Running an office is a unique facet to your business. It’s not like the marketing department or the accounting department, or the boardroom where all the executives make major decisions. Office administration can often be overlooked as a minor part of a company, no matter how big or small, when in fact the sum total of the many important tasks secretarial workers complete can be critical to the smooth running of a business.

If the phone is not answered professionally, or wrong copies are made, or perhaps typing is full of errors, then you can be sure that filing cabinets will be disorganized, documents will be misplaced, mail will be delivered to the wrong recipients, letters will be missing company headers and…well, so much more. The last thing you want to do is place little emphasis on the personalities behind your office.

Here are some tips on finding the right kind of people to take care of your office needs:

1) Don’t Hire if you Don’t Need to – Outsource Instead. It sounds strange, but in fact many administrative tasks can be done virtually. Even phone answering software these days can seamlessly transfer calls to any number from any location. By outsourcing to a virtual assistant or virtual office service, you only pay for what you use, and you also pay as a customer expecting quality in return. Companies specializing in administrative support services have a vested interest in making sure your office tasks are done to a tee, because they’re there protecting their own business image too.

2) Make Sure Personalities Match what you’re Looking for. Don’t be hasty in the interview, and don’t be traditional in your question-asking either. Do what you can to get the real personality out of the interviewee. You can learn a lot about their confidence levels when you ask questions creatively. Maybe even take them to the coffee shop where they can be more relaxed and escape the formality of a setting where they know what you want and will deliver it precisely…until they get hired that is. Look for qualities such as honesty in situations.

3) Test their Skills. A lot of people lie in their resumes, thinking they won’t get caught. In fact, it’s almost common and accepted to exaggerate a little here and there when applying for a job. Make sure you test the subject’s knowledge on technical competencies such as using Microsoft Office, a switchboard, and other software. If you’re hiring for other types of office jobs, ask for references from past employers. If looking at a company to handle administrative support, check out their testimonials and case studies, as well as company reputation. It pays to be investigative.

4) Ask for Referrals. Not all hiring has to be done through the job boards or employment agencies. Ask people in your network if they know a good administrative assistant or virtual assistant company that can help. Be specific about what you need to get what you’re looking for instead of a bunch of dead leads.

5) Start with a Trial. One of the best ways to avoid the costs of making a mistake with your office hiring or outsourcing is to begin by offering a specific assignment to an administrative worker, and paying on a project basis, rather than hourly. This way, you can see what their work ethic is like, and whether you think you can work with them again. If they can’t meet deadlines, you’ll have your answer. Likewise, if they blow you away with the presentation and formatting of a research report, you’ll also have your answer. When you find a good one, stick with it.

Author Bio: Queenie Ormidale works with Central Park Business Centre, which has been offering Vancouver office space, administrative services and virtual offices to businesses since 1986. You can republish this article without this last sentence so long as you credit the author with a link to their website at www.executivesuite.ca

Category: Business Management
Keywords: office, service, assistant, hire, personality, test, virtual, outsource, skills, secretarial, admin