Creating a More Streamlined, Efficient Office

If you have an office, then you are constantly looking for new and creative ways to make doing business a little easier on you and your employees. Granted, nothing will ever replace good old fashioned hard work, however, there are a few things you can do in order to make the office world a little better for all involved.

Clean The Desks.  Make it protocol that by the end of every day, each desk is clean and free of clutter, ready for someone else to use if they need it. You may also want to do monthly office cleanups to get rid of the accumulated mess. You’d be surprised what ends up going out the door. You’d also be surprised at what a clean office does for productivity.

Know Every Schedule. Use a computer program or a whiteboard, but make sure that you know the whereabouts of each employee. This will tell you if they are at lunch, meeting with a client, traveling, or whatever the case may be. You don’t want to waste time looking for someone who isn’t there.

Go Wireless. Wired computer networks are so 90’s. Create an infrastructure that provides for server and e-mail access anywhere in your office.

Share Cell Numbers. This allows your employees to have instant access and communication with their co-workers wherever they are.

Share and Share Alike. Make use of programs that teach people how to use Software efficiently, such as Skype, Webex, GoToMeeting, and other similar products.  Through the use of remote sharing, you never have to wait until everyone’s schedule coordinates with a single location.

Establish Meeting Protocols.  Make sure everyone is familiar with the protocol used to reserve meeting space, as well as the types of meetings that take precedence, and what to do in the event that a meeting is canceled or postponed.  There should also be some smaller spaces that teams or individuals can use on demand.

Provide Electronic Filing Procedures. Electronic filing cuts down on the likelihood for duplicate information. Also, printing facilities should be placed in carefully chosen area to cut down on excessive printing, as well as the noise that always accompanies said printing.

Open A Window. Letting some sunlight in will do wonders for the morale of your troops. Blinds and windows should only be closed when there is no other option, such as during severe weather events.

Encourage A Sense Of Community. You need to build in sometime for your people to be together when the focus is not business.  You can do breakfasts, lunches, happy hours, whatever works. Making time for fun will only serve to increase worker’s enthusiasm and subsequently increase efficiency and production.

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