Administrative Office Procedures

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, your 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.

COURSE KIT:

Training manuals and instructor’s guide

Powerpoint slides and flip chart notes

Workshop activities and exercises

COURSE OUTLINE:

Module One: Getting Started
  • Housekeeping Items
  • The Parking Lot
  • Workshop Objectives
Module Two: Why Your Office Needs Administrative 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: Identifying 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
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