How to run a better office
Managing a modern office can be demanding. It requires some sensible and well-considered strategies to deal with people, resources, time, and paper. Depending on the size of your organisation and your administrative style, your office and its adjuncts can act as Mission Control, or the Fortress of Solitude, or something in between. Over time, it will become what you make it. Meanwhile, here are some suggestions to start you thinking about running a better office...
1. Consider the premises.
It may not be possible to improve your existing office arrangement, but it's amazing how often people are prepared to accept an unsatisfactory layout just because they're used to it. Life is already filled with an ample supply of distractions and discomforts—so why make life in your office more difficult than it needs to be?
Take a look at your office. The office area should be efficient, neat, attractively arranged, and business-like. The work environment should be well-lit, equipped with appropriate furniture, and easily accessible in terms of visitors and work flow. Are phones, equipment, files and materials conveniently placed? Do you have adequate privacy? Has all unwanted furniture or dated equipment been removed? Have you added some greenery and art?
And pay special attention to the reception area: it must be welcoming, comfortable and informative; after all, it is the first port of call for customers, clients, and suppliers. Be imaginative with decor and setting.
2. Provide the appropriate equipment.
Research has shown that communication consumes over 70 per cent of a manager's time - phone calls, visitors, conferences, correspondence, writing, meetings, in- and out-trays, and so on.
For starters, then, investigate the communicative tasks that you and your office staff are required to handle; determine if you have the appropriate tools to carry out these functions efficiently. Focus for example on technology - phones (multi-feature units, conference, cellular), answering machines, computers, ancillary equipment, appropriate software, photocopiers, facsimile machines, modems, intercoms, electronic mail, pagers, security systems. And check out also the many valuable and often inexpensive administrative aids now available - multi-purpose diaries, visual wall planners, modern filing, clients, and suppliers. Be imaginative with decor and setting. software programs, pocket and digital diaries, to-do lists, and so on. Is your office equipment ready to carry you into the twenty-first century, or are you more appropriately equipped for the 1980s?
3. Focus on your office staff.
If you're lucky enough to have a personal assistant and other support staff, ensure that each has helped compile a clear list of responsibilities relating to mail, telephone, paperwork, appointments, visitors, filing, office organisation, human relations, typing, accounting, confidentiality, and so on. How can you help your assistant make better use of time - by providing training? by improving conditions? by altering work schedules? How can your assistant become even more effective?
Remember too that, for many people, their first impression of your organisation is the one formed when first greeted by office staff. When did you last discuss with your office personnel the importance of this up-front role - their appearance, and their manner and attitude in responding to public, customers, clients, and suppliers.
