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