Administration and Office Management-Best Practices and Technologies

 

Training Description 

To manage an office effectively you need to first manage yourself, and then manage your time, tasks, and others in order to achieve maximum success.  This course will help increase your motivation and confidence through understanding of principles and best practices of successful office management.

You will learn to prioritise, plan, and solve problems not just to get your work done on time, but to have continuous improvement in productivity.  You will learn to communicate more confidently in public, meetings, and with all levels of staff, including managing difficult behaviours.  Finally you will gain self-management skills which will help you to cope with stress, keep a ‘can do’ positive attitude, and enjoy your job each day no matter what the challenges are.

Training Objectives

Each attendee who will complete this training will gain the following outcomes:-

  • Apply and gain a good working knowledge on administration and office management, best practices and technologies.
  • Define the new roles of executive assistants and administrators.
  • Use technology to get more done and to stay connected with the office and their boss.
  • File, document, sort, index and retrieve corporate documents, records, and reports.
  • Identify quality standards for servicing internal and external customers and appreciate the impact of office design on the overall performance.
  • Demonstrate better command of the English language including the meaning and spelling of words, rules of composition, and grammar.

Who should attend?

This course is intended for executives, assistants and administrators who are interested in rejuvenating their practices and skills for better performance. The program offers a challenging opportunity to enhance interpersonal communication skills, people skills, and especially English business writing skills.

Training Duration: 5 (Five) days/ (6 hours/day)

Training Program

The following program is planned for this training. However, the instructor(s) may modify this program before or during the training for technical reasons with no prior notice to the delegates. Nevertheless, the training objectives will always be met:

 DAY 1

08:30 – 09:00 Registration & Coffee
09:00 – 09:30 Welcome & Introduction
09:30 – 10:30 New Roles for New Times·        The Changing Organization ● The Role of Management in The Workplace
10:30 – 10:45 Break
10:45 – 12:30 New Roles for New Times (cont’d)·        Optimizing Communication and Influence ● Fostering a Professional Attitude
12:30 – 01:30 New Roles for New Times (cont’d)Producing Results from Various Activities
01:30 – 02:10 Lunch
02:10 – 03:30 New Roles for New Times (cont’d)Use of Technology to Get Things Done
03:30 – 03:45 Break
03:45 – 04:00 Training Wrap-Up
04:00 End of the Day One

 DAY 2

09:00 – 09:30 Training Recapitulation for Day One
09:30 – 10:30 Mastering Data Management and Office EtiquetteBasic Modern Office Etiquette ● What Not to Do in your Cubicle
10:30 – 10:45 Break
10:45 – 12:30 Mastering Data Management and Office Etiquette (cont’d)Telephone and Email Etiquette, Skills, and Courtesy ● Records Management (Filing and Documenting Soft and Hard Copies)
12:30 – 01:30 Mastering Data Management and Office Etiquette (cont’d)Indexing, Archiving, and Retrieving Data and Documents
01:30 – 02:10 Lunch
02:10 – 03:30 Mastering Data Management and Office Etiquette (cont’d)Handling Office Finances and Petty Cash
03:30 – 03:45 Break
03:45 – 04:00 Training Wrap-Up
04:00 End of the Day Two

 DAY 3

09:00 – 09:30 Training Recapitulation for Day Two
09:30 – 10:30 Creating a Motivating and Productive Office EnvironmentUnderstanding Office Design as Part of Enhancing Productivity ● Feng Shui Office Design: The Art of Working (Tips and Basic Steps)
10:30 – 10:45 Break
10:45 – 12:30 Creating a Motivating and Productive Office Environment (cont’d)Communicating with Employees for Better Results ● Dealing and Communicating with Different Cultures at Work
12:30 – 01:30 Advanced Communication Skills for AdministratorsPreparing Powerful Short Presentations ● Advanced Business Writing (Reports, Proposals, Faxes, Letters, Memos, Emails, etc.)
01:30 – 02:10 Lunch
02:10 – 03:30 Advanced Communication Skills for Administrators (cont’d)Dealing with a Difficult Boss
03:30 – 03:45 Break
03:45 – 04:00 Training Wrap-Up
04:00 End of the Day Three

DAY 4

09:00 – 09:30 Training Recapitulation for Day Three
09:30 – 10:30 Time and Project Management for AdministratorsSix Steps to Great Time Management
10:30 – 10:45 Break
10:45 – 12:30 Time and Project Management for Administrators (cont’d)Preparing for Meetings and Conferences ● Preparing Meeting Agendas and Minutes
12:30 – 01:30 Time and Project Management for Administrators (cont’d)The Effective Use of MS Outlook to Manage your Time and Respect Other People’s Agendas
01:30 – 02:10 Lunch
02:10 – 03:30 Time and Project Management for Administrators (cont’d)Event Planning and Project Management (Template)
03:30 – 03:45 Break
03:45 – 04:00 Training Wrap-Up
04:00 End of the Day Four

DAY 5

09:00 – 09:30 Training Recapitulation for Day Three
09:30 – 10:30 The Impact of Technology on the Administrator’s Roles and TasksThe Use of Smart Phones to Stay Connected and Liaise with Others
10:30 – 10:45 Break
10:45 – 01:30 The Impact of Technology on the Administrator’s Roles and Tasks (cont’d)Synchronizing your Smart Phone with your Computer for Updates
01:30 – 02:10 Lunch
02:10 – 02:45 The Impact of Technology on the Administrator’s Roles and Tasks (cont’d)The Use of Electronic Devices to Research, be Informed and Report on Timely Basis
02:45 – 03:00 Break
03:00 – 03:30 Practical Exercises
03:30 – 03:45 Training Summary
03:45 – 04:00 Giving of Training Certificate Completion
04:00 End of the Course

Material given during the training:  [DVD’s and Case Studies will be used during this course to illustrate examples of good and bad change implementation processes].

Before the course

Each delegate will be asked to complete a Pre-Course Assessment Form to determine their current level and objectives for attending the course. The content of such Form will be used by the trainer only to give tailored training that is focused on each group of delegates.

At the end of the course

Each delegate will be asked to complete an Individual Development Plan and Vocational Completion Certificate

 

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