Running a business is hard work at the best of times, let alone when we are beset by little issues in the office which – with a bit of planning and forethought – could have been avoided.
Here’s our guide to keeping your office running smoothly, to save you time and make the best use of your resources.
1. Make sure you have the right equipment
A simple thing like having the right stationery and enough of it could make all the difference to how well an office runs. If you’re on an important call, there’s nothing more frustrating than having to search around for a pen or piece of paper to write on. Putting someone in charge of stationery stock management is a great step towards running a well-oiled office machine.
2. Write an office schedule
Often, the same events take place week in and week out. So, keep a weekly schedule of these – for example, diarise when deliveries are made, when timesheets need to be completed by, or which invoices need to be logged. This prevents mistakes happening and tasks being forgotten. Weekly schedules can also help staff to stay on target and work more efficiently.
3. Use a staff calendar
Ensure that everyone knows where they should be and when. Use an online calendar that all staff members can access to input holidays, meetings, and anything else that could cause issues further down the line. This way, if a call comes in for a particular member of staff, the caller can be told exactly when they’ll be back in and available.
4. Keep databases of everything
From current client lists, past clients and suppliers, to who deals with your telephones – commit all this information to data.
You might use an office management system, or simple spreadsheets. Either way, this will make it quick and easy for staff to find what they are looking for. They won’t need to bother colleagues, and interrupt them by asking questions, and your company won’t run into problems when the one person who knows a piece of information is off sick.
5. Manage your space effectively
If the printer is used by all staff on a regular basis, then don’t leave it miles away, along a corridor. Put it near to hand, so team members don’t waste time walking up and down. Take a time and motion approach to running your office.
6. Keep a tidy office
You will know the saying ‘a tidy home is a tidy mind’? The same applies to an office. Keep your office space tidy and encourage your team to keep their desks clear. Not only does this mean the space is easier to walk around, but it also sets the right tone for the business and for the working day ahead.
7. Provide snacks!
One sure way to keep peace, harmony and a smooth-running office is to provide treats for your team. These don’t have to be unhealthy. Why not have an office fruit bowl, and let everyone help themselves? That way, when the afternoon dip comes around, and people begin to flag, they can reach for a healthy pick-me-up and get going again.
Conclusion
Whether you have your own premises, or whether you are based in serviced offices – like those run by Rombourne in Bristol, Cardiff, Newport and Swindon – following these simple tips should help your business run more smoothly and more productively.
And if you are thinking of relocating and want to look at fantastic and well-run serviced offices, please get in touch with the team to find out more.
