Corporate E-Learning

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.

Administrative procedures are more than mundane policies. They are put in place to ensure the survival of the company in any event or situation. From catastrophes, to change, to basic day-to-day activities, administrative office procedures address them all when they are done correctly. Business continuity, succession planning, audit requirements, and recovery planning are all included in administrative procedures.

Any activity requires the use of the correct tools, and the administrative office is no exception. Administrative binders and other materials are necessary tools that ensure tasks are completed correctly. By gathering the necessary information and finding these tools, you will eliminate confusion and ensure that your procedures are done correctly.

When creating an administrative office binder, it is important to choose the procedures that are necessary. If you put too much information in a binder, it becomes difficult to navigate. If, however, you do not put enough information in a binder, it is useless. By keeping track of different tasks, working with other employees, and staying aware of daily activities, you will be able to find the best procedures.

When creating a binder, it is not possible to address all procedures at the same time. For the best results, it is necessary to limit yourself to five procedures. Begin by choosing the top five procedures that you need to record. Once you identify the top five procedures, using a template and writing detailed procedures will help ensure that the recorded procedures are accurate and effective.

When creating an administrative binder, you must determine what should be included and what should not. The needs of each organization will determine which topics you should include in the binder. There are, however, certain topics that should be included in the binders of most organizations. Commonly used topics include phone etiquette, business writing, arranging meetings, and time management.

Binders need to include basic policies that employees can easily consult if they have any questions. Policies that most companies should include in binders cover absences, breaks, benefits, and salaries. Make sure that the policies are clearly written, cover general information, and comply with state and federal regulations.

Once the policies and procedures are completed, it is time to place them in the binder. Organization of a binder is similar to any other document. You must provide a table of contents that lists each section and a list of procedures that each section covers. Once the binder is put together, you need to keep it up to date and make changes as necessary.

We have already established what to include in the procedure guide. Now it is time to address what should never be included in a binder under any circumstances. Much of what needs to be avoided in the procedure guide is common sense. Passwords and any other confidential information must not be included on the binder. Find other methods of sharing confidential information when it is necessary.

Once you have completed the binder, you must share it with the rest of the office. At this point, communication is essential. Without the buy-in of key stakeholders, the procedure guide will not be a tool that gets much use. Getting feedback from executives and employees alike will ensure that your guide is effective and applicable to the needs of your audience.

The guide must be executed with the same diligence that was used to create it. This requires training, consistency, and communication. Your guide must evolve with the company, so remember to consider new ideas while creating a culture of consistency.

Although this workshop is coming to a close, we hope that your journey to creating a functional administrative office is just beginning. Please take a moment to review and update your action plan. This will be a key tool to guide your progress in the days, weeks, months, and years to come. We wish you the best of luck on the rest of your travels!