Effective Administrative Office Procedures

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.

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 course, you will be able to:

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

Why Your Office Needs Administrative Procedures

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

Gathering the Right Tools

  • Binder
  • Section Divider
  • Sheet Protectors
  • Cover to Cover Binders
  • Case Study
  • Assessment

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

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
  • Assessment

What to Include in Your Binder (I)

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

What to Include in Your Binder (II)

  • Policy on Absences
  • Breaks
  • Salaries
  • Benefits
  • Case Study
  • Assessment

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
  • Assessment

What Not to Include in the Procedure Guide

  • Password
  • 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
  • Assessment

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
  • Assessment
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