Running an office or a business means turning your office systems into a well oiled machine. To do otherwise means to lose productivity and thus lose money along the way. As running a business these days means taking every shortcut and advantage that comes along, you cannot afford to be behind the times in any aspect of your management strategy.
If you are not sure what we mean by office systems, or what it would mean to your company to improve them, here is just a sampling of the ways you can improve functions around the office in regards to the way things are run, and in regards to your employees.
With an efficient and smooth office system running, you will be able to find your contact information at the touch of a button, or at the flip of a file. No time should be wasted hunting down misplaced Rolodex cards or running around the office trying to find out who has what information on your clients, customers, or vendors. You will be able to get right back to clients when they need important information, or have a request for your business. You can submit proposals with lightning speed. Keep all of your projects on track, and don’t waste a minute with helter skelter scrambling at the last minute. Finally, you’ll be able to keep a close watch on your advertising campaigns.
All of this is essential to the office manager, and we are sure you agree. In order to maximize these systems, however, you will need to take some steps. This article is about providing those steps to you in an easy to implement manner. The important thing is that you start as soon as possible, as every wasted day doing things the old way is another handful of dollars down the drain, something few businesses can afford.
First Step: Find the Problems
In every twelve step program, the first step is admitting you have a problem. You have done this simply by seeking out this article and reading along. Now you need to pinpoint where those problems lie. It’s not good enough to simply say, “We’d like to be more efficient.” Without a concise description of the problem, there can be no solution. It would be like going to the doctor and just telling him, “Something hurts.” You have to get a little more specific if you want to find the problem.
In order to do this, you need to take a close look at every aspect of your office systems. How quickly are you able to get back to clients when they have a proposal or a request? Could that time be cut in half? How would that affect your bottom line? Take a look at your employees and see if there is any wasted effort or time going into tasks that could be automated or at least made more efficient. Make sure everyone is working the hours they are scheduled to work. If you need help in this area, there is software such as the ATRx Secure Punchin that can ensure each employee can only clock in for themselves. Do this with every aspect of your office until you come up with a healthy, specific list of things to be improved.
Second Step: Weed Out Administrative Time Wasting
A major blockade to the running of a successful business is spending too much time with meaningless administrative tasks. Yes, they need to be done, but is it cutting into the time you could be making sales calls and generating money for the company? The answer is undoubtedly yes, but administrative activities are an unfortunately necessary evil. However, there are many things you can do to make these tasks easier and more automated. Find out what these things are and implement them as soon as possible. There are some things only a human can do, and you should concentrate on those things.
Third Step: Delegate Authority
Many office managers and executives find it a sign of weakness to hand out work to their employees that they could do themselves. Actually, the opposite is true. Your talents are needed in the supervisory field, and that is where they should be put to use. Don’t hesitate to give away your more expendable tasks to those under you. That is, after all, what they’re being paid to do.