by Donna Toothaker
Spring is coming, and with it, an opportunity for a little sprucing up! Time to make a clean sweep of your office, your business systems, and even your mind!
As a VA, you likely work from a home office. Chances are, your clients are all over the country (or the globe), and will never come to your office for a meeting. Still, don’t you deserve a workspace that’s organized, bright, cheerful, and attractive?
You may be one of the many who feel you never really set up your office properly in the first place. You likely know by now what isn’t working – your files are a mess, the furniture arrangement is awkward, you can’t see your surfaces any more, and you either don’t quite know where to put things, or where to find things… Make the spring season the time for a fresh start and uncover the office you’ve been longing for.
Uncover those long-hidden surfaces! A good place to start is to streamline your files and documents. Clean out your file cabinet. Put old client files into storage and only keep active files in your immediate office area. File or toss that pile of papers into your newly streamlined filing system. In the future, try to deal with mail or faxes as they come in – either respond, toss or file – and make it a goal to touch each piece of paper only ONCE.
Clean up electronic files and documents. Make sure you have electronic files on your computer and your e-mail that match your physical files – one for each client, or business function (i.e. Marketing), so it’s easy to find that physical or electronic document when you need it. Clear out your e-mail inbox and file away. Go through the random documents in your computer’s “Documents” folder and file them in the appropriate client, business, or personal folders.
Update your databases. Organize the business cards and contact information you have collected over the past year. Be sure they are all entered into a contact database and categorized appropriately (i.e. Business services, potential clients, etc). Take a good look at your marketing list, too, and clear out any opt outs, bouncebacks, or returned mail.
Streamline your supplies. Toss any old supplies or equipment that is no longer working or has gone unused for a year. How many old pens do you have in that drawer? Do you really need to keep that old extra printer, “just in case?” If you have supplies in different areas of your office, like random desk drawers and shelves, put them all in one place to take a quick inventory, and prevent duplication when you reorder.
Go with the Flow. Does your office have a good “flow?” Is it cramped with furniture and storage, or is there space for you to walk freely? Now that you’ve cleared some files, put inactive files in storage, and freed up space in your desk once inhabited by old pens and business cards, you may find you can make due with less office furniture. Turn your desk so it faces the door. It gives you a feeling of authority, and in feng shui it “welcomes” new opportunity. Consider a coat of fresh paint for the walls, and improve your lighting with full-spectrum lightbulbs, particularly if you have been working under fluorescents, to improve mood and lift your energy. Bring in natural elements such as plants and wooden or wicker storage baskets to give you a connection to the outdoors, even if you don’t get out as much as you’d like.
Take stock of your client roster. Do you have any “hangers on” who are no longer a good fit? Perhaps now is a good time to clear client clutter, too. Keep the ones who you like, who you work for consistently, who pay you on time, and show you they value your services. Assess the remainder of the list. Perhaps there are some who don’t respect your time, who only want a few hours, who try to get a lot out of you for little money. Take a leap of faith and part ways with these folks. You’ll be opening up a door for better clients to come in!
Don’t you feel energized already? Find space in your calendar over the next few months to take action on these steps one at a time, and give yourself the gift of more time, less stress, and a beautiful space to work this spring!
Would love to get your ideas for spring cleaning your business – please leave your comments below!
Donna Toothaker is CEO, founder and coach of Step It Up VA Coaching. These highly sought-after VA coaching programs have been created for established, successful VAs who wish to create the 6-figure business of their dreams. Visit http://www.stepitupva.com to receive the free report, Top 3 Mistakes to Avoid in Creating a 6-Figure VA Business.
