Administrative Office Procedures
Course Summary:

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.

Course Objectives:

Research has consistently demonstrated that when clear goals are associated with learning, it occurs more easily and rapidly. With that in mind, let’s review our goals for today. 
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

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