Focuses on the training and development needs of admin professionals and features topics such as hard skills (software competencies, writing, communication, filing) and soft skills (teamwork, time management, leadership).
Issue link: https://digital.hrreporter.com/i/690600
JULY 2016 6 Credit: yulia_lavrova/Shutterstock Administrative manual: An essential resource By staff Having an administrative procedures manual is more than a good idea, it's an essential resource for your offi ce. This was the message from ad- ministrative expert Julie Perrine to delegates at the Administrative Profes- sionals Conference in Toronto recent- ly. Ms. Perrine is founder of All Things Admin, a company that provides training, mentoring and resources for administrative professionals. A comprehensive administrative procedures manual contains a wealth of information about processes, materi- als, equipment, resources and person- nel interactions critical to the admin's day-to-day responsibilities and the smooth operation of the offi ce. Done properly, Ms. Perrine points out, the manual provides continuity when the admin is away, invaluable information in case of a disaster, data that can plug into internal or external audits, and insights that can be used for succession planning. For the admin who develops, maintains and regularly updates the manual, it demonstrates leadership and initiative and can fortify the case for salary increases, promotions or even a new job outside the organization. To get started, Ms. Perrine recom- mends these fi ve steps: (1) assemble the right tools for the job, including a durable binder; (2) start tracking your tasks every day for at least a few days; (3) pick your top fi ve procedures, then the next fi ve, and the next; (4) identify what else to include; and (5) organize your binder for quick reference. When tracking tasks, name each one and indicate whether it is daily, weekly, monthly, quarterly or yearly. Do this for each executive you serve. Each executive will likely have many meetings to keep track of; it may be helpful to use a different-coloured paper (or some other colour-keyed approach) for each executive. For identifying your top fi ve pro- cedures, Ms. Perrine recommends developing an "anatomy" for each, breaking it down into parts (often sequential) on a separate detailed document for future reference. This can apply to opening and using your computer, arranging for meetings of various kinds (in-person or virtual or combination), fi ling, interacting with clients or the public, making coffee, printing documents, using other offi ce technology, initiating departmental communications and so on. Additional items for the manual may be drawn from other departments which your department interacts with (accounting, travel, mail room, IT). Forms for requesting inside/outside services can be illustrated with sample forms fi lled out, highlighted and aug- mented with tips and instructions. Not part of the manual: confi den- tial information. Contents of the binder should be organized so they are easily located. The binder will probably open with instructions on how to use the binder, followed by general information about the company and the department, followed by your job responsibilities. (See Items to include ..., below) The manual should be updated as often as needed, certainly to identify changes in personnel or policy, as well as to streamline or revise language that simplifi es its use. Ms. Perrine offers a package of free templates that facilitate the develop- ment of an administrative procedures manual (allthingsadmin.com/free- templates/). She also offers other tools aimed at helping admins put together their own manual. Items to include in general notes to admin manual ☐ admin call etiquette for your desk ☐ board of directors list ☐ corporate logo specs and/or style sheets ☐ corporate rates your company has with area vendors, hotels, etc. ☐ current job description ☐ daily/weekly/monthly checklists ☐ directions from your offi ce to local hotels (for guest visiting your offi ce) ☐ directions to your offi ce from the airport as well as coming from the north, south, east or west ☐ executive team list ☐ facility maps ☐ fi ling systems – electronic and paper ☐ how to log in to the instant messaging system ☐ how to make the coffee ☐ how to send department or company-wide emails