The office manager, employees, and other staff are not the only thing people will notice about a business. Several other aspects should be kept in order as well to help effectively create a cleaner office image for the staff as well as the company.
While some businesses may not feel that office cleanliness should be treated as a high priority, it actually should be up high on the list. The professional image we convey is what the clients will see when they walk into the office.
When creating and maintaining a professional image, it is crucial for the office manager to ensure that everyone is dressed appropriately and are putting their best foot forward when meeting and engaging with clients.
The right attire in combination with a winning attitude can be a successful recipe for retaining clients and growing a business. A company and personal image are created by the way a person dresses, behaves, and talks and how the environment appears.
Always dress appropriately for the occasion and maintain a professional focus while in the office environment.
Clean Workspace = Professional Atmosphere
A clean and organized workspace is also important when you are working on creating a cleaner office image. You want to avoid overflowing trash cans, cluttered desks, and messy floors and surfaces. If the client sees a mess, they will most likely not want to continue to do business with the company because they don’t even care enough to make sure that the office is orderly and presentable.
If you find that there is simply not enough time in the day to successfully complete all the administrative tasks, then the company should definitely consider hiring a professional cleaning service to come in and take over, so the office manager and staff can maintain focus on the business.
Additionally, one surefire way to create a clean image and running a smooth operation is by staying organized. Remove clutter and distractions, prioritize the daily and weekly tasks, and make sure that everyone is doing their jobs correctly. As an office manager, you will want to make sure that everything is being done in accordance with the company image.
Office managers days are filled to the brim with tasks and employees that need to be overseen and communicated with. There is very little wiggle room when it comes to their schedules if they want to get everything done by the end of the day. This is where a few time-saving tips can really come in handy for the busy office manager.
Schedule in Advance
If you are able to set aside a small chunk of time at the beginning of the week to sit down and schedule everything, it could save you some time in the long run and the grand scheme of things.
Schedule the entire week in advance and prioritize the tasks on your list to ensure that you get everything done in a timely manner and before it is due.
Scheduling in advance is also a viable way to begin to form connections between your daily and weekly tasks so you can get a better grasp on the ultimate goal you are trying to reach by the end of the work week.
Task Management Software
If you wish to avoid burying yourself under mountains of paperwork and want a faster and simpler way to access the information you need, then you should consider investing in some task management software.
Having this type of software will free the time you would have otherwise spent searching through paperwork and instead allows you to dedicate more time to other more pressing tasks on your to-do list.
Eliminate All Distractions
One of the biggest tips you should know as an office manager is eliminating all of your distractions. To do so, you need to eliminate anything that is taking up too much of your time and holding you back from being as productive as you want to be.
Do you need to schedule some more time to train employees? Do you need to hand tasks off to a different and maybe more qualified person to free some more time up?
Once you eliminate these minor distractions, you will begin to see the minutes all pile back up.
If finding better ways to manage your time is the most significant challenge you currently face as an office manager, then follow these straightforward and simple tricks to help you get back the time you need to focus on the bigger picture.
Maintaining a clean and orderly work environment is essential for several reasons. The biggest of these reasons, however, center on ensuring the safety and health of your employees.
The following are a few solid reasons as to why a clean workplace is important:
Lasting First Impressions – Janitorial Services
Before we begin to discuss the internal reasoning as to why we need to maintain a clean workplace, we will first examine the first impressions people will receive when walking into the office.
If the space is cluttered, dusty, and disorganized, then people may not want to do business with you. Simply put, the way you manage and maintain the office speaks volume for the kind of work you do.
If you have a clean and appealing space, then people will be more apt to do business with you because they can see you care and take pride in what you do.
On the other side of the coin, it is also important when it comes to maintaining employees as well. People will not want to work in a place that does not promote cleanliness and organization.
Improve the Health of the Employees
A clean workspace promotes the improvement in health for all employees. When the office is clean and sanitary, there is less dust circulating which means improved air quality and less sickness.
Making sure that cleaning tasks are performed daily by staff or a janitorial company are essential. A good cleaning schedule is also encouraged to keep on top of what is being done and what still needs to be done around the space to improve on its overall cleanliness.
Finally, a clean workplace is essential to workplace safety. If there are obstructions on the floor or slippery substances, the chances of a slip and fall are far above what they should be.
Keeping the floor clear of clutter and properly cleaned and polished are important not only for the aesthetics of the office but also for maintaining the safety of employees.
Regular dusting, vacuuming, and wiping down surfaces are also effective ways to eliminate airborne pollution, improve the overall air quality, and help eliminate the spread of illness throughout the office.
A sanitized and organized office creates a happier and more productive environment with fewer employees calling out due to sickness.
Office managers are tasked with many responsibilities, and they typically fall across the board of several different areas including administrative duties, financial duties, and managerial duties.
With so many duties to perform, an office manager also has to display several characteristics that will show the motivation and leadership they need to be successful.
Here are just a few things you can expect over a day in the life of an office manager:
Office managers are typically in charge of filing, planning, and implementing different office systems within the workplace. They are also tasked with the job of finding areas in which they can improve productivity and better manage work schedules and performance.
Sometimes an office manager will also have to pay attention to expenses and monitor, track, and record these expenses. Often, they will also be presented with a budget that they must adhere to.
Depending on the size of the workplace, they will also have to oversee employees, evaluate performance, assign tasks, improve procedures and protocol, train, and develop. They are also in charge of ensuring that the workplace retains smooth operations which also includes overseeing the janitorial team.
Characteristics of a Strong Office Manager
To be a good office manager, you should possess several of these characteristics:
Work with discretion
Adapt to your surroundings
Be able to communicate
Pay close attention to detail
Adhere to a schedule
Effectively manage time
Develop good problem-solving skills
Throughout the day, office managers are faced with obstacles and challenges that they must overcome; even when it veers off their scheduled task list. A good office manager will be able to adapt and still show signs of continued growth, leadership, and the desire to motivate employees, and help grow a successful business.
AN effective and smart office manager is capable of managing employees and coordinating tasks and other administrative duties with confidence and ease. By doing so, they are making sure that everyone is running smoothly and efficiently.
What can you do, though, as an office manager to really stand out? The following are five things you can do to set yourself apart from the rest:
Organization is Key
A good office manager will make sure that everything is maintained and organized which ensures that they are keeping everything under control. By developing your own organizational system and using resources and tools, you can help improve the office workflow and get more accomplished.
A stellar office manager will also spend time with the employees and be up to date on all the specific details they may need to know. Keeping track of birthdays and other small information like this will show that you care about the employees you oversee and will make you stand out from the rest.
Be as Efficient as Possible
Efficiency is a key attribute you must have as a successful office manager. Make it look easy and uncomplicated to run the operation, show that you can do it almost effortlessly, and find new ways to be resourceful and savvy and you are well on your way to standing up and promoting yourself as credible, reliable, and experienced.
Never Stop Learning
Office managers should take every opportunity to learn something new or update old information they may have to make sure they are doing everything they possibly can to ensure that operations are running smoothly. Develop knowledge about the industry you are in and continue to build on that knowledge.
Finally, to stand out as an office manager, it is important that you take the time to cultivate culture in the workplace. Make sure that the satisfaction level of the employees is high, ensure that engagement is always on the rise, and provide different opportunities to praise them for a job well done and use their strengths in their favor.
Standing out as an office manager is as easy as knowing how to efficiently run the office while setting aside the time to get to know the employees. Provide positive and constructive feedback and reward and praise them when they are successful.