5 Organizing Tips Pros Swear By
Stay on top of your business goals with this pro advice for planning and organizing your schedule
Long to-do lists, multiple projects, endless admin — all these things and more can present a challenge when it comes to staying organized and efficient at work. To help you manage projects efficiently and create time to grow your business, we asked professionals on Houzz to share their best organizing tips. Read on to gain insights into running an efficient design firm.
2. Block Out Segments of the Day, Including Rest Time
Once you have your plan for the day, it’s a good idea to work out an effective timeline. “I block out time in meaningful chunks, so I know I can achieve something and make progress in whatever area I’m working on at that time,” Higgins says.
Take into consideration factors that influence the best time for each task. This could be the need to work around the schedules of clients or contractors, but it could also be influenced by how your productivity ebbs and flows throughout the day. If you’re a morning person, perhaps schedule tasks that require concentration earlier on, for example.
“I find using an online [calendar] keeps me organized, not just for appointments, but tasks too,” interior designer Ann Cope says. In addition to setting aside blocks of time to work on your business, she also recommends scheduling breaks away from the desk.
6 Proven Time Management Tips for Home Professionals
Once you have your plan for the day, it’s a good idea to work out an effective timeline. “I block out time in meaningful chunks, so I know I can achieve something and make progress in whatever area I’m working on at that time,” Higgins says.
Take into consideration factors that influence the best time for each task. This could be the need to work around the schedules of clients or contractors, but it could also be influenced by how your productivity ebbs and flows throughout the day. If you’re a morning person, perhaps schedule tasks that require concentration earlier on, for example.
“I find using an online [calendar] keeps me organized, not just for appointments, but tasks too,” interior designer Ann Cope says. In addition to setting aside blocks of time to work on your business, she also recommends scheduling breaks away from the desk.
6 Proven Time Management Tips for Home Professionals
3. Create a Foolproof Filing System
Take the time to be meticulous when it comes to organizing your files as this will pay off later when you need to find something quickly or share it with a client or team member.
“For my design projects, I keep really accurate files for each one, with drawings, plans and designs and the all-important comms notes and budget information,” Higgins says.
“Having different files for everything creates a work process that’s intuitive for anyone new who sees it for the first time,” interior designer Sebastian Salas Canitrot of Sebastian Salas Studio says. “Having all your files in backup clouds is a must.”
Landscape garden designer Sam Selby recommends Houzz Pro for file organization. “It lets us keep all of our client information in one place to easily find everything relating to that particular project,” Selby says.
Learn about Houzz Pro software
Take the time to be meticulous when it comes to organizing your files as this will pay off later when you need to find something quickly or share it with a client or team member.
“For my design projects, I keep really accurate files for each one, with drawings, plans and designs and the all-important comms notes and budget information,” Higgins says.
“Having different files for everything creates a work process that’s intuitive for anyone new who sees it for the first time,” interior designer Sebastian Salas Canitrot of Sebastian Salas Studio says. “Having all your files in backup clouds is a must.”
Landscape garden designer Sam Selby recommends Houzz Pro for file organization. “It lets us keep all of our client information in one place to easily find everything relating to that particular project,” Selby says.
Learn about Houzz Pro software
4. Share Jobs and Knowledge With Your Team
An organized filing system will make it so much easier to keep your team in the loop. Once this is in place, you can allocate jobs with ease.
Selby uses an organization app to assign tasks to different team members day to day. The Houzz Pro Schedule tool also offers this capability.
Jake Hinchliffe of Orange Design Studio recommends having monthly work in progress meetings to discuss the status of each project and to identify any delays or issues. “I’ve found this really helps to keep things moving forward and [ensures] nothing gets missed,” Hinchliffe says.
An organized filing system will make it so much easier to keep your team in the loop. Once this is in place, you can allocate jobs with ease.
Selby uses an organization app to assign tasks to different team members day to day. The Houzz Pro Schedule tool also offers this capability.
Jake Hinchliffe of Orange Design Studio recommends having monthly work in progress meetings to discuss the status of each project and to identify any delays or issues. “I’ve found this really helps to keep things moving forward and [ensures] nothing gets missed,” Hinchliffe says.
5. Make Use of Technology
Online apps and software can make organizing so much more efficient, so it pays to find the best technology to suit your business.
Beth Grace of Start With Art Interiors says she uses Houzz Pro’s project management software. “It’s incredibly helpful and ensures that all aspects of a project are planned and implemented efficiently,” she says.
Alexandra Eude of Belle & Cosy also recommends Houzz Pro. “I find it particularly useful to have a tool that helps me handle and gather all briefing documents, mood boards, drawings, planning and invoices in one place,” she says. “I moved to the Houzz Pro platform a year ago and it’s been a game-changer for me.”
More for Pros on Houzz
Read more stories for pros
Browse millions of photos for inspiration
Learn about Houzz Pro software
Talk with your peers in the Houzz Pro Forum
Online apps and software can make organizing so much more efficient, so it pays to find the best technology to suit your business.
Beth Grace of Start With Art Interiors says she uses Houzz Pro’s project management software. “It’s incredibly helpful and ensures that all aspects of a project are planned and implemented efficiently,” she says.
Alexandra Eude of Belle & Cosy also recommends Houzz Pro. “I find it particularly useful to have a tool that helps me handle and gather all briefing documents, mood boards, drawings, planning and invoices in one place,” she says. “I moved to the Houzz Pro platform a year ago and it’s been a game-changer for me.”
More for Pros on Houzz
Read more stories for pros
Browse millions of photos for inspiration
Learn about Houzz Pro software
Talk with your peers in the Houzz Pro Forum
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It’s tempting to begin the day by launching yourself straight into work, but it’s much more efficient if you set aside some time to take stock of the day ahead.
“To stay organized, I spend 30 minutes at the start of each day planning,” interior designer Lindsey Higgins says. She recommends looking at tasks you already have scheduled for that day and work around those.
“I make sure I know what my top three priorities are for that day,” Higgins says. By keeping the list focused like this, you can work toward achieving small wins consistently rather than beginning each day with a long, unachievable to-do list.