The importance of organisation in the workplace
For any business to grow and run smoothly organisation is a key skill. Here are a few tips on how to stay organised in the workplace;
Manage your working area
An organised work space helps avoid misplacing documents and items getting mixed up or lost, it also avoids the scramble and stress of having to root through papers to find a specific document if a client or customer calls unexpectedly. As well as looking tidier for unexpected visits it creates a calmer atmosphere which can help with productivity. To help with this consider going paperless which avoids having physical documents to deal with altogether.
Keep your computer organised
If you decide to go paperless, you then must compete with the filing of digital documents. A system will need to be implemented for naming files and saving them to specific locations that everyone in the business is aware of. While this can initially be a timely process, once set up and running smoothly you will reap the benefits of not having paper documents lying around everywhere. Going paperless also helps to comply with GDPR and as the documents can be accessed remotely, flexible working is also a possibility.
Keeping your expenses organised and recorded in a timely manner helps so you can focus on your business itself. It is easy to leave it till your businesses year end and then have to find all those receipts, often in various pockets and glove compartments to get your expenses claim in. Consider using an app that links to your accounting software so expenses can be posted immediately, receipt scanned and then it can be lost with no worry.
Keep track of your debtors and creditors
Paying suppliers, invoicing customers and chasing payments is a key part in every business. Disorganisation can lead to late payments, missed debts or even missed opportunities for raising bills. Keeping your accounting software up to date can help flag up important dates for when payments are due or if a payment needs chasing. Many software’s, such as quickbooks, have built in reminders and flag up these areas every time you login. If chasing debts is taking up a lot of your time and you don’t have someone employed to do this job consider an automated service such as Chaser (www.chaserhq.com/), which links to your accounting software and deals with the chasing of debts automatically.
Archive and delete emails
It can be frustrating to login to your inbox and see hundreds of emails. Reducing and clearing out your inbox regularly can help flag up the emails that still require attention and avoid important emails getting missed.
Keep track of deadlines
Be aware of deadlines such as the following to stay on track and avoid any unnecessary penalties;
- Companies House, accounts are due nine months after year end
- Corporation tax return, due for filing twelve months after year end
- Corporation tax payment, due nine months and one day after year end
- VAT returns, due for filing and payment one month and seven days after the period end