If you’re constantly looking for important items, always answering a trivial question from a staff member, continually running out of ink when you need to print something essential and generally feeling unorganized in your medical practice, know that there is definitely a better way to manage. Organizing an office doesn’t have to be time consuming or leave you with a headache. With a few changes and more organization, your practice will be running smoother in no time!
The first step you should take in organizing an office is to prioritize. Most managers know that there isn’t time for everything, so deciding on what is most important is key to your success. To help you visualize what’s important, make a to-do list of tasks for the day, starting with most important to least important. Know that the items on the bottom of your list may never get done; but that’s okay because they are not as important as others. You can even save those items for another day when there are less important things to do. A daily to-do list can also help you realize what is needed for tomorrow so that you can hit the ground running when you come in the next morning.
Set up Your Calendar
A well thought out calendar planned out months in advance will also help set you in organizing an office. Every month brings about a new set of deadlines, like financial reports, staff meetings, training requirements, etc., so planning out your calendar every year ensures you won’t miss anything. You and your staff should always have a visual of the goals and deadlines you are working for to help motivate everyone. And keep in mind that the calendar can change throughout the year with any new or cancelled events coming up. You can even put reminders on your calendar for big deadlines to make sure that you and your staff are on track.
Open door policies may not be best
Is your staff constantly interrupting you many times throughout the day? If so, you can’t be expected to get much work done with of all the distractions. Of course you need to be accessible to your staff is there is an emergency or urgent matter. However, there are some tasks and problems that they should be able to solve without your help. Make sure that they have the skills and receive the necessary training so that they can perform the majority of their job without your help. You need to spend time doing things that require a higher level of expertise, so make sure that lower level tasks don’t take up too much of your time.
Driving over to Staples or Office Depot is incredible inefficient in the world of Amazon and online ordering. Having an employee out of his or her seat for that long can hurt productivity. Instead, look into ordering office supplies online. Some retailers, like Amazon, can even deliver items to you by the end of the day. Also, keep a constant eye on stock to ensure that you do not run out of too many supplies before ordering again.
Consider an Emergency Plan
As an administrator or office manager, you should always be prepared for any situation, from a power outage to an IT meltdown. This means that you should be doing things like setting up a system to back up important files, making plans for fires and natural disasters, have employees’ emergency contacts and making sure important phone numbers – fire department, police department, hospital – are easily viewable by all employees.
Putting into place better organization and a better structure for your medical practice is very important. You’ll be able to set priorities and goals daily, help your employees accomplish tasks and use your time much more efficiently.
Boulevard LA specializes in custom, state-of-the-art medical and dental office space in Downtown Los Angeles. We have worked with clients like Quest Diagnostics, USC Fertility and Perinatal and nonprofit community clinics. Because we understand that every practice is unique, we can provide a custom space for your office.