office Management

Office Management System

Office Management System is one of the core components which leads to the efficient functioning of a business venture. All business ventures are working towards upgrading their work discourse in order to stand strong in the current competitive market. It’s the time when you too need update your Office Management System with an Office Management Software and boost the efficiency of your company.

What is Office Management?

Office Management refers to the entire process and procedure of managing office documents from all the departments. Be it the customer feedback or financial statements, documenting all of these in order to maintain their records for professional purposes of the company is known as office management. There are numerous ways of managing documentation, from maintaining hard copies to saving scanned files or opting for software assistance.

Office Management is a major constituent in the functioning of every enterprise. It includes all aspects like planning, documentation, coordination and maintenance of office records and employees. Depending upon the kind of enterprise, there are different types of office management system. The basic idea behind managing an office is to ensure that there is proper control over every element of the work space in order to enhance the proficiency and productivity of the organization.

What is an Office Management System?

Initially, Office Management was a manual system of maintaining hard copy paper records of Information and documents. But with time, this conventional method got replaced with a software system that maintains a library for all office-related documents and helps in paperless and convenient office management. This software is known as an Office Management System.

This software assorts all documentation on a cloud-based interface. It stores, protects and manages all the documents along with providing convenient access through security credentials.

Features

Client Management

An Office Management System maintains a proper record of client details and keeps updating their information. It also keeps track of the ongoing client projects and the status of new clients.

Employee Management

Employee management is one of the most remarkable features of an Office Management System. It maintains an updated record of work progress, leave applications, overtime period, and other essential information of each and every employee of the company.

Invoice Management

It keeps a track of all expenditures and invoices of the company. It categorizes the invoices depending upon the department or the causes they belong to. All these invoices are uploaded on a cloud-based interface. These invoices can be filtered on the basis of their date, time, or file name.

Recruitments

Recruiting employees and keeping a track of all their information becomes easy with this system. It maintains a tabulated record of all the job applications, shortlisted candidates, and the selected candidates. It also regulates emails and communication between the company and the candidates.

Dashboard

It comes with a dashboard that has all the tools and features provided in the software. It presents a user-friendly interface with all the functions present on a single platform and gives a convenient and smooth user experience.

Benefits

Free Space

One of the most remarkable benefits of an Office Management System is that unlike hard copy files and paper records, it doesn’t take up any system space while storing documents. Manual documentation can be a very tedious job. Along with taking a lot of time, it is also subjected to consuming a lot of space.

These systems provide flexible storage space by storing data on the cloud and switching to them will help you free a lot of space and utilize it for better purposes. This also allows an enterprise to keep a record of every minute detail without worrying about the available storage space. Unlike offline files and folders, its cloud-based interface doesn’t take up device space and gives space for other data storage.

Convenience

It often happens that the company or a certain department of the company is in the requirement of specific data from past records. In such scenarios, finding out the required information from a pile of numerous paper records, files, and hard-copy documentation might not be the most convenient thing to do. But with an Office Management System, one can simply access their cloud-based interface where they can search and filter the specific data from its name, date, or other basic information. It is very handy when it comes to organizing and accessing data.

Flexibility

Unlike other system-specific applications, Juntrax’s Office Management System is flexible i.e. it can be accessed over different system interfaces and devices. Employees and the company heads can have access to all the documents and data even outside the office premises.

Security

Documents and details of a company going into the wrong hands can account for greater losses. An Office Management System links all the documents to a cloud-based interface guarded by high-security tools. This prevents data theft situations as well as preserves it from any form of physical or technical harm.

Conclusion

Maintaining data and keeping a track of all essential documents manually can be a tiring job when done manually. In order to experience Office Management in a convenient, secure, and error-free conduct you need to switch to an Office Management System. Juntrax Solutions is a renowned name in the market, known for its premium quality software – Juntrax which comes with top-notch features and a wide range of tools.

Can You Seamlessly Manage Employees On The Client Site?

If you are a staffing company or a global outsourcing firm, you need a solution in place that keeps your team connected, and coordinate with them while employed at client sites.

Advanced Technology and globalization has brought more and more businesses to work together across the globe. In order to meet their workforce requirement, often organizations partner with staffing or outsourcing companies to hire contract employees at their workplace. This allows the client to employ high-quality talent without a full-time employee on their payroll. On the other side, the staffing companies can send their skilled workforce to various client sites at multiple locations.

If you are a staffing company or a global outsourcing firm, you need a solution in place that keeps your team connected, and coordinate with them while employed at client sites. Similarly, your Client requires an efficient system to handle tasks related to the employees on his site. Reviewing timesheets and sending approvals, issuing entry badges and security access, and extending or disapproving contracts should all be done in a seamless manner so that there is no communication loss between you, your client and the employees.

5 Ways To Overcome Challenges Of Remote Work

Lets look at the common pain-points in this situation and how you can resolve them:

Lack of transparency/incorrect billing – For a healthy work environment it is critical that the Client is billed correctly and employees are paid on time. A centralized office management system will give access to both parties to log in and enter the information in a timely manner. But in most cases, an important communication, related to extra hours or reimbursements submitted by the employee, is missed out leading to incorrect billing. It not only makes the employees dissatisfied but also doubles the time for correcting the errors in payroll processing. The solution is a centralized system that is accessible at both ends where the Client is able to verify employee timesheets well in advance of the payroll cycle.

On-time approvals and extensions – Keeping everything on an email, especially contract approvals, is not an efficient way of handling workforce. A proper employee management system will help you keep track of all Client communication. With dual access system, the Client will be able to provide approvals in a timely manner and you can keep your records updated simultaneously.

Continue reading “Can You Seamlessly Manage Employees On The Client Site?”

Good Office Management Can Build Great Team Spirit!

You will be surprised to know that employees in the US spend approximately 8.7 hours at work on an average workday in their office (A survey report by the American Time Use Survey). Do you really think all this time is productive and spent on doing the primary tasks only? Absolutely Not!

A new survey from AtTask conducted by Harris Poll found that U.S. employees at mid and large-sized companies only spend 45 percent of their time on primary job duties. So what about the other 55 percent of the time? This is the time lost in long email communication, lengthy approval processes and administrative tasks. And above all, it leaves employees feeling dissatisfied and unhappy because of time spent on their core job function.

IS THERE A SOLUTION TO BUILD GREAT TEAM SPIRIT AND INCREASE THE DAILY PRODUCTIVITY INDEX?

Team Work– Introducing a good office management solution can reduce the unnecessary administrative tasks to a large extent. Everyday jobs like timekeeping and leave management, and following up on approvals can waste productive hours of employees and managers.

For instance,if an employee wants to plan his leave vacation, he has to write an email and do multiple follow-ups with his manager to get approval.A smart and intelligent office management solution should send a notification to his manager allowing him to approve or disapprove the request quickly. Imagine the time saved at both ends through a simple but efficient process. Automating similar tasks and integrating them on a common platform will allow employees to concentrate on their core jobs, raising the productivity index for an organization.

Take another example – onboarding an employee into your organization. The manual ways of onboarding are too time-consuming, error-prone and leave the new employee feeling dissatisfied at the start of his job. Onboarding can be made easier with a self-service portal for applicant, employee and manager. Information flow is instant, central and organized.

You will be surprised to know that automation in day-to-day processes can improve the total productivity by 20-25% in organizations. (Source: The McKinsey Global Institute). The company can utilize that time in building soft skills or on employee development, leading to a collaborative team spirit and a much stronger enterprise.To learn about the benefits of automating onboarding process, check out our article – Benefits Of Automating Onboarding of an Employee

Let’s dig into how an intelligent office management solution can help build great team spirit:

A Centralized Source For All Information:

Introducing a centralized place for storing and accessing company documents can save an employee’s time and energy to go back and forth asking for information. He will be more informed about the job, can work on it right away and deliver as per the targets. This in turn will build his confidence in his new role, make him feel part of the team and dramatically increase his productivity index right from the start.

A Better Way to Work:

Great brands are made with great teams! But great teams can only be build by adopting efficient and productive ways to work together. In an organization, there are certain tasks that constantly require feedbacks, approvals, suggestions, and information exchange. An integrated platform that is simple, efficient and accessible to both managers and employees can bring close collaboration without loss of information. An office management solution should be capable to deliver that efficiently.

Increase Employee Satisfaction Index:

Teams go through continuous change – from hiring, onboarding, rehire and retire. There are endless steps involved that require coordination between managers and employees. If the process is not well defined and smooth, it is sure to bring friction at both ends. Manual processes are bound to stretch time spent on these small tasks, increase errors and leave employees feeling dissatisfied with the organization.

By automating and integrating these steps through a smart solution, a company can not only significantly increase output but also raise the overall morale of the employees.

Introduce Juntrax Office Management Solution to Your Business

Millions of teams suffer because of poor collaboration techniques and get disoriented easily. It’s time to get rid of old ways of doing work and bring a positive change. Don’t let your inbox get flooded with emails and calendars stuffed with back-to-back meetings. With Juntrax Office Management Solution, you can help your team get organized, collaborate together and be more productive at their tasks. For more informationon how you can bring a great team spirit and organize your workspace, book a live demo with us.
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