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March is the month when things come together in more ways than one, moving toward rebirth, renewal, and rejuvenation. The weather finally breaks from the harshness of winter, the days begin to grow longer, snow turns to rain and at home the spring cleaning begins. Spring cleaning isn’t just a residential activity though and is often applied in office environments. The objective of spring cleaning is to do away with the unneeded or malfunctioning, reorganize, and increase efficiency – all critical elements to successful business operations. Relying on and understanding how to use office systems makes this process manageable.

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The main function of an office system is to interconnect business relevant properties. Office systems come in many forms; some are designed specifically for computer operations, while others are designed to connect different technological resources in the office. Some office systems are meant to join team members and are used by management, and other refer to the physical connection between layout, equipment and supplies.

Computer Operations & Technologies Resources: 

Offices are continually changing due to technological advancement. The way an office operated in 1950 has changed drastically from present day operations. Maintaining inter-office systems connectivity is critical to having seamless transition throughout the concept, R&D, production, marketing, and delivery process. These technologies can come in many forms and are all managed by an IT department. These departments depending on the size of the company can be internal or external; responsibilities of an IT department may also be divided between software, outside consultants or managers. Having a clean and organized office system for computer operations & technologies resources set up allows the chain of communication to flow and deliver materials that meet the objective of every successful company.

Physical office system 

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The actual setup of office space and the actual relationship between employees and the resources needed to complete their jobs. This is beyond a cubical or a desk. Office systems are large entities that combine filing space, storage space, work space, and technology. These systems also take into consideration that most effective layout for the work space, making time spent attached to a desk the most efficient it can be, accommodating the working relationship between partnering employees, managing overview, and communal space relations. While this system can seem trivial it actually can significantly affect the time management of an office space. Consider the amount of time it takes to run to the community printer or to walk to a co-worker’s desk to work on a project together; 5 minutes here and 5 minutes there can really add up, delaying productivity. 

Management’s office system 

This is a little bit trickier, because this office system is based on the culture of the employees and the roles that each plays while doing their job. Management, whether one person or a team of people, utilizes not only the above mentioned systems but also with the human factor in every business. This office system harmonizes daily operations, ensuring the workforce is functioning as they should.  This method ensures adequate preparation and resources are available for the operations team and makes sure that duties are assigned appropriately. A well-designed office system includes training unforeseen issues, such as leaves of absence or potential errors, and equips employees with proper knowledge to perform essential operational tasks, both large and small, to prevent production flow disturbances. 

No matter how categorized the office systems are they are all part of the functionality and success of the company. Can an office operate without all of these elements or with a weak office system? Of course! However, it is the efficiency factor that can accelerate a company forward or prevent the company from excelling. By maximizing your office systems, you allow them all to work together toward the overall accomplishment of an organization. Take some time out this spring, clean up your office and not just by dusting and sweeping – but analyze your own office systems and clean up the lagging qualities in your office space for an ever-advancing workplace.

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