You probably know the feeling. Many times, the small practical tasks take up a lot of time and distract you from your most important HR tasks and bigger projects. But luckily, it doesn't have to be that way! If you spend more than 3 hours a week on practical office tasks, we've put together some solutions to help you.
In a previous article called "Are you still using email to run the office?", which you can read right here, we described how it can be a good idea to find digital tools for your workplace. We touched on digital whiteboards and project management tools that could make your life easier. There are also great digital tools for HR tasks, and you probably already know them. But also for the combined role of HR employee and office manager, there are great solutions that can help you.
Many times, the small practical tasks take up a lot of time and distract you from your most important HR tasks and larger projects. The people you need to get in touch with, for example, from the contractor or cleaning company, aren't answering. Maybe the office fixed something six months ago that is now broken again. You can't find the latest email because it's in a colleague's mailbox and you can't remember exactly which supplier helped last time.
The role of Office Manager is often a lonely one, and you may sometimes miss a place where you can find inspiration for this role. Maybe you also have to keep track of and approve multiple invoices for different services. Maybe you'd like to find a better alternative to your lunch program, but as a small business it's probably difficult to find a good alternative at a competitive price.
As soon as you're spending more than 3 hours per week handling office tasks, you should start looking for an Office Management Platform. Such a platform brings together communication, invoices and contracts with office suppliers in one place and makes it easy to delegate office tasks to either an office assistant, office manager or an external supplier.
Hear what Diana Køhler, Head of HR & Executive Assistant at Obsidian Digital shared in our major report on how remote work impacts the office.
Diana delegates a large portion of the practical tasks when using subscriptions with specialist suppliers, for example. lunch, cleaning, Christmas and anniversary gifts etc. and manages relationships and communication with all these suppliers in their Office Management Platform from Officeguru.
"Officeguru helps me tremendously, because I know everything just runs smoothly thanks to our subscription agreements that are delivered every week."
The greatest value for Diana, however, lies in having all communication and task history available in the platform.
"Secondly, and perhaps most importantly, I have everything in one place. This means that if I need something or need to get quotes, I don't have to deal with 7 different logins or talk to 7 different people, I just log in to Officeguru."
With an Office Management Platform, you can free up time for the HR tasks that are most important to you.
Avoid spending time searching for history on previous deliverables or services performed
Easily delegate the management of practical tasks to e.g. a Office assistant or an external supplier
Let employees sign in and out of lunch to save money on lunch and avoid food waste
Avoid spending unnecessary time looking for the latest contract basis
Never wait longer than 4 hours for a response from a supplier and save time on day-to-day coordination
Get an overview of your finances with a single monthly invoice
Put services out to tender when your needs change or you want to reassess your current supplier's price
An Office Management Platform costs between DKK 0 and DKK 1,100 per month. The majority of Officeguru users pay 0 DKK per month - just like Diana and Obsidian.
Read and see more here about how Officeguru's Office Management Platform solves office management challenges with complete control.