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Administrative Support. Corporate Training Materials. Module One: Getting Started. It must be considered that there is nothing more difficult to carry out nor more doubtful of success nor more dangerous to handle than to initiate a new order of things. Machiavelli.
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Administrative Support Corporate Training Materials
Module One: Getting Started It must be considered that there is nothing more difficult to carry out nor more doubtful of success nor more dangerous to handle than to initiate a new order of things. Machiavelli • Welcome to the Administrative Support Skills workshop. • Organization skills • Resource management • Better communication • Time management
Module Two: Getting Organized (I) The ability to simplify means to eliminate the unnecessary so that the necessary may speak. Hans Hoffman • Organization begins at your data • entry points. • Emails, voice mails, and interoffice mail are all channels that ebb and flow with information that require processing and organization.
Keeping Track of the Paper Trail • The strategy here is to stage out the paperwork over the course of the week.
Module Two: Review Questions • What does the READ technique imply? • Read, Edit, Abbreviate, Debate • Rush, Enter, Absorb, Debug • Read, Evaluate, Act, Delete • Randomize, Economize, Acquire, Delete • Find a question which IS NOT important for the Act step? • Do you reply to the sender? • Do you resource this information for future reference? • Do you reject email and delete it? • Do you have time to read such a large email?
Module Two: Review Questions • Why is naming the electronic documents with a uniform pattern convenient? • It helps you to use the search option more effectively • It looks more orderly • It seems more professional • It is easier to remember where the documents are stored • What does the time sensitive strategy for arranging electronic files imply? • Using the files right away when they are received • Arranging the files when they are received • Separating the files based on the time of their inactivity • Deleting the files after awhile
Module Two: Review Questions • How many kinds of folders for paperwork are recommended? • 5 • 2 • 3 • 1 • What is the Red Rush folder for? • For communication with the manager in need of urgent addressing of a document • For leaving the everyday paperwork to the manager • For storage of the daily amount of received documents • For storage of the unnecessary documents
Module Two: Review Questions • What does the READ technique imply? • Read, Edit, Abbreviate, Debate • Rush, Enter, Absorb, Debug • Read, Evaluate, Act, Delete • Randomize, Economize, Acquire, Delete • Find a question which IS NOT important for the Act step? • Do you reply to the sender? • Do you resource this information for future reference? • Do you reject email and delete it? • Do you have time to read such a large email?
Module Two: Review Questions • Why is naming the electronic documents with a uniform pattern convenient? • It helps you to use the search option more effectively • It looks more orderly • It seems more professional • It is easier to remember where the documents are stored • What does the time sensitive strategy for arranging electronic files imply? • Using the files right away when they are received • Arranging the files when they are received • Separating the files based on the time of their inactivity • Deleting the files after awhile
Module Two: Review Questions • How many kinds of folders for paperwork are recommended? • 5 • 2 • 3 • 1 • What is the Red Rush folder for? • For communication with the manager in need of urgent addressing of a document • For leaving the everyday paperwork to the manager • For storage of the daily amount of received documents • For storage of the unnecessary documents
Module Three: Getting Organized (II) Organizing is what you do before you do something, so that when you do it, it’s not all mixed up. A.A. Milne • Now it is time to organize your • environment to be more efficient. • This module will give you some great • suggestions on how to organize your • workspace, your tasks and the people • you work with on projects.
Module Three: Review Questions • What items should be least present on your workspace? • Paperwork • Books • Office supplies • Personal items such as photos • Find a convenient way for organizing your desk: • Putting away the unnecessary items into the drawers • Creating a workflow pattern on the desk • Often arrangement of the items on the desktop • Improvising the desk arrangement depending on the working circumstances
Module Three: Review Questions • Why is a to-do book more efficient than a computer planner? • Because there is no danger of losing the data • Because it is easier to use • Because you can take it with you wherever you go • Because you can have a better overview to your schedule • Which of these steps related to the to-do book IS NOT recommendable? • Negotiating another deliverable date • Over scheduling • Constant consulting the to-do book • Combining the tasks from to-do book with the ones from your computer
Module Three: Review Questions • Which phase of project consists of three important tools for managing people, tasks and communication? • Planning • Executing • Initiating • Monitoring • What does the work breakdown structure tool (WBS) identify? • The arrangement of the tasks • The segregation of duties within a project • The schedule of project phases • The structure of a project
Module Three: Review Questions • What items should be least present on your workspace? • Paperwork • Books • Office supplies • Personal items such as photos • Find a convenient way for organizing your desk: • Putting away the unnecessary items into the drawers • Creating a workflow pattern on the desk • Often arrangement of the items on the desktop • Improvising the desk arrangement depending on the working circumstances
Module Three: Review Questions • Why is a to-do book more efficient than a computer planner? • Because there is no danger of losing the data • Because it is easier to use • Because you can take it with you wherever you go • Because you can have a better overview to your schedule • Which of these steps related to the to-do book IS NOT recommendable? • Negotiating another deliverable date • Over scheduling • Constant consulting the to-do book • Combining the tasks from to-do book with the ones from your computer
Module Three: Review Questions • Which phase of project consists of three important tools for managing people, tasks and communication? • Planning • Executing • Initiating • Monitoring • What does the work breakdown structure tool (WBS) identify? • The arrangement of the tasks • The segregation of duties within a project • The schedule of project phases • The structure of a project
Module Four: Managing Time Those that make the best use of their time have none to spare. Thomas Fuller • In this module will discuss how to be a better time manager with some very simple behavior modification.
Managing Your Time • We are all given all the same amount of time each day, use it wisely.
Module Four: Review Questions • When it comes to time, the nature of job for an administrative assistant implies: • The constant lack of time • Dividing the time with the manager • Complicated organization of the time • Perfectly steady timetable • What’s the key for productivity in relation of your and other people’s time? • Adjustments of own time depending on other people’s time • Adjustments of other people’s time depending on your own time • Demonstrating respect for other people’s time • Individual time planning, regardless of other people’s time
Module Four: Review Questions • According to WBS, what is identified by breaking down each project task? • Individual components and personal responsibilities • Project ideas and goals • The methods of conducting the project • The time plan of conducting the project tasks • What is the most important thing related to the communication plan? • Establishing predetermined intervals of communication before the project begins • Everyday contact with the performer • Regular reports about every detail of the project • Reaching out the performer when the project is falling behind
Module Four: Review Questions • When should the additional work be avoided? • When it is too challenging • When it requires a lot of time managing • When it is not related to your current activities • When it expands the volume of your current activities • Find a question which can be helpful in negotiating the timeframes: • “How important is this?” • “Is it possible to mark this task as non-emergency or low priority?” • “How long can we delay this task?” • “When do you need this by?”
Module Four: Review Questions • When it comes to time, the nature of job for an administrative assistant implies: • The constant lack of time • Dividing the time with the manager • Complicated organization of the time • Perfectly steady timetable • What’s the key for productivity in relation of your and other people’s time? • Adjustments of own time depending on other people’s time • Adjustments of other people’s time depending on your own time • Demonstrating respect for other people’s time • Individual time planning, regardless of other people’s time
Module Four: Review Questions • According to WBS, what is identified by breaking down each project task? • Individual components and personal responsibilities • Project ideas and goals • The methods of conducting the project • The time plan of conducting the project tasks • What is the most important thing related to the communication plan? • Establishing predetermined intervals of communication before the project begins • Everyday contact with the performer • Regular reports about every detail of the project • Reaching out the performer when the project is falling behind
Module Four: Review Questions • When should the additional work be avoided? • When it is too challenging • When it requires a lot of time managing • When it is not related to your current activities • When it expands the volume of your current activities • Find a question which can be helpful in negotiating the timeframes: • “How important is this?” • “Is it possible to mark this task as non-emergency or low priority?” • “How long can we delay this task?” • “When do you need this by?”
Module Five: Getting It All Done On Time Better to be three hours too soon than one minute too late. William Shakespeare • Ultimately, it is our job to deliver things on • time. Prioritizing your work, staying on • track and accurate goal setting are • essential elements to you being able to • deliver your project or tasks on time. • This module will allow you to explore • techniques that increase your • effectiveness in meeting your deadlines.
Module Five: Review Questions • What does the WRAP technique imply? • Waiting, Anticipating, Ranking, Performing • Writing, Anticipating, Ranking, Performing • Writing, Accentuating, Ranking, Planning • Writing, Arranging, Ranking, Producing • What is the ranking phase for? • Defining the importance of each task • Defining the duration of each task • Defining how challenging the tasks are • Defining the daily schedule
Module Five: Review Questions • What time of the day is very convenient for creative work? • Afternoon • Evening • Morning • It is not important • Why is celebrating small accomplishments helpful? • It gives us a reason for taking a break • It gives us comfort even if we do not accomplish the main goal • It can give us the necessary illusion that we are doing things right • It can motivate us to keep a high level of energy and productivity
Module Five: Review Questions • What does the DART goal setting technique imply? • Defining, Announcing, Revising, Time locking • Defining, Abstracting, Reacting, Time locking • Deciding, Announcing, Reevaluating, Time locking • Deciding, Abstracting, Rationalizing, Time locking • Why is public announcing of the goal helpful? • It can cause a pressure which will force you to work better • It can invite certain feedback and help you revise your goal • It can create psychological feeling of obligation to accomplish your goal • It can initiate the fear of failure which will lead you to the success
Module Five: Review Questions • What does the WRAP technique imply? • Waiting, Anticipating, Ranking, Performing • Writing, Anticipating, Ranking, Performing • Writing, Accentuating, Ranking, Planning • Writing, Arranging, Ranking, Producing • What is the ranking phase for? • Defining the importance of each task • Defining the duration of each task • Defining how challenging the tasks are • Defining the daily schedule
Module Five: Review Questions • What time of the day is very convenient for creative work? • Afternoon • Evening • Morning • It is not important • Why is celebrating small accomplishments helpful? • It gives us a reason for taking a break • It gives us comfort even if we do not accomplish the main goal • It can give us the necessary illusion that we are doing things right • It can motivate us to keep a high level of energy and productivity
Module Five: Review Questions • What does the DART goal setting technique imply? • Defining, Announcing, Revising, Time locking • Defining, Abstracting, Reacting, Time locking • Deciding, Announcing, Reevaluating, Time locking • Deciding, Abstracting, Rationalizing, Time locking • Why is public announcing of the goal helpful? • It can cause a pressure which will force you to work better • It can invite certain feedback and help you revise your goal • It can create psychological feeling of obligation to accomplish your goal • It can initiate the fear of failure which will lead you to the success
Module Six: Special Tasks If you’re a hard-working, flexible, task-oriented, computer type with overseas experience, go to the front of the line. Carol Kleiman • As an administrative supporter, you will be tasked in organizing special task that will require precise organization and execution. • This module will give you the basics in handling several special tasks you may encounter.
