A Checklist for the Office Administrator

As office administrators and executive assistants know, it's quite easy to put off smaller, less critical tasks to focus time and energy on the more important issues. This, of course, makes perfect sense. However, as time goes by, some of what are the smaller details can become overwhelming, so they shouldn't be put off any longer than absolutely necessary.  We've provided an office management guide with tips and solutions focused on tackling administrative tasks during the year so they don't fall by the wayside.

Financial Checkups

Schedule a financial checkup at least once a year to review office finances and any changes that need to be made to make the office run more smoothly.  Schedule an appointment with an astute and trusted financial planner or other professional to create goals for the upcoming year. 

Looking ahead, find new ways to cut back and save money on office management without compromising service and effectiveness. Make sure you meet with a tax accountant before the end of the year. In addition, meet with vendors and do your research to make sure you are continuing to get the best pricing from them. 

Take Inventory

If you feel that the office is becoming more cluttered, purchase some good organization tools, including desk accessories and storage items. Take an inventory of your office supplies, and order anything you typically use that's running low. Get rid of old office equipment and items you no longer need that are taking up space. People tend to be happier and more productive when they work in a clean and clutter-free environment.

Refresh Your Material

When your marketing strategies feel stale and have lost some of their luster, it's time to make some updates. Decide if you want to make any changes to your business cards - either the design, the text or both. y. Re-evaluate your customer base, and pay close attention to the ones who bring you the most business. Contact customers you may not have heard from in awhile just to touch base and hopefully rekindle the relationship. Update your website to add your latest projects and new content that helps promote your business. Check your email list to ensure it remains current. 

Update Your Systems

If it's been a while since you’ve performed some key software updates, your company may be at risk. Before going into a New Year with outdated programs, check for new software and software updates for your industry. Update your security patches to ensure sensitive information can’t be compromised, and make sure all of your office equipment is updated with the latest anti-virus software. According to TechRepublic, the beginning of a New Year is an excellent time to switch over to a security system that is controlled from one central location.

It is your job as an office administrator to tie up any loose ends at the end of the year so the New Year starts smoothly and runs efficiently. Solve problems rather than carry them over into the New Year, and make sure everything in your office work space has a specific purpose and is running as efficiently as possible. While the approaching New Year is the perfect time to celebrate successes that have occurred throughout the year, it's also a good time to reflect on effective office management and how to make systems and plans better.