How to run an efficient office

How to run an efficient office

In today’s fast-paced and do-more-with-less world that we live in, having as many areas of our lives run efficiently as we can will definitely help keep the stress levels down.  One of those areas is keeping the office running efficiently.  Whether you work in a medical office, a manufacturing facility, a software development company, a not-for-profit or any number of small to large offices, making sure each of an office’s moving parts function smoothly is priority #1.  An efficiently run office is never noticed when it works, but it certainly stands out when it doesn’t.

The office is typically not there just to be there. It is not a life form of its own. It did not just evolve one day and it exists to support a business that is there to provide a service and to earn money.

Typically, the person(s) who are responsible for keeping the office running are also supporting other parts of the organization.  In some cases, the remainder of the people in the office couldn’t care less about how the office is run as they are working to sustain the purpose of the business.  But those same people who couldn’t care less will certainly let you know when their “office” is not working for them

It can be a difficult task to keep a number of different personalities happy under one office roof and keep your office running like a well-oiled machine. The key is simplicity!

  1. Be organized.  Your organizational style has to work for you and others in your office.  Have one centralized location for office stuff such as files, supplies, recycles and re-orders.  Keep it simple.
  2. Communicate.  Make sure others know where to go to get what they need and how to get more.  Remember—people come and go in an office. Make sure the new person knows how the office operates.  A one-page guide should be all you need.  Keep it simple.
  3. Feng shui.  Make sure that your office environment and the humans in it work harmoniously.  For example, is the spare copy paper located near the copier?  Is the recycle bin on the opposite end of the building down the dark corridor?  Are the cube/office layouts efficient? It’s all about how the environment helps office productivity.  Keep it simple.
  4. Technology.  Does your office technology help or hinder your ability to run your office efficiently?  Are all the software patches installed?  Do you have anti-virus software?  Do your printers use the same toner or ink cartridges to make ordering/stocking easier?  Do people have access to centralized electronic materials?  Is your electronic document filing as organized as your paper filing? Make sure you have a tech checklist to make sure that your electronics and their peripherals are all in good working order.  Did I mention to keep it simple?
  5. Time.  Make sure that there is time carved out of each day or week to keep the office processes clean and working—just like the machines in a manufacturing facility.  Dedicate a small amount of time to each of the ideas above, looking for ways to improve, inform or gather insight from others on how things are operating.

And remember—that is why we at Quill.com are here, because a small part of your job is 100% of ours!

Subscribe to Café Quill and follow us on social media for more tips on how to make your work day as productive as possible.