As an office manager, you are tasked daily with many jobs that require a fair amount of your attention and dedication to ensure that the business runs smoothly and seamlessly. You are also tasked with overseeing employees and making sure that their work is also being completed properly and in the appropriate timeframes.
Having all this responsibility on your shoulders leaves very little time to pay any attention to the smaller details of office life, such as the cleaning and housekeeping of the work environment. This is where outsourcing janitorial services for the office may be more beneficial than you think.
It is a Cost-Effective Solution
Outsourcing janitorial services is a cost-effective solution for a business because you do not have to hire or train other employees to do this work which also means that you save on benefits. The outsourced company provides the people to clean without hurting the bottom line of the business.
Significant Changes in the Cleanliness of the Business
When the cleaning and janitorial services are outsourced, you will also see a significant improvement when it comes to the overall cleanliness you see in the space. A cleaning company dedicates their time to these important housekeeping tasks that other employees may do hurriedly due to lack of time.
Eliminate Other Issues
Not having to rely on your employees to complete the janitorial tasks also means that you can successfully eliminate a variety of other issues that may arise. Having to shift the focus of the employees work to complete cleaning tasks may take their focus off what needs to be done.
Doing so may also lead to rushed and poor cleaning and maintenance jobs being done on the property which can potentially lead to sickness or other workplace hazards and injury.
Find a Reliable Company
Outsourcing these services is in the best interest for the business and can drastically free up your time to place more focus and emphasis on the overall goals of the company, rather than making sure that the environment is clean and orderly.
As an office manager, it is important that you keep up to date on all the latest trends and news revolving around the office circuit. Among these trends are technology trends that are quickly sweeping through the office and establishing a big presence.
A big part of the growth of a company is the tech that is employed in the office environment. Having the right tech in place can make all the difference when it comes to boosting productivity, efficiency, and even morale in the office.
The Benefit of Flexibility
Flexible working is also beginning to become important in the workplace, especially when it comes to employee morale and productivity. Cloud-based technology offers the flexibility and convenience that an office manager and the employees need to easily collaborate on a document or project at any time.
Data and Automation
Including some data and automation in the business plan can help take the pressure off having to do the smaller tasks, so the focus isn’t lost on the bigger picture. While some feel that automation is taking the human interaction out of the business experience, it is a good way to improve productivity by passing off the smaller and more medial tasks.
Creating Smarter Physical Spaces
With all the current emphasis on tech in the workplace; we should not overlook the physical spaces in which we spend the majority of our workday. Living walls are a techy way to incorporate a bit of freshness and nature into the workplace to improve overall employee satisfaction.
Living walls are self-sufficient vertical gardens that are attached to the wall. They allow the workplace to incorporate a little bit of beauty and inspiration to transform the space and create a more relaxing and stress-free environment to help boost productivity and morale.
Advances in Software
Finally, many advances are being made to the software that businesses use in the workplace. Data capture and analytics are becoming more and more important to a business and business management systems are being created and evolving to help with this facet of the company to make the office run smoothly.
Trending technology in the workplace is always changing and evolving to compensate for the current needs of a business and tech is an essential component to the success of the business as well as ensuring a good and unobstructed flow in productivity within the workplace.
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.