Administrative Assistant's Update - sample

3 Administrative Assistant's UPDATE The AMA Handbook of Business Documents By George Pearson The AMA Handbook of Business Documents is a collection of how-to guidelines and examples for dozens of common business documents. As a go-to reference, especially when used in tandem with a custom- ized organization style sheet, it can put an end to the inconsistencies and off- the-cuff improvisations that make an organization look bad both internally and externally. It has a section on writing and formatting reports. Use of tables and illustrations is covered. So are foot- notes and endnotes, glossaries and bibliographies. The AMA Handbook of Business Documents also includes guidelines, tips and samples of annual reports, brochures, business letters, business plans, grant proposals, mission state- ments, newsletters, policies, press releases, proposals, résumés, surveys, speeches, training manuals, user guides and white papers. The authors are Kevin Wilson and Jennifer Wauson, founders of a corporate communications consulting business that has worked for many Fortune 500 companies including IBM, AT&T, Sony, Chevron, Hewlett-Packard and others. It is published in paperback by the American Management Association (2011) and is available through Ama - zon.ca, Books for Business – Canada and Chapters-Indigo Canada at prices varying from $26.25 to $29.50. Chap- ters-Indigo has a Kobo eBook edition for $22.29 and Amazon has a Kindle edition for $14.21. Business documents demand close attention to detail By George Pearson Respect for business etiquette and clear, concise communication is a quality that admins need to develop and hone to a fine art. Many aspects of personal com- munications are acceptable in the workplace but by and large business decorum demands a formality and precision beyond the personal. Business emails, for example, are not appropriate for gossip, jokes or flirting. Nor should you request a raise or a promotion in an email or submit your resignation in the form of an email (no matter what the provocation, it's just bad business). These are a few of the email tips in The AMA Handbook of Business Documents (see above). A request for a raise or promotion should be tendered in person or in a letter. Same goes for a resignation. Even a thank-you is much more personal and powerful when it comes in a handwritten note. A meeting agenda should include meeting starting and ending times, location, topics to be discussed (with time allotted for each topic) and, if appropriate, which meeting participants will facilitate the topics. A job description should include the job title, the department and to whom the person directly reports, a list of responsibilities, other job titles and departments that the person will work with on a regular basis, terms of employment, and the necessary skills and experience required. In writing a directive, gener - ally include the reason for it, what the reader is expected to do, any deadlines involved, benefits to be achieved from following the direc- tive and whom to contact for more information. With all business documents, look at their development through the eyes of those who will receive them. Is the tone civil – even warm – and helpful? Are points or questions stated in plain language? Is the pur- pose of the document clear? Often it's helpful to have another person read and comment on your draft. The AMA Handbook of Business Documents offers sample docu- ments, which help the reader visual- ize the document being discussed. Organizations would do well to establish their own collections of sample documents, which would include the organization's logo and other identifying information, for easy reference.

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