8 Tips for Organizing Your Busy Office

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With a large in-house team, it’s inevitable that your office will get into a bit of a mess every once in a while. We know as much as anyone that in the midst of a busy project, paper will get strewn around, files will end up stacked on every available desk space and tables will become buried under office stationery junk.

There are plenty of solutions to this problem which will ensure your office stays a calm haven during busy periods rather than a chaotic heap. Check out these fun and functional office organization ideas that will keep everything in its place and stress levels low.

1. Organized Storage

Storage is key – and effective storage at that. Label all drawers and cabinets for easy location when you need to find things. Explain the new system to all employees so that they know where everything should go.

The more storage you can get that fixes to the wall, like shelving units, rather than standing on the floor, means you have more floor space and gives the illusion of a larger area (plus makes it easier for people to get around).

Draft in more filing cabinets and in-and-out trays for mail if you need to have physical files – the most efficient way is always to look into digital filing solutions and give up all paper where possible, to keep your office completely free of unnecessary clutter. There’s nothing that can’t be computerized these days.

2. Combine Your Appliances

Check out companies like CDS for their Complete Document Solutions, offering office appliances at the best prices. Xerox machines that combine printing, copying, scanning, paper storage, print-from and scan-to USB capabilities and more, mean that you don’t have to take up valuable free space in your office with multiple clunky machines.

3. Cable Organizers

This is not only a space-saver but a health and safety savior! Tangled cables lying around are not just a trip hazard but really annoying to navigate. Ensure all your staff can walk around the office freely and quickly by clipping all cables under desks or covering them with floor covers, both of which can be bought online or from office stores inexpensively.

4. Message & Pin Boards

Pin important documents and messages that the whole team need to see on a big office pin board. This way, need-to-know messages won’t get lost and will be positioned at eye level for all to see.

5. Desk Tidies

Give everyone in the office their own personal desk tidy, like a small cabinet or a computer screen platform with built-in drawers. Give each person their own coat and bag hook to avoid personal belongings being dumped on the floor. This means everyone is responsible for their own tidy desks and there can be no excuses!

6. DIY Organizing

If you’ve blown your business budget for the month but can’t stand the mess any longer, there are plenty of temporary DIY solutions you can turn to. Use old shoe boxes for filing papers and jam jars as pen pots. Clip cables and wires together and out of the way with crocodile clips and use a long line of parcel string fixed to the wall to clip papers onto and keep desk space clear.

7. Have a Spring Clean

To tackle the clutter of old paper, junk, cardboard boxes, and more, consider hiring rubbish removal services to efficiently clear out the items you no longer need and have been meaning to throw away for a long time.

Set aside one morning for the whole team to clear out their desks and throw out anything that is no longer needed – you might need to hire a skip! Afterwards, you should all have much more space to breathe and the whole office will be fresh, clean and clear of clutter.

8. Cubby Holes

Give each employee a cubby hole for their mail so that parcels and personal mail doesn’t end up littering the office, or worse, getting lost. Try to ensure that everyone keeps their cubby clean and neat – maybe install a bin beside the area so people can throw away any rubbish instantly.

Common Problems That New Business Owners Face

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Starting a new business venture may sound as simple as having an idea or a product prototype, and setting up a base from which to sell it to the masses. However, there are many other factors which you will need to consider to make your company a success; from marketing your product well to managing your overheads. Failing to take into account the negatives of being your own boss and the difficulties which can come with being a business owner could cause you major problems down the line. Many small businesses fail within the first year of opening, so to successfully avoid becoming another statistic, you need to plan ahead to combat the common problems that all new business owners face.

Cash flow

Of course, when you set up a new business, you’re not going to be in the green from the start. There are many different start-up costs which are unavoidable in starting up a business, such as buying insurance to cover you for building contents, as well as any other insurance policies you may need to take out. Not forgetting the general costs of running a premises, for example, water and electricity expenses; paying to employ staff members, and purchasing stock. Money issues are always going to be a cause of stress and apprehension, especially if you’ve had to take out a loan to set the company up, or if you are experiencing pressure from investors that are expecting fast returns. In order to avoid getting into deeper money problems, it’s important to keep track of your incomings and outgoings. There are apps and online tools available which can help you with tasks such as calculating budgets. However, it might also be advisable to find an accountant who can help you to keep track of your finances, and advise you on the best course of action to keep your overheads to a minimum.

Becoming overworked

As a new business owner, it is completely understandable that you would want to be fully involved in the running of the company, and keep the control firmly in your own hands. Unfortunately, the running of a business is not simply a nine to five job. As you may have realized, there are many aspects of running a business which you have to do from behind the scenes, such as managing paychecks and paying expenses. If you are acting as the business accountant, manager, and the main point of call for customer liaison, on top of everything else, it won’t be long until you become burnt out. That will be detrimental to both your health and the wellbeing of your business because if you are overworking yourself, you could become disorganized, overlook important details and start making mistakes. It is incredibly challenging to run a business alone, so you may benefit from enlisting some co-owners to share the responsibility of the business, or choosing a few trusted employees to delegate tasks to. Work out which aspects of the business require your expertise, and which assignments you can afford to have less input in. There is also the option of employing independent contractors to take control of jobs which do not fall under your areas of expertise.

Managing legal requirements

There are several legalities that you must meet the requirements of when you start up your own business. You’ll first need to decide what legal structure you will follow; for example, will you be the sole trader, or operating as an LLP? Registering your business name, and acquiring a tax identification number should be high on your list of priorities. There are multiple different types of tax payments businesses can be liable to pay, such as federal and state income tax, BPOL tax, payroll taxes and sales tax. Dealing with these legal and financial processes can be difficult and confusing, especially if you are new to the process. It may be a good idea to consult with USAttorneys who will be able to offer professional advice and assistance in navigating and understanding tax regulations.

Finding loyal customers

For a new business, finding clients is incredibly important, because without the sales you will never be successful. It is imperative that you create an in-depth marketing plan, which will allow you to target as many people within your ideal client group as you can. You need to identify a unique selling point that will grab buyer’s attention, so it’s vital that you conduct comprehensive market research. Gaining a vast number of customers is not the only aim; you also want to find customers who spend more and repeatedly shop with your business. Identify the characteristics of your most loyal customers, and specifically aim future marketing ventures at gaining more clients of this nature. Don’t be afraid of gaining feedback from your customers, as long as you do so in a way which isn’t intrusive, and that won’t take up too much of their time.

Employee satisfaction

When you are stressed and juggling a lot of responsibility, it can be hard to prioritize the well-being of your employees. Nonetheless, your workforce is the heart and soul of your business. They are the ones who interact with client’s the most, and if you want a successful business, you need to keep your employees content. Show your workforce that their welfare is important to you by communicating with them on as regular a basis as you can manage. Ask for their opinions on how the business can be better run; they see first hand how your clientele respond to business procedures and are likely to know best what the company’s strengths and weaknesses are. Offer incentives: they don’t have to be expensive, but it doesn’t hurt to recognize an ‘employee of the month,’ or to hold an annual Christmas party to keep spirits up. If you have a high staff turn over, it doesn’t create a good impression to your clients, and it may be a sign that your employees feel undervalued.

By addressing these points from the beginning, you will minimize the likelihood of encountering complicated issues further down the line.

Empower Your Employees: How to Encourage Staff to Take Pride in the Workplace

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Every business owner wants to create a more productive, passionate and focused workplace, but it can seem easier said than done. However, it doesn’t need to be. All you need to do is encourage staff to take pride in the workplace with a few key steps.

Communicate the Company Vision and Values

Provide your members of staff with a sense of purpose and direction to instill more pride in their position. It can be difficult for your employees to feel proud of their role if they do not understand how it affects others. Continually try to communicate the company’s vision and values to your staff, and detail what makes their role so integral to the business.

Encourage Staff to Learn More About Every Department

There will likely be many talented people on your payroll, who each help your business grow every day. Showcase the talent and passion within the company by encouraging staff to learn more about different departments, rather than them remaining inside the comfort of their cubicle and department.

By doing so, they’ll learn more about the company operations, as well as the hard work and dedication different employees’ display to achieve optimum results for the business. Your staff will gain a great understanding of the inner workings of the business, which can make them feel proud to work for the brand.

It will also educate your employees on how the quality of their work can affect other departments across the business, so they will continually strive to support their colleagues with the highest quality projects and pieces.

Ensure Employees Receive Regular Feedback

Don’t allow standards to slip or passion to diminish. Keep morale and productivity high by ensuring your management team provides regular feedback to your staff. It will enable employees to make the necessary improvements in real time. Don’t settle for annual or bi-annual reviews, which will allow poor habits to develop gradually. Encourage managers to perform monthly feedback sessions to review performances, offer advice, and set monthly expectations.

Consider Creative Rewards for Your Company’s Highest Achievers

A paycheck will not be enough to keep your employees happy and motivated in their job. They also need rewards and recognition to remain content and passionate about both the brand and their position. If you don’t look for ways to recognize your top talent, you could risk them leaving the business for your competitors.

You must, therefore, look for creative ways to reward the company’s high achievers. For example, you could send then a positive email or text message for a job well done, or you could even congratulate them for a successful project within the company newsletter.

There is also an option to offer formal rewards, such as a financial bonus or day off work. You could even choose to host a recognition ceremony to show your employees you appreciate their efforts, and you could present them with Custom Challenge Coins to instill a sense of pride in the workplace, and it will also remind them of how much you appreciate their dedication, talent and hard work every day.

Maintain a Clutter-Free Space

Did you know the average office worker spends approximately 1.5 hours a day looking for something at work? That equates to six weeks of the year. Create a clutter-free space to create a more productive environment for everyone, and a clean environment will also encourage employees to take pride in maintaining a hygienic workspace. Encourage your staff to clean their workspaces and common spaces routinely, and request they look for ways to regularly reduce mess to create a cleaner environment for everyone.

Find Out What Inspires Your Team

Many managers and business owners believe they understand what inspires their staff, but the reality might be very different. Rather than guessing what motivates your team and what makes them feel proud of their role, simply ask them the question. You can either ask employees directly or request they submit their answers anonymously, which will allow them to speak openly and honestly. As a result, you can create a workplace that continually motivates and inspires your staff, which can make them feel empowered within their role.

Offer Continuous Education

Education should not be made available for just inexperienced or underperforming members of staff. Continuous education could be the key to increasing your employees’ knowledge, improving their skill set and helping them to learn more about the current trends within the industry. For instance, continuous education allows accountants and bankers to remain up-to-date with the latest regulations.

Allow Staff to Form Friendships

Teamwork makes the dream work, right? That’s why you must proactively encourage staff to form friendships both inside and outside of work. The people they work with will determine their happiness within the business. Create a sense of pride and camaraderie in the workplace by offering team building activities, which will bring your employees together and have a little fun outside of the office. It’s a great way for people to get to know one another while working together to accomplish a goal, which could transfer to the office.

Give Pep Talks to Struggling Employees

Employees struggling with a task or project might suffer from low morale, and they might start doubting their ability. Keep negative thinking at bay by pulling a member of staff aside to give them a much-needed pep talk, which might be all it takes to inspire your staff to tick the task off their list efficiently. For example, highlight the small improvements they have made, and comment on their past accomplishments, which will support positive thinking while proving they work for a caring employer.

Expand Their Roles

Seasoned employees may know their roles like the back of their hand. A lack of challenges could ultimately lead to a lack of engagement and pride in their position. Foster a sense of engagement by providing staff with new responsibilities, which will challenge their mind and expand their skillset, so they’ll feel happier about their role and the company.

Importance of Internet Security

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Internet security has never been more important. If you have poor internet security, then you are leaving yourself open to all kinds of issues. With that in mind, here are three reasons why internet security is so important.

Financial

There are plenty of financial reasons why internet security is so important. If something happens and you end up losing data or customer information, then this can mean that you are less likely to get continued custom and it can hurt your bottom line. Having a problem and then needing to pay for it after the fact is almost always more expensive than preventing the problem in the first place. If you have poor internet security, then you could get hacked and end up losing money through this. There have instances where Bitcoin traders have been hacked and lost a lot of money in Bitcoin. This has affected their businesses massively. You might even get into legal trouble for having inadequate internet security for your business. This can cost you a lot of money, so you should ensure that you have decent internet security.

Reputation

If you do not have decent internet security, then it can hurt your reputation. If your reputation is damaged, then your brand will also be damaged. As mentioned above this might mean that people no longer trust your company. This, in turn, can mean reduced sales and customers. However, it can be a lot worse than that. If people continue to feel that their data is not safe with you, then they will likely start to go to your competitors instead. This is really bad for your business. If you get a reputation for having poor internet security and not looking after customer data, then it can be hard to come back from. This is why internet security is so important. You don’t necessarily have to manage your internet security yourself. Instead, you might be able to have a managed service by a professional internet security company. This will mean that you are doing everything you possibly can to ensure that you have decent internet security.

Long Term

All of this can effect the long-term future of your company. If you are paying out money to fix problems that should never have happened or due to legal ramifications, then it is going to eat into your profits, and it could mean that you end up making a loss. If you start to get a poor reputation and a negative brand, then you are not going to get customers returning to your company. Instead, they are going to look elsewhere for whatever it is that you provide. This can affect the long-term running of your company. It might take your years to recover from something that could have been fixed by having decent internet security. In the worst possible case, it might mean that you go bankrupt and have to go into liquidation. You need to take your internet security seriously and make it a priority for your business.

What Other Successful Business Owners Can Teach You

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Have you ever considered that, as a business owner, you could learn a lot from other business owners? When it comes to running a company, all the most successful people have learnt from others and you should too. If you’re serious about making a go of your business, you need to be willing to learn from other, more successful business owners, starting now.

You can’t know everything, which is why learning from what others have done is so crucial to your business’s success. After all, if a certain strategy worked for them, then it might also work for you. With that in mind, below are a few examples of the things that other business owners can teach you that can be useful when it comes to your business success.

Steve Jobs

Without a doubt, Steve Jobs was one of the world’s most intelligent people. On top of being incredibly smart, he was also charismatic, and in many instances, it was his charisma that got him far. He had the ability to build excitement and hype around his new products. If you believe in a project, it’s vital that you can communicate your excitement to people.

Richard Branson

Richard Branson is one of the world’s most persistent people. He believes that if you’re passionate about something, it’s crucial that you see it out. Don’t be afraid of long-term projects; be willing to work on things that you know will take time to complete, just like Richard Branson, and various other successful business owners like Fahad Al-Rajaan, do. Persistence is the key to success in business, always remember that.

Mark Zuckerberg

If there is one thing that Mark Zuckerberg is willing to do, it’s embrace change, and you should too. Every time Facebook creates a new interface, its users take a while to adapt to the changes, often bad mouthing them while doing so. However, after a few days, people soon adjust, just like Mark Zuckerberg knew they would.

Bill Gates

College dropout Bill Gates isn’t afraid to break the rules and you shouldn’t be either. When he dropped out of college to start Microsoft, he went against all the rules. It was unheard of for college dropouts to make a success of themselves, but Bill Gates did. Don’t be afraid to break the rules if you think it will help your business’s success. Be brave and take a leap of faith.

When it comes to running a successful business which has huge potential for success, you need to be willing to learn continuously. Just because your business is doing well right now doesn’t mean you don’t need these lessons. After all, if these strategies worked for some of the world’s most successful business owners, surely they can work for you too. It’s just a case of taking the time to implement them and determining whether they can aid your business and its success. Be open to trying new things and your business’s success should soar.