Office Management and the Male-Dominated Sales Roles

I pondered as to whether to write this blog for some time and had a draft with notes saved down fearing what it may end up looking like, however, I think it's an important and helpful blog to write. And, having spoken to many more office managers now than ever before, it is a common scenario we find ourselves in.  

Firstly, I should explain that in my experience and on looking at stats on LinkedIn, around 70% of office managers are female professionals with the remaining 30% being male. This seems to be as a result of the progression from EA/PA and Receptionist into office management roles and although the male percentages in such administrative roles are on the increase, which is great to see, it does mean that on the whole, these roles are fulfilled by female workers.

So, what exactly do I mean by Office Management and Male Dominated Industries? Let’s get into it… for those who might not be aware, a significant proportion of any office manager’s role will be procurement.

This simply means the tendering, benchmarking, negotiating of services or supplies, and liaising with external service and goods providers to ensure they have the resources to operate effectively in their workplace. These are not limited to, but for example: cleaning, IT support, telecoms and connectivity, printers and print, franking and folding machinery, mechanical and electrical, fit-outs, real estate, legal, furniture, health & safety and compliance. Around 80% of the faces I meet when dealing with any one of these providers are male which can make for a challenging conversation when I need to effectively "lay down the law" as the client. But again, we are seeing many female-founders starting cleaning companies and being in lead sales and business development roles of what were previously very male-dominant sectors such as telecoms and print.

Speaking from experience, as 30-something (and I think still considered young, maybe just me?!), blonde, Essex woman it has most definitely been a challenge for me in over 15 years of office management to deal with this and from conversations I have had with other females in this profession, it still is for them. Firstly, there is the whole Jack of All, Master of Some hurdle to overcome - no, I'm not a plumber, or an electrician, or engineer, and I don't know how to build a wall in the middle of the office. But what I do know is what is needed for the business, and I'd like to get a clear understanding of how you can help and answer questions I might have, without taking me for a fool or making me feel a few feet tall.

Unfortunately, my perception has sometimes been that I'll meet a provider for the first time, whether existing or potential new provider and there's often a look or even a comment "oh I didn't expect you to be so young" or "wow, you know a lot for a lady of your age" which clearly isn't right.

Can you imagine it, a woman coming in and saying the same thing to a man? You'd be offended; well I was with these comments from men and for some reason it's been OK. I've often found that I have had to prove myself quite quickly during these initial conversations too, to be taken seriously and to ensure they hear me.

There was once a time when I was meeting the Building Manager for our rather large space in the City of London, we were their biggest tenant and I was new into the role. Whenever I am new, I make it my mission to meet with all providers and contacts to help support me and therefore support the business. So, we had the meeting scheduled and I stood outside his (glass-walled) office giving it a gentle knock on the door. He didn’t even look up to acknowledge me. I waited a few minutes and said hi to the engineer and the head of the reception services team who I already knew whilst I patiently waited. But my patience did start to wear thin. 5 or so minutes passed and still nothing, he wasn’t on a phone call, and Teams/Zoom definitely wasn’t a thing back then! So, I knocked again (loudly).

He still didn’t respond, so I opened the door and said “is now still a good time?” – yes, yes come in. He didn’t stand up, he didn’t say have a seat and he didn’t go to shake my hand, and so I made all the moves – I still very much believe in a good handshake or greeting if you are in another culture whatever that may be. I said, shall I take a seat and begun the meeting. He really couldn’t have given less of a sh*t about what I had to say, my questions and issues about our ongoing air conditioning issues until… I started speaking his language. Literally, luckily for me I had done my research and learnt the jargon and acronyms of facilities management. When he realised I wasn’t the stereotype I think he pinned me as, he became engaged and even gave me his personal mobile number in case I had issues at the weekend whilst works were going on (and he was playing golf in Portugal).

It taught me two things:

1) it is important to learn a little from your experts so you can have these conversations and challenge anything you don’t understand, and building these relationships is super-crucial but also

2) that we shouldn’t have to ever prove ourselves to get the service and support we need on behalf of our businesses. From then on and even before this meeting, I ensured I always set the tone at the start of any meeting, especially when being the only female present.

I’ve had many similar situations prior to then and since; where I can clearly see the company has been “had” let’s just say, with the contract for many many years before my tenure there. I professionally and clearly lay out my views and ask the right questions to try and get to the bottom of it (think cleaning contract that was £200k per annum over the average market price, printer contracts where we’re paying down two lots of leases, one on machines we no longer have, and printers that still are not suitable for what we needed, coffee machines contracts with 1 day in a 5-year period in which we could terminate the contract and so on…)

There is a sense at times that the males in these roles are dominant, they know more and it can be intimidating, especially to younger people (not just females) coming into these roles. But it shouldn’t be this way and it should not feel like this. It should be a mutually beneficial relationship in which us as the client gets the services, support or products we need and the business gets, well, the business. It’s harmonious and communicative and it offers advice and support on both sides, but in particular that for the Office Manager to gain and learn from the “expert” being the provider.

My advice for anyone who faces these sort of conversations or meetings is to address is head on, set the tone, make your notes and prep before and during the meeting and do your follow up. Keep it professional, and clear. Anything you don’t understand, politely interrupt (or wait for the right moment) and ask – put it clearly for me please, not heard of that term, expression or acronym before. There is never such a thing as a stupid question! And, at the end of the day if a supplier is making you feel uncomfortable or “stupid” – perhaps it’s time to write that wonderful termination letter and connect with others who absolutely will build and maintain a positive relationship with you (there are, fortunately, plenty of these out there!)

To finish, and to stress, I’ve met some incredible providers over the years, many who are men in these roles and who are still trusted providers to date that I wouldn’t hesitate to recommend. It’s really a case of ensuring that and empowering you, as the office manager do not let this feeling get to you, and that you are aware that it is a two-way relationship and as above, if it doesn’t work you have (in most cases, subject to contract!) the ability to fix it or change it up.

And, for any suppliers who are reading this – do be aware of the language you use, the things you say especially if you are a male in these roles, and how you can too bridge that relationship rather than break it down with unnecessary comments about our age, how we look or how impressed you are with what we know. Afterall, we’re the office manager and we are #awesome.