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.
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.
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 the 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.
Contact us today to find out how Office Sense can help streamline your office by answering every call 24/7 every day of the year.
My experience with Office Sense and the whole staff has been exceptional. We have an online subscription business model, in a “card not present environment” we have hundreds of transactions daily that flow through our system. Not only does Office Sense offer our members excellent customer service they have minimized our chargebacks and put more money back in our business. Thank you to the entire staff!Salima S.
We never imagined that using an answering service could be so good for business. We’ve been able to grow month over month while at the same time increasing customer satisfaction. You are truly a partner that we can grow with. Starry Road Catering.Louise H.
Office Sense has truly transformed my work-life. As a real estate agent, I now have more time for my clients and myself because Office Sense takes care of appointment scheduling, message taking and lead qualification while I get to focus on my current and “good fit” potential clients.Christina S.
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