Office managers have a lot to stay on top of. While the duties of an office manager vary at individual business, some duties are universal. An office manager is ultimately responsible for ensuring that the office’s information is organized and easily accessible when the staff needs it. You need to devise comprehensive organizational systems so that staff isn’t wholly dependent on you to find information. A well-managed filing system should be readily understandable by everyone on your team.
Store Physical Files Smartly
If everyone in the office does their own things with files or leaves huge stacks of files on their desks, people won’t be able to find things when they need them. You should have a centralized storage area that has a methodical filing system. Different types of files should be kept separate from one another; a business’ financial documents and invoices shouldn’t be commingled with information pertaining to individual client or customer accounts. You can get used office file cabinets to ensure that you have enough storage space to keep your files well-organized. Used cabinets for a file room make much more sense than investing in costly new cabinets. Some of your information may need to be secured; you can buy cabinets that come with locks or you can install lock bars that you can put padlocks on.
Save Electronic Files Uniformly
If everyone’s computer desktop has a ton of locally saved and randomly named files, it could create serious administrative problems when a person is away from the office and can’t retrieve information that other team members need to get work done. Your company’s most important files should be stored on a shared file drive that everyone can easily navigate. You should establish a file naming convention that will help people search for things easily. It may be helpful for file names to include dates, account information, or organizational codes that are unique to your office team’s activities.
Make Provisions for Remote Access to Files
Being away from the office shouldn’t necessarily mean that people can’t get their work done. Choose an organizational system that enables people to access information from home or on the road when they need to work off site. You can use a software platform to facilitate remote access, or you set up your office’s server to allow people to log into their work computers from any computer.
Establishing a comprehensive system for both physical and electronic storage of information will help keep your office’s operations running smoothly. Moreover, it will make your responsibilities as an office manager much easier.