In many ways, it is your job to be the calm in the middle of a storm.
While the entire workplace may be in chaos, it’s up to the admin to know who needs to be where and when, locate all the necessary files and direct office communication.
Needless to say, managing this chaos can be a challenge. Jennifer at Tips for Admins offers some. She points out that the root cause of chaos is usually a problem with people, processes, or equipment.
Equipment problems are relatively easy to fix. If you have one copier and 35 people who need copies on a daily basis, make the case for an additional copier to solve your problem. If you have an inefficient contact management software package, you may be able to switch for one that works better.
Process problems are harder to identify but are also easily solved. It might be that there are duplicate processes, such as having to schedule appointments manually on two separate calendars.
Maybe there are inefficient processes that you can fix with just a little effort. In some cases, changing a process requires employer approval, but you should be able to build a case to support your position.
People problems are perhaps the most complex. Whether it’s poor communication or interpersonal conflict, personal problems can create serious chaos in an office. If you can’t address these issues alone, it’s usually best to involve your supervisor or your Human Resources department.
Identifying the causes of chaos is the first step in reducing its impact on your office.