Spring most definitely is one of my all-time favorite seasons! Not only because it’s getting warmer with each day, but also because I really do feel like it’s time for new things, for easier, cleaner and overall nicer life. Are you ready for your business decluttering? If so, you’ve found the right post.
There are several things that could be done as soon as the spring comes to better manage your daily life, your workflow and let new ideas to come in.
Business decluttering can make you more productive, more successful and grow your business.
Read on for some suggestions on where to start!
Business decluttering: how to refresh your daily workflow and do a spring cleaning for your business
There are few simple steps to follow to make your business less cluttered! Just like cleaning up your home, you just have to start to get that ball rolling.
Clean your computer
I love to work when things are simple. My computer files, folders, and overall locations have been a problem for me for a long time and only recently I started to get it all together in a manner that works for me the best.
- Archive, zip or delete all of the old client projects that you won’t need. In case there is anything that could be useful for you in the future, for example, some resources or the final file itself, decide on another place where to gather all these files.
- Look through your resources & delete the ones that are not (and most definitely won’t ever be) necessary. For example, my computer is full with free resources that I knew I won’t get later on (like some weekly offers, etc.). But to be honest: whenever I need something, I search it online. And in decluttering times like this I really try to delete most of them.
- Manage your personal photos. In days like these, you could have TONS of personal photos. In case you have your own camera, it can get even messier. Not always you have time to look through your photos right after you take them or edit them at any time afterward. So you just have piles and piles of photos. You don’t have to delete them, no! But you should manage their locations, delete blurry or super bad ones, delete copies and so on. Maybe also resize those who’re taking up super huge space! The ones that are super old can be moved to your Dropbox or HDD, therefore, your computer will get ”lighter”!
Why is it so important to clean your computer?
For me it’s essential of the previously mentioned reason: I do like to work within clean, minimalistic and decluttered space. Even if I only know that I have a full computer with trash, I can’t really work without worrying about it and neverending willingness to get rid of it.
But besides that there are several other reasons why you most definitely should consider it:
- Such computer maintenance is necessary, so you can save some space
- It will make your computer faster and overall its abilities could increase
- Some files can consist of very ”bad” information, they can be super heavy without even you knowing it and as soon as you get rid of them, your computer will do better!
- It will create space for new things not only on your computer but also in your mind
Clean your email
With this one, I’m super lucky. When I started my business e-mail, I knew everything about how to manage emails, how to create categories, tags and literally anything else I needed to know to keep my email clean.
Now I allow only 4-10 e-mails on my main page (I’m using Gmail and putting emails in maps/categories), mostly those who need to be answered or the ones that I can’t forget about even after a longer time. The rest are answered right away or read and put in the category map. I do go in my email more than once daily (I’d say 5 times at least), mostly because I’m waiting for some important responses that I want to deal with right away.
I also use Boomerang if I want to pause my email and take some time to get it all together.
What can you do to clean your email?
- Create categories, tags, folders, if you haven’t done that already. This is actually a very serious question to think about: how many and what kind of maps do you need? I have a Project, Contact Me (for all emails that come through the Contact page, but are not Project related), Cooperation folders, etc.
- Delete everything that is outdated. It’s so easy to always be thinking: I’m gonna need this someday! But even easier it is to get rid of this. Because if it’s not a contract, any password related information, any serious documentation, most likely: you won’t ever need it. Any old conversations (let’s be honest: how often do you re-read your old conversations?)
- Make a contact list. There could be some e-mails that you don’t want to delete because of the contact information you have there. I’m guilty as charged for keeping contact information only in the emails. But contact list creation could be great way to get rid of all these emails! Whether you do it in your email or in other file management system: give it a try! For even better future communication you can write down what was your relation with this person/business. Therefore you’ll know what you’re looking at!
Manage your client files
Being on top of all my client files is one of the hardest things – there’s always something new coming in, something getting outdated really fast, some minor files that I might not even need but I might just as well… All of this is constantly changing.
In whatever way you’re managing your clients, at least once a year you should look through this management. And yes, I do mean it all. Starting from the deepest corners of your computer right till all those amazing places you’re keeping your files in as well as all of your management systems, whether it’s Excel or any other upgraded version of spreadsheets.
So here are some things to keep in mind & pay attention to:
- Archive your old clients and their files. If your deal with the client is finished, the payment is made and all included corrections are done – move on. Clean up your space, zip their files or just put them in Archive folder.
- Keep your contracts in one place & make sure they are in order. Basically, the contract is the only thing you could still need after the project is finished so keep them all in order even if you need to search for something after a year or five! Don’t delete them but use the option to Archive or Zip your files if necessary. Also: always make sure you have a backup!
- Delete what’s older than a year. If you’re not using your old projects for any further purpose (for example, someday you might include it in your Portfolio or use it as a template), feel free to delete them. There’s only microscopic chance that your client will need those very old files and even if they suddenly need them from you: it’s not your responsibility to keep them and secure them for your client.
- Make sure to keep your management system clean, easy to understand and without any useless information. What is the information that you need? Something you might need? It’s okay to write it all down. But as long as we’re talking about the system itself and your ability to feel good about it and be able to be productive around it: keep it as simple as possible!
Are you ready for your business decluttering!?