Office management is all about building a work environment that enables your team to thrive, whether they’re in the office, at home, or splitting time between the two.
As workplaces become more flexible and more and more companies adopt a hybrid work model, the challenges that office managers face have also shifted. The needs of hybrid teams require new approaches and tools to keep everything in sync. If you’ve been wondering how to better manage your office or adapt to these changes, you’re in the right place.
This guide will walk you through the essentials of office management, from practical tips and best practices to the software that’ll make your job easier.
Understanding modern office management
Modern work environments are no longer adequately served by traditional policies, processes, and tools. For instance, if you’re managing a hybrid workspace, employees might hesitate to come into the office if they don’t know who else will be there, whether they’ll have a desk, or if there are any group activities planned.
Therefore, office management is no longer about routine administrative tasks. A part of your role as an office manager is to encourage office use – and therefore ensure that your people have a reason to come to the office, ideally beyond a simple return-to-office notice.
This requires you to rethink the way you approach workspace planning, communication, and resource management. By using the right strategies and tools, you can build a hybrid culture that supports your team’s goals, no matter where or how they work.
What office managers do
Office managers wear a lot of hats. From making sure your workplace runs smoothly, to supporting your team, and from managing office supplies and resource usage to planning office activities, anyone who manages an office will know that no two days are the same.
Supervise the space
Keeping the office functional and inviting is the first and most essential task of office managers.
You need to ensure that every piece of office equipment, from printers to Wi-Fi, is in good working order – and, when something goes wrong, you’re the first person to step in and find a solution, whether it’s calling in someone from IT or fixing things yourself.
You also maintain communal areas, ensuring they’re clean, stocked, and ready to accommodate your team and visitors.
Manage employees
You might also onboard new hires, walk them through office processes, or help them get comfortable with tools and resources.
At the same time, you’re a mediator and might need to resolve minor conflicts or clarify misunderstandings. Your role is often a bridge between employees and leadership.
Oversee resource usage
Keeping track of office supplies, technology, and other resources is a critical part of an office manager’s job. For this, you need to make sure nothing runs out and everything is used efficiently, whether it’s restocking printer ink or analyzing space usage with a tool like Officely to make sure your company is making the most of it.
Plan office activities
Whether it’s organizing a birthday party, planning team-building activities, or scheduling weekly lunches, you bring the team together.
By tailoring events to your team’s interests and schedules, you help strengthen your company culture, even in hybrid environments.
Ensure smooth internal communication
Sharing updates, policies, and schedules often falls on your shoulders, which means that you need to make sure the information flows well and that everyone’s in the loop.
Do staff planning
Some office managers are tasked with creating shift schedules, coordinating PTO requests, and ensuring that your company is adequately staffed during busy periods. This ensures that your team is well-prepared for any challenges that they might face.
Take part in different human resources tasks (sometimes)
In smaller teams and startups, you might sometimes need to step into HR territory, handling payroll, benefits, or coordinating recruitment efforts. Sometimes, you might even be involved in conducting performance reviews.
While these aren’t always part of the job, your ability to step into HR-related responsibilities ensures that your workplace stays organized and compliant.
Best practices for efficient office management
Whether you’re optimizing workflows or introducing new tools, adopting the best practices you’ll find below can make your day-to-day responsibilities much easier to handle.
Be data-informed
Making decisions based on data, not guesswork, saves time and resources.
Track key metrics like office attendance, resource usage, and team productivity to understand what’s working and what needs improvement.
For example, if you notice a dip in attendance on certain days, you can adjust schedules or plan workshops or group activities to boost engagement – or simply decide that those are your company’s quieter days, where employees come in for deep work, but not necessarily to socialize.
Boost productivity with an organizational system
Implement systems to help your team stay focused. For example, you can use tools like desk booking apps, shared calendars, clearly labeled storage spaces, or project management software to simplify daily operations.
A well-structured environment reduces stress and ensures everyone knows where to find what they need, when they need it – and that there’s always enough desks for everyone.
Get proactive
Rather than waiting for problems to arise, we advise you to always stay one step ahead by anticipating them.
If you’re approaching a busy season, ensure your resources and staffing are ready to handle the extra load – and check in regularly with your team to identify potential pain points early. Proactivity helps you avoid stress and also builds trust with your leadership team by showing you’re well prepared for whatever comes your way.
Lean on modern administrative software
Technology is your best friend when it comes to simplifying office management. From desk booking systems to project management tools, there’s an app for everything.
Officely, for instance, makes it easy to book workstations, coordinate hybrid schedules, manage resources, and track office attendance, all in one place.
Prioritize great communication
Regular updates on easy-to-access apps like Slack help keep everyone on the same page. Strong communication boosts collaboration and trust and ensures your team won’t hesitate to reach out whenever they need help with something.
Best office management software options
A busy office environment requires using the right tools to keep everything running smoothly. The right software will save you time and resources and help you stay on top of everything.
Here are some of the top office management tools to consider:
Utilization-maximizing desk booking
When your team’s schedules are employee-led and flexible, managing office space can become a challenge.
Desk booking tools like Officely make it easy to plan who’s in the office and when – and lets your people know when their favorite coworkers are in the office.
With it, you can optimize space utilization and ensure you can make the most out of every square foot. Officely integrates directly with Slack and Microsoft Teams and enables your team to book desks in only a few clicks, so that employees can focus on their work, not logistics.
Project management software
Keeping track of deadlines, tasks, and team responsibilities is easier if you don’t rely only on Excel tables or post-it notes.
Project management tools like Asana, Trello, or Monday.com help you assign tasks, monitor progress, and stay on top of your to-do list.
Communication tools
Apps like Slack, Microsoft Teams, or Zoom allow teams to collaborate easily, whether they’re in the same room or working remotely – and ensure that everyone can easily share and access updates, feedback, and group discussions.
Virtual event, meeting planning, and hosting
Planning virtual office meetings doesn’t have to be complicated if you have the right tech. Tools like Zoom and Microsoft Teams make it easy to host webinars and team meetings – but if you need something simpler, Google Meet is a great option, too.
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