Clean Sweep

Although Black suggested an administrative assistant should be brought on board to handle tasks such as opening mail, retrieving e-mail, making bank deposits, answering phone calls and filing, Broadhurst was hesitant because of the expense and unsuccessful past experiences with office help. "Part of the key when opening mail is the decision-making process," Broad-hurst says. "Something somebody else might consider junk mail, I might consider a story idea."

"If the mail is not something you feel comfortable delegating, then get someone to file," suggests Black. "You can always get a high school student to come in and file for you." As for expense concerns, Black says that if Broadhurst evaluates how long it takes her to file and how much her time is worth, she would realize hiring a student at about $5 an hour is cheaper.

Broadhurst's filing system should reflect each of her separate enterprises, says Black. There should be a file drawer for each entity; drawers can be further subdivided according to the components of each business. The file folders for each business could be a different color, and when sorting mail to be filed, Broadhurst could note what file and folder each item should go in using a corresponding color of ink.

To organize individual projects, Black suggests Broadhurst create a project management sheet for each task, break it down into manageable time segments and set deadlines for each.

Project management lists should be coupled with an action plan, developed by prioritizing. "Ask yourself what is the most important thing for you to do," says Black.

An action plan will help eliminate procrastination. "[Most] people who procrastinate do it because they have so much to do, they don't know what to do next," says Broadhurst.

Black also advocates using a daily planner. "It helps you see what you are doing with your time and keeps track of what you need to work on," she says. "A daily planner illustrates your accomplishments. Most people dwell on what they haven't done and don't give themselves credit for they have accomplished."

Your computer could also be a source of organization. For instance, many people use contact management software in their business.

Time management is a critical component of organization for Broadhurst since she is handling so many projects and going in so many different directions at the same time. "Where I fall down is daily action-what needs to be done today or this week," acknowledges Broadhurst, who also admits she tends to put administrative projects such as filing or organizing on the back burner to meet outside deadlines.

Black stresses the importance of using the same project management techniques for internal management projects as you do for your outside jobs. "And you can't try to do 15 projects [at once]," she says. "You've got to focus on one and follow through."

Finally, Black points out, finding the organizing techniques that work best for you is not a black-and-white matter. It's a case of customizing strategies to fit the individual needs of your business.

This article was originally published in the July 1996 print edition of Entrepreneur with the headline: Clean Sweep.