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What are the most important PM best practices for office support?

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Office support is a vital part of any practice management system, as it helps to ensure smooth operations, efficient workflows, and satisfied clients. However, office support staff may face various challenges and demands in their daily tasks, such as managing schedules, communicating with clients and providers, handling billing and accounting, and maintaining records and compliance. To overcome these challenges and perform their roles effectively, office support staff need to follow some best practices that can enhance their productivity, quality, and professionalism. In this article, we will discuss some of the most important PM best practices for office support, and how they can benefit your practice and your clients.

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SUNDAR REDDY

Program Associate - International Placements at Pratham Education Foundation
Gustavo Mendez, PMP?, MScPM, BsCE

Project Manager at BMI Construcciones.

1 Organize your workspace

Organizing your workspace in a way that suits your needs and preferences can be an effective first step to improve your office support performance. A cluttered and chaotic workspace can cause stress and frustration, but a clean and orderly workspace can boost motivation, confidence, and creativity. To organize your workspace, you can label and categorize your files, folders, and documents, use a calendar or planner to keep track of deadlines and tasks, dispose of any unnecessary items, keep supplies and equipment well-stocked and maintained, and personalize your workspace with some items that reflect your personality. However, it is important to avoid overdoing it or distracting yourself.

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SUNDAR REDDY

Program Associate - International Placements at Pratham Education Foundation
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Creating an organized workspace is pivotal for optimizing office support performance. Such a workspace not only minimizes stress but also elevates motivation, confidence, and creativity. Labeling and categorizing files, folders, and documents streamlines retrieval, acting like an organized book's table of contents, ensuring quick access. A calendar or planner becomes your work roadmap, akin to a GPS guiding you, helping track deadlines and tasks. Eliminate unnecessary items, decluttering your workspace, much like decluttering your mind, sharpening focus and efficiency. Maintain well-stocked and properly maintained supplies and equipment, just like a chef keeps tools in top shape for peak performance.

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2 Communicate effectively

Communication is an essential part of office support, as you are often the first point of contact for clients, providers, and colleagues. Effective communication can help build rapport, trust, and loyalty with stakeholders, as well as convey information, instructions, and feedback. To communicate effectively, you should listen actively and attentively to what the other person is saying and use verbal and non-verbal cues to show interest. Speak clearly and politely with appropriate language, tone, and volume. Avoid using jargon or acronyms that may confuse or offend. Ask open-ended questions to clarify any details or confirm expectations. Provide positive and constructive feedback to acknowledge achievements or strengths. Follow up on any promises or commitments you have made and inform the other person of any updates or changes. This will help you communicate effectively and efficiently.

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Gustavo Mendez, PMP?, MScPM, BsCE

Project Manager at BMI Construcciones.
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90% of the PM management is the communication, without effective communication by the correct way and with the correct persons will be difficult to have successful in your project.

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SUNDAR REDDY

Program Associate - International Placements at Pratham Education Foundation
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In the realm of office support, effective communication is the cornerstone of success. As the initial touchpoint for clients, providers, and colleagues, your ability to communicate can define your professional journey. Active listening, accompanied by both verbal and non-verbal cues, creates a bridge of trust and understanding. Clarity, politeness, and the right tone in your conversations are the bricks that construct strong relationships. Open-ended questions are your toolkit for precision, ensuring everyone is on the same page. Lastly, feedback, both positive and constructive, nurtures growth and appreciation. Completing the circle, reliability and transparency in keeping promises and sharing updates seal the deal.

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3 Automate your processes

Optimizing office support performance can be achieved by automating processes with the help of technology and software tools. This can help to save time, money, and resources, as well as improve accuracy, consistency, and quality. Common tools that can be used for automation include a practice management software (PMS) to integrate and manage various aspects of a practice, an electronic health record (EHR) system to store and access clients' health information, a customer relationship management (CRM) system to track client preferences and generate leads, a document management system (DMS) to scan, store, and retrieve documents, and a cloud-based service to backup and sync data across devices.

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4 Update your skills and knowledge

Enhancing your office support performance can be achieved by regularly updating your skills and knowledge. Doing so can help you stay current with changing trends, demands, and standards, as well as improve your competence, confidence, and credibility. To update your skills and knowledge, consider attending training courses, workshops, or webinars; reading books, articles, or blogs; joining professional associations or networks; seeking feedback from clients or colleagues; and setting personal or professional goals. All of these methods can provide you with new insights, perspectives, tips, advice, or feedback that can help you enhance your understanding of your field and your clients.

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5 Balance your workload and wellbeing

A fifth and final suggestion to improve your office support performance is to balance your workload and wellbeing, by managing your time, energy, and stress effectively. This can help you to prevent burnout, fatigue, or illness, as well as maintain motivation, enthusiasm, and satisfaction. To achieve this, plan and schedule tasks in advance and allocate sufficient time and resources for each one. Delegate or outsource any tasks that are beyond your scope or capacity, and don't be afraid to ask for help. Take regular breaks throughout the day for relaxation or refreshment. Engage in activities that can calm, energize, or inspire you such as meditation, exercise, or music. Additionally, maintain a healthy lifestyle and take care of your physical, mental, and emotional health. Lastly, don't forget to celebrate your achievements and appreciate yourself for your contributions.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are the most important PM best practices for office support?

1

2

3

4

5

6

1 Organize your workspace

2 Communicate effectively

3 Automate your processes

4 Update your skills and knowledge

5 Balance your workload and wellbeing

6 Here’s what else to consider

Practice Management

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What are the most important PM best practices for office support?

1

2

3

4

5

6

1 Organize your workspace

2 Communicate effectively

3 Automate your processes

4 Update your skills and knowledge

5 Balance your workload and wellbeing

6 Here’s what else to consider

Practice Management

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