Office management manual template

This procedure starts when the visitor comes into the office. It ends when the Receptionist has finished the transaction or has handed the visitor over to another Staff Member. All visitors to the office, including customers, suppliers and the general public will judge our company by the reception they receive. The company partly builds its reputation on how it treats visitors to its office.

No matter who enters the office, it is essential to immediately and courteously greet that person and make them welcome. Staff need an opportunity to enjoy lunch and refreshments during their working day.

If people eat or drink in the presence of customers or other staff who are not involved in this activity themselves, it can offend or distract them, or create a bad impression. There are exceptions to this rule. The office should be opened no later than 8. The objective of this procedure is to identify internal and external documents that are subject to controls. A considerable problem that often leads to the failure of any management system is the inevitable paper war which occurs when documentation is not controlled.

This procedure seeks to identify a method of controlling documents. They are not records. For each group of documents on the Master List kept in electronic e files:. The custodian of external documents, which are relied upon to provide important and current information, will:. Copies of operations manuals, procedures or work instructions may be issued to interested parties on request.

If they are issued as controlled or uncontrolled, record this on the Controlled Document Register. Establish controls that identify, maintain and store in good condition records that provide objective evidence of management and quality control in all areas of operation. A filing system that allows for easy storage and retrieval has been established for all records, and is controlled within each department. Filing systems must be identified, sections labelled, and individual files neatly kept in alphabetical order, unless otherwise specified.

Records, both hard copy and electronic, are kept in a clean, dry and secure location by the custodian to prevent deterioration or loss.

To help employees determine what information sent or received by email should be retained and for how long, this policy identifies the broad categories of electronic messages processed by the [enter-your-company-name-here] system and sets out the factors to be considered in setting practice guidelines to be adopted in each case. The rise to predominance of electronic communication mandates electronic message management systems comparable to existing hard copy filing systems.

All material, electronic or otherwise, created by employees and volunteers of [enter-your-company-name-here] in the course of their employment or accessed by employees on [enter-your-company-name-here] equipment is the property of [enter-your-company-name-here]. Download this office manual template right here without paying a single penny.

We can explain a manual as a comprehensive and step by step guide to carry out a particular activity or to operate something like a machine or device etc. Manuals are prepared for both beginners and practitioners that help them to perform their duties well. Similarly an office manual is a document created by the company or office management that communicates company procedures or policies in detailed manner that must be adhered to while working in an office. If you have office procedures you need to document, then you could probably use an office procedures manual template.

Why would you need to document office procedures in the first place? In other words, why do you need to create an office procedures manual?

Pro-Tip: If you are a remote employee or part of a team with remote workers looking for an effective way to stay connected, then we recommend checking out Nextiva. Excellent question. Common sense suggests procedure manuals are a good idea in general, but there are also several specific benefits of creating an office procedures manual:.

The templates and tips below help Office Managers and Executive Assistants document and share their tried and true work processes. Once you have the table of contents completed, you can go back and fill in the details.

Implement a visitor management software like SwipedOn to keep this procedure streamlined with contactless sign in, an automated sign in flow, instant notifications and more. Your manual should cover, in step-by-step fashion, how to do each of these core responsibilities. When you want someone to know how to do something, create and record a procedure.

A cryptic procedure manual is virtually useless. In addition to writing the procedures in clear language, call out important topics and takeaways using bold headings, bullet points, tables, and other visual elements that break up blocks of text. This helps anyone skim the manual and skip to the relevant sections. This helps anyone using the manual know who to contact if they have questions. Let someone who has no idea what you do read the manual. After your associate has read the manual, ask him to run you through a play-by-play of what he would do in any given day.

This allows people to search with far more sophistication than they can achieve using just their eyeballs to skim your bullets and headings, regardless of how well-organized they are. Procedures which are unnecessarily restrictive may limit their usefulness.

For example, if a procedure involves collaborating with someone at the company, then you could simply use the title of the position instead of the name of the person. When people leave the company, the manual will remain useful. Define any terms that might seem like jargon specific to your position, or clarify any procedures that might require some context to understand.