Getting Started on Office procedures

Office procedures create a framework your employees can follow, promoting order in the business to improve productivity.

last updated Monday, April 1, 2024
#Policies and Procedures #Security and Safety

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by John Burson

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As a growing business with an expanding team, you must have set rules and procedures to guide your staff. You can present your office procedures in different ways; for example, you can post them on the notice board, create a workplace manual employees can carry, or share them as an email during your regular team emails. While there are several considerations to make, every office procedure starts with simple basics.

They include:

Security and Safety

You must communicate clearly with every employee and ensure they understand the location of the emergency exits, fire extinguishers, safety tools, and the first aid kit. These procedures are more crucial if you run a small production outfit where the exposure to danger is higher, such as a construction site, welding shop, or carpentry outlet. You also need to ensure all employees know and understand security procedures while in the office. Provide your team with a list of emergency contacts, a comprehensive incident reporting structure, training on responding to potential threats, and training on non-violent conflict resolution. Create a door policy to regulate entry into the building; for example, employees cannot walk in with strangers unless they go through the security office.

Supply Handling

All team members, including managers in charge of different aspects of the requisition chain, should understand procedures for outsourcing services and products for the company.

Invoicing

Team members working in the accounts department need a clear procedure for receiving, processing, and forwarding invoices. For example, communication should ensure that before making a payment, you receive all the stated items in proper working condition. You also need to create timelines and communicate them to suppliers so they have realistic expectations for the payment.

Customers

Customer service is central to the success of any business; make sure your policy caters to your clients. Include simple details such as how to address customers on the phone and treat difficult customers who get aggressive. If you have customers walking into the business, include a procedural guideline to ensure safety for the business and the customers. For example, consider creating a separate entry with a luggage drop-off point to prevent entry of dangerous items into the business.

 
 
 

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