Putting the focus back into writing has been fun to write thus far.  If you are just tuning in to this series, be sure to check out Finding Time, Obliterating Distractions, Creating Ideas, and Understanding your Responsibilities.

Today, let’s look at streamlining organization to round out this series.

As a writer and business owner, it is important to maintain accurate records that will assist you during your tax time and beyond.  Through the years, I’ve discovered a few items that are vital to my ability to maintain organization.

• Filing cabinet and folders
• Printer
• Check register
• Dry-erase boards
• 3″ notebook

Keeping information together and readily available will help in many ways outside of tax season.  There are many times throughout your life when financial information becomes necessary including purchasing a car or house.  Knowing that your records are up to date and accurate will speed the loan process along.

As you set up your filing cabinet, you will discover what works best for your business needs.  The standard sections I’ve found include:

• Accounting
  • Finances Incoming
  • Finances Outgoing
  • Invoices
  • Receipts
• Articles
  • Printed copies
  • Contracts
  • Source information
  • Copies of interviews

I’ve also incorporated a business check payment and deposit register with my filing system.  I maintain two registers, one for finances incoming and one for finances outgoing.  Keeping that information separate has not only allowed me to find where my greatest expenses are, but where I make the greatest income.  My tax preparer loves having all of the information already divided, too. The less time she spends preparing my taxes, the less I pay in the end.

A quality printer comes in handy when printing articles.  Every article I sell is printed in duplicate.  One copy goes into a file folder and the second goes into my portfolio.  In this digital age, I’ve still needed to carry a physical portfolio for on-site interviews.  I utilize a 3″ binder, decorated to match my personality, with sheet protectors for each article and include when and where the piece was published.  I maintain the rule to only keep current pieces, those written and published within the last two years, available.  Just as we grow as individuals with each passing year, our writing also improves.  Showcasing the best of the best only seems logical.

The most important item I utilize for my organization are dry-erase boards.  I maintain a calendar of the month as well as two larger boards.  On the calendar, I keep track of all appointments my family has scheduled and include interviews I have.  Combining the two ensures that I won’t 1. overbook my time and 2. don’t forget key events.  I reference my dry-erase calendar multiple times a day when scheduling.

On my larger dry-erase boards, I keep one for deadlines.  Listed by date is the projected title, word count, and editor’s information.  One the second board, I use it to maintain blog ideas for the various blogs I write.  While the two intersect at some points, forgetting a great idea becomes a null point when using the two boards in conjunction.

Looking outside the box for organization offers incredible ways to maximize space and save time.  Once you have an organization system streamlined, cutting the time you spend maintaining your records occurs naturally and offers more time to FOCUS on writing.

What systems have you found to streamline your organization?