Small Business Technology and Organization

small business technology and organization


As a business owner, we all want to find simple technology improvements that can make life and work easier. We see the value in using technology to its fullest. We seek out new technology options. Not long ago, wireless technology was a thing of the future and now two-thirds of small businesses use it unfailingly. Just a few small tweaks to our small business technology helps us in a big way.


Do you take advantage of the cloud?

A major trend is the use of the cloud. Did you know that 92% of all small businesses have adopted one cloud based solution? Options like Google drive, Dropbox and Box are used to store and retrieve files. The ability to store, sync and retrieve files across many platforms is a simple, smart way to efficiently run a business.


Are you using a scanner?

Take this to the next level using a scanner. Think about using a cloud based solution combination like Neat Connect to scan and store documents. You are on the way to a paperless office. There are fewer hassles finding and filing important documents. There is less manual entry and more automation. You feel less stress about shuffling documents between co-workers.

Do you market with social media?

Social media sites like hootsuite and klout make it easy to reach your audience.  You can post to Facebook and twitter by scheduling your posts.  Klout recommends articles of interest to your audience.   Take your social media marketing to the next step using these tools.


What apps apply for your small biz?

Using programs and apps that are available on smart phone, tablet and computer make powerful use of technology . Apps like Evernote and Notes help us increase efficiency with task management. Using social media across platforms helps us leverage our marketing. Apps can help with simple small tasks too. Expense reports and taking payments can be easily managed with Expensify and Square. Neat combines the power of your desktop, your tablet, and your smartphone creating a system that helps with accounting, contacts and documents.  We all have favorite apps.  Add your’s below.


Finding the right combination of apps for your small business makes small business work more manageable. Seek out new technology with an eye for automation. Keep open to find solutions to challenges you are facing through finding solutions within technology improvements.


Ideas for your small biz on Pinterest.


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Small Business Computer Clean Up

small business computer

Our small businesses require 24/7 computer access.  There’s nothing more troubling than computer challenges.  Check out these tips in collaboration with Lisa Margetis. She is sharing about keeping your computer cleaned up and ready at all times.


What’s the best way to get started “cleaning up your computer” for a small business?

The best way to start getting business files organized is to create and implement a style of folder organization that is easy-to-follow for both you and your employees. If you can create an accompanying training guide as well, this will be very helpful in keeping all of your organization’s files consistent across the company. It’s also important to enable network sharing settings for employees who may need to access files that don’t live on their hard drive. However, an alternative option would be to use a collaborative document system that lives in the cloud (such as Google Drive) so that all employees can access any documents at any time from anywhere. Google Drive is great because it also allows you to share documents with individuals both inside and outside of your organization at your discretion.

What steps do you take to organize information on your computer?

Personally, I use an organization system that organizes by project I am working on. For example, when creating this calendar, I have my files organized with the prefix CCC (for Clean Computer Calendar) followed by a bar symbol (|) and then whatever the document is about. Some example file names are: ‘CCC | Calendar Draft’, ‘CCC | Calendar Copy FINAL’, ‘CCC | Finished JPG’, etc. This way, all items from a given project are grouped together which makes it easier to find items in the long run. I often create a folder for a given project once it is complete so that my ‘Documents’ folder only contains items that I am currently working on. Likely in a few months’ time I will create a folder labeled “Clean Computer Calendar” and put all of my items labeled with ‘CCC’ into it. My folder system words so that it would be located in Documents>Projects>Clean Computer Calendar. I try to use a system that any coworker could understand if they were looking for something on my computer.


What’s one thing that all small business owners should do to maintain security on their computer?

The best way to maintain security is to do two things.
• Make sure to always be updating your system, as well as any antivirus or firewall software you have installed. Although it can be tedious and annoying when an alert pops up that your computer needs updating, it is extremely important to take the time to install these updates, as they are often being released to help combat some sort of security feature that will help protect your system.
• Make sure to use unique passwords and update them regularly. Personally, I try to rotate my passwords every two months. Again, this probably seems tedious and annoying, but it helps safeguard your system. It’s important to note that these passwords shouldn’t just change incrementally (ex: ilovemydog1, ilovemydog2, ilovemydog3, etc.) and instead are completely different each time they are changed (ex: ilovemydog1, catsrule23, mynameislisa14, etc). If you can avoid using dictionary words, that’s even better, as the more difficult you make your password, the less likely it is that a robot could crack the code.

What suggestions do you have for backing up computers for small business?

It is so important in today’s technology age to be backing up all the time and in different locations. For small businesses, I would definitely recommend backing up to a dedicated cloud server for your business, and doing so in a location that isn’t close to where you are headquartered. This is called co-location, which is the practice of backing up your data in multiple locations. This way, if a disaster happens (fire, flood, etc.) at your headquarters, your data is safely housed somewhere else. It also helps with business downtime, so that if your hosting company is affected you can still access files and your site can still run off of its backup servers located elsewhere.

Use this month calendar to get the job done.



Great tips from Lisa!

Get started scanning!

It’s an exciting day! You have decided to start scanning to eliminate your paper clutter and free up time, energy and space.  What’s the first step? How do you get started scanning?  Check it out here!

get started scanning


Intro to scanning

So how did my own Neat installation go?

  • I planned on 2 hours, but it did take me more time.
  • Install your Neat connect and cloud, first, then install with the computer disk.
  • I wanted to review the tutorials too, which added  a little more time.
  • This is a powerful tool with lots of great technology. Start with a baby step that is not as important but is valuable to you.  I suggest scanning a receipt or business card first.
  • Patience is an important value in starting new technology.

Learn more creative uses for your scanner here.   Learn from the Neatologists. 


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Creative Scanning Ideas

scanning paperless


Did you know that paper is the #1 item that people hoard?


You may really hate paper and have too much around.  Scanning helps cut down on the paper clutter and makes information easy to retrieve.  Being on your computer and backed up to the cloud, it is always available.  It’s time to get creative with your scanner!


  • Create digital copies of your kids’ school papers.  Digitizing makes a permanent copy you can save and share with grandparents.  Keep only the most precious of art work and create a digital photo book.
  • Scan in important documents.  It may be for emergency preparedness or to create additional copies.  It’s easier to find these documents. Keep these files on Dropbox so that you can access them anywhere and anytime.
  • Ripping recipes, decor and more from magazines?  Scanners are a great way to categorize your information and keep it together.  Create different files for the different interests and hobbies.  Use a uniform naming convention in saving your files.
  • Keepsake newspaper articles are easier to archive after scanned.  It’s making a truly permanent copy this way.
  • Have lots of business cards or flyers from vendors? Scanning these and saving to Evernote helps you access and categorize these easily.
  • Save documents without stressing.  A sign in sheet for work or a CEU certificate for education can be scanned in and saved for later reference.

What are you favorite papers to scan?

I am a Neatologist! Check out my post on Neat about going paperless.

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Going Paperless: Scanning

going paperless scanning


Scanners are a popular way to make paper disappear. With more affordable scanners, many homes and offices are purchasing these as an alternative for paper files.  You can scan paper, expenses, receipts, photos and more with a scanner.  It’s a great way to eliminate paper clutter and its easier to find information too!


Getting started

There are many options for scanning.  The apps GeniusScan and DocScan are available on you smartphone.  Fujitsu and Neat offer portable wand scanners and desk top scanners.  Multifunction machines are equipped with flat bed and feed scanners.  The most important part is to get started right away by hooking up and testing your equipment.  Many times I find equipment still in boxes years after purchase.  Just jump in!


Setting up

Getting a good system in place makes organizing easier.  Start setting up a consistent folder system before you scan  your first document.  Write out a list or create a mind map of the information to retrieve in your documents.  Like with paper files, more general folder names are best to start. Inside these folders you can create more specific files.

For home

  • Home and Auto
    • Auto Repair
    • Home Repair
  • Financial
    • Banking
    • Utilities and Monthly bills
    • Investment
    • Retirement
    • Life Insurance
  • Personal
    • Dad medical
    • Mom medical
    • Susie medical
    • Susie school
    • Johnny medical
    • Johnny school

For the office

  • Clients
  • Vendors
  • Administrative
    • Corporate formation
    • Permits and licenses
  • Financial
    • Banking
    • Expenses (by year)
      • Assets
      • Marketing
      • Office supplies

This is just a sample of categories to get you started.

Set up consistent naming of your documents.  Write out your options and decide on one naming convention.  You will be glad you took the time to create a plan for this.  Some examples include starting with the more general, to the more specific, and maybe with a date.

  • Utilities.Gas.1.14
  • Medical.Mom.14
  • Expenses.OfficeSupplies.14
  • Administrative.Incorporation


To be scanned spot

Not all paper needs to be scanned.   Using the triage method, go through your mail, kids’ papers, receipts and other papers to decide what will be scanned.  Establish a bin, folder, or tray for items to be scanned.  By designating this spot, you are creating a baby step to get started scanning.


Scanning routines

The best organizing revolves around good routines.  Now that you know what you want to scan, set aside time once a week or once a month to scan.  Mark your calendar to remind you of your “appointment”.   This is also a task that can be delegated to your high school student.


It’s important to have your computer backed up regularly.  You can use a cloud based service like Carbonite or an external hard drive. Either way, nightly back up is best.  You will be sure your documents are safe.


As fun as scanning is, try not to over do the fun!  It’s hard not to scan too much, but less is more!


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Best Family Apps for Home, Work, School and Life

best family apps


Our smart phones  and tablets can help us stay organized and be productive.  Some of the best family apps help us do things from deposit a check to find out when a flight arrives.  Many are free or cost a dollar or two.  Taking advantage of an app to expedite a task, get a task done more easily or even make a task more fun is a reason to find your family’s best family apps.

We all have our favorites for different reasons.  Here are a few of mine by category.

Family life

  • Your bank app – easy access to your accounts
  • Kindle or Nook app – reading while you wait
  • Evernote – task lists, client lists, family lists
  • Local TV station app –  weather, traffic and local news


Work life

  • Dropbox – access documents to review
  • Evernote – to read or review clipped articles
  • GeniusScan – scans a document and creates pdf files
  • Your bank app – make deposits and verify account amounts




  • Please add your favorites below!

For kids, I am a big believer in low level technology use. However, there are lots of awesome apps for learning too!




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Work at Home: Apps and More

  Work at Home

Our world is filled with organizing automation and technology.  Work at home requires effectiveness and efficiency. These apps can help you make a difference.

Below are a few of my favorite apps for making life easier and more organized.

Evernote~ Use this app to consolidate ideas, makes notes to remember things like books or websites, and help keep infomation easy to access.

CardStar~ Use this app to keep up with all those store loyalty cards.

MomMaps~ Families want to know places to go and activities to do and this app finds them for you.

OurGroceries~ The nightmare of grocery shopping made easier with a list that multiple people can access and shop.

ScanBizCards~ This app is a great way to eliminate all those biz cards floating around your house and keeps them in your phone.

Shoeboxed~ This app is an easy way to keep up with receipts, either for your home or office. This app and computer accessed program helps you gather data for budgeting, keep a record of what you are spending your money on and even suggests improvements. your calendar, contacts, health information and home inventory in one spot!

List type apps including Ziplist, Wunderlist, Things, Toodledo.  No need for a paper list to lose! These apps help you stay up on what you need to do, buy, and more!

What apps are your favorites?

Work at Home: Organizing your technology

Working from home is what we do! Whether it is a part time second income or an extension of what you do every day, we add on worktime through out the day.  Being organized to work at home makes a difference in productivity and efficiency.  To do both, we need great technology tools! Here are a few suggestions to make your work more successful.

  • Log Me In.  This is a service that logs you in to your base computer. Easy to use and free, you can do your work remotely on your base computer.
  • Dropbox.  This is a service that permits file sharing.  You create an account and save your files to Dropbox to use remotely, share with others while working on a project, or save as a backup for files in the cloud.
  • GoogleDrive.  This is one of the many free google products for you to use saving and sharing files.  It can be accessed by logging into google from anywhere.
  • Skype.  This free service is for free phone and video services between users.  Download it on your computer and choose the skype phone number to call and see others.
  • Task list.  There are many to choose from, including ziplist, toodle doo, wunderlist, and remember the milk.  A task list helps you prioritize and keep all your lists in one spot!
  • Evernote. This free app for computer and smart phone allows you to capture and organize notes, audio clips, photos, and more. 

What tech tools help you be more organized to work at home?

Plentiful Powerful Productivity= Success



Powerful productivity come when we create an environment that works with our strengths.  Improve your effectiveness and efficiency with these tips.

  • Your planner is the visual guide to your productivity.  Use it like a map, writing in what your destination is for your day, your week and longer.  When you write tasks and projects into your planner, you are making yourself accountable and breaking the job into smaller, manageable pieces.
  • Use paper management skills to go from overwhelmed to in control.  Break down the flood of paper by eliminating first what is junk and recycle this.  Create a command center where you drop recycling in and separate the paper into actions. Your command center should be at the spot where paper comes to you and you drop it in a pile. Create a fun and inviting command center using color!  Not sure what decisions to make about paper?  Be brutal and just keep what you absolutely need to work on, not maybe, someday projects.
  • Turn overwhelming email into 10 in your inbox by taking time three times a day to sort and clear email. Color code  your email and important email stands out.  Designate a power period to work on email that needs lengthy responses and relates to projects.  Your paper and email folders should be named the same to keep consistent and find what you need.
  • Add routines to your week to consolidate activities. Even grocery shopping is less stressful if you tack it on to an existing weekly activity.
  • Too much to do and too much on the brain? Use a notebook to capture your lists, dating the top of the list.  Then choose 3 – 7 tasks to do that day.
  • Use technology to help you increase your productivity.  Turn off alarms, email, texting and more when you really want to focus on a project.

What success tips do you have for plentiful productivity?


More ideas on powerful productivity here!

Get Organizing Month IKEA Event on January 19


Free Workshops at IKEA Houston offer Organization Tips for New Year

Reduce clutter with the help of National Association of Professional Organizers


January is officially “Get Organized Month!” To celebrate, IKEA Houston is partnering with National Association of Professional Organizers (NAPO) and Houston-area vendors to host free organization workshops and offer donation drop-off locations to help you clear the clutter.


WHEN: Saturday, January 19 from 11 a.m. to 5 p.m.

WHERE: IKEA Houston (I-10 and Antoine)

WHAT: Enjoy complimentary one-hour workshops offering post-holiday organizing tips and win fun prizes while you watch! NAPO’s professional organizers and an IKEA Houston visual merchandiser and blogger will lead interactive demonstrations about creatively reducing clutter and utilizing storage spaces to the fullest.

 Workshop Schedule:

• 11:30 a.m.: “Junk Drawer Diaries” with Neitra Blair

• 12:30 p.m.: “The 5 S’s and You—Streamlining Your Space (and Life)” with Alynn Blakemore

• 1:30 p.m.: “From Piles to Smiles: Making Paper Disappear!” with Certified Professional Organizer and Family Manager Coach Ellen Delap

• 2:30 p.m.: “Getting Organized with Technology” with Janice Simon

• 3:30 p.m.: Meet the Blogger; DIY workshop with Ashley Rose of

• 4:30 p.m.: DIY Workshop with Genna Riggins, IKEA Visual Merchandiser

RSVP: Workshops are free, so sign up for as many as you’d like! To RSVP and learn more, visit Please RSVP and use my name! I love that IKEA will know who is sending attendees their way!


Recycle, Shred and Donate:

Donate and recycle books, old furniture, computers and clothes and bring documents for FREE shredding! Friends of the Houston Public Library, Houston Computer Recycling, Houston Furniture Bank and Salvation Army will be onsite to available to collect books, computers, furniture and clothes, and Southern Shred will be on site to shred your personal documents.


Hope to see you there!