How to Organise your Digi Biz..

There are many nuts and bolts to a successful online business, and if they are not built correctly in the beginning, could cause the need for a complete overhaul further down the line and loss of time and increase in stress.

If you’re lucky enough to be starting out then the best advice I can give you is make sure you have certain things in place to make life a lot easier for you. I am all about simplifying everything down to reduce stress and get the job done quicker. If however you already have an online business then you may resonate with me that if systems are not set up properly to start with, it can be a costly mistake.

Thankfully there are lots tools out there that can help you. However, there are that many it can be confusing which will be best to use. I can not speak for everyone as each person will prefer to use different software’s and systems to help them organize their business, so I can only tell you what I feel are the absolute crucial things you need to think about at the beginning of your business so you don’t get in a mess, and some solutions that helped me when I started out.

FILING.

You will have lots of different things to file: Images, Blog Posts, Content, Biz Documents, Contact List, Logo’s, Promotions, Data and so on. To make sure you don’t lose time searching for things you need make sure you have some sort of logical filing system in place that is simple and can easily grow as you do.

You will soon (if you already haven’t) have a desktop that is cluttered with files, Images, website links, email address & documents.

It can get messy pretty quickly and if you don’t sort it out you will lose valuable time searching for images or files or losing important stuff. Both these things will stall progress and take up valuable time.

IT DOESN’T HAVE TO BE THAT WAY.

Here are a couple of tips to help out:

Tip 1.

Start with a MASTER FILE for each top-level subject/topic. For example for ALL IMAGES have a file called MASTER-FILE-IMAGES.  Then have subfolders for the different type of images, such as IMAGES-NEWSLETTER-MARCH, And so on…

Another example is videos:

MASTER-FILE-VIDEOS.

VIDEOS-MARKETING

VIDEOS-PRODUCT

And so on.

This way as soon as you have a new image you will have a file that it can go straight in, and be found easily at a later date.

Tip 2.

Always write the MASTER file name in capital letters. This way it will always be at the top of your folder list. It also makes it easier to find. Put a dash between the words in your file when naming it. For example,  CONTENT-ARTICLE-BLOG-POST. You will be naming many documents and images, so it’s better to start off with a simple logical filing pattern for naming your documents. Create a Naming System, Keep it simple, AND Get It Consistent.

Tip 3.

Separate all words with a dash. It will make it easier to read and your eye will know where to look for each file name. For Top Level Folders put a dash (-) at the beginning of the file name. This will put that file at the top of any list. Example: -MASTER-IMAGES

 

PASSWORDS.

You will have lots and lots of passwords. It is dangerous to use the same one or slight variances of the same one for everything and you don’t want to risk being hacked, or worse.

Unfortunately, cyber attacks are on the increase and it is becoming harder to protect yourself and your business online.  Also, it is now commonplace to be asked to add random symbols to your passwords when signing up for an account. Coming up with a suitable password AND remember it is an impossible task.

To solve these problems I do two things.

1. Last Pass.

If you’ve not heard off this before, I suggest you go check it out and get it in your life.

Here’s the link  (but make sure you come back).

It is one of the most valuable tools I have ever used to help me Generate, Organise and Store all my passwords and keep them safe. LastPass stores all your passwords for you and remembers them so when you need to log into something, it will automatically load in your details. SIMPLE!.

It will also generate random passwords for you that are extremely secure.

It works on a MASTER PASSWORD. All you have to do is remember 1 PASSWORD. How cool is that! No more forgotten passwords, password resets or Lockouts!! Just instant access at the touch of a button.

2. Excel Document.

For extra security and peace of mind, I also store all my passwords and log in details in an excel document. Obviously, this needs to be stored securely on an external hard drive.

Every time I get a new password I just copy and paste it into my document, Job Done!

 

WEBSITE.

Having frequent access to a growing number of websites is becoming part of daily life. We use websites daily for Banking, Household bills, Social Media, Shopping, Work, News and Entertainment to name a few.

So it makes sense to have all these websites easily accessible without having to bookmark them, keep lots of tabs open, constantly typing the same address in, or having a messy list in your web browser.

The solution to that problem is. Speed Dial. Check it out here… It’s AWESOME!

You can group all your websites together such as Finance, Shopping, Social Media, Content etc and then had bookmarked for each website into each category and it show up on your screen as thumbnails for you to just click onto.

For example, under Social Media Tab, you could store links to Facebook, Instagram, YouTube, LinkedIn. Or for Design Tab you could have links to Canva, Pixabay, PicsMonkey and so on.

Go check it out! It is a Google Chrome Extension so you will need to be using Chrome.

Life By Design.

Design It & Live It The Way You Want!