Let’s talk about the art of getting organized in our desktops and computers. Since our lives revolve around what is on our computer it sounds like it’s about time to get organized, am I right?! To help us start the process, or may refine it, Jordan Gill a master in systems is here to educate us on how to build a filing system, establish calm and consistency that will promote efficiency in our businesses. Jordan is an operations consultant and founder of Systems Saved Me. She helps overworked one-woman shows become streamlined solopreneurs. Her jam is creating a cohesive operating system for managing your tasks, files, and inbox.
In the words of Jordan herself, “there is nothing more frustrating than when you can’t find something and you know it is on your computer”. I believe we could all say that we have experienced this same frustration, and are all eager to find a system that will prevent frustration and keep us organized.
CREATE A FILING SYSTEM ON YOUR COMPUTER
As a lawyer, one of the biggest pain points I see is clients unable to find documents they need when I problem arises. I asked Jordan how we can create a filing system on our computers with intentional subfolders and a naming system that is easy to refer back to.
Jordan explained her simple organizing system as, “three main folders that have other folders within them”. She explained, “you name the first, one – current projects, second, two – archived projects, and third, three – business assets.” Following this folder design, she reiterated the importance of naming them one, two, and three so that they remain in that order.
Jordan’s most important advice, “is making sure that the space you are currently working in, is as clean as a whistle.” To do so, you can “move what you are not working on to archived projects so that it is there for your reference and you can find it, however, it is not in your current workspace”. Items such as your launch coming up, current clients or different projects would be included in the current project’s folder. Jordan continued, “Then, you can create a folder in current projects for each of those projects or clients so that when you are done with those clients you can move them about of current projects into archived projects”.
In the words of Jordan, the focus “needs to be on the current project’s folder, then the last folder, business assets, is for photos, team documents if you have a team, color codes for branding or manuals so that it is there for you and easy to find.” She continued with her final note, “this is my simple folder convention that you can use no matter what business you have”.
I love this because it is also something you can integrate over in your inbox. I do something similar with my current clients folder, where all of my current clients are. When I close a project with a client, I move them down to archived projects, that way when something opens back up with a client, I drag their folder back to the current client’s folder and open up a file for our new project we are working on to keep it really simple.
STAY ORGANIZED DESPITE THE CHAOS
When I asked Jordan how we can create calm and consistency to stay organized despite the chaos of having information coming at us from our email, phone calls, social media, google docs, to-do lists, our calendars, and online platforms, she gave us these tools…
Jordan began by sharing that she is “big on knowing and understanding what the tools are best for and not trying to find an all in one.” She spoke towards two tools that she utilizes in her business, google drive and dropbox. Continue reading as she explains the differences and how you can keep the proper files organized on both platforms.
In her experience “google drive is best for collaborative documents and sheets, while dropbox is made for the bigger files, if you are working with videos, podcasts or heavy images put them in dropbox”. She continued, “the reason for that is that multiple clients of mine have experienced google drive compressing their files to create more space, at the expense of corrupting their heavier files such as videos, audio files, and more.”
If you are like Jordan and me, and collect inspiration to create in different areas of your business, you can “put it in dropbox folders that are labeled inspiration or market research, that way from there I label the screenshot to use for inspiration when I am creating, then every month I will go through that inbox, whether it be dropbox or google drive, and put things where they are supposed to be.”
A valuable note from Jordan, “I wouldn’t say this for client items, but for inspiration or the brainstorming phase for your business.”
For organizing DMs through Instagram, Jordan and her team use an app called Front, “that has my Facebook, chat boxes, and my actual inbox where my team handles those, and the only thing I am on is my Instagram.” She continued, “this has allowed me to stay really focused and intentional, where I don’t have any notifications for anything coming to my phone and can go talk to people, then leave the app”.
A note to consider from Jordan, “it is good to really know where you want to be and where you don’t want to be, and make those rules because, wherever you don’t want to be, I would suggest creating an automated message and filter them where you want them to be”.
One of my favorite notes that I want to share with you is that phone calls often leave us with no record of what we talked about and what the outcomes were, which can create opportunities for conflict. For this reason, I like to memorialize these with a follow-up email to the person I spoke to. A good example of an email is,
“I enjoyed our phone conversation this afternoon. [Describe any details that you covered in your phone call]. Then [share the next steps that you will be following through with].”
This way you have a record that you can add to your filing system to reflect upon at a later date.
DONE IN A DAY SERIES 2.0
Jordan has shown us how she promotes efficiency in her business all the way down to how she answers her DM’s, how she files everything, and how she has shifted to Done In a Day, with something exciting launching in just a few days.
From the creator herself, she shares what Done In a Day Series 2.0 really is… “I am a huge fan of doing VIP days, and if you are someone who is doing monthly retainers in your business and you are tired, exhausted and thinks this is the only way, it is not”. She continued, “if you don’t know what a VIP day is, it really is a business offering that is usually four figures, about two to eight hours, and you help someone with whatever service you offer in one full day”. The benefit of doing VIP days is, “you are able to see client results quicker”.
“What I have coming up next week, is my Done In a Day Series 2.0, that we have over twenty-five speakers that will be sharing their experience doing VIP days, helping with the positioning of the sales, the structuring, the goal setting, all of it. It is two full days, jam-packed, with no other event like it!”
If you are interested, intrigued, or curious, absolutely come to this event because it is going to be virtual, with twenty-five speakers, and is going to be a great time!
As a final note, I want to leave you with the one piece that I found exciting about Jordan’s VIP days. It is not tied to your hourly rate, which was Jordan’s #1 tip. It is tied to the value you are creating, which opens all kinds of doors for you to scale beyond your time, and is why I was obsessed with Jordan’s course. If you are looking for a way to scale beyond your time and tap into the value you are creating, you have to tune in!