Having a positive image and maintaining a good first impression are both important and high on the list of priorities for any office and office manager. Therefore, organizing the office to maintain this cleaner office image is vital to everyone’s continued success.
So, what can you do as an office manager to clean up the image of your office? Read on for a few helpful tips and tricks to do just that.
Start from Scratch
As an office manager, you have probably tried time and time again to declutter your workspace and clean up the office. If you find yourself attempting to do this for the hundredth time, then it may be a good idea to just start from scratch.
Completely clean out the workspace and then carefully decide what items you need and what items you can do without because they did nothing other than clutter the space. Doing so allows you to take some time to carefully consider each component in the workspace.
Create a Good Flow and Balance
When reintroducing items to your workplace, you will want to make sure that you are able to achieve good flow and balance. This means that you will want the items you use most often to be closer in reach, and items that you only use on occasion may be better suited a little further away.
Clean up the Cables
The last thing you want to see after organizing and decluttering a workspace is the jungle of cables twisting and winding their way around the desk. You can find clever ways to hide and clean up the cables such as running them down the length of the desk’s legs and securing them with ties. It gets them out of eye’s view and creates a much cleaner image.
Make Sure Everything Has a Place
Finally, make sure that everything in the space has its own place and purpose. Doing so will make it a lot easier to keep it clean and organized and will make you think twice before introducing something to the space that doesn’t have a home to go to at the end of the workday.
Following these easy and fool proof tips and tricks can help you create a more organized workspace which will then translate into a cleaner office image.
When people think of cleaning and maintaining the workplace, they may forget that along with the surfaces and floors; there are other areas some attention needs to be placed such as the equipment that is being used on a regular basis.
However, some care must be exercised when cleaning and maintaining the more sensitive equipment that can typically be found in a workplace environment.
Cleaning and Maintaining Workspace and Computer
One of the most used pieces of equipment in an office environment is typically a computer or laptop. To ensure cleanliness and avoid sickness, it is important to clean and wipe down the computer daily to rid the surface of dust, germs, and other debris that may settle.
Cleaning out the dust is also essential to ensuring that your computer or laptop continues to work as it should. Too much dust accumulation can cause the equipment to break.
An anti-static duster is an efficient tool to use to clean the computer. These wipes make it extremely quick and easy to give your computer a good wipe down each morning before work and each evening before leaving.
De-Germ the Phone
Next to the computer, the phone is also the most used piece of equipment in the office. Have you ever stopped to think about how many times it is used each day and how many people may be touching it?
To keep your phone clean, you can use a cotton swab that has been dipped in rubbing alcohol, and you can swab around the buttons, mouthpiece, and receiver to eliminate any germs. You can also use microfiber cloths with a disinfectant to wipe everything down and help prevent spreading any workplace illness.
Cleaning the Office Kitchen
The office kitchen or breakroom is also a space that should never be overlooked; especially the coffee machine. The coffee machine is often used and should always be cleaned and maintained. Everything should be wiped down and disinfected daily including the refrigerator, counters, microwave and anything else that is shared among the employees.
Cleaning Other Areas of the Office
Other sensitive equipment not to overlook include the fax machine, printers, copiers, and anything else people use and touch on a regular basis. If you have a cleaning company, you should make sure that they are wiping down these pieces of equipment daily to remove any dirt, grime, or germs.
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.