DISORGANIZATION IN AN OFFICE leads to inefficiency and is typically indicative of poor management. There are a number of ways, however, through which one can organize his or her office like a successful manager would. The first step entails establishing a routine in the office and sticking to it. Establishing routines ensures that operations in an office run smoothly. The individual may establish a routine for various aspects of office operations. For starters, routine procedures for handling paperwork should be put in place.
Filing is a huge part of handling paperwork; paperwork coming into the office should be carefully filed. This enables an individual to retrieve information quickly once he or she needs it. In addition to paperwork, it is also imperative to create a routine for office systems. This way, in the event of a system crash, individuals know how and where to get help instead of trying to fix the systems by themselves. Secondly, one should set responsibilities for every person; while “everyone does whatever I tell them” might work for a very small operation, if you have more than three people working for you, you really need to set responsibilities. This not only promotes efficiency, but can also serve as a motivational tool as people typically like doing something that they know is all theirs. Good office management practices dictates that an employee should be aware of his or her responsibilities. The delineation of responsibilities leads to efficiency. In case something goes wrong, individuals in the office know where to turn.
Record keeping is another aspect of good office management. Moreover, the records should be updated regularly. Many times, individuals may want to retrieve information from old files. This process becomes hectic if the person does not know from where he or she can get information. By keeping and updating records, efficiency in office operations is naturally improved. A lot of time that could have been spent retrieving information is saved. The office should also have ample space to walk around. In addition, equipment and furniture in the office should be properly arranged and not crammed or strewn everywhere. This enhances safety and efficiency in the office.
Communication in an office setting is critical. An individual should have good communication skills. You should be able to communicate with your staff in various levels of management and should also be friendly to your employees. It is important to be aware of employee needs. This makes the employees feel that their concerns are addressed while making decisions. This also creates a strong bond between you and your staff. The ability to multitask is a hallmark feature of a successful office manager. The office entails many tasks; it is imperative for the individual to be able to carry out tasks concurrently.
In many instances, crises may arise in the office. Knowing how to tactfully defuse a crisis is vital. In this scenario, a good office manager should have good listening and judgment skills. This enables the person to single out the employee or employees responsible for the crisis and alleviate the crisis at the source. The person should also be able to put measures in place to ensure that such a crisis does not arise again. Lastly, it is important for you, as a manager, to have strong organizational skills. By setting an example and upholding organization in the office, tasks are carried out quickly and efficiently. Moreover, organization also goes a long way in boosting productivity of workers.