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Definition of an Office System

  Reviewed by: Michelle Seidel, B.Sc., LL.B., MBA
  Written by: Andra Picincu      Updated January 26, 2019
Executives working in office, elevated view

As a small business owner, you want to create a productive work environment that spurs creativity and innovation. A tiny, crowded space with old furniture and outdated computers can affect employee morale and overall performance. Therefore, it's important to set up a modern office system that keeps your team engaged and motivated. Think of it as an investment in your business.

Tips

  • An office system is an interconnected network of resources that ensures a smooth work environment.

What Is an Office System?

The term office system has different meanings to different people. In general, it refers to the various components and elements of an office, from computers and work equipment to its physical layout and ambiance. It also covers the way employees interact and the overall office culture.

Without these elements, an office is just a room or empty space. It's the people and equipment that turn this space into a visually appealing, productive environment that aligns with their vision and goals. In fact, some sources say that productivity is up to 20 percent higher in companies with well-designed office spaces_._ Employees need to feel safe and comfortable in the workplace and have access to quality equipment so they can achieve peak performance.

The physical workspace has a direct impact on your team's productivity and job satisfaction. Employee well-being and workplace performance are strongly connected. Happy employees will feel more motivated and will work harder to help the organization grow and accomplish its goals. This will result in happier customers and higher quality services.

Improve Information Flow

A functional office system will ensure that your employees have access to the knowledge they need when they need it. Therefore, it's essential that you provide them with modern computer systems, software and equipment that helps facilitate the flow of information. Consider investing in team collaboration tools such as Slack and Asana, VoIP systems, office software, ethernet and project management software.

With these resources, your team will have real-time access to data and can communicate more effectively. Employees who are traveling or working remotely will be able to share files on the go, chat with their colleagues over the web and exchange information quickly. Some tools such as project management software can streamline time-consuming tasks, improve collaboration and generate reports with valuable insights about the projects on which you're working.

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Consider Hiring an Office Manager

As a business owner, you may not have the time or expertise needed to ensure the proper functioning of an office system. You'd prefer to focus on the core aspects of your business, such as acquiring new clients or expanding your operations. In this case, consider hiring an office manager. He will make sure that your office is running smoothly, organize its layout, schedule meetings and determine what kind of software and other equipment your team needs.

The functions of an office manager depend on the industry and type of business. One who works for a law office, for example, will have different responsibilities than one employed by a creative agency or a research company. In general, office managers are responsible for:

  • Completing administrative tasks
  • Supervising employees
  • Organizing events, meetings and conferences
  • Purchasing business software, office supplies and equipment
  • Managing office budgets
  • Ensuring employee compliance with health and safety policies
  • Preparing reports
  • Analyzing energy consumption
  • Keeping supplies in stock
  • Maintaining the office condition
  • Identifying inefficiencies and areas of improvement
  • Solving conflicts and assigning tasks

Furthermore, these professionals can explain office technology and management practices to your team, provide training and perform general IT tasks. Some may even handle payroll and accounting. Their primary role is to ensure the smooth functioning of your office.

Create a Positive Office Culture

Besides investing in quality equipment and complying with health and safety practices, it's important that you create a positive office culture. Your employees are your most valuable assets, so you need to provide a work environment in which they enjoy spending time. The company's culture is a key component of an effective office system.

Focus on creating an ambiance where people feel engaged and motivated. Take the time to listen to what they have to say and request their feedback regularly. They may come up with new ideas and suggestions on how to reduce operational costs, attract more clients or get things done better and faster. Encourage them to express their opinions and tell you what they need to work more efficiently.

Simple things such as providing free coffee, switching to ergonomic desks and celebrating small accomplishments together can go a long way toward employee satisfaction and productivity. In fact, organizations with engaged employees report a staggering 202 percent higher performance than those without them. A well-designed office system might be exactly what you need to grow your business and gain a competitive advantage.

About the Author

Andra Picincu is a digital marketing consultant with over 10 years of experience. She works closely with small businesses and large organizations alike to help them grow and increase brand awareness. She holds a BA in Marketing and International Business and a BA in Psychology. Over the past decade, she has turned her passion for marketing and writing into a successful business with an international audience. Current and former clients include The HOTH, Bisnode Sverige, Nutracelle, CLICK - The Coffee Lover's Protein Drink, InstaCuppa, Marketgoo, GoHarvey, Internet Brands, and more. In her daily life, Ms. Picincu provides digital marketing consulting and copywriting services. Her goal is to help businesses understand and reach their target audience in new, creative ways.

Photo Credits

  • Thomas Northcut/Digital Vision/Getty Images
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