No matter what kind of business you run, all offices have similar operational problems. As businesses try to do more with fewer people, chances are that some of the problems on our list will crop up. Here are some tips on how to deal with 20 of the most common problems.
1. Phone calls
Calls might be coming in after hours, on weekends, or when your regular staff is out sick or on vacation. Sign up for a live call answering service so you know all your calls are answered.
2. Phone messages
Have a protocol for what information is required when employees take messages. Once you take a message for an individual who is out, always make sure it reaches him or her.
3. Emails
If you’re buried under emails, consider outsourcing email management to ensure that all important emails are read and dealt with.
4. Email response
Just as with phone messages, remember to respond to all important emails.
5. Organizing regular mail
It’s still important. Don’t neglect it.
6. Overscheduling
Have one person in charge of overseeing meeting schedules to ensure that cross-scheduling and overscheduling doesn’t occur. Share calendars among employees.
7. Paying invoices
Don’t let paying invoices slip through the cracks, no matter how small they are. Have one person be responsible for paying them promptly.
8. Data input
It’s a job that has to be done. Outsource data input to a remote assistant to free up your own staff.
9. Damaged office furniture
Take care of spills and mishaps quickly. Poorly kept furniture puts forth a bad impression.
10. Inadequate office supplies
You should always have adequate supplies on hand. Put one person in charge of ordering on a regular basis.
11. Scheduling paid holidays
Make sure staff has adequate holiday time and that too many people are not gone at the same time.
12. Training days
Schedule periodic training to keep staff current.
13. Greeting visitors
Remember those first impressions are important. Put on a happy face.
14. Company days out
Show your appreciation for employees by scheduling a day out of the office.
15. Travel arrangements
Put one person in charge of all travel arrangements to stay on top of the best deals.
16. Log sick days
Each department manager should keep track of sick days to ensure they don’t get out of hand.
17. First aid
Keep the first aid box in sight and stocked with supplies
18. Interior comfort
Make sure heating and air conditioning systems are maintained properly.
19. Emergency plan
Have an evacuation plan in place in case of fire.
20. Obsolete office layout
Don’t let obsolete office layouts linger. Update as appropriate.
Office Innovations can help you with many different types of office issues. Contact us today for details.
