16 tips to stay organized as a small business
(with links & free downloads)
Staying organized can save you so many headaches as a business owner (especially during tax season). These are the 16 things I’ve done since starting my business to keep organized.
1) Keep an excel document to track expenses. Starting with the number one headache saver for tax time. I can’t stress how important it is to track your income, expenses, and miles for tax season. Combing through 12 months of bank statements to prep for tax season is not ideal, so spare yourself the tedious task and keep everything in line throughout the year. Break your document up into three sheets: Income, Mileage, and Expenses. Then, make the following columns on each sheet.
Income: Amount, Name, Payment Type, Item/Service, Date Paid.
Mileage: Miles (Round trip), Date, Purpose, Address.
Expenses: Item Purchased, Date, Payment Type, Cost, Merchant, Receipt on File?, Category.
Need a place to start? Here’s an Excel Template and a Numbers Template. This is what I use to keep track of everything! I like to use numbers because it’s easily accessible from my phone, which brings me to my next point.
2) Pay for iCloud if you’re using Apple products. It’s so worth it! I pay $10/month for 2TB of storage which is way more than enough (and it’s a write-off). I have so many photos in my camera roll, in addition to backing up my entire MacBook and iPad to the cloud. I can access my files from any device, no matter where I am. You never know when you’ll need to pull an invoice, reference a proposal, or resend a contract. It’s much easier than keeping your laptop with you 24/7.
3) Keep a notebook in your car to track your miles. It’s old-fashioned, I know. But if you’re not so good at logging miles after each business trip you take (even a trip to the store to buy business supplies counts!), then you should leave a notebook in the car to keep track. Then, you can add them to your excel sheet every so often - or even once at the end of the year! Amazon has a bunch of options if you search for Mileage Log Book.
4) Use a Dot Grid Journal as an agenda if you’re creative. I’m more of a visual person, but sometimes I’m either so stressed I can’t keep up with a day planner like I did in college. I couldn’t justify $75 for another Erin Condren planner, so I opted for this $7 dot grid journal from Michael’s. Instead of wasting pages when I’m not on my game, I only make a weekly spread when I’m ready to use it! I also enjoy customizing my weekly/monthly spreads with my favorite pens that I’ll link below :)
5) Make a to do list every week. Every Monday morning the first thing I do is make my to-do list. I have one notebook dedicated to weekly to-do lists - I transfer anything I didn’t finish from the week before to the top of my new list, then add more items based on projects I’m currently working on.
6) Set weekly goals. It sounds dumb, but writing down my goals has actually helped me balance my time. This week my goals were to close all the rings on my Apple Watch, go for a walk every morning, update my income/expenses spreadsheet, and write this blog. My admin tasks usually become goals because there are no time constraints on completing them.
7) Schedule morning meetings. I always schedule meetings between 10:00 am and 11:00 am. It’s enough time for me to exercise and get ready for the day, but not late enough where it throws off my work schedule. I don’t know about you, but I have certain times when I work best (1:00 pm-5:00 pm, 7:00 pm - all night). I like to leave my afternoons/nights free to work on deliverables, and my mornings to deal with clients directly.
8) Color code EVERYTHING. I have sworn by this since I was a child color-coding my closet, probably because I’m a visual person. Color coding the folders on your desktop, your filing cabinet, or your planner with personal and work tasks can help you stay organized. These are my favorite pens to color code my planner with.
9) Make desktop folders for each client. I hate a messy Desktop, so I actually have one folder called “Pizzola Creative” then a subfolder titled “clients.” Within the client’s folder, I label the subfolders by the client’s name, business, and project type. Within each client folder, I have subfolders for admin documents, brand assets, design drafts, photos, and final deliverables.
10) Make email folders for each client. I use Google Workspace for my business because of how user-friendly it is. Just like my desktop, I have a folder titled clients, then a subfolder with each client’s name. This helps if I’m on a call and need to reference an email quickly. I also like to keep my inbox at 0 (whenever possible) so this allows every email to have a home. I have a couple of extra folders too for one-off projects, networking, possible ventures, and other administrative categories.
11) Keep an admin folder with all your business documents. I’m talking digitally AND physically. At all times you should be able to easily access your business paperwork. For me, that includes my Articles of Organization, Certificate of Authority, EIN Number, Banking information, etc. I grabbed an expandable file folder from Staples to keep everything organized. I also purchased a smaller one to hold all of my receipts, which I file by month. That way if my expense sheet is ever off, I can look back on my receipts.
12) Have separate business accounts for EVERYTHING. This is so incredibly important, especially if you have an LLC. You should have your own business bank account, a separate business PayPal/Venmo, Facebook, Instagram, etc. Your personal life and your business shouldn’t mix, especially when it comes to finances. Keeping everything separate will make sure of that.
13) Keep a Password sheet. Whether you write it down and lock it in a safe, or have a secure password app on your phone, you don’t want to lose track of those passwords. Keeping track of all your personal and business passwords can be difficult, no doubt. Every time you make a new account, update your Password document and save the hassle in the future.
14) Keep a separate “meeting notes” notebook. I learned this one the hard way. In the beginning, I was taking a lot of calls with potential clients and writing my notes in different places. It only took losing one important piece of paper (which I eventually found) for me to dedicate a notebook to this. I actually keep it in my purse now, because it seems like every time I’m walking around Homegoods a client calls - and I always take notes.
15) In addition, keep a notebook for “scrap.” As a website and graphic designer, I have a lot of ideas. Sometimes I need to sketch out concepts, remember color codes and fonts, or work on project-specific tasks. Having a notebook dedicated as scrap paper helps me keep my thoughts all in one place.
16) Lastly, add a To-Do List to your iPhone home screen. You can do this by holding down any app and selecting “Edit Home Screen.” From there, click the + in the top left corner, and search for notes. Choose the widget set up you like, and click add widget. From there, add a new note that’s titled “To-Do List” and use the check box feature in Notes to create your list. Once created, go back to the widget on your home screen, hold it down and select “Edit Widget.” Then you can select the “To-Do List” note you created to be featured on your home screen! This is a great way to keep your to-do list with you at all times.
What are some ways you keep organized? DM me on Instagram and let me know!