in a handy cabinet for quick access.

6.   Datebooks/Calendars or electronic organizers should display every deadline, appointment, errand, event and To Do.  Block off time to accomplish tasks in an efficient manner.  You should be able to see, at a glance, what must be accomplished daily.  Also, don't forget to schedule R&R (play) time too.

7.   Communication is most valuable when detailed (not partial) information is provided in conversations, phone calls, voice messages, emails and letters.  Phone tag and subsequent questions waste time for everyone.

8.   Information gathered from individuals (verbally), printed materials and the internet should be immediately sorted and stored in folders or notebooks by category.  If it has a "home," anyone can find it quickly.

9.   Maintenance, on a routine basis, safeguards the organized systems and procedures established for your business.  Specific procedures will also prevent disasters in the various departments of your company.

10. Customer Service is the relationship-builder of every business.  When each client is well cared for, they will become your best fan and refer new clients to your company.

11. Growth/development is the foundation encompassing your vision, commitment, skills, attitude, decision-making and lots of energy.  Review this area frequently, and a business coach or advisor could be of great benefit.

12. Technology is the power driving your company.  Everyone (including the owner and employees) must learn how to use it well, so an expert software trainer is vital. Do back-ups weekly, at a minimum, as they are critical to protect all of your data!  No business can afford to lose its accounting records, marketing materials or other info.

Take a deep breath. As an entrepreneur, it is important to understand that you do not need to do everything yourself.  You have amazing skills and strengths and should be doing what you do best. There's only 24 hours in a day, so we suggest you consider delegating (to experienced professionals) the tasks you can't do, don't know how to do, don't have time to do or don't want to do. It creates a Win-Win for everyone, especially clients!

Remember ... "Organizing is a 'process' ...  it's not a one-day project."  If this process seems too difficult for you to complete alone, call us for assistance.  (We love working with business owners!)  The reality is the longer you wait to start, the worse the situation could become.
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OTHER ORGANIZING HOLIDAYS THIS MONTH 

National Moving Month
Revise Your Work Schedule Month
For more ...  click here
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FOOTNOTES 

Donna D. McMillan of McMillan & Company Professional Organizing was quoted in the American Express Business Platinum Ventures Magazine, Spring 2006 Issue.  The article "Clearing Up Your Paper Trail - It's Not Just Your E-Mail That Can Leak Information" features expert advice regarding security for your paper documents.  Click here

ORGANIZING SERVICES EXPANDED TO HAWAII ...  Our company has expanded to The Aloha State.  Who do you know that lives &/or works in Hawaii or is moving there?  Click here  If you or your friends want/need to get organized in their office or home, we now provide experienced Professional Organizing Services in their area. Send Email Inquiry and tell us about their/your needs.

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Remember ... "If you can't find something in 30 seconds, it's in the wrong place!" Everything deserves a home.  And, you deserve an organized office, home and lifestyle.

We will help you solve the puzzle!  McMillan & Company Professional Organizing Services provide customized solutions for your specific needs.  Your comments and questions are always welcome.  You may share this ezine with friends as long as the following copyright info is included.  Also, we hope you will enjoy our Past Issues of "Organizing For Balance." 

Until next time, Happy Organizing!!  Donna