Keeping a business environment organised is a key component for a successful enterprise. Office procedures are the guidelines to that organised environment. By following detailed steps to set-up office procedures your team can focus on business rather than items taking you away.
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Review current procedures. Understanding current procedures creates a baseline for change. If no procedures were established, writing procedure observations is a good first step.
Gather feedback from employees. Once your baseline office procedures are captured, gather further feedback from co-workers. Ask them, "What should change? What can change? Is the order of the office procedure correct?"
Identify which procedures work. Knowing what works will assist will help your focus on procedures that do not work.
Identify which procedures do not work. Highlighting the areas of improvement, so recommendations can be worked on.
Recommend changes to procedures that are not working. Use the list from the step above and meet with other employees to submit recommendations for changes on procedures that are not working.
Itemise office procedure steps in detail. Now that you have a list of procedures that work and recommended solutions for the ones that don't, write them in detail. Focus on how one process links to the other.
Publish the office procedures to employees. The detailed documentation should be shared with all employees so that everyone can use the office procedures.
Tips and warnings
- Office procedures are best published with a training manual, question-and-answer sessions and a "frequently asked questions" document.
- Never assume a process works. Keep monitoring it for ongoing improvement.
- Office procedures are sometimes seen as obstacles for completing business, so some employees might be stubborn to change. Focus on the benefits of an office process.