Guest Author - Sharlene Thomas

Smart Office Managers insist on checklists to prevent problems. They know that an office checklist means a head start in completing all tasks in a timely fashion and keeping employees secure in their jobs. Ultimately responsible for all duties performed within the department, the office checklist helps the Office Manager ensure information is current, all steps have been accounted for, and employees can clear their desks, ready for the next day’s work.

The smaller the office, the less room there is for missed deadlines and reports. Office checklists keep everyone aware of what needs to be done without the Office Manager having to turn into an ogre. When your department is only an arm of a much larger organization, it becomes even more imperative that forms and checklists are in place to keep work flowing smoothly. Nothing is more infuriating than to be told a report isn't available because you don’t know the status of the job being done by someone in your department.

When creating and using checklists:

• make sure you understand the actual flow of work from one employee to another
• verify that the checklist in use is current
• throw out folders with old instructions for any job or software in your department
• redo checklists every time a new employee is hired
• use initials on the checklist as each employee completes a task
• don’t make the office checklist a complex document
• post-it notes are NOT checklists

The workplace can and should be a very pleasant “second family” experience for everyone. But, that means everyone pulling their own weight, completing tasks in a timely fashion. The smaller the office, the less room there is for missed deadlines, errors, and employees who can't stay on top of their jobs.

Checklists expose personnel problems before they get out of hand. Sometimes, a simple reshuffling of responsibilities is all that it takes to get everyone back on track.

In addition, the office checklist helps provide job security because it is a daily record of a job well done by each employee. Outside of punching one’s boss in the face, doing your job well means you will be a valued employee, and, when it’s time to move on up the corporate ladder, you will get first-class references.

While the initial job of setting up a checklist for the office can be daunting, once incorporated into the natural office routine, the benefits are immediately apparent. As stated above, the Office Manager is ultimately responsible for all duties performed within the department and the checklists act as visual ticklers to prevent problems, for everyone. Rather than eye them as enemies, employees should embrace them as building blocks of solid working habits that will lead them toward a bright future.