Administrative Office Procedures Workshop

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.

Workshop Objectives:

  • Organize a binder
  • Develop procedures
  • Prepare checklists
  • Understand succession planning
  • Collect the correct tools

Course Module:

Module One: Getting Started

  • Workshop Objectives

Module Two: Why Your Office Needs Administrative Procedures

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

Module Three: Gathering the Right Tools

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

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

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

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

  • Policy on Absences
  • Breaks
  • Salaries
  • Benefits
  • Case Study
  • 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
  • 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
  • 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
  • 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
  • Review Questions

Module Twelve: Wrapping Up

  • Words from the Wise
  • Review of Parking Lot