Course Summary:

Administrative procedures are a set or system of rules that govern the procedures for managing an organization. These procedures are meant to establish efficiency, consistency, responsibility, and accountability.

Administrative office procedures may not be glamorous, but they are essential to the success of any enterprise. A well run office reduces miscommunications and helps to eliminate common errors. By making the administrative office a priority, you will establish clear policies and procedures with employee understanding and buy-in, which ensures that your work environment runs smoothly. 

With our Administrative Office Procedures workshop, participants will understand how an Administrative Office Procedure binder demonstrates professionalism and efficiency in an organization or office setting. It is also a marvelous instrument for quick reference and utilization. Strategies and procedures are a vital connection between the company"s vision and its everyday operations.

This course equips Secretaries, Administrators, Personal Assistants, Office Administrators, Executive Assistants, present and future Managers with the necessary competence to implement their organisations' strategic objectives. It develops a fundamental understanding of the different fields of management to ensure that professionals do not perform their own management functions in isolation.

Course Objectives:

At the end of this workshop, participants should be able to:

• Organize a binder
• Develop procedures
• Prepare checklists
• Understand succession planning
• Collect the correct tools
• Be a productive member of an office team
• Determine what ethical behavior means in an office situation and ways for dealing ethically with various situations
• Process information via technology
• Communicate effectively, both orally and in writing
• Assist in the preparation of meetings
• Do a job search and prepare employment portfolio
• Advance on the job
• Lead and supervise others

Course Outline

Module One: Getting Started

• Housekeeping Items
• The Parking Lot
• Workshop Objectives

Module Two: Why Your Office Needs Adminstrative Procedures

• Business Continuity
• Succession Planning
• Internal and External Audit Requirements
• Recovery Planning
• Case Study
• Module Two: Review Questions

Module Three: Gathering the Right Tools

• Binder
• Section Divider
• Sheet Protectors
• Cover to Cover Binders
• Case Study
• Module Three: Review Questions

Module Four: Identiyfing Procedures to Include

• Tracking Tasks for Some Days
• Reach Out to Other Employees for Feedback/Ideas
• Write Down Daily Tasks
• Keep Track Using a Spreadsheet
• Case Study
• Module Four: Review Questions

Module Five: Top Five Procedures to Record

• Use a Template to Stay Consistent from Track to Track
• Be as Detailed as Possible
• Use Bullet Points Instead of Paragraphs
• Ask Someone to Execute the Procedure
• Case Study
• Module Five: Review Questions.

Module Six: What to Include in Your Binder (I)

• Phone Etiquette
• Business Writing
• Effective Time Management
• Creating Meeting Arrangements
• Case Study
• Module Six: Review Questions

Module Seven: What to Include in Your Binder (II)

• Policy on Absences
• Breaks
• Salaries
• Benefits
• Case Study
• Module Seven: Review Questions

Module Eight: Organizing Your Binder

• Create a Table of Contents
• List Each Section (e.g. Accounting)
• List Procedures in that Section.
• Keep Binder Updated with any New Changes
• Case Study
• Module Eight: Review Questions

Module Nine: What Not to Include in the Procedure Guide

• Passwords
• Identify Other Confidential Information Via Your Employer
• Store Information in a Separate Folder Outside of the Guide
• Find a Secure Location to Store
• Case Study
• Module Nine: Review Questions

Module Ten: Share Office Procedure Guide

• Give Guide to Boss/Executive to Review
• Inform Office Personnel of Procedure Guide
• Place Guide in a Visible Area
• Allow Office Personnel to Express Improvements/Updates if Needed
• Case Study
• Module Ten: Review Questions

Module Eleven: Successfully Executing the Guide

• Create a One Hour Meeting/Seminar for Employees
• Stay Consistent with Procedures
• Make Employees Aware of any Updated Changes
• Keep Open to Improvements
• Case Study
• Module Eleven: Review Questions

Module Twelve: Wrapping Up

• Words from the Wise
• Review of Parking Lot
• Lessons Learned
• Completion of Action Plans and Evaluations