August 8, 2024 • 24 mins
Ever wondered how much time and money you’re wasting because of a chaotic digital filing system?
Imagine transforming that clutter into an organized, efficient hub that boosts your business productivity and professionalism. In today’s episode I’m going to arm you with essential tools and actionable strategies to overhaul your digital files, saving you hours each week and reducing unnecessary frustration.
You’ll learn how to implement a logical file structure, establish consistent naming conventions, and maintain a well-organized digital space that enhances client relationships and business outcomes.
This topic is crucial for any business owner who wants to eliminate chaos and create a streamlined, productive work environment. By mastering these organizational techniques, you’ll not only save time but also present a more professional image to your clients, ultimately driving your business success.
Don't miss Jodi Silverman’s success story, where getting organized transformed her business operations. Get ready to turn your digital chaos into a streamlined, efficient system that propels your business forward!
2:00 How a disorganized digital filing system wastes time and money
5:00 How an organized digital filing system boosts confidence, professionalism, and client relationships
9:12 How an organized digital filing system enables efficient outsourcing and team collaboration
18:51 Steps to create and organize a digital filing system
References Mentioned In This Episode:
Episode 117 - How to Calm the Chaos In Your Back Office with Jodi Silverman
Let me know your thoughts! Click here to send me a text.
Leave a Rating and Review: https://ratethispodcast.com/mindyourtime
Resources Mentioned In This Episode:
Check Out The MY-T Society Membership
Listen to My Free Audio Masterclass
Schedule a 20 Minute Chat with Me
Let’s connect online:
Follow Me On Instagram: @the_shannonbaker
Mark as Played
Transcript
Episode Transcript
Available transcripts are automatically generated. Complete accuracy is not guaranteed.
Speaker 1 (00:00):
Is your digital filing system a black hole where
documents go and disappear?
Today, we're revisiting a coresystem that can make or break
your business's productivity.
It's your central filing system, and it needs to be digital.
If your digital files are a hotmess, it's costing you time,
money and your sanity.
(00:20):
So today I'm going to sharesome steps that you can take to
transform that chaos into anorganized, efficient hub for
your business operations.
That will support the growth ofyour business, especially if
you plan to build a dream team.
So let's dive in and get yourproductivity back on track.
(00:40):
Welcome to the Mind your Timepodcast.
I'm Shannon Baker, yourcoffee-loving host and business
strategist.
Each week, I will sharepractical insights and bold
strategies for six figureentrepreneurs looking to clean
up their back office and createstreamlined systems.
The weekly episodes will helpyou take control of your time,
scale your business and createsuccess on your own terms.
(01:01):
So grab your cup of coffee oryour favorite beverage and let's
dive into today's topic.
Let me start by saying theobvious and get it out of the
way.
When you're disorganized, youcan't find what you need when
you need it.
That means you're wasting time,and time is the one resource
that, once it's gone, you can'tget it back.
So those minutes they're addingup to hours.
(01:24):
That is time you should bespending on doing what you do
best or just enjoying the lifeyou're trying to build.
If you're working in chaos, Ialready know that you're
frustrated and that isdefinitely slowing down your
business growth, because youcan't think clearly, and we need
(01:47):
to change that Now.
I've talked about the six coresystems that every business
needs on the podcast before, buttoday we're going to focus on
one that I personally believecan make or break your business,
because it's needed for so manyaspects of your business
operations, and that is yourdigital central filing system.
(02:11):
This system should be thecentral hub of your business,
but right now, if it's a blackhole, it's constantly sucking
your time, which I'm assuming itis because you're listening to
this episode.
We need to fix that.
That way you can show up foryour business in a way that
(02:32):
makes a positive impact on yourbottom line, but that's not
happening right now.
A digital filing system itimpacts your productivity.
If you are not organized, youcan't find what you need when
you need it to perform even justroutine tasks like responding
to a simple request in a timelymanner or sending a new client
(02:55):
that contract to close the dealand get paid.
The existence or lack of anorganized digital filing system
is basically slowly killing thechances of your business growing
.
So let's focus on some specificreasons why you really need a
(03:15):
digital central filing system.
One is going to save you timeand improve your client
relationships.
Paper documents end up in pilesand you end up searching through
the random piles when you needsomething.
That is frustrating on so manylevels.
(03:37):
Not to mention that means youroffice is cluttered and no one
can be productive in a messyspace.
I know I can't, and again, thisis the Mind your Time podcast.
So how much time do you wastesearching through those piles
for one piece of paper?
Even if they're digital files,though, are they organized?
Or do you have a million fileson your desktops?
(04:00):
If you have to search both tofind what you need, then you are
definitely wasting too muchtime.
So let's do the math on that.
If you just spend 20 minutes aday looking for files, that adds
up to one hour and 40 minutesin just five days.
(04:22):
What else could you be doingwith that time?
Maybe some professionaldevelopment, because when you
grow, your business benefits, ormaybe you can invest in more
self-care by just going for awalk.
Here's another example how manytimes has a customer called and
asked you for a file that issitting on that messy desktop?
(04:44):
You know exactly where it iskind of, but you're not home and
the laptop isn't with you, soyou can't send that document
until you get home, and that iseven if you remember to send it
when you get home.
If your files were organized ina digital filing system, though
(05:09):
, you could send the documentswhile you're on the go from your
smartphone or your tablet, andif you have a sound filing
structure, you can easily locatewhat you're looking for and
then email it or simply send alink to the document.
Another reason you need thisbecause it's going to save you
money.
What happens when you can't finda document quickly?
(05:30):
You end up recreating the samething over and over and over
again.
The most common issue I seewhen I work with business owners
on a VIP day to clean up or setup their digital filing system
is that they have multiplecopies of the same document
because they couldn't find itwhen they needed it, and all of
(05:50):
the copies are named differently.
So when they try to worksmarter and search for the
document, they still can't findit or find the most recent
version, because it has so manydifferent names.
So not only does this wastetime and leave you frustrated,
but over time, these multiplecopies of the same file they
(06:11):
start to eat up your storage andthen you'll have to buy more
space.
That means you're paying moremoney.
So do you really want tocontinue working with your
Google Drive or whatever you use, stuffed with unnecessary
clutter?
No, we need to fix that.
(06:31):
Having a digital filing systemwill also help you be more
confident and less frustrated.
I mean, imagine this You're ona Zoom call with a prospect or
even an existing client.
You know you have exactly whatthey need, but you can't
remember quite where you savedit.
They can see the confusion onyour face as you're searching
(06:53):
for that document, and it'sembarrassing.
Right that moment not onlyshakes your confidence, but if
it's a prospective client, theybegin to question your
professionalism and as far asyour existing clients, they
start to question you as well.
But on the other hand, when youhave an organized digital
(07:14):
filing system, you can quicklyand easily find what you need,
even in those high pressuremoments.
Not only does this boost yourconfidence, but it eliminates
that frustrating scramble tofind what you need.
So, instead of wasting time,you'll know exactly where to
find your files, and that, myfriend, leaves a lasting
(07:34):
impression and it's a good one.
And here's the thing when youmake a good impression, your
clients rave about you to others, which is the best kind of free
marketing and really the kindwe all want.
Word of mouth referrals arepowerful, but they only happen
when you're delivering the bestcustomer care experience.
Now that's another system we'lltalk about another day.
(07:56):
But the point is, beingorganized is the foundation of
providing top notch service.
It's not just about findingfiles easily.
Providing top-notch serviceit's not just about finding
files easily.
It's about showing your clientsyou're reliable, organized and
professional.
But the benefits go beyond justfinding files.
It increases your productivitybecause you're spending less
(08:17):
time searching for documents andmore time doing what you do
best.
It reduces your stress.
There's no more anxiety aroundfinding misplaced files, you
have peace of mind and yourprofessional image it just goes
up, and this reinforces yourreputation as an organized,
capable business owner.
(08:38):
So creating an organizeddigital filing system is an
investment in your business'ssuccess.
It's a simple step that leadsto big rewards, both personally
and professionally.
So let's make sure yourbusiness runs smoothly and
confidently, without all theclutter.
(08:59):
And the next point goes hand inhand with your growth.
Point goes hand in hand withyour growth.
When you have an organizeddigital filing system, you'll be
able to outsource tasksefficiently.
Are you thinking about startingto build your dream team?
Or maybe you've already started, but things aren't running as
smoothly as you like?
(09:19):
Well, it could be because theback end of your business is a
mess, and if everyone is storingtheir pieces of the puzzles
separately, then this chaos iscreating confusion and it's
slowing down your growth.
One of the biggest mistakes thatI see when small business
owners start outsourcing is thatthey can't find the information
(09:40):
they need for their team, orthe document that this
consultant requires is justsimply missing.
That's that black hole.
This disorganization not onlyis embarrassing, but it prevents
you from delegating taskseffectively, and since a virtual
assistant is generally thefirst hire every business owner
(10:00):
makes, this can really keep themfrom doing their job, and I'm
speaking from personalexperience as a former VA.
A disorganized digital filingsystem will keep your team from
focusing on their strengths,because they are always having
to recreate the wheel.
Instead of this helping them,they end up buried under a
(10:23):
mountain of tasks, and so do you.
But with a structured filingsystem, you can train your team
members to use your system,ensuring that all important
documents are in your centralhub.
So no more digging throughemail chains or hunting down
files on various devices.
This type of organization isreally key when you implement a
(10:45):
project management system likeMonday, and I'll be speaking on
this topic very soon.
Now why is this important?
Well, one, because you needconsistency across the board.
When everyone on your team usesthe same system, you can
maintain consistency in the waydocuments are stored and
accessed.
Not only does this keep thingsorganized, but it enhances your
(11:09):
team's efficiency, allowingeveryone to be on the same page
and they can work seamlesslytogether.
Now, this one is very important.
This allows you to maintaincontrol of your files, and
established filing systems giveyou control over the documents
that you've created for yourbusiness.
You can also set permissions,track changes and ensure that
(11:33):
sensitive information is secure.
This type of control isessential to protect your
business and maintain dataintegrity, and when you start to
build a team, this also allowsfor faster onboarding.
Training new team membersbecomes a breeze With a clear
system in place, they can get upto speed quickly without
constant hand-holding from you.
(11:54):
Your onboarding process also issmoother, which saves you time
and ensures that these new hirescan contribute effectively from
day one.
Now this benefit is for you.
You can delegate without fear.
Delegating tasks is hard enough, but when you're disorganized
it makes it even harder.
(12:16):
But when you have a organizedfiling system and your other
systems in place, you candelegate tasks confidently,
knowing that your team hasaccess to the information that
they need to get their job done.
This type of peace of mindreally allows you to focus your
(12:37):
energy, your mind, everything onmaking strategic decisions
rather than micromanaging everydetail, and this frees up your
time to concentrate on growthand being creative.
And for everyone, it increasesproductivity.
A centralized filing systemsaves time for everyone.
(12:57):
Your team can work moreefficiently, knowing exactly
where to find what they need.
That means the efficiencyboosts their productivity and
your business runs like a wellold machine.
Building a dream team is aboutmore than just hiring the right
people.
You are responsible as thebusiness owner, as the leader.
(13:18):
You have to give them the toolsand systems that they need to
help you succeed and for them tosucceed at their job.
An organized digital filingsystem is the backbone of a
productive, efficient team.
It empowers you to outsourceconfidently and manage your
business with ease, and whenyour team has what they need
(13:39):
right at their fingertips again,they can focus on what they do
best, and that benefits you.
So let's create a system thatsupports your team's success and
drives your business growth andsuccess forward as well.
So, now that we've gottenthrough some of the whys, let's
talk about how you can createthis digital filing system.
Well, number one you got todetermine where you're going to
(14:01):
store these digital files, andthere are a number of options
available out there, so let'stalk about some popular ones.
There's iCloud, google Drive,dropbox and OneDrive.
All of them are cloud-basedstorage options that you can use
to store documents, photos andeven more, and you can access
all of them on your computer andon your mobile devices.
(14:22):
The great thing about all ofthem, except for iCloud, is that
you can also set your files toallow you to work offline if you
don't have an internetconnection.
That in itself will save you somuch time.
I mean, think about this Ifyou're like me, you're probably
on your phone or tablet morethan on your regular computer
(14:44):
sometimes, especially if you'retraveling.
But with the digital filingsystem, you still have access to
all of your files and you canshare individual files or an
entire folder with other peoplewith just a simple link, which
is great, especially when yououtsource tasks.
This eliminates emailvolleyball and document version
(15:05):
confusion, because everyone canmake edits in the same document
in real time and that onedocument is saved where you can
easily find it in real time andthat one document is saved where
you can easily find it.
If you need to change access tothe folder or the document, you
can just go into the settingsand do that.
Bonus, if you're like me, youhave a lot of photos and videos
on your phone and can run out ofstorage space very quickly, but
(15:29):
you can set your phone tobackup those photos and videos
to a folder right inside yourdigital filing system
automatically.
This itself will save you timeand space on your mobile phone.
Not to mention if you outsourcegraphic design for things like
social media, you can give themaccess to that folder, so the
(15:49):
photos and videos can be used tocreate your content.
Now, these are just a fewthings that you can do with a
digital filing system.
I go more detail into how youcan do this and show you how to
use each individual platforminside of the Mighty Society
membership.
So if you'd like to check thatout, feel free to go to
(16:10):
theshannonbakercom forward slashmembership.
Check that out.
Feel free to go totheshannonbakercom forward slash
membership and you can jointoday.
But now let's talk about how tostructure your digital filing
system.
Well, for starters, rememberthe goal is to help you locate
your files easily and createconsistent practices in your
(16:30):
business, and no one organizesthe exact same way.
So here are three high levelsteps that you can take to help
you get started.
One you have to create a filestructure that makes sense to
you.
If your folder structuredoesn't make sense, you're not
going to stick to using thissystem.
Now, if you want a moredetailed file structure and
(16:54):
templates to help you with allof this, members of the Mighty
Society have access to adownloadable folder structure
template that makes this processeven easier.
Now, next, once you get yourfile structure laid out, you
need to work in small incrementsto get things cleaned up,
because you can't organize yearsof files overnight.
(17:16):
So you got to take baby steps,and I'm a huge fan of working in
small increments like 10, 15,or even 30-minute sessions.
That allows you to gainmomentum and see progress
without getting overwhelmed.
So schedule time Notice.
I said schedule Schedule timeto sort your files.
Make sure you set a timer andstart sorting and when the timer
(17:39):
goes off, stop and move on toyour next task.
But do this consistently untilyour files are all cleaned up.
Focus on sorting files andremoving additional copies.
Then you will know whatsubfolders you need and be sure
to save any new files where theybelong right away.
Then you need to determine howyou want to name your files Once
(18:04):
you get them sorted.
You need a consistent namingstructure.
It needs to be consistent withthings like the date and some
other pertinent information thatallows you to easily identify a
file.
But again, there are more tipsthan on being able to
(18:24):
consistently name your files.
There's a naming conventionguide inside of the Mighty
Society membership.
Again, these are all resourcesthat are inside of that
membership.
So be sure to check that outand once you start cleaning up,
get it organized and you knowhow you're gonna name your files
.
You need to use your digitalfiling system.
If you don't use your newsystem, you're going to end up
(18:46):
in the same mess that you hadwhen you started this process.
So that's it.
These are the basic steps thatyou need to start decluttering
that digital chaos and get yourfiles organized.
Now, don't forget, I've givenyou some tips to help you get
started.
Make sure you organize yourfiles based on how you operate
(19:07):
your business, and even if,after you get this system in
place, you feel you need to makesome changes, don't be afraid
to change it up.
If it doesn't work, then changeit.
The most efficient system willcome only through trial and
error, and remember to startsmall and keep it simple and
then expand your system as yougo.
(19:29):
This way, you're organizing ina way that doesn't overwhelm you
and you're not trying to forceyourself into something that may
not work at all, because thenyou will abandon it.
You will abandon it.
A digital filing system is agreat option when you want to
work, manage and digitize yourpaper clutter.
So, while using one digitalfiling system is best, most
(19:51):
people tend to have two or three, depending on the situation.
I know I have three, butultimately, what platform you
choose comes down to yourpreference and when it comes to
creating your central filingsystem.
You can try to do this on yourown, but I know it can be
frustrating and overwhelming,especially because you're
already juggling a lot of thingsright now.
(20:13):
So if you're feelingoverwhelmed by just the thought
of cleaning up your digitalclutter and chaos, do you want
me to handle the heavy liftingfor you?
If you answered yes to thatquestion, then you need to think
about booking a VIP day with me.
Usually, in just one day, I'llget your digital filing system
(20:34):
cleaned up and organized so youcan focus on what you do best.
But we do put in some workbefore the actual day.
Now, if you want to hearfirsthand how organizing your
small business and creating adigital filing system can
transform your businessoperations, check out my
conversation with Jodi Silverman.
Her business was spinning outof control because of her
(20:55):
disorganized filing system, andthat was a big part of her
problem.
But here's a clip of what shehad to say after her Google
Drive was cleaned up.
Speaker 2 (21:04):
Shannon, you organized my business.
You helped quiet and calm mymind, which is no small feat and
it released a lot of thatnegative self-talk that could
come in like what is going onwith me, what is wrong with me,
why can't I do this?
(21:25):
And I'm a self-talk guru and Igot into this place and you were
.
I felt much again I keep usingthe word calm, but it was.
You are a calming influence andthat is what I needed.
I never need to work withsomebody like me.
We will implode together.
But you took the reins and Inever felt.
(21:48):
You never sounded annoyed withme, you never sounded short with
me, you never soundedfrustrated with me.
You understood and you justoffered a solution that could
help bring it down a little bitand calm it down.
And slow it down and organizeit for me and I so appreciate
that.
Speaker 1 (22:06):
Now.
If you have any questions orneed clarification about booking
a VIP day, please feel free toshoot me a DM on Instagram, at
the underscore Shannon Baker, orsend me an email and let's get
those questions answered and getyou on the path to organization
.
I don't want you working inchaos anymore.
(22:28):
That starts by getting yourfiles organized, Remember.
You have options.
One you can just bite thebullet and book a VIP day with
me and let me clean this up foryou.
Or you can take a stab at thison your own using the resources
inside of the Mighty Societymembership.
The exclusive resourcesavailable are a digital filing
(22:50):
system, setup checklist, anaming conventions guide and a
customizable folder structuretemplate that will help you
streamline your operations andget organized.
Feel free to check that outagain at theshannonbakercom.
Forward slash membership tojoin today and get access to
(23:10):
those resources.
So that's all I have for youtoday.
Until next time, keep calm andstreamline.
Thank you for tuning in thisweek.
Remember, just listening tothis episode will not get you
better results.
So I challenge you to break themold and take action today.
(23:30):
If you're unsure where to start,book a call with me to get your
questions answered about theMighty Society membership or
anything else that I mentioned.
A link to my calendar is in theshow notes.
Not ready to take that step yet?
No problem, Be sure to connectwith me on Instagram at the
underscore Shannon Baker.
You can ask me your questionsthere or let me know that you
(23:54):
enjoyed the episode by taking ascreenshot, sharing it and
tagging me Now, if you haven'talready grabbed my free audio
masterclass, why don't you juststart there?
It's a great first step toassess your back office on your
own, and this masterclassprovides valuable insights and
(24:14):
practical steps to help youorganize your processes, reduce
chaos and improve efficiency.
Go to theshannonbakercomforward slash audio masterclass
Now.
If you haven't left a reviewfor the podcast yet, please do
so.
I would love to hear from you,and it's an easy way to show
some love to the podcast andhelp me reach more small
(24:37):
business owners who are ready todefy the status quo.
I can't wait to hear from you.
So until next time, keep calmand streamline.
Is your digital filing system a black hole where
documents go and disappear?
Today, we're revisiting a coresystem that can make or break
your business's productivity.
It's your central filing system, and it needs to be digital.
If your digital files are a hotmess, it's costing you time,
money and your sanity.
(00:20):
So today I'm going to sharesome steps that you can take to
transform that chaos into anorganized, efficient hub for
your business operations.
That will support the growth ofyour business, especially if
you plan to build a dream team.
So let's dive in and get yourproductivity back on track.
(00:40):
Welcome to the Mind your Timepodcast.
I'm Shannon Baker, yourcoffee-loving host and business
strategist.
Each week, I will sharepractical insights and bold
strategies for six figureentrepreneurs looking to clean
up their back office and createstreamlined systems.
The weekly episodes will helpyou take control of your time,
scale your business and createsuccess on your own terms.
(01:01):
So grab your cup of coffee oryour favorite beverage and let's
dive into today's topic.
Let me start by saying theobvious and get it out of the
way.
When you're disorganized, youcan't find what you need when
you need it.
That means you're wasting time,and time is the one resource
that, once it's gone, you can'tget it back.
So those minutes they're addingup to hours.
(01:24):
That is time you should bespending on doing what you do
best or just enjoying the lifeyou're trying to build.
If you're working in chaos, Ialready know that you're
frustrated and that isdefinitely slowing down your
business growth, because youcan't think clearly, and we need
(01:47):
to change that Now.
I've talked about the six coresystems that every business
needs on the podcast before, buttoday we're going to focus on
one that I personally believecan make or break your business,
because it's needed for so manyaspects of your business
operations, and that is yourdigital central filing system.
(02:11):
This system should be thecentral hub of your business,
but right now, if it's a blackhole, it's constantly sucking
your time, which I'm assuming itis because you're listening to
this episode.
We need to fix that.
That way you can show up foryour business in a way that
(02:32):
makes a positive impact on yourbottom line, but that's not
happening right now.
A digital filing system itimpacts your productivity.
If you are not organized, youcan't find what you need when
you need it to perform even justroutine tasks like responding
to a simple request in a timelymanner or sending a new client
(02:55):
that contract to close the dealand get paid.
The existence or lack of anorganized digital filing system
is basically slowly killing thechances of your business growing
.
So let's focus on some specificreasons why you really need a
(03:15):
digital central filing system.
One is going to save you timeand improve your client
relationships.
Paper documents end up in pilesand you end up searching through
the random piles when you needsomething.
That is frustrating on so manylevels.
(03:37):
Not to mention that means youroffice is cluttered and no one
can be productive in a messyspace.
I know I can't, and again, thisis the Mind your Time podcast.
So how much time do you wastesearching through those piles
for one piece of paper?
Even if they're digital files,though, are they organized?
Or do you have a million fileson your desktops?
(04:00):
If you have to search both tofind what you need, then you are
definitely wasting too muchtime.
So let's do the math on that.
If you just spend 20 minutes aday looking for files, that adds
up to one hour and 40 minutesin just five days.
(04:22):
What else could you be doingwith that time?
Maybe some professionaldevelopment, because when you
grow, your business benefits, ormaybe you can invest in more
self-care by just going for awalk.
Here's another example how manytimes has a customer called and
asked you for a file that issitting on that messy desktop?
(04:44):
You know exactly where it iskind of, but you're not home and
the laptop isn't with you, soyou can't send that document
until you get home, and that iseven if you remember to send it
when you get home.
If your files were organized ina digital filing system, though
(05:09):
, you could send the documentswhile you're on the go from your
smartphone or your tablet, andif you have a sound filing
structure, you can easily locatewhat you're looking for and
then email it or simply send alink to the document.
Another reason you need thisbecause it's going to save you
money.
What happens when you can't finda document quickly?
(05:30):
You end up recreating the samething over and over and over
again.
The most common issue I seewhen I work with business owners
on a VIP day to clean up or setup their digital filing system
is that they have multiplecopies of the same document
because they couldn't find itwhen they needed it, and all of
(05:50):
the copies are named differently.
So when they try to worksmarter and search for the
document, they still can't findit or find the most recent
version, because it has so manydifferent names.
So not only does this wastetime and leave you frustrated,
but over time, these multiplecopies of the same file they
(06:11):
start to eat up your storage andthen you'll have to buy more
space.
That means you're paying moremoney.
So do you really want tocontinue working with your
Google Drive or whatever you use, stuffed with unnecessary
clutter?
No, we need to fix that.
(06:31):
Having a digital filing systemwill also help you be more
confident and less frustrated.
I mean, imagine this You're ona Zoom call with a prospect or
even an existing client.
You know you have exactly whatthey need, but you can't
remember quite where you savedit.
They can see the confusion onyour face as you're searching
(06:53):
for that document, and it'sembarrassing.
Right that moment not onlyshakes your confidence, but if
it's a prospective client, theybegin to question your
professionalism and as far asyour existing clients, they
start to question you as well.
But on the other hand, when youhave an organized digital
(07:14):
filing system, you can quicklyand easily find what you need,
even in those high pressuremoments.
Not only does this boost yourconfidence, but it eliminates
that frustrating scramble tofind what you need.
So, instead of wasting time,you'll know exactly where to
find your files, and that, myfriend, leaves a lasting
(07:34):
impression and it's a good one.
And here's the thing when youmake a good impression, your
clients rave about you to others, which is the best kind of free
marketing and really the kindwe all want.
Word of mouth referrals arepowerful, but they only happen
when you're delivering the bestcustomer care experience.
Now that's another system we'lltalk about another day.
(07:56):
But the point is, beingorganized is the foundation of
providing top notch service.
It's not just about findingfiles easily.
Providing top-notch serviceit's not just about finding
files easily.
It's about showing your clientsyou're reliable, organized and
professional.
But the benefits go beyond justfinding files.
It increases your productivitybecause you're spending less
(08:17):
time searching for documents andmore time doing what you do
best.
It reduces your stress.
There's no more anxiety aroundfinding misplaced files, you
have peace of mind and yourprofessional image it just goes
up, and this reinforces yourreputation as an organized,
capable business owner.
(08:38):
So creating an organizeddigital filing system is an
investment in your business'ssuccess.
It's a simple step that leadsto big rewards, both personally
and professionally.
So let's make sure yourbusiness runs smoothly and
confidently, without all theclutter.
(08:59):
And the next point goes hand inhand with your growth.
Point goes hand in hand withyour growth.
When you have an organizeddigital filing system, you'll be
able to outsource tasksefficiently.
Are you thinking about startingto build your dream team?
Or maybe you've already started, but things aren't running as
smoothly as you like?
(09:19):
Well, it could be because theback end of your business is a
mess, and if everyone is storingtheir pieces of the puzzles
separately, then this chaos iscreating confusion and it's
slowing down your growth.
One of the biggest mistakes thatI see when small business
owners start outsourcing is thatthey can't find the information
(09:40):
they need for their team, orthe document that this
consultant requires is justsimply missing.
That's that black hole.
This disorganization not onlyis embarrassing, but it prevents
you from delegating taskseffectively, and since a virtual
assistant is generally thefirst hire every business owner
(10:00):
makes, this can really keep themfrom doing their job, and I'm
speaking from personalexperience as a former VA.
A disorganized digital filingsystem will keep your team from
focusing on their strengths,because they are always having
to recreate the wheel.
Instead of this helping them,they end up buried under a
(10:23):
mountain of tasks, and so do you.
But with a structured filingsystem, you can train your team
members to use your system,ensuring that all important
documents are in your centralhub.
So no more digging throughemail chains or hunting down
files on various devices.
This type of organization isreally key when you implement a
(10:45):
project management system likeMonday, and I'll be speaking on
this topic very soon.
Now why is this important?
Well, one, because you needconsistency across the board.
When everyone on your team usesthe same system, you can
maintain consistency in the waydocuments are stored and
accessed.
Not only does this keep thingsorganized, but it enhances your
(11:09):
team's efficiency, allowingeveryone to be on the same page
and they can work seamlesslytogether.
Now, this one is very important.
This allows you to maintaincontrol of your files, and
established filing systems giveyou control over the documents
that you've created for yourbusiness.
You can also set permissions,track changes and ensure that
(11:33):
sensitive information is secure.
This type of control isessential to protect your
business and maintain dataintegrity, and when you start to
build a team, this also allowsfor faster onboarding.
Training new team membersbecomes a breeze With a clear
system in place, they can get upto speed quickly without
constant hand-holding from you.
(11:54):
Your onboarding process also issmoother, which saves you time
and ensures that these new hirescan contribute effectively from
day one.
Now this benefit is for you.
You can delegate without fear.
Delegating tasks is hard enough, but when you're disorganized
it makes it even harder.
(12:16):
But when you have a organizedfiling system and your other
systems in place, you candelegate tasks confidently,
knowing that your team hasaccess to the information that
they need to get their job done.
This type of peace of mindreally allows you to focus your
(12:37):
energy, your mind, everything onmaking strategic decisions
rather than micromanaging everydetail, and this frees up your
time to concentrate on growthand being creative.
And for everyone, it increasesproductivity.
A centralized filing systemsaves time for everyone.
(12:57):
Your team can work moreefficiently, knowing exactly
where to find what they need.
That means the efficiencyboosts their productivity and
your business runs like a wellold machine.
Building a dream team is aboutmore than just hiring the right
people.
You are responsible as thebusiness owner, as the leader.
(13:18):
You have to give them the toolsand systems that they need to
help you succeed and for them tosucceed at their job.
An organized digital filingsystem is the backbone of a
productive, efficient team.
It empowers you to outsourceconfidently and manage your
business with ease, and whenyour team has what they need
(13:39):
right at their fingertips again,they can focus on what they do
best, and that benefits you.
So let's create a system thatsupports your team's success and
drives your business growth andsuccess forward as well.
So, now that we've gottenthrough some of the whys, let's
talk about how you can createthis digital filing system.
Well, number one you got todetermine where you're going to
(14:01):
store these digital files, andthere are a number of options
available out there, so let'stalk about some popular ones.
There's iCloud, google Drive,dropbox and OneDrive.
All of them are cloud-basedstorage options that you can use
to store documents, photos andeven more, and you can access
all of them on your computer andon your mobile devices.
(14:22):
The great thing about all ofthem, except for iCloud, is that
you can also set your files toallow you to work offline if you
don't have an internetconnection.
That in itself will save you somuch time.
I mean, think about this Ifyou're like me, you're probably
on your phone or tablet morethan on your regular computer
(14:44):
sometimes, especially if you'retraveling.
But with the digital filingsystem, you still have access to
all of your files and you canshare individual files or an
entire folder with other peoplewith just a simple link, which
is great, especially when yououtsource tasks.
This eliminates emailvolleyball and document version
(15:05):
confusion, because everyone canmake edits in the same document
in real time and that onedocument is saved where you can
easily find it in real time andthat one document is saved where
you can easily find it.
If you need to change access tothe folder or the document, you
can just go into the settingsand do that.
Bonus, if you're like me, youhave a lot of photos and videos
on your phone and can run out ofstorage space very quickly, but
(15:29):
you can set your phone tobackup those photos and videos
to a folder right inside yourdigital filing system
automatically.
This itself will save you timeand space on your mobile phone.
Not to mention if you outsourcegraphic design for things like
social media, you can give themaccess to that folder, so the
(15:49):
photos and videos can be used tocreate your content.
Now, these are just a fewthings that you can do with a
digital filing system.
I go more detail into how youcan do this and show you how to
use each individual platforminside of the Mighty Society
membership.
So if you'd like to check thatout, feel free to go to
(16:10):
theshannonbakercom forward slashmembership.
Check that out.
Feel free to go totheshannonbakercom forward slash
membership and you can jointoday.
But now let's talk about how tostructure your digital filing
system.
Well, for starters, rememberthe goal is to help you locate
your files easily and createconsistent practices in your
(16:30):
business, and no one organizesthe exact same way.
So here are three high levelsteps that you can take to help
you get started.
One you have to create a filestructure that makes sense to
you.
If your folder structuredoesn't make sense, you're not
going to stick to using thissystem.
Now, if you want a moredetailed file structure and
(16:54):
templates to help you with allof this, members of the Mighty
Society have access to adownloadable folder structure
template that makes this processeven easier.
Now, next, once you get yourfile structure laid out, you
need to work in small incrementsto get things cleaned up,
because you can't organize yearsof files overnight.
(17:16):
So you got to take baby steps,and I'm a huge fan of working in
small increments like 10, 15,or even 30-minute sessions.
That allows you to gainmomentum and see progress
without getting overwhelmed.
So schedule time Notice.
I said schedule Schedule timeto sort your files.
Make sure you set a timer andstart sorting and when the timer
(17:39):
goes off, stop and move on toyour next task.
But do this consistently untilyour files are all cleaned up.
Focus on sorting files andremoving additional copies.
Then you will know whatsubfolders you need and be sure
to save any new files where theybelong right away.
Then you need to determine howyou want to name your files Once
(18:04):
you get them sorted.
You need a consistent namingstructure.
It needs to be consistent withthings like the date and some
other pertinent information thatallows you to easily identify a
file.
But again, there are more tipsthan on being able to
(18:24):
consistently name your files.
There's a naming conventionguide inside of the Mighty
Society membership.
Again, these are all resourcesthat are inside of that
membership.
So be sure to check that outand once you start cleaning up,
get it organized and you knowhow you're gonna name your files
.
You need to use your digitalfiling system.
If you don't use your newsystem, you're going to end up
(18:46):
in the same mess that you hadwhen you started this process.
So that's it.
These are the basic steps thatyou need to start decluttering
that digital chaos and get yourfiles organized.
Now, don't forget, I've givenyou some tips to help you get
started.
Make sure you organize yourfiles based on how you operate
(19:07):
your business, and even if,after you get this system in
place, you feel you need to makesome changes, don't be afraid
to change it up.
If it doesn't work, then changeit.
The most efficient system willcome only through trial and
error, and remember to startsmall and keep it simple and
then expand your system as yougo.
(19:29):
This way, you're organizing ina way that doesn't overwhelm you
and you're not trying to forceyourself into something that may
not work at all, because thenyou will abandon it.
You will abandon it.
A digital filing system is agreat option when you want to
work, manage and digitize yourpaper clutter.
So, while using one digitalfiling system is best, most
(19:51):
people tend to have two or three, depending on the situation.
I know I have three, butultimately, what platform you
choose comes down to yourpreference and when it comes to
creating your central filingsystem.
You can try to do this on yourown, but I know it can be
frustrating and overwhelming,especially because you're
already juggling a lot of thingsright now.
(20:13):
So if you're feelingoverwhelmed by just the thought
of cleaning up your digitalclutter and chaos, do you want
me to handle the heavy liftingfor you?
If you answered yes to thatquestion, then you need to think
about booking a VIP day with me.
Usually, in just one day, I'llget your digital filing system
(20:34):
cleaned up and organized so youcan focus on what you do best.
But we do put in some workbefore the actual day.
Now, if you want to hearfirsthand how organizing your
small business and creating adigital filing system can
transform your businessoperations, check out my
conversation with Jodi Silverman.
Her business was spinning outof control because of her
(20:55):
disorganized filing system, andthat was a big part of her
problem.
But here's a clip of what shehad to say after her Google
Drive was cleaned up.
Speaker 2 (21:04):
Shannon, you organized my business.
You helped quiet and calm mymind, which is no small feat and
it released a lot of thatnegative self-talk that could
come in like what is going onwith me, what is wrong with me,
why can't I do this?
(21:25):
And I'm a self-talk guru and Igot into this place and you were
.
I felt much again I keep usingthe word calm, but it was.
You are a calming influence andthat is what I needed.
I never need to work withsomebody like me.
We will implode together.
But you took the reins and Inever felt.
(21:48):
You never sounded annoyed withme, you never sounded short with
me, you never soundedfrustrated with me.
You understood and you justoffered a solution that could
help bring it down a little bitand calm it down.
And slow it down and organizeit for me and I so appreciate
that.
Speaker 1 (22:06):
Now.
If you have any questions orneed clarification about booking
a VIP day, please feel free toshoot me a DM on Instagram, at
the underscore Shannon Baker, orsend me an email and let's get
those questions answered and getyou on the path to organization
.
I don't want you working inchaos anymore.
(22:28):
That starts by getting yourfiles organized, Remember.
You have options.
One you can just bite thebullet and book a VIP day with
me and let me clean this up foryou.
Or you can take a stab at thison your own using the resources
inside of the Mighty Societymembership.
The exclusive resourcesavailable are a digital filing
(22:50):
system, setup checklist, anaming conventions guide and a
customizable folder structuretemplate that will help you
streamline your operations andget organized.
Feel free to check that outagain at theshannonbakercom.
Forward slash membership tojoin today and get access to
(23:10):
those resources.
So that's all I have for youtoday.
Until next time, keep calm andstreamline.
Thank you for tuning in thisweek.
Remember, just listening tothis episode will not get you
better results.
So I challenge you to break themold and take action today.
(23:30):
If you're unsure where to start,book a call with me to get your
questions answered about theMighty Society membership or
anything else that I mentioned.
A link to my calendar is in theshow notes.
Not ready to take that step yet?
No problem, Be sure to connectwith me on Instagram at the
underscore Shannon Baker.
You can ask me your questionsthere or let me know that you
(23:54):
enjoyed the episode by taking ascreenshot, sharing it and
tagging me Now, if you haven'talready grabbed my free audio
masterclass, why don't you juststart there?
It's a great first step toassess your back office on your
own, and this masterclassprovides valuable insights and
(24:14):
practical steps to help youorganize your processes, reduce
chaos and improve efficiency.
Go to theshannonbakercomforward slash audio masterclass
Now.
If you haven't left a reviewfor the podcast yet, please do
so.
I would love to hear from you,and it's an easy way to show
some love to the podcast andhelp me reach more small
(24:37):
business owners who are ready todefy the status quo.
I can't wait to hear from you.
So until next time, keep calmand streamline.
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