Almost one-third of our lives are devoted to our jobs. Whether the office is a sprawling open floor plan with numerous cubicles or a small, tightly packed area, proper office maintenance is essential for keeping employees happy and satisfied. In other words, how well you keep up with office upkeep is crucial to your company's long-term success.
Therefore, we've covered all the bases for office maintenance and outlined the top tricks for cutting costs and time at the workplace.
1. Maintain a Sanitary and Healthy Workplace
Educate your staff on the value of maintaining a sanitary workplace and the best practices for doing so.
- Make sure your staff has access to sufficient amounts of cleaning supplies.
- Ensure there are non-toxic disinfection wipes and sprays within easy reach.
- Put in one or more good refrigerators, as everyone needs access to food storage.
- The company's food and drink policy should be communicated to all employees.
- Pick up the correct cleaning tools for the job.
- Maintain empty garbage cans and tidy workstations.
- Create an office maintenance checklist and office cleaning duties list for cleaning the bathrooms, kitchen, and common areas.
The significant monthly office maintenance costs can be avoided if the office's cleanliness is maintained regularly.
2. Automate Activities
Invoice management can be a tedious and time-consuming process. Fortunately, several activities are amenable to automation. It takes literally no time at all to use a billing automation program. The system will sum up the customer information and determine the total automatically.
It's not fun having to nag clients for overdue payments constantly; this is another task completed automatically by the tool. The moment a bill's due date is passed, a notification is delivered.
The same is true for digital visitor management technologies, which boost security, save waste, help the environment, and free up valuable time. When simple office maintenance tasks like these are automated, it's easier to save time and money in modern office space.
3. Rearrange and Update the Office
Refurbishing the entire office can be costly, but it has been long due. That's fine; you'll probably want to rearrange your work processes in this instance.
- Make things simpler for your team by giving them access to more open space.
- The slower pace caused by outdated technology is detrimental to productivity and revenue.
- Office maintenance machinery requires following established protocols and checking warranty dates to obtain cost-free maintenance.
- Examine requests with the help of a feedback tool and respond appropriately.
- Swap normal furniture with ergonomic office chairs and adjustable desks.
- Repaint the walls or juggle the furniture to give a fresh look.
4. Manage Supplies
The theft of office supplies is a common problem. Try switching to electronic alternatives rather than spending a fortune on easily misplaced or stolen office supplies. To physically send a file to another person, you will need paper, ink, staplers, envelopes, and pens, among other things. The same file might be sent digitally at no expense to either party.
Of course, there are some cases in which you will need to acquire office supplies. When doing so, do it from a reliable source that offers discounts for purchasing large quantities, such as:
Autonomous Bulk Purchasing Program
We've all contemplated buying in bulk to further stretch our restricted office budget. The Autonomous bulk order program facilitates this option by providing exceptional discounts for future bulk furniture purchases.
Instead of spending more time and money on individual pieces of office equipment, you can switch to wholesale office desks and office chairs wholesale through the Autonomous bulk order program for easy office building maintenance.
- Continually available
- Flexible shipping options
- Surprise bonus gifts
- Assembly services
- Bulk discounts/low prices
5. Get The Cables in Order
Keep the electrical cords on your desk neat and tidy using various binder clips. Clip the silver ring to your desk or other surface, and feed the ends of the cords through the loops.
In this way all your wires and cables will be neatly aligned and wouldn’t make a mess.
6. Use a Checklist to Conduct Routine Assessments
Lastly, create and stick to a routine office maintenance checklist for each section of your building, such as:
- Examine the roofing, walls, arches, and masonry works, as well as the building's emergency exits and exterior features.
- Inspect the water source, the distribution system, the soil and waste pipelines, the water-using appliances, and the sewage treatment facilities.
- Check all the cracks in the office, even the little ones around the doors and windows.
- Check all of the building's sprinklers, fire alarms, and fire extinguishers.
- Check the heating, ventilation, and air-conditioning (HVAC) system and the ductwork.
- Familiarize yourself with everything in your office, including furniture, technology, and appliances.
- Lighting fixtures, electrical connections, and toggle switches should all be inspected.
An office maintenance issue can quickly escalate from something as minor as a leak or a wall break. An interruption in production could cause additional expenses and lost time, therefore, it’s important to use this office maintenance tip and keep a check on everything.
Is It Better to Take Care of Office Maintenance Yourself or Hire a Service?
There are several choices you'll need to make in your effort to keep the office running smoothly and on schedule. One of the most important is whether or not to hire an expert facility for office building maintenance services or handle the upkeep of your workplace on your own.
Outsourcing Office Maintenance
- Upgraded service reliability.
- The availability of expert office maintenance resources and proven methods.
- Enhanced effectiveness.
- You can pay more attention to other office jobs.
- You won't have to worry about finding enough people to work in maintenance.
- The threat of security breaches and disclosure issues rises.
- High costs.
- Recruiting formalities.
- Complete command over all activities.
- A better understanding of office maintenance expenses and ways to reduce them.
- Fixing equipment problems will take less time.
- A better understanding of your system's health as a whole.
- Less cost.
- It takes time and effort to assemble a competent in-house crew.
- A full-time facility manager and maintenance personnel are unnecessary expenses for a small business.
- Difficult to maintain the office cleaning duties list.
We've provided multiple tips for office maintenance above, and the good news is that your company must be composed of responsible adults.
Getting everyone on the same page and adhering to some basic office building maintenance regulations will make it cost and time efficient in the long run.
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