Behind every productive office and team of motivated staff, you will usually find an efficiently run office. When things run like clockwork, it makes it far easier to get things done and can also make the office a more enjoyable place to work.
If your office is in disarray or you feel that there is room for improvement, then you will be glad to know that there are several things you can do to make it better. With some forethought and a bit of effort, you can go from chaotic to efficient without too much trouble.
Here are 8 things every office needs to run efficiently.
1. Keep your office clean
You may be surprised at just how important cleanliness is in terms of efficiency. If the place looks unkempt or is not clean, it can change the whole office dynamic. Staff won’t feel comfortable if expected to work in a pigsty, and productivity could start to slide.
Have cleaners visit daily to vacuum, dust, and clear away any rubbish. Make sure any food preparation areas are also kept clean, tidy, and hygienic.
2. Reliable suppliers
Office efficiency can also be heavily reliant on choosing the right third-party companies to supply you with goods and services. If, for instance, you regularly need documents or goods delivered within tight timescales, you need a courier business that you can count on. Companies like Florida Couriers, for example, can deal with rush deliveries, tight timescales and are open 24/7 and so are likely to help improve efficiency rather than hinder it.
Good working relationships with a range of essential suppliers that won’t let you down could help you see a marked improvement in how well your office functions. If you feel any of your suppliers are not providing as good a service as you would expect, look around for other companies that can offer you a better one for the same cost. There are several cleaning companies that provides professional office cleaning services that you can use to keep your office clean always.
3. Adequate space
If your office is not big enough, it can have an extremely negative impact on efficiency. Paperwork can build up, processes can be affected, and staff may feel demotivated and uncomfortable.
If bigger premises aren’t an option, consider office furniture that has extra storage. If you use paper filing systems, consider switching to digital file management instead. Not only could it save vast amounts of space, but it is also better for the environment.
4. Review your processes and procedures
If you have had the same procedures in place for years, it’s worth reviewing them from time to time. It’s also a good idea to ask staff whether they have opinions on changes that could be implemented. Not only might they come up with some good ideas but knowing that their thoughts are being taken on board can also be very motivating for them.
If you do change things around, make sure that all affected staff are aware of it. It will ensure that there are no implementation issues and give you peace of mind that your team know what they are doing.
5. Ongoing Training
Regardless of how good your workforce is, training is always useful and can help to boost efficiency. Training companies usually offer a wide range of different courses and training to suit all levels and abilities, and will generally offer packages to suit a range of budgets. Whether it be a staff member who requires specific industry training or managerial training for a more junior member of staff keen to progress, you should find something to suit.
If you feel that on-the-job training would be more suitable, it can be just as effective. If all personnel are trained to achieve the same end goal, it should work in your favor. The more knowledgeable and fully trained staff are, the more efficient your business is likely to become.
6. Tidy desk policy
As we touched on before, a clean and tidy environment is beneficial for any workplace. Not only does it look better, but it will make the staff feel like they are working in a more professional setting. Document trays come in very handy for loose paperwork and can also help workloads to become more organized. Ask that any documents or other paperwork be put away each evening and that any coffee cups or other crockery be cleared away daily.
Starting each day with a clean desk can make a big impact on efficiency, so it’s worth giving it a go. If you want more ideas on tidy desk policies and how to make them work for your set up, there are many ideas and example templates online.
7. A good atmosphere
It is worth remembering that a hard-working office doesn’t have to be a quiet one. In fact, studies have suggested that staff are more likely to be efficient and productive in a friendly, chatty, and welcoming environment. That is not to say that you should allow employees to spend hours surfing the web or chatting to friends on the phone, but if you currently promote a heads down, no talking policy, you might want to reconsider.
If the work is getting done, let employees converse or have a bit of banter. Rather than being counter-productive, it may work to your advantage.
Appraisals are a great way of giving feedback to staff and, more importantly, getting feedback from them. The information you get can go a long way to increasing efficiency, so an appraisal is a perfect opportunity to do that. Find out whether there are any areas that they feel could be improved and establish whether they feel that the support they receive is adequate. Perhaps they feel they could be doing more than they are or want to be trained in other areas of the business.
Good staff are hard to come by so if you have a team who are eager and willing to take on more responsibility or work harder than they already are, welcome it with open arms. The happier your team is, the more efficient your office will become.