The job of an office manager is challenging because it requires you to take on many roles and responsibilities. You don’t just manage one project or team and get them to complete one type of work. An office manager has to ensure the entire office keeps running smoothly and doesn’t face any issue that can affect productivity while ensuring the environment remains toxic-free. If you are a new office manager or aspiring to be one, here are a few things you should know.
Be Organized and Keep Organized
You have to become the most organized and disciplined person in your office. Remember that it’s your job to ensure that others follow all professional ethics and maintain decorum in the workplace. You cannot tell them so or ask for an explanation if you are lagging behind yourself.
The employees will right away point out that you have also been making the same mistake that you are discussing with them. It’s not just the people that you have to manage. You also have to make sure that the office is tidy and professional.
This means you should pay attention to all little things such as chairs, tables, gadgets, and cleanliness. To make things easier for yourself, hire a commercial cleaning service such as JAN-PRO. A professional service provider will make sure you have one less thing to worry about.
Improve Your Business Knowledge
You have to be the all-rounder of the business world. You may have worked great in your previous job, but it was probably just about one field. As an office manager, you should enhance your business knowledge to be of value to the organization.
You have to scrutinize all ideas and the way things are being done. It also becomes a part of your job to improve processes and communication. Having knowledge of the business of the company you are working in will ensure you do your job perfectly.
Learn to Negotiate
You will have to talk to a lot of people from within and outside your company. This means you need to have impeccable communication skills. You should know how to talk to people and how to convince them. More so than anything, you should have great negotiation skills.
Although you are not an HR manager nor a sales executive, you will often find yourself negotiating deals as an office manager. It could be with the people who are providing some sort of service to your company or some employees. There are several great books that will teach you everything you need to know about negotiation.
Acquire Some Legal Knowledge
You have to deal with suppliers and contractors and pass all their contracts. It will be your responsibility if something goes wrong. That’s why having a little legal knowledge relating to your job could save you a lot of trouble.
You will be able to read and understand things from a legal point of view and be always prepared for the worst-case scenario. Although not directly your job, this knowledge can also help you avoid lawsuits from within the company.
Study Emotional Intelligence
Emotional intelligence is important for all professionals in managerial positions. Properly dealing with tough situations ensures you and your team always deliver the best results. You get better employee engagement and customer loyalty with emotional intelligence.
Use a Management Software
Most people prefer to use sheets to keep track of all their tasks and processes. It’s flexible and efficient but requires too much manual work. Look for a management software that is best suited for your responsibilities and ask your employer to purchase it for you.