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News, opinions and updates from the Virtuoso team.

Jan
26

6 Tips For Managing an Office Efficiently

As an Office Manager, it usually falls on you to keep the office running as efficiently as possible. But when you combine a company of people with different personalities, multiple pieces of office equipment and software media, and a never-ending list of distractions, managing an office efficiently can get a little tricky at times. But all this chaos shouldn’t prevent you. In fact, it should be motivation to keep your office in good form!

If you want to manage an office efficiently and develop your management and leadership skills, here are some office management tips to keep things running easily.

Prepare rather than react.

If you take the time to prepare for your day then you are ready for what happens rather than reacting to the situation when you are in it. Planning for the next day can take some of the stress and guesswork out of your daily life and may help you prioritise tasks more efficiently.

Help yourself out

Writing lists for each area that you cover can be a useful way to make the day seem less daunting. We love Todoist, which is a simple and easy tool for list-making and checking off.

https://en.todoist.com/

Having a schedule will help with planning the day and prioritising your to-do’s. You’ll be more aware of deadlines and make sure nothing is missed off. Make sure you schedule in some breaks too.

 

Set up a filing system that works for you

Most filing is digital now but you still need to be on top of what is stored and where. If the online system is baffling, figure out a more suitable method of filing and put it into place. Make sure that others understand the system too so that everyone is filing correctly.

Minimalise interruptions!

As an Office Manager, you will undoubtedly be answering a million questions at once whilst trying to keep on top of your regular tasks. Having a schedule will help organise your time and will actually help minimalise interruptions as you will be best placed to deal with queries at certain times according to your schedule when you can give it your full attention. Make sure that the times when you know will be quietest are used to their advantage. Turn your phone off, close the door, avoid unnecessary distractions.

Ask for feedback

Having a relationship that is based on openness and honesty within the workplace can do wonders for employee efficiency. Ask for feedback from other staff members and more crucially, respond to it with either a discussion or an active change to acknowledge that their feedback has been taken seriously. TinyPulse is an employee engagement platform that gives leaders online tools to measure and improve company culture.

https://www.tinypulse.com/

Delegate.

It’s hard to hand over responsibility when you know (or think) that it might just be quicker for you to do it. But it may well be a waste of your precious time and if you don’t get out of the habit of taking on too much, you’ll burn yourself out. For example, with computer system administration, make sure that one person is responsible for the security of your computer software and keeping track of passwords etc. Using cloud-based systems is an ideal solution for some and we can help by assuming the day-to-day tasks of your operations and delivery, with a strong focus on rigorous IT governance, quality and operational excellence. role.

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Jan
08

How to Successfully Onboard New Employees

It can always be a major challenge finding the right person to fill a newly vacant position. If you’re the person who has to organize the hiring and subsequent onboarding then there’s a lot more to the work than simply offering the lucky candidate the job and clunking them at a desk with a computer.

A mistake many companies make is thinking that as the candidate has proved themselves suitable through an often gruelling interview process, they will be just fine to be thrown into the position and given minimal supervision, as after all, didn’t they just sell themselves on their quick-learning and adaptability? Employers need to remember that it is THEIR role to ensure that the onboarding process is carried out thoroughly, efficiently and with the proper levels of communication with the new employee(s).

We are going to break down the key parts of the onboarding process and the best practices and key things to remember from each.

Employee Onboarding

First Steps: Don’t wait for your employee to start before you begin outboarding! There are many things you can do beforehand to help ease the transition and take some of the stress out of the first day. Create a checklist to ensure all documentation that they are expected to fill in is ready for them, and ensure that their manager or colleague are briefed as to the onboarding process and able to answer any questions the employee may have. Make sure that the new employee’s work area is set up and all technical equipment is working correctly and ready to be logged on with a new user. And lastly, it won't hurt to provide the new employee with any reading material about the company that they can read ahead of time to help familiarise themselves with the history of the company and/or the role.

What your new employee checklist should contain:

  • A review of company policies.
  • An introduction to their team and key colleagues.
  • A tour of office and workspace.
  • A review of general position information.
  • Assistance getting and setting up equipment, including computers.
  • A review of their upcoming schedule.
  • Ensuring that all necessary forms are filled out.
  • A review of work hours.

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.Tech know-how

It can be easy to forget that whilst you and your team may have been using the Super-Mega-CRM-3000 for the last 15 years and are all well versed in its quirks and technical specs, for a newbie it may be completely different to the system they are used to and will take some getting used to. Providing clear and thorough training on using any tools and tech that the role requires will speed up the adjustment process, getting your new employee confidently up and running in no time.

.Don’t forget the social side!

When a new person joins your company, obviously the key essentials in ‘orientation’ will include the legal bits and bobs such as contracts, HR documentation, and equipment or tech handover and finance info. However don’t forget that a happy employee is a good employee, with research proving that happy employees are 12% more productive than unhappy ones.

So to ensure that your new employee starts off as a happy one, ensure that they become oriented in the other important aspects of the company such as its values, culture and people. It is important for new employees to be involved in socializing within the company whilst they are receiving training. This will help them feel comfortable and secure within their new position and company and will help them understand more about the different roles within the business and the people that perform them.


What are the benefits?

It shortens the learning curve. Companies with an effective onboarding process that provide on the job training give new employees a safety net. Starting a new job can be terrifying and as an employee you may find that aspects of the company culture or workload are not quite as you expected. Let alone a new environment, workmates, location… It can really be quite daunting. By providing training for new employees you give them the chance to get to know the company and its workings better and with familiarity comes happiness. And of course, the more training you provide, the quicker the new employee gets up to speed and is confident in his or her new role.

Provides useful feedback

The more training a company does, the quicker and easier it becomes to see how efficient the training program is and thus further refine it. Getting an employee up to speed may take some time in training that the company may feel it doesn’t have enough of, but without feedback the employee can become disengaged and that’s a bad place to start a new working relationship!

Socially integrates new employees

Being the new person at work can be isolating and stressful. Companies must make a conscious effort to introduce new employees to other staff as soon as possible and encourage the working relationship between them where appropriate and relevant. The quicker a new employee feels comfortable with his or her peers, the quicker they will feel comfortable asking for help or offering it if that is the case. Employee engagement and productivity go hand in hand, 22% of employees are less engaged at work because of workplace conflicts.

On-the-job training and providing mentors can prove to be a successful and efficient way of ensuring employee engagement and happiness.

Finally

So your new employee is clued up on the tech, has met everyone in the office, filled out all the forms and feeling confident and happy to continue work with less supervision. Great stuff! One more thing though… everyone knows that problems and unusual situations can arise with no warning, it is key that you make sure that your new employee knows where to access support when they need it. If they have a mentor that is a great person to provide this level of support and trust for them, as they will hopefully have a long and positive working relationship with them. But also make sure that they have access to resources that they might need for specific tasks that haven’t cropped up yet.

Making sure that you follow a comprehensive and thorough onboarding process can ensure that your new employee integrates into the company quickly and happily.

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