how to organize office

Effective Organizational skills for Office Managers

how to organize office

If you manage an office, you also have to manage your own work using proper organizational skills as well as the effective productivity and total output of the rest of the employees and over all functions of the office. Even for the most experienced office managers, this can be difficult, especially in the middle of those hectic days when you feel like you are putting out fires at every turn.

Here’s a few simple techniques that will give you a better chance to breathe easier during these moments. Use these office management suggestions to be more organized and effective with everything you do:

1. Email Management

Clean up your email! It’s not fun and you’re likely to hate it at first. But It won’t be surprising if you find it a little more enjoyable before too long. Set aside a little time to organize and set up your inbox for success. Use the provided labels to enable easy sorting of messages. If you signed up for random info or giveaways on different websites, then unsubscribe from any and all mass emails you might be expecting to receive. Now delete all old emails that you feel are junk. Once you finish organizing, it’s easy to maintain your inbox clean and, more importantly, organized and efficient. Now you’re good to go.

2. Workspace Organizing

First, organize your own space before you attempt to organize anything else in the office. It’s a simple thing, but it’s also a powerful thing, especially once you’ve collected and organized your pens, paper clips and papers into  neat organized piles. Take note that you can now easily find things you couldn’t before. Things like spreadsheets or a simple stapler should be much easier to find now when you need it. This will give you more time for attending to more important things. Now organize your desktop as well—make certain each folder such as documents, and photos are clearly defined and stored to avoid any confusion when you need them.

3. Your Second Brain

Every person who works in an office needs some type of reminders every now and then, but at some point they just stop being useful. A survey concerning work place distractions conducted by Udemy which is a global marketplace for learning and teaching online, found that almost 3 of 4 workers (70 percent) admit they get distracted while they’re at work, and 16 percent reported they are almost constantly distracted.

If your desk is wall papered with fluorescent sticky notes, you’ll start ignoring them and eventually you’ll lose track of them and important things you need to do. If your phone rings every few minutes with some new reminder, you’ll soon tune them out and ignore them. The best way to correct this is to use these tools very sparingly. Use sticky notes only when it’s for the most important reminders or daily notes, and then make sure you get rid of them once they’re done. Set just a few reminders on your phone, and the rest of your long-term important responsibilities to your calendar. In limited moderation, they’re much more difficult to ignore.

management skills

4. Highlight your expectations

As much as you may try, it’s not possible for one person to do everything in the office. But by delegating clear responsibilities, deadlines, and goals, this way you’ll be able to monitor each responsibility like you’re doing them yourself. A master calendar of your goals should be shared with the entire office. Hold individual meetings to make certain everyone is on the same track to meet the offices expectations. By properly delegating work assignments and making certain everyone is on task, complicated assignments will become easier to plan and ultimately accomplish.

5. Communication is key

The key to effective office manager organization in any work place is good communication in all forms. Make sure all employees have easy access to your contact info, whether you provide them with your newly cleaned out and organized email, or perhaps a private internet chat, or even just talking face-to-face in your office. Communicate clearly with everyone either individually or all together at a team meeting. Make them aware how best to reach you different times during the day. You will not always be able to help them with every little thing they might need immediately, narrowing down this process will end with a more structured and much more effective communication down line. Doing this effectively will change the tone of a workplace.

6. Standardize your day

It is a fact that no two work days are exactly the same for office managers, but a large part of your office organization is properly learning to make your days as uniform as you can. Delegate the same time every day for specific tasks, like 15 minutes for checking emails, 30 minutes for meetings, or set aside several hours for larger projects. Eat your lunch and make sure to take breaks approximately the same time every day. The main goal is to focus on the right things at the right times. This will greatly improve your offices time management and will better prepare you to accomplish the work ahead.

7. Analyzing the office

This may be the most difficult office management responsibility to master, but the benefits of doing it properly can make or break the way your office operates. Take a long look at every aspect of the office work environment, from lunch breaks to meetings to methods of communication. When finished ask yourself: What can be done better or improved? Perhaps there are four teams on a certain project when there could easily just be three. Perhaps  meetings are being set up at an inconvenient time that distracts workflow. Make the change, no matter how small, and watch your office’s productivity become more organized and efficient.

8. A clean office is a productive office

You should stay focused on your office and your business and leave the cleaning and sanitizing to the professionals. 

Sanitizing PROS standardizes the cleaning process in terms of the prevention of cross-contamination, they’ve developed and refined a Color Chart for their Cleaning Services.   They assign particular colors for designated cleaning areas where certain risks are common. These colors are transferred as color coding onto all cleaning equipment and the products which are to be used specifically in these areas and only in these areas. This identifies and sets apart these cleaning items to help prevent the transfer of bacteria through cross contamination to other areas.  As one can imagine, the need for color coding is particularly important in medical and other healthcare areas to promote thorough hygiene standards, but considering the worldwide health concern with COVID 19, this system has become important in all areas and industries.

Sanitizing PROS will provide a clean you can’t miss, and a health and safety level you can feel. With a strong focus on education and support.

 

Improve your office’s productivity:

 

1. Email Management

2. Workspace Organizing

3. Your Second Brain

4. Highlight your expectations

5. Communication is key

6. Standardize your day

7. Analyzing the office

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Sanitizing PROS  is a family owned, upgraded provider of commercial office cleaning services.

Formerly Perm a Care Janitorial Services ~ Since 1961.

 

We are obsessed with health and cleanliness, and we offer the lowest prices on office cleaning, disinfection & sanitizing services. We also offer facility maintenanceday porter servicesfloor carecommercial carpet cleaning services and tenant move out cleaning.

Sanitizing PROS serves retail businessescommercial offices and office buildingseducationhealth care, condominiums as well as Government Contracts.