If disorganization was a common character trait among the biggest business men and women in the world, I’d have been the next Zuckerberg by now. But let’s face it, I’m just not organized enough and have a hard time getting a hold of what I actually need to do to prioritize business needs and wants.
Running a business should be fluid and organic; sales should crescendo in peak seasons like an orchestra before their maestro with his arms raised high. Anticipation should pour out in the planning and strategic times, yet still remain profitable. However, your business may not feel like that. So what’s lacking? It might be organization.
Staying organized can be easy. You just need to focus, block out distractions, and prioritize. Luckily, this is where technology excels.
Evernote is a tool many people use to remember a wide array of things. From websites they’ve found useful, to the milk on their grocery run, to flowers for their wife on their anniversary. Evernote can be used for many reasons, but it’s main function is to stay organized. I’m going to take you down a path of organization, and today, Evernote is going to be the vehicle.
1. Keep track of customers.
Evernote allows you to create different notebooks. Within a notebook you can put pictures, audio files, and text; plus it can store passwords or links; think of it as a digital file cabinet. Start by creating a notebook for each client or customer. You will then be able to save PDF’s, documents, client conversations and everything specific to the client/customer. That way, when you want to look them up later, all the information is available in that one notebook.
2. Use Evernote’s email function.
When you sign up for Evernote, you automatically receive an Evernote email address. This isn’t a typical email address you check everyday and write emails to others from. Evernote’s email function is just to receive anything sent to it. For instance, if you send an email to the Evernote address, the content of the email you sent will appear inside Evernote ready to be filed. You can add certain items to the subject line in the email to tell Evernote what to do with the email. If you have a notebook called Bank-Statement, you can add @Bank-Statements to the subject line of the email and it will automatically go to that notebook. This is useful because instead of having to search through your regular email address, all your bank statements will be sent to one location. Then you can just click on your Bank Statements notebook in Evernote and see all the bank statements.
3. Save important documents.
Like a traditional file cabinet, you keep all your files and forms stored for later use. Instead of having physical copies of your forms and files, just save them inside a notebook on Evernote. That way you can access them easily. Forms like 1099′s, W-2, or employee applications would be good examples.
4. Share meeting notes.
One nice feature with Evernote is the ability to share your notes with anyone. If you sit in a meeting and take notes, you can put all those in an Evernote notebook and then share it with everyone that was in the meeting. You can create a notebook specifically for meeting notes; that way you can easily access past notes and remember what was discussed in previous meetings.
5. Store brand names and parts specific to your business.
Ever been on a office supply run and couldn’t remember what type of printer cartridges your office printer takes? Keep track of that information in a notebook in Evernote. This notebook can be shared across the company to let others know the names and product numbers for refills may be needed. Then, no matter who is on the office supply run will know the products used in the office.
These are just a few simple ways Evernote can be utilized to get your business more organized. Find ways to damper the static that distracts you from growing your business by using technology. Stop wasting time searching through emails and databases to find information that is crucial to the operation of your business and store it all in one easy to find place. Evernote could be the solution you’ve been needing to finally get you organized.