As an office manager, you are responsible for many things in the workplace, and the organization of the office is also high on that list of priorities. The following are just a few things to consider when creating your spring cleaning list this year for the office in your attempt to ensure a more productive and organized work environment.
Perform a Thorough, Deep Clean
You may be performing everyday cleaning and organizational tasks in the office, but if you haven’t taken the time to do a very thorough or deep clean lately, then it may be the time to do so.
A deep clean includes making sure that vents and light fixtures are working properly, clean, and dust free. You will also want to pay special attention to shelving areas and make sure that items and workstations are clean, decluttered, and organized to ensure maximum efficiency throughout the day.
It is also a good idea to rid your station of any old papers or other items that may be weighing down the space and causing any kind of disorganization.
Organize, Organize, Organize
And this brings us to organization. When organizing, the desk and workstation is definitely important, but you must not forget other areas in the office like the supply closet. When cleaning and organizing the supply closet, you can take an inventory of what you have and make a list of what you will be needing.
It is also the perfect time to rid the office of any irrelevant or useless equipment or items that have been collecting dust over the year. Is it broken? Then get rid of it. Has this piece of equipment been upgraded with something better? Then there is no need to hold onto the old.
Refresh the Office Furniture
Next, you should take a walk around the office and check the condition of the office furniture. Are there any pieces that have a lot of wear and tear and should be fixed or replaced? Is there any furniture that can benefit from a good wipe down?
When doing this, you should remember that the image of the office and the cleanliness of it is one of the first things potential clients or customers notice. First impressions are always important when it comes to the success and growth of a business.
If you find that you lack time to accomplish everything you need to do, then you can make your spring cleaning list for the office but seek the services of a commercial cleaning company to cross out each item from the list, so you can focus your attention on other business at hand.
Workplace housekeeping should be the shared job and responsibility of everyone who uses the workplace. While many think that housekeeping means making sure the office is clean and organized, workplace housekeeping actually entails so much more which we will now discuss.
Housekeeping in a Work Setting
Housekeeping in a work setting also means that you and the employees are taking a much closer look at the overall safety and health of the environment in which you work on a daily basis. It can help to prevent injuries and provides a relatively stress-free environment that is more conducive for boosting workplace productivity.
Housekeeping is also a big task that you, as a project manager, will need to follow through and come up with a plan of action and completion to ensure it is being done daily and being done properly with the full cooperation of everyone in the office.
Bigger Housekeeping Tasks
A few of the bigger housekeeping tasks that should be inspected include the following:
• Check for any hazards with the flooring such as slippery areas or areas in which the carpet is torn or worn
• Keep walking areas clear of debris and other obstacles that can cause a fall or injury
• Make sure everyone knows to report spills immediately so that they can be cleaned up right away
• Consider any blind spots in hallways or other areas in the office that can potentially cause a hazard
Control Dust in the Office
A commonly overlooked housekeeping project in the office is dusting. Dust can accumulate on almost every surface, and when it accumulates too much, it can also cause a fire hazard or aggravate allergies, so it is both a health and safety risk.
Regularly sweeping, vacuuming, mopping, and wiping down surfaces is essential to maintaining the cleanliness and safety of the office. This also means that each person should take responsibility for their own individual workstations as well and make sure they are clean, organized, and clutter and dust free.
And that brings us to the last basic component of workplace housekeeping- controlling the clutter. A cluttered workplace not only makes it harder to focus and concentrate on the work at hand but can also cause injury.
A workstation should be ergonomic, and everything you need on a daily basis should be within reach. It shouldn’t be in a position that causes you to have to reach or twist your back to get to. Everything should be clutter-free, organized, and set up to improve efficiency.
No Time for Cleaning?
If you find that your days are filled with other tasks that require more attention and focus, but you also understand the importance of housekeeping in the workplace, then hiring an outside company to come in daily and do the cleaning may be a viable solution.
Outsourcing this task will not only ensure that the workplace remains clean, but also frees up valuable time that you and your employees need to focus on the growth and success of the business.
As an office manager, you are faced with many tasks throughout the day. However, there is one task that can often become overlooked in the hustle and bustle of priority lists, office management, and cleanliness; and that is strengthening a company culture in the workplace.
What is a Company Culture?
There are many kinds of company culture in a workplace. The one we are going to focus in on, however, is the culture of the organization and the overall behavior of people within a specific organization and how people begin to attach themselves to certain behaviors.
The vision of the company alongside its values, morals, beliefs, and habits are what create the working environment you have come to know. The company culture has probably been well-established over the years with a slight change in the way the vision and values are perceived as the company grows and evolves.
The organizational culture of a company has a lot of bearing on the way the employees dress, act, perform their jobs, and maintain their workspace. When trying to understand organizational culture, you need to take a closer look at the overall attention to detail and the orientation of the team and the outcome.
The office environment should be a welcoming place to work, results-oriented, and provide a great opportunity for people to learn and to grow. If you are able to establish these lofty standards in the workspace, then that confidence and success can overflow into other aspects of the job including how people are engaging and communicating and how clean, presentable, and maintained the office and its staff is.
If you find that you are in need of organizational culture to help improve the overall image of the company and you want your staff and the office to reflect all the positive attributes the company possesses, then organization, leadership, and coaching are needed.
Strengthening company culture in the workplace can help improve morale and boost productivity as well. But first, you will need to start with a clean canvas on which to build. If you find that you are too busy managing these aspects of the job, then you should consider hiring a professional cleaning company to take care of some of the dirty work for you.
By doing so, you can shift the focus and attention to the behavior and work ethic of the employees to improve and strengthen the workplace.
To garner and boost productivity to create a successful office environment, there are several things you can do as an office manager to accomplish this goal. The following are just a few simple and very effective ways you can help increase and improve productivity while at work:
Who Made the Coffee?
Sitting at a desk all day can seem daunting and arduous and sometimes a pick me up is needed to wake up the senses and motivate people to do what they need to do. Having fresh coffee available in the office for the employees is a great way to lift their mood, give them a much-needed burst of energy, and allow them to take a break and unwind.
Two Minute Rule
This widely practiced rule is simple. If you are faced with a long list of things to do at work, go down the list and identify the tasks you know you can complete in two minutes or less. If you can do these smaller tasks immediately, you will find that your considerable list is much smaller and while it may not have been much; the work will look more manageable and get you motivated to cross more off.
Escape the Image of Perfection
When you try to always be perfect, there is certain pressure that is being placed on your shoulders that can actually hinder you from being as productive as you can be while at work. Instead of aiming for perfection, you should instead complete what you have to do to the best of your ability and then move on to the next task. Use this time to improve and learn new ways to become more efficient.
Be More Proactive
Also, do not let meetings, phone calls, or emails dictate how your entire day is going to go. If you center on these tasks, then you may find that they are all you are able to get done throughout the day because you are constantly fixated on them.
Instead, take a few minutes at the start of each day and plan out how your day should go. Prioritize each task you have and then tackle the to-do list with energy and confidence and you will find that you will have a much more productive day.
Take the time to drink that cup of coffee, combat a lengthy list with a simplified list, let go of perfection, and focus on being proactive, and you will find that you can begin to run a much more productive office environment.
When you are in charge of overseeing the day to day operations of a business as well as the employees within the office space, you may find that it is sometimes difficult to accomplish everything you need to accomplish.
This is where the right office management tools can come into focus and make your life in the office much easier to handle.
Do you find that you constantly have to send documents back and forth throughout the day? Google Docs is a great office management tool to use for file sharing.
It utilizes a cloud storage system, and you can send a file to other employees and invite them to collaborate on the document, and you can even see what they are doing with it in real time.
It helps improve productivity and encourages idea sharing and collaboration.
Evernote offers an easier way to take notes, pictures, or even save websites in one convenient place. Easily accessible from a smartphone or tablet, Evernote is always ready and waiting at your fingertips and will help you get more organized.
If you are looking for a project management app to make life a bit easier, then Taskworld is a smart choice. It places emphasis on workflow and teamwork rather than just focusing on the tasks and goals.
It is an effective way to communicate with members of the team, and it also allows you to store documents you may need and evaluate work performance in real time.
Office management can be a difficult and arduous job if you are not given the proper tools to lead you to success. Finding different office management tools to help make your life easier is just one step in the right direction and can put you on the path to becoming more motivated and even more productive while at work while also encouraging your team to participate.