There are all sorts of businesses in the United States. Some organizations sell goods while others offer services. Regardless of what it is that the company does, the management team must have set policies to ensure that things go according to plan. Not all of the strategies are alike, and what works well for one place might not do the same for the next. So, there are likely to be plenty of trial and error instances. Doing nothing will be a recipe for disaster with consequences such as…
• Losing Contracts
• Declining Sales
• Not Attracting Top-Tier Talent
• The Company Shutting Its Doors For Good
Therefore, it is of the utmost importance for office managers to think outside of the box to keep the operation running smoothly. Today’s workplaces are more fast-paced and complex than ever before. So, organizations have to adapt accordingly to stay at the top of the food chain. Continue reading to learn about some best practices that can prove to be beneficial for all companies.
Worthwhile Strategies For Any Workplace
• Train More Than One Employee For A Particular Job
Putting too much on the shoulder’s of a single worker is a problem for the person in itself. They can become stressed out and overwhelmed by the workload, which can lead to illnesses and the person having to take days off from the office. Employee health and well-being should always be a primary topic of concern for the business. However, other problems can arise from others not being trained to do the job too.
If nobody is familiar with the tasks, everything in that department will come to a screeching halt when the professional takes a vacation or a personal day. Putting an untrained person in the position and expecting them to fill the person’s shoes is like throwing them to the wolves. In turn, they will seek opportunities elsewhere, and word will quickly begin to spread about the office manager’s antics. Earning a bad reputation won’t do the human resources department any favors as it will become difficult to find high-quality candidates for the company’s positions.
• Have A Clearly Defined Anti-Harassment Policy
Harassment can come in a variety of different ways, shapes, and sizes, but none of them are appropriate workplace behaviors. Therefore, it is critical to have a strict no-tolerance policy in place. Just having the document is not enough though. The office manager must also adhere to the rules themselves as well as enforce them with other employees. Leaving things to chance is not much of a plan and opens the door for lawsuits.
Everyone deserves to have a safe, professional workplace environment. So, add best practices like these to your routine and give them what they want. After all, happy employees equal a pleasant facility, which makes the office manager’s life easier.
Being an effective leader is no easy task, and it can be both challenging and tricky. However, assisting and guiding the actions of other employees can also feel satisfying and rewarding for an office manager. The sky is the limit for the company’s productivity and profitability when everyone is on the same page. In turn, if all of the cogs are turning like a well-oiled machine, the supervisor and workers will prosper in seeing pay raises, bonuses, and more.
Of course, things can go in the opposite direction too. If an office manager fails to keep the employees motivated, things will get out of control in a hurry. It is likely that the artisans will spend more time horsing around than doing the jobs that they get paid to do. When folks are spending a little too much time around the water cooler cracking jokes, tasks don’t get done, and instead of seeing pay raises, workers can become disciplined. It is even possible for the punishment to be harsh with the office manager and employees receiving pink slips. Read further to learn about skills that you should develop to keep incidents like these at bay.
Without Further Delay, Abilities Every Office Manager Needs To Sharpen
• Active Listening
It is easy for words to go in one ear and out the other in today’s fast-paced workplace. After all, projects are continually moving forward, and problems are constantly arising. Active listening can assist the leader in discovering the underlying meanings within employee statements. It is also useful in identifying a person’s tone or mood. In many cases, by hearing these aspects, the office manager can smooth over critical situations and prevent conflicts from happening.
• Communication Skills
Regardless of what industry a person is in, they will need to communicate with other people at some point, both in written form and verbally. The office manager must be able to do so effectively whether the individuals they are corresponding with are patrons or employees. Plus, managers should hone these skills as they will have to use them while performing other necessary duties. Getting frazzled is entirely out of the question as leaders must always be on top of their game. They need to remain professional, courteous, and respectful while getting their point across.
• Organizational Skills
Things can get out of control in the blink of an eye when the office manager is unorganized. Active listening and communication skills will only get a person so far, especially if the workplace is continuously in a chaotic state. Failing to get organized equals bad news for everyone. Mistakes become made, deadlines are missed, and appointments have to be rescheduled. So, do the company a favor and start learning how to juggle all of your vital tasks today.
Whether you are a veteran or are new to office management, you may still find that you often search for the advice and expertise from others in your field. To be a great office manager, it is important to have insight into every possible aspect of the company you are working for. This includes knowing information about your colleagues, learning about the culture of the company, and even the office emergency plan.
The following are a few ways you can gain a bit more insight into the office, so you can excel at what you do and find areas you can improve upon:
Do You Know Your Office?
When you are an office manager, your responsibility lies in the entire office and the day to day operations. Therefore, you need to develop a strong knowledge of the layout of the office and understand how things should and shouldn’t be done.
It is up to you to notice the smaller things that may be easily overlooked by someone else. Are deadlines being met? Are the shared facilities within the office such as the washrooms and breakrooms being cleaned on a regular basis? These are all things you need to stay on top of.
What can you do? Dedicate some time at the beginning of each day to walk around the office and take note of things that need to be done and things that have been done well. Don’t let yourself get bogged down by paperwork or phone calls. Gaining insight from this perspective as an office manager is important.
Communication is key in an office environment, and this is of significant importance for an office manager. You want to stay on the same page as your coworkers and make it an environment in which they can express their concerns or questions freely.
It needs to be an accessible and safe environment for everyone and to do this you need to set aside the time to talk to the employees and discuss any issues that may need problem-solving or improvements.
You should also remember to praise them for a job well done when they meet and exceed your expectations. Being able to have this open communication as an office manager is vital to your position, and this insight can be passed onto the higher-ups in the company, so decisions and changes can be made when needed.
Finally, having this kind of workplace insight can help create better relationships between yourself and the employees, and it gives you the tools you need to get the job done the right way.
When the company sees that you can make decisions and handle the office, you are effectively building trust and showing that you have the insight you need to be successful.
When it comes to the cleanliness of an office environment, many people will just leave it up to the company they hire to come in and clean and they rarely ever stop and really consider what would be best. When it comes to a common workplace janitorial debate, we are seeing both sides to the different cleaning methods, and we are trying to find out which is best.
This is the fight between the auto scrubber and the mop bucket.
When you hire a cleaning company to come in and clean the office, depending on the square footage they have to cover, it could take hours to make sure every inch of the space is clean and ready to go. With that being said, sometimes it means having to find better and more efficient and faster ways of doing things, and this is where the fight starts.
The Auto Scrubber
An auto scrubber is a machine commonly used in office spaces because when it is used, there are many advantages including:
• The floors dry relatively quickly which can drastically cut down on the risk of slip and falls within the workplace
• It provides powerful and even floor scrubbing for optimal cleanliness
• Increases cleaning productivity and shortens cleaning duration
• The water remains clean, and there is no risk of cross contamination
The Classic Mop and Bucket
Then we come to an old classic- the mop and bucket. These two tools are a timeless pair and have proven time and time again to be versatile. They can reach small and harder to reach areas that a floor scrubber couldn’t reach such as under desks, behind the toilets, and can even clean the walls.
Additionally, you can find the following advantages as well:
• You do not need an electrical outlet or any other power source. All you need is a little muscle power
• A mop and bucket take up minimal space when stored and can be whipped out quickly in an emergency
• They are very affordable
What’s the Verdict?
If you have a lot of space to cover and little time to do so, then an auto scrubber is a great tool to have at your disposal. However, it is also a good idea to have access to a mop and bucket for those quick cleanups in between the times the cleaning company comes in for a deeper cleaning. Therefore, in our book, both are must-have essentials for any office environment.
Many businesses from larger corporations to smaller startups all understand the importance of innovation in the workplace. Innovation breeds a creative and collaborative environment which can lead to the continued growth and success of a business.
To be a workplace innovator, you need to find the right talent, the right formula, and the right setting to continuously foster creativity and communication and keep the company moving toward a successful future.
Be Relaxed and Flexible
Being a workplace innovator means you need to be relaxed and flexible in the work environment and by doing so you can effectively boost the productivity levels of your team. You want your employees to come into work happy and ready for the day, and an encouraging environment can go a long way in doing this.
Hiring With the Company Vision in Mind
When you set out to hire new talent, it is important that you employ people who share the vision of the company. People that understand the importance of working together to reach their goals. However, you should also make sure you have a good mix of perspectives and opinions as well, and this can certainly help the workplace innovation spread.
In order to do a good job and really want to see the company do well, you have to have a passion for what it is you are doing. If you are excited to go to work every day, then you are more apt to give it your all and do what you need to do to benefit the company. If you are passionate and driven, you are much easier to work with, and you can all work toward the same goals together.
Finally, a workplace innovator is continuously encouraging diversity within the workplace by putting together teams that all have different backgrounds, different passions, and different talents so they can all come together and approach problem-solving in incredibly new and creative ways. Out of the box ideas come forth easier when there is a diverse mix of people and talent ready to showcase their individuality.
Several places in an office environment could be harboring germs and bacteria, and when they go unnoticed and unmanaged, they can quickly spread and cause sickness and health issues which can ultimately affect the company’s bottom line. So, where do these pesky germs like to hide out in the office? And what can we do to evict them?
Most offices have a lounge or breakroom that employees can utilize in their free time when they take their lunch breaks or coffee breaks. But how often is this shared location actually getting clean? And if it is getting cleaned, is it getting the proper cleaning time it needs to kill bacteria and germs effectively?
The microwave handle is often overlooked. This one small appliance may have several different hands touching it multiple times per day, and you can’t honestly sit there and say you clean the handle every single time you go to use the microwave.
Always clean your hands after you use the microwave and before you dig into your food. It has been found that more than 48% of microwave door handles contained high amounts of germs. The same applies to any other surface in the breakroom such as the sink faucet, the coffeemaker, and the refrigerator handles.
Another often overlooked germ catcher in the office are our office keyboards. They are used for hours on end, day in and day out. How often do you get in there and really clean and disinfect your keyboard? Keyboards need to be cleaned regularly, and this is especially true if they are shared among coworkers. Contamination can be found on almost every keyboard when it is not routinely cleaned.
If your office has a water cooler, then you already know how convenient it is to have unlimited access to cool and clean drinking water during working hours. But next time you get up from your desk to grab a quick cup of water, you should consider washing your hands thoroughly. People often overlook cleaning the water cooler and the small buttons, so germs find this a great place to thrive and spread bacteria.
Now that you can see just how unsanitary different areas in the office can be, what are you going to do about it? Our advice? Wash your hands often, carry around a small bottle of hand sanitizer, clean your desk on a weekly basis, and make sure all surfaces in the office are getting properly cleaned and maintained.
If you find that there are just not enough hours in the workday to accomplish all you have to do plus pay careful attention to cleaning matters, you can always hire a commercial cleaning company to come in and do the dirty work for you!