Managing and running an office means having the right priorities. It’s very easy to allow disorganization and stress to get in the way of daily tasks, and that can have an effect on your potential profit-making. The answer is simply a better structure for office management. If you spend more time looking for documents than you do writing them, then you’re probably already aware of just how quickly even the easiest task can become a headache due to inefficiency. Tackle that concern with some basic steps that will maximize your efficiency and ensure that your office is as productive as possible at all times. Here are the key areas that you should be looking at.
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1. The Assessment and Overhaul stage
If your office is more chaotic than you’d prefer, then you probably already know that something needs to change. Always start with an assessment of your current system. This will give you a greater idea of where tasks can be re-delegated and your entire office can improve quickly with the right streamlining mentality. Look too at your office furniture. A cluttered environment filled with unnecessary printers, unused desk space, or outdated filing cabinets, leads to wasted space and wasted time. Both of these can be easily tackled by having an office purge of everything that’s unnecessary. Look at technology solutions to replace those outdated cabinets and servers, and you’ll have a much clearer pathway to improved efficiency.
2. Use Energy Efficient Products
Try to cut energy costs as much as possible. The more you save in energy spending, the better you will be able to manage your office operations. With an increasing demand for green living, manufacturers have created some great energy-efficient products that promote long-term savings for offices.
A new series of reflective roof shingles, known as cool roofs, will reflect sun and heat away from your home or business. These energy-efficient roof shingles can lower the temperature on your roof by as much as 100 degrees F. On hot summer days, reflective roof shingles keep your home or business cooler in the summer and significantly reduce your air conditioning costs. Cool roof shingles are Energy Star rated and create stylish architectural features and long-term savings for your property.
Windows and Doors
According to studies by the U.S. Department of Energy, Energy Star rated windows and doors can reduce your property’s energy bills by as much as 35% every year. Energy-efficient windows and doors will conserve energy and maintain even indoor temperatures throughout your home or office. Glass will stay warmer and prevent air leaks or drafts from outside. Energy-efficient glass will also cut glare and reduce fading to interior furnishings, fabrics, wood floors and carpets by 75 percent.
Programmable thermostats allow you to program interior temperatures in your home or office to fit your schedule. You can program the thermostat to automatically reduce temperatures when you’re sleeping or away to conserve energy. Smart thermostats can be remotely controlled from any computer, tablet or smartphone with ease. If you have an old thermostat, replacing it with an energy-efficient smart thermostat will give you long-term energy savings.
Innovative smart security systems promote added security with the simple touch of a button. They let you remotely arm or disarm your security system from any location with the use of a computer, tablet or smartphone. You can program indoor and outdoor lights to turn on at dusk and turn off at dawn. Some systems, like Dropcam, let you see who’s at your door, talk to family or employees, and monitor activity in your home or office. You can also receive email alerts if the alarm system goes off.
Many appliances such as refrigerators, stoves, microwaves, coffee makers, dishwashers, and washers and dryers are now equipped with innovative smart technology. You can easily start and stop appliances, program cooking times, and send messages and alerts to your appliances from any computer, tablet or smartphone.
3. Optimize your security
If you want an efficient workspace, then it needs to be safe from threat. That means you need to protect your business both online and offline. While much has been written about the reasons and methods for better internet security in the age of cybercriminals, much less attention is paid to your physical premises. Your office space is as vulnerable to threats as your online data, and having burglar alarms will go a long way to making your office more secure. Invest in security cameras as well, and not only will your premises be safer, your insurance rates will also be lowered, giving you more budget for more intensive security measures.
4. Use a schedule
There can be a lot of tedious and repetitive work in every office, and those tasks are often the first to be put off. Unfortunately, those tasks are always the ones that will come back to haunt you if they are not managed in a timely manner, so it’s vital that you schedule them into your diary. Having those tasks as a diary commitment will make them much easier to tackle as they arise, rather than procrastinating until they become a serious problem. Spend a part of every day doing the more monotonous of scheduled tasks and your efficiency levels will be vastly improved.
Making the change from an office of chaos to an office of efficiency is a constant task, but the quicker you tackle any issues, the faster you will see the results. Once you start applying efficiency strategies to your business, you open yourself up to more productivity, better customer service, and improved profit margins.