4 Easy ways to stay organised when starting your business 

Just launched your business and already feeling the chaos creeping in? Don’t panic – getting organised doesn’t have to be overwhelming. Here are four practical ways to build structure into your day-to-day so you can spend more time growing and less time firefighting. 

1. Set up inbox folders 

Inbox folders might sound like a small thing – but trust me, they’re a total stress-saver later on. If you set them up from the start, you’ll avoid future faff and frantic searches for “that one email with the attachment…” 

Start with these basics: 

• Client Information Once you’ve got a few clients under your belt, you can add subfolders for each one. 

• Business Info Things like legal docs, insurance, Government Gateway details, and anything you’ll need to grab quickly. 

• Training & Qualifications Keep hold of course notes, CPD, certificates – everything that supports your growth. 

• Finance Invoices, expenses, credit control. Boring? Maybe. Essential? Absolutely. 

Spend 10 minutes doing this now and thank yourself later. 

2. Colour-Code Your Calendar 

This one’s a game-changer. A colour-coded digital calendar helps you see exactly what’s coming up at a glance – perfect if you’re a visual thinker. 

Here’s a simple system to get you started: 

• Client Meetings / Calls – Bright, bold colour (you can even match it to your client’s branding) 

• Reminders / Priority Tasks – Red to stand out 

• Wellbeing / Downtime – Green to signal health and balance 

• Breaks – Blue blocks in your day to pause and reset 

• Planning / Strategy Time – Purple to tap into creativity 

It takes five minutes to set up and will instantly make your days feel clearer. 

3. Keep finances simple and comply with MTD 

Ensure you’re set up with an MTD – compliant system and get familiar with how to use it so you truly understand your business finances. 

The key is consistency. Check in weekly, keep it updated, and avoid nasty surprises at the end of the month. Need help setting this up? I’ve got a full guide over on the blog with step-by-step tips. 

No need to overcomplicate things – and if you’re not confident with numbers, I’d recommend Della Hudson FCA’s courses.

4. Prioritise YOU 

When you’re building a business, it’s easy to put yourself last. But here’s the truth: if you’re burnt out, your business suffers too. 

Make time in your calendar for rest, exercise, hobbies – whatever recharges you. This isn’t a luxury; it’s part of running a sustainable business. 

The Bottom Line 

Structure doesn’t have to mean rigidity. It’s about creating a clear foundation so you can show up with focus and energy. Start small, stay consistent, and you’ll build habits that support you for the long haul. 

KLH