The 1990’s called. On a landline. They want you to move forward.
There’s nothing like the experience and deep knowledge that a team member develops over a long time in their role. Great employees work through multiple iterations of how to do their job, until they land on a process that works.
A small number will keep trying to refine that process, to maximize efficiency and make it as smooth as possible. But most people are responsible for many tasks, and they stop refining a procedure when something is “good enough.”
The Pitfalls of Stagnant Processes
Over time, these "get the job done" approaches become set in stone, handed down and taught to new employees as "the way it's always been done." Rationales for the approach are forgotten, and short-term workarounds can rust in place as enshrined knowledge.
Couple this with the insular nature of many offices – most service staff aren’t the people in the company who belong to professional organizations or have the ability to attend industry seminars and conferences on any regular basis. They lack exposure to developments at other companies and aren’t aware of up-to-date techniques or emerging technologies that could improve what they do for the company.
The Importance of Regular Process Evaluation
There are methods that are tried and true and will continue to stand the test of time. But others can endure not because of their efficiency or value, but because they solved a problem and haven’t created an obvious new issue. It’s easy to ignore them – "if it’s not broke, don’t fix it" – but do you really want to wait until it breaks down?
Think of it like your car – it’s running, the engine sounds okay, the tires are still holding their air. But you still take it in periodically, change the oil, rotate the tires, and have your mechanic give it a once-over to give it a refresh, check for any issues, and ensure it’s running at peak performance. Why wouldn’t you do that for your business processes?
Practical Strategies for Enhancing Office Processes
Improving office processes can lead to increased efficiency, productivity, and overall success. Here are some practical strategies to help you get started:
Seek Ideas from Outside the Industry
Exposure to developments at other companies and industries can provide fresh perspectives and innovative solutions. Encourage your team to attend industry seminars, conferences, and professional organizations to stay updated on the latest techniques and technologies. Networking with professionals from different fields can spark new ideas that can be adapted to your office services. For example, a technique used in manufacturing for streamlining production could be applied to improve the efficiency of your mailroom operations.
Hire an Operations Manager
An operations manager can bring a wealth of experience and a fresh perspective to your office services. They can evaluate existing processes, identify inefficiencies, and implement improvements to enhance overall productivity. An operations manager can also help in setting clear goals, monitoring progress, and ensuring that the team is aligned with the company's objectives. By having a dedicated person focused on process improvement, you can ensure that your office services are continuously evolving and adapting to new challenges.
Conduct Space Analysis and Evaluation
Regularly analyze your office space and workflow to identify areas for improvement. For example, reengineering the layout of equipment and workstations can centralize important processes, save steps for the team, and allow for better monitoring of multiple tasks. Conducting a space analysis involves studying the current workflow, identifying bottlenecks, and redesigning the layout to optimize efficiency. This could include rearranging furniture, relocating equipment, or even redesigning entire workspaces to better suit the needs of your team.
Implement Continuity Plans
Ensure that your office services can continue seamlessly during transitions or absences. Cross-train employees and have a team of support representatives who can provide immediate continuity of services while handling the hiring process for long-term team members. Continuity plans should include detailed documentation of processes, regular training sessions, and a clear communication plan to ensure that everyone is aware of their roles and responsibilities during transitions. This helps in maintaining productivity and minimizing disruptions.
Leverage Technology Solutions
Move from outdated manual processes to electronic systems. For instance, replace hand-written package notifications with electronic chain-of-custody tracking and email notifications. Evaluate inventory realistically and remove outdated supplies to streamline operations. Implementing technology solutions can help in automating repetitive tasks, reducing errors, and improving overall efficiency. Consider using software tools for inventory management, scheduling, and communication to enhance collaboration and streamline workflows.
Focus on Safety and Efficiency
Regularly inspect your office for safety hazards and inefficiencies. Address issues like overloaded electric outlets and outdated equipment to create a safer and more efficient work environment. Conduct regular safety audits and encourage employees to report any potential hazards. Implementing safety protocols and providing training on best practices can help in preventing accidents and ensuring a safe workplace. Additionally, investing in ergonomic furniture and equipment can improve employee comfort and productivity.
How Loffler Management Solutions Can Help
Loffler Management Solutions (LMS) offers a fresh perspective to improve office services. With years of experience observing, analyzing, and evaluating core business areas, LMS provides embedded on-site Office Service Representatives to handle business fundamentals, allowing your team to focus on your company’s goals. LMS also offers integration and support from the broader Loffler Companies community, ensuring access to expertise in hardware, software, supply logistics, physical and systems security, and more.
Our local Account Managers work across multiple industries, bringing best practices from various sectors to your organization. This broad exposure allows us to cross-pollinate innovative approaches to upgrading your business. Additionally, many members of our Account Management team have years of direct operations experience, enabling them to understand and address your office services team's challenges effectively.
LMS teams are constantly looking for areas to improve. For example, we have conducted space analyses to optimize workflows, moved from manual to electronic systems for better efficiency, and addressed safety hazards to create a safer work environment. Our Client Support Representatives (CSRs) ensure seamless transitions and continuity of services during employee absences.
Through our Loffler Document Services Center (LDSC), we offer cost-effective offsite solutions for large-scale projects, including copy and print, scanning, wide format and poster printing, book binding, letter insertion, bulk mailings, and more. The LDSC provides preferred pricing for LMS clients and access to specialty print partners for larger-scale needs.
Get in touch with us to help evaluate your needs and discover how Loffler Management Solutions can enhance your office services.
Read More: Onsite Services: The Cost-Effective Solution for SMBs
Bill Henson is the Director of Client Based Services for Loffler Management Solutions, where he has dedicated nearly 20 years to providing people-based support and expertise across various industries. He skillfully assists clients in optimizing general office services, allowing them to focus on their business's core mission. In his free time, Bill enjoys spending quality time with his wife, creating strange music and designing his next tattoo!
