Managerial staff typically does not have daily access to each computer in an office, so doing routine computer audits are necessary to ensuring that each computer receives its due maintenance.  Software is the number one problem on most computers.  Unused software can fill up a hard drive, slowing the computers processor and shortening the life-span.  On the other hand, software that is used often but not updated (or is an older version) can allow viruses to enter your computer.  Typically, computers will alert the user of free software updates, and users should always take advantage of these free software updates to protect the computer from any viruses.  Let employees know that running weekly check-up scans will help keep their computers up-to-date and running efficiently.   

Office computers should receive maintenance check-ups at least once every 6 months, especially in the workplace where computers are used more frequently.  If you find pop-up advertisements or spyware attached to your computer during a maintenance exam, remove it immediately.  The longer that these items are on a computer, the more damage they can do.  As always, I recommend each computer be backed up frequently to avoid lost documents during computer disasters, like crashed hard-drives or sudden power outages.  Backing up a hard-drive makes computer restoration a quick and simple process.

Computers are difficult pieces of machinery, and working with them daily is difficult when they aren’t working properly.  If you have a large number of computers in your office space, I recommend speaking to an expert and hiring a person to conduct routine maintenance.  If you are looking for a place to start try looking at http://www.totalcorporatesolutions.com/ for more computer tips and expert advice.

Create an advertising concept that is clear and concise.  The best advertising campaigns contain single messages that can easily be understood by a large group of people.  Advertising messages should also be written to identify with the specific audience that will read them.  For example, advertisements written for health magazines should highlight the health benefits of using your product.  Ideally, the message of the advertisement should be communicated in fewer than three seconds to ensure that the message in direct and concise.  Any falsehoods in an advertisement always hurt the image of the company and are, generally, very obvious to the audience.  Try to use facts and honest reviews of the product.  And, most importantly, include your full contact information.  The contact information should include every possible way to contact the business and be easily accessible to the audience.  Finally, choose an appropriate publication to send the advertisement.  The publication should have a following of readers that will be interested in your advertisement. 

 Creating marketing and advertising isn’t always easy, but it is a necessary part of a successful business.  Following these easy steps will help to create and execute a small business advertising campaign that will help support your business and bring in revenue.

GeoVison use an Internet Protocol System that allows the cameras and recorded material to be networked and accessed through a computer system. Accessing security information through a computer system allows managers and business owners to view the footage from any computer, anywhere. GeoVision security systems specifically allow users to check the surveillance system though a cellular phone that has an internet connection, like a Blackberry or an iphone. This feature alone increases security and worker productivity by maintaining the ability to constantly review office and workspaces.

The security features on these systems are endless and can prevent almost every possible crime from taking place at your office site. To name a few, the system has crowd detection and face detection to prevent crowds of people from developing outside an office building. The missing object detection feature allows users to choose important items to monitor through the systems, if the item is moved and alarm will sound and the system will be alerted. Similarly, the system has an unattended object feature that prevents objects from being left in specific locations unattended. If an object is left alone, the system will be alerted immediately and appropriate precautions can be made.

These features both increase office and employee safety while decreasing theft and other office crimes, such as false workers compensation claims because managers are able to survey employee’s work habits and interaction. Office surveillance systems, like the GeoVision system, that allow users to review the surveillance tape away from a computer, eliminate the need for heavy and expensive security teams while maintaining the office safety and security that is important to every office space.

To begin, make sure your office work space is designed for you.  The objects you need should be within arm’s length, to avoid reaching, and your computer station should be adjusted to your height.  To ensure your posture meets recommended office ergonomics guidelines, sit up straight with your back against your seat rest and your feet flat on the floor, hands and wrists should be kept straight with your fingers lightly touching the keys on your keyboard.  You should be able to keep your head and neck straight while looking at your computer screen.

 Office exercises are a great way to release tension that can build while sitting at a desk all day.  Try stretching your hands or shaking out your wrists after typing for long periods of time.  For back pain, try to roll your shoulders or stretch your arms over your head.  These exercises release the tension built up from sitting for long periods of time.  Repetitive motion also leads to cumulative trauma disorders, so try to change tasks every 20 to 30 minutes.  If you begin to feel tired, take a break to stretch and walk around.

To avoid office chaos, About.com recommends managers establish and follow an office routine for handling paperwork, office systems and other frequent office tasks.  Creating a step-by step routine will help make the procedure effortless, less time consuming and overall more organized from start to finish.  Managers should to try to assign clear responsibilities to make sure they are completed on time.  Assigning specific responsibilities also allows managers to know the exact person to speak with regarding a problem to resolve it quickly.  Eliminating office chaos requires planning and organization.  Many employees complete tasks and remain organized if directions are given clearly and accurately.  Often, managers who communicate with each other and share ideas have fewer hectic and chaotic moments. 

The space layout of an office may also contribute to office chaos, or office organization.  The space layout of an office should be inviting, easy to move though and office equipment should be ease to access.  If the office space allows employees to work comfortably and access tools easily, the office will be more organized and run more efficiently.  There are many tips to maintain a smooth and worry free workday.  To read about more ways to avoid office chaos go to:  http://sbinfocanada.about.com/od/smallofficehomeoffice/a/officemgt1.htm

In general, it is a good idea for companies with a high volume of phone calls to develop uniform guidelines for office phone etiquette to ensure that the receptionist, or all receptionists, answers each phone call in the same pleasant, professional manner.  The receptionist’s tone, vocabulary and mood can affect the clients general impression of the company, so developing guidelines and training each receptionist will help to eliminate candid or spontaneous talk that might reflect poorly on the company. 

 Office phone etiquette guidelines should include telephone greetings, proper ways to transfer a call, how to manage heavy incoming calls and answering machine messages.  This list will provide ideas and suggestions for the development of custom company phone etiquette techniques.  For information on specific phone etiquette guidelines and suggestions on how to create company specific guidelines, please visit the Total Corporate Solutions website at www.totalcorporatesolutions.com.

Before making any purchase, do some research and confirm that the company is authorized and licensed to sell the product that you are purchasing.  Authorized dealership ensures the dealer is allowed to sell the product and they received the product from the manufacturer.  Aside from ensuring the product will be backed by the manufacturer in case of a problem, purchasing from an authorized dealer also ensures the item is not a fake or knock-off of a better known brand. 

Buying from an authorized dealer is necessary to guarantee the financial security of every office.  In today’s tight economic situation the smallest finacial problem could prove to be a disaster.  Do not fall victim to purchasing faulty equipment or from a company who will not support the items if they are damanged or do not work properly.  Check every time for the dealer authorization and have one less worry!

The Office Manager’s Resource is a professional tool to help business owners make accurate decisions about their business.  As your business grows and expands, it is important to make informed decisions about the companies you choose to support your core business.

Sounds great, right?  Well, yes, if you have a large office.  The system is expensive so the big advantage of spending the money to upgrade is saving money (for some companies a lot of money) in long distance charges.  If your office only has one location or doesn’t typically make inter-branch calls then, more than likely, you are perfectly fine staying with the digital office phone system, at least for now.

I am creating this blog to try to help or give advice to business owners who are having problems with their office facility or equipment.  If you have difficulty or questions about your telephone equipment, computer equipment, furniture, insurance, breakroom refreshments – I am creating this blog for you.  I will be posting office how-to guides on different topics and solution ideas for common problems that I hear about in my office.  I am hoping that other executives or office managers will share their problems and ask questions that I can help answer, or share success stories you may have had in the past.

I’m hoping to solve any problems with the office facility so everyone can focus on the business.  These days we can’t let anything take the focus away from the business!