7 things for office and facility managers to do during that weird week between christmas and new years
The week between Christmas and New Year’s is well, kind of weird. The anticipation of Christmas is over but it’s still not back to business as normal as we approach New Year’s Eve and New Year’s Day. Many people are still on holiday vacation until after the first of the year, so our offices are lightly staffed and in general this is just a very slow week. It’s no wonder it’s so easy to lose track of time during this week.
If you are not among the people who are on vacation this week, it could be really, hard to make this a productive week. Well thankfully there is always something that can done when managing a facility. We’ve pulled together a list of things that won’t require too much exertion, (we are just coming off the Christmas holiday and all) but also aren’t just busy work.
These tasks are a perfect mix of things that actually need to be done and not wanting to take on something too major. You’ll also have the extra benefit of that great feeling of accomplishment of being able to cross a completed project off your list and being set up for a productive new year. Pick one, two or all the tasks and have a great lull week between holidays.
1. Purge security and other access codes
Over time a lot of people can receive access codes or key cards our buildings. Deleting or deactivating this access can easily slip through the cracks. But by not frequently purging building access logs, we are allowing people who we may no longer want in our facilities free access to enter as they please.
The week between Christmas and the New Year is a great opportunity to clean up these records since we may have some available time on our hands. Simply make a list of the following people who may have access code or cards to your facility:
Once you have a list of people that may have been given access to your building but no longer need this access you can begin the process of purging your security database. After completing this task you’ll feel great knowing you have a more secure facility for the new year.
2. De-clutter your office and work space
No matter how awesome your janitorial service may be, clutter will make even the “cleanest” office look messy and unattractive. Hosting an annual (or more frequently) purge the clutter day is a good way to keep the clutter under control, or at least to start the new year off with a clutter free, clean office. The week between Christmas and New Year’s is the perfect time to organize an office clean up event. Our office does this every year during the lull week after Christmas and our team actually looks forward to it.
A cleanup day can also be planned as a team building event to make it more fun. Consider ordering pizza for the office for lunch, donuts for breakfast or a snack bar that participants can munch on throughout the day. Adding a little competition to the mix may also be a good way to encourage participants to do a thorough job cleaning. Give a small reward or trophy to the cleanest desk, office or departments who do the best job cleaning up their areas and watch how fast your office gets organized.
3. Update contact lists (employees, tenants, vendors, ect)
Everyone knows having an accurate contact list for employees, tenants and vendors is very important. But contact information can change fast. While you have some extra time during the week between Christmas and New Year’s, pull out your contact lists and review them for accuracy. Or if you don’t have a contact list at all, now is an opportunity to create them.
On your vendor contact list we recommend having:
You’ll want to keep both a digital and printed copy handy. This will also be a nice resource to share with your team to make everyone more productive.
4. Make a Paint Color Chart
5. Do a Safety Risk Assessment
A safety risk audit is very easy to do, but it will help make your facility safer for everyone in the new year. Take some time and walk through your facility and inspect for potential hazards. Look for anything that could pose a:
6. Measure Your Office
Whatever your facility maintenance plans are for the new year, one resource that will make pretty much all of them easier is to have detailed measurements of your offices. It would be even better and more helpful to have these measurements on a floor plan or drawing of your office.
Why is this? This is such a handy resource because one of the first questions you’ll be asked for when getting quotes for maintenance tasks is: “How big is your office?” Whether you’re working with a janitorial service, flooring installers or even buying furniture knowing how large your building is and the dimensions of each area will save you so much time and money.
If you’re not very artistic and not able to draw a floor plan, don’t worry. A simple document describing each room by name or room number if used in your building will be enough. Here’s what we suggest gathering for your document:
7. Do a Consumables Audit
Consumable products can add up quick. Taking the time to review what you’re using is a good way to evaluate if you’re getting the best value for your dollar. There could be the possibility to be more efficient with spending and usage. You can uncover these opportunities through a consumables audit. Essentially with a consumable audit you want to look for:
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