How to Organize your Business/Life with These Tools & Tips

In business, there are a lot of things you must organize. From physical documents to ideas and thoughts, good organization comes in handy.

While you can plead creativity to justify your mess, to be better at business, there will come a time when you need to start keeping things organized. And no, I am not talking about buying a file organizer, either!

unorganized-person

What I am talking about here refers to tools that you can use to help you organize your business and make it grow.

Let’s go over the tools and strategies to help you better track, organize, and free up valuable time in your life and business.

Tools to help you organize your life and business

Google Drive

google-driveThis handy tool lets you start with 15 GB of free Google online storage, so you can keep photos, stories, designs, drawings, recordings, videos – virtually anything you want stored – in one place.

You can also use Google Docs, Google Sheets, Google Slides, and Google Forms for business projects. It’s a great solution to keep things organized.

Get Google Drive

Evernote

evernote-iconI’m sure you have heard of this app before. It’s basically a place for you to bring your life’s work together in one digital workspace. Evernote is the place to collect inspirational ideas, write meaningful words, and move your important projects forward.

hero_evernote

It allows you to stay organized across all your devices, giving you the ability to jot down ideas on the go or create a full detailed workflow of a project when you’re at your work station.

Evernote is defining the way individuals and teams work together, making sure no one loses their place and everyone is organized and up to date.

Download Evernote

Scrivener

scrivener-iconFor me this tool is the ULTIMATE. I use it every day! I myself manage and create A LOT of stuff and I need a place to organize all of them. That’s where this tool comes in.

scrivener-folders-closed

I have hundreds of thousands of words, ideas, contents, scripts, emails, and loads of other things jammed into one single file as you can see in the picture above.

If I open one of those folders, you can see that it has a load of other folders and content within it.

scrivener-folders-opened

This app also gives me the ability to save everything I create in one place, without having to create multiple word documents or files inside folders.

It’s pretty amazing stuff and I cannot live without this tool, to say the least. It gives me the ability to stay highly organized with everything I create.

Download Scrivener from Amazon

1Password

1password-iconThis tool keeps my life highly organized. It lets me save all my logins, passwords, and important information in one place that I can access from my Mac or smartphone, anytime or anywhere.

Whenever I want to log in to one of my sites, I just double click on the one I want to open and it opens up a web browser and logs me into the site.

With 1Password, you will no longer need to remember all your passwords, and there’s no clicking “log me in.” This tool helps keep all my logins organized. It’s also extremely nice to click and have the site open without typing anything else.

Download 1Password for Mac or PC

DropBox

dropbox-iconIt’s just crazy how popular this tool has become. Some huge companies said before that this tool would never get anywhere. Nowadays, however, it’s the biggest and most popular one. There’s a reason for it.

DropBox allows you to keep files, documents, and many other things in the cloud. It gives you the ability to organize all your projects in one place, and it allows you to browse and open any file at any given moment.

I love this tool personally as it connects and integrates with a lot of my other tools.

Download Dropbox

Strategies and ideas to help organize your life and business

Declutter your workspace.

clutter-desk

An uncluttered workspace is the one thing for me that’s very effective in letting me focus and not get distracted by all the crap around me. Yeah, there are some people who say they like having clutter around their workspace, but it’s been proven that having a clear working area makes you faster at doing your tasks.

Keep your environs clean and clear, and you will be able to find what you’re looking for at any given moment. Not to mention it looks so much better having a sleek and clean workspace.

Take a day to organize your files.
This is very important for me. Every day I am saving and organizing files because if I don’t keep up with everything, it will take me four times longer to find something when I need it.

I have everything organized in my computer. If I am looking for a file then I can find it within seconds. I see some of my friends’ computers and their desktops look like a jumbled mess of death.

desktop-madness

They don’t name their field, and they don’t organize anything. Having the desktop fill up like in the picture above is just a bad idea. If you are one of those people who have field and folders everywhere, take a day or two to organize everything. It might even take you a week to organize everything on your computer, but I say go for it because once it’s all streamlined, you will have true bliss.

Pro Tip: At the end of the day of saving and downloading files to your desktop or download folder, take a minute to put all the files in their respective places before you sign off for the day.

Use one mail app to control them all.

This one goes out to my mom. ? I love you, mom, but man, are you terrible with email!

If you’re an online entrepreneur like me, then you probably have around 10-15 email accounts you manage and check throughout the day.

The worst thing that can eat up your time is not having a hub for all your emails. My mom, for example, logs in and out of all her email accounts several times a day, and it’s a jumbled mess of folders and favorites in each one.

The best advice I can give you is to use something like Mac Mail for your computer. What this handy little tool does is give you the ability to gather all your email accounts so you can view and see all your messages in just one place.

There’s no more logging in/logging out of your email accounts several times a day, every single day. Trust me, it’s going to save you hours of your time each day when you bring all your email messages in one place.

Create an email accounts for different uses.

Another way to get more organized is to create different email accounts for different uses so you can manage your time better. For example, I have an email address that I use specifically for everything I subscribe to. Why? Well, that way when I get messages from those newsletters, I won’t get a flood in my inbox. I won’t have to worry about those emails burying my more important messages.

If I were to use only one email account, I would have hundreds of messages a day, and the mess of emails within my inbox would take me hours to sort out.

Another amazing thing you can do with the Mac Mail is you can create rules that will tell Mac Mail to put email from a certain person or company into a folder created for it. If you have subscribed to TechCrunch, for example, every time you receive an email from TechCrunch, it would automatically go to a folder labeled “TechCrunch” (or whatever you want to name it).

This is extremely helpful because you can then save the time you would otherwise spend moving all emails into their respective folders. Not only will you save time, you’re making sure none of your important emails are overlooked too.

I personally love Mac Mail and I have used it for years. There are a lot of other options you can use that can work for both Mac & Windows, but I just like the one that comes with my Mac.

Stop multitasking.

multitasking-madness
It would seem that trying to do everything all at once would give you the ability to finish things faster and to have more time doing the things you love doing. However, this is not true by any means.

Yeah, you can drive a car, drink coffee, eat a sandwich, and call someone all at the same time, but you wouldn’t be able speak to the person on the other end, let alone drive all that well. It’s a dangerous thing to do, too.

The best way to stay organized in your life and business is to delegate tasks and to stop multitasking. For instance, I used to love having the TV playing in the background when I was working on projects for Click Money Network. I soon realized, however, that having background noise was not making my work any better.

I hate saying it because I sound like a hypocrite, but it’s true. You can get more work done when you don’t multitask. You can create higher-quality work, too, when you don’t have to juggle things like the way you do when you’re multitasking.

Take my word for it: stop multitasking and start delegating tasks because it will help you stay more organized. It’s also going to make you enjoy your free time all the more when you do have the TV running because you can give 100% of your attention to the task at hand.

Hire a virtual assistant.

Hiring support staff is one of the best ways you can organize your life for the better. It frees you up so you will have time for more meaningful work. Getting someone on board to help you with your business can definitely make things go so much easier.

Every entrepreneur should have a virtual assistant because it’s going to give you the ability to do business better. There’s not much to be said about this one other than once you hire a virtual assistant you will understand how incredibly helpful it really is.

Use your common sense.

common_sense_crossing
Having an organized business and life happens when you use your common sense. For example, some people at the end of the year have to sort out all their receipts for their business if they don’t have someone to do it for them.

What you can do is get yourself a file box with separators. You can just drop your receipts into the box at the end of the day. Sorting receipts SUCK; I would know because I have done it myself. If you hire someone to do it for you though, you will never have to sort them ever again.

You can think of it like a savings cup. Some people drop their spare change into a jug or cup and at the end of the year, they have a little something to buy themselves a treat.

When you drop your receipts into the file box, you get the treat of not having to sort them all later at the end of the year.

Set forth a schedule.

It’s hard to have a schedule in my life because I sometimes stay up for days at a time. If you are like me, you should try to create a schedule that you can follow because there will be times when I get to doing something and I go at it for so many hours that I start to be less productive in other areas.

By having a schedule, you can make it so that you don’t waste your time doing things that could be better done when you’re fully awake to do the task. Yeah, I love what I do and sometimes I do a task and hours pass before I notice the time. I will only probably notice it when I start to function at only 10%.

What you should do before you get to that point is have a schedule in place. For example, I sometimes get so caught up in writing or creating stuff that if I don’t stop, I can forget to eat, drink water, or sleep. When I do this, it’s going to result in me creating lesser quality stuff because my brain is exhausted.

For this reason, creating a schedule and sticking to it is a good thing to keep things organized in your life.

Embrace change.

resistance-to-change
Being in the industry I am in, it seems like the newest and the best thing is old news by the end of the day. What’s even more terrible is that it’s extremely hard to keep up with the ever-changing world we now live in.

The best thing you can do to stay organized is to be willing to constantly change so that you can easily adapt to the changes around you. For example, in all the tools and software I use, I always embrace the changes that they make with updates. Why? Well, for starters, it keeps me on my toes with learning new things I can use in my life. It also makes me able to better do what I love.

By embracing change and training yourself to pick up on anything new, it makes you grow into an industry leader. You can become an authority in what you’re doing.

The only constant thing in life is change; embrace it. ?

The only constant thing in life is change; embrace it. ;) Click To Tweet

Conclusion

Staying organized really comes down to you spending your time doing more meaningful work. The better organized you become, the more free time you will have to do tasks that are more important for you and your business.

The only real way for you to see the power of being organized is to try things out for yourself and see the changes that take place in your business and life.

I love to keep things organized because it helps me do things so much better. I also have a process that lets me find files and projects faster, gets more done in a shorter amount of time, and lets me enjoy what I do each day.

I created another article about the 11 tools I use and can’t live without. Some of the tools I talked about in this article are in that one as well. However, it’s an amazing article that you should check out because you can learn a lot from it. Here’s the link: 11 Tools and Applications I Use and Can’t Live Without

Being organized is the only way I can get as much done as I do. Sometimes I’m even amazed at myself by everything I have finished at the end of the day.

Start implement small organizing changes into your life and business and you will see for yourself that they will start having huge impacts.

That’s it for this article. Please share your thoughts on what you have problems with when it comes to organizing. What’s working with your life when it comes to organizing? What’s not working?

Thanks for reading. I will talk to you soon,
Scott