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How to Be a Good Office Manager

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Office managers are responsible for ensuring that the day to day operations of a business run smoothly. When looking for employment as a jobs manager, the job description will usually list the criteria needed to apply. While researching and preparing for employment, make sure you are a step ahead of the competition by learning what it takes to be a good office manager.

Understanding the Duties of a Jobs Manager

There are a number of different titles used to describe office manager careers based on the company hiring. For a small business, the office manager usually handles all the administrative tasks within the company. In medium businesses and large corporations, office managers typically only handle one department. For example, different managers may be over the Technology, Sales or Human Resources department. Regardless of the company size, managers typically handle the office budget, order supplies, handle recruiting new workers, training staff, maintaining office records and acting as the liaison between upper management and general staff.

Expand Communication

There is probably no skill more important for an office manager than being able to speak with those around you. As the office manager part of your job is being the go-between for staff, making sure all tasks get done on time and creating a smooth interaction between staff and clients. Part of the job description for communicating as an office manager involves being able to listen to those around you. If staff can not understand your directions, how can they complete assigned tasks? Managers also develop strategies for issuing warnings to staff that do not perform up to standards and must be able to use the latest computers, technology, and office software effectively. They must also be good at creating grammatically accurate and spelling error free emails, interoffice memos, notices, evaluations and writing reports.

The job of an office manager is not to be a bully. You will find it hard to relate to those you work with or get respect if you treat your coworkers with disdain. Remember to smile when talking face-to-face and inflect warmth into your voice when speaking with clients and staff over the phone. You must also remain professional, even under strenuous conditions when forced to give a bad review or dealing with an irate coworker.

Be Creative

Before going on a job interview, research the company involved. Read their posted job requirements and determine what you can offer that will be an improvement over how their office is currently run. Companies are looking for those who need little direction and bring creativity to a task. For example, show how you have implemented an employee appreciation program that cut down on missed work days and increased office productivity. Share how you were instrumental in developing a top notch Web site and blog for your previous employer that helped increase online revenue and created long-term loyal customers. Whatever your strengths are as a job manager, highlight them. Include references from your past employer, coworkers and even previous clients if possible.

Stay Organized

For those unable to be an effective job manager the problem usually comes down to lack of ability to keep information neat. Good office managers understand that a company can only be a success when they keep everything flowing along without interruptions. If you complete an initial interview for a job manager position, pay attention to how the office is being run when you visit. Take a look at the company’s website to better understand where your organizational skills might be needed.

For example, if you notice that a company creates a very popular product through their online site but only offers one means of reaching customer service, consider how you could improve the overall customer experience. Compare the costs involved in the company expanding its online marketing presence. Would issuing online press releases of products be useful? Maybe the company should outsource online chatting so customers can get immediate feedback for complaints or problems with a product or service. As the office manager, you have to stay alert, know the current industry trends and figure out how they can be useful to a business. To impress a company during your job search, brainstorm before going to your job interview and develop several well thought out outlines for strategies that will help a company stand out.

Consider Salary and Degree Requirements

Depending on the salary and size of a business, office managers may be required to have an associate's or bachelor's degree. For those without any formal training, an office manager position with a smaller starting salary offers a foothold into the company. While looking at a job description don't dismiss office assistant positions. They can offer on the job training and may eventually lead to a promotion for those who perform above expectations.
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