by Donna D. McMillan, Island Organizers

National Preparedness Month is September. Businesses large and small are getting ready. Fires, floods, windstorms, earthquakes, all disasters are devastating. Emergencies strike with little or no warning. If one were to hit your area, you will be affected physically, financially and emotionally. Is your business prepared with a plan in place, in case an unexpected event happens?

According to Business Wire 9/7/12, Staples and National Safety Council Team Up to Raise Disaster Planning Awareness Among Small Businesses. For the Aloha state, Retail Merchants of Hawaii Partners with Counties for Disaster Preparedness Campaign.

It's vital to be in control, as much as possible, after a catastrophic event. Businesses must get back on track immediately. Your customers and other businesses that rely on you are impacted if your business is not operational. Also, if insurance claims are necessary, specific information will be required.

PREPAREDNESS PLAN FOR BUSINESSES
- Inventory - Passwords & Software, Possessions & Valuables, People: employees & clients
- Communications - keep VIP numbers in cell phone & the cloud for accessibility.
- Safety Procedures - for employees & customers
- Protect - property, business records, contacts
- Insurance - contact your agent for advice & appropriate coverage
- Photos/Video - of current possessions & property, save copies off-site, send to insurance agent
- Supplies - emergency kit including chargers & batteries, food & water
- Resources - suppliers, vendors, etc.

You can protect your business, be informed, have a plan. Visit www.ready.gov/business, www.redcross.org/prepare and www.fema.gov/mobile.

Is your company prepared for disasters?  Share your story ... add a comment.

by Donna D. McMillan, Island Organizers

  What happens when loose papers and small notes are buried in piles? We don't know what's there and can't do what we need to do. My longtime mantra is: "Paperwork that is lying down is sleeping or hiding. When it's standing up, it can communicate with you."

The Decoflex® box by Oxford® and Pendaflex® has been my favorite organizing tool for many years. A desktop file storage box with hanging folders and labeled tabs creates a highly-effective Paperwork Management System. Each tab designates a specific category or task and identifies folders' contents. This handy solution eliminates piles, wasted time and stress related to lost notes and vital documents. Learn more

"HOT ACTION FILES" -- This is the perfect tool to hold "active" documents, unpaid bills and other important To-Do's.  Once they're separated into categories: To Call, To Pay, To Input, Waiting For Reply, etc., the appropriate actions can be taken in a timely manner.  This is a temporary "home" for paperwork; it is not for storage.

PROJECTS --  Create a mailbox for your office staff, manage info for a client's project, store details while planning a move or a party, and save notes for an organization's committee.

FILING SYSTEMS -- In limited space, filing systems can be created using several of these portable containers. Each holds a different category of files and is labeled on the end of box, ie: 2012 Income, Paid Bills, Investments, Medical Records. They fit nicely on a bookcase or on shelves in a closet. 

Other versions are available in acrylic, plastic, mesh, metal & cardboard. Buy online at Office Depot, Office Max and the Container Store.  In Honolulu, visit local stores: Simply Organized and Fisher Hawaii. NOTE: Organizing products don't usually come with instructions!

We'd love your feedback. Comment below!

by Donna D. McMillan, Island Organizers

What would you do if yours was lost or stolen?  According to the FBI, “a wallet or purse is the most concentrated place that your personal identification is stored and therefore is the most vulnerable asset that you have.” Read more.  

For most, this is a highly-stressful experience. Don't panic, it’s easier to deal with when you're prepared for any disaster. 

What's in your wallet?

There's cash, checks, driver's license, debit and credit cards, insurance and membership cards, and more. Photocopy front and back or scan all cards. Seniors, protect your identity shown on Medicare cards.

What's in your purse or briefcase? 

You probably have a checkbook, keys, glasses, cell or iPhone, iPod, laptop, flash drives.  Anything else?

To Do Now

• In a secure location, keep copies of the cards and papers you carry around with you daily, along with an up-to-date inventory and photos of all “valued” possessions in your office and home. 
• Keep a current list of credit cards, contact info, account numbers, pin numbers.
• Do NOT ever carry your social security card or number. Protect your identity!
• Label keys and tech tools with your business phone number and address (not home address).
• Back-up all data often. Replacing that valuable information is overwhelming!

If Loss Or Theft Does Happen

Report incident to Lost and Found, Police, DMV, your bank, insurance companies, credit reporting agencies, credit card companies and any other agencies.

Your city’s Police Department website can help.  

Declutter and organize your wallet, purse and briefcase regularly. What's in it?

Have you ever lost these possessions?  Did you do anything we didn't mention?  Please comment below.

     If you are a solopreneur or small business owner, you wear many hats when it comes to your business. Being able to "take the temperature of your business" when you're wearing each hat helps you to make key decisions.

     For example, when you're wearing your Marketing Hat you might ask, "Which one of my marketing efforts brings in the biggest bang for the buck? Which strategy is working and which one isn't?" Armed with the right financial report(s), you'll be able to answer these questions in a flash! You can then make decisions about whether to continue with a particular strategy, where it may need tweaking, or choose to do away with it completely.

     While wearing your Sales Manager Hat, can you tell which product or service sells best during a particular season? How do you know when to risk raising prices and which product or service could withstand the increase?

     Most small businesses set up their accounting software to track expenses and income from a tax perspective. Therefore, they can only get information from it that lets them see how much they make and spend. Setting it up to help analyze the business from various viewpoints enables you to make decisions that keep your business thriving and growing. It allows you to adapt to changing trends in your industry and keep your business successful!

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Want some How-To's?

Consider a webinar or session: Beyond Profit & Loss

More info at www.IslandOrganizers.com/speakingtraining.htm