Smarter Week

How to automate it

How to automate “deal with building, cleaning and facilities vendors”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

30 min
typically, a few times a week
35%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Take facilities requests through one form and keep vendor contacts in one sheet

A request form or ticket queue replaces hallway and email asks, and one vendor sheet (contract, contact, SLA) saves hunting each time something breaks.

Typically saves about 35% of the time1 h to set up
  1. 1Set up a request form or queue (Slack Workflow Builder, Microsoft Forms and Planner, Freshservice, Jira Service Management).
  2. 2Build one vendor sheet: service, contact, contract end date, account number, SLA.
  3. 3Forward requests to vendors from the queue so you have a record.
  4. 4Review open requests twice a week.

Tools: Slack Workflow Builder · Microsoft Forms and Planner · Freshservice · Jira Service Management · UpKeep or MaintainX

Fix 2 of 2

Process fix

Agree one home for each kind of file

Most searching comes from the same thing living in three places. Pick one place per type and link to it.

Typically saves about 35% of the time1 h to set up
  1. 1List the five things people search for most.
  2. 2Pick one home for each (one folder, one wiki page, one system).
  3. 3Pin the links in your team channel.
  4. 4Move or delete the copies.

Tools: SharePoint, Google Drive, Notion or Confluence

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Office manager

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Office managers