Introduction; A good PA and Office administrator makes an enormous contribution to organisation’s effectiveness and requires numerous professional skills to be successful in this role.
This course covers the key aspects of the PA and Office administrator role. The PA and Office administrator takes responsibility for much of the organisation and co-ordination in the office. It is a task that requires tact, diplomacy the ability to communicate with all levels.
The role of the Executive PA and Office Administrator,
What is the true meaning and role of an Executive PA and Office Administrator? What do you need to stand out in this role? Working with senior executives and your team,
What are the key structures of any organization ? what are its stated objectives? how does your executive and different department fit into this? What are the functions of your executive/s? Different types of management style? Integrating your function with the role and objective of your executive/s? Senior management: what do they do and what does their role involve?
Models of management Relating your role to your manager's Understanding work styles Working with different managers Handling different member of the company team How to be proactive and keep the company running smoothly..
Communication skills • Effective communication: what does it look like? • Verbal and non-verbal communication • Questioning techniques • Managing office politics
Project and time management • Juggling multiple tasks • Delegation and regular follow ups • Personal organisation and prioritisation • Models of time management - important vs. urgent • Procrastination and why we do it
Developing relationships across the organisation • Creating understanding in the minds of others • Passive vs. aggressive vs. assertive • Body language of assertive behaviour • Saying "no", win-win solutions and practical exercises
Managing Events • What is an event? • What is involved in managing an event? • What is a life cycle of an event and what does this mean for an event manager?
Define Your Objectives • What should you consider before making any plans? • How to systematically screen various ideas for your event? • How to filter out ideas based on what you want to get out of your event?
Planning and Budgeting • What is a budget? • How to use Work Breakdown Structures for planning? • What is Work Package and what should be included in it? • What is an ideal budgeting process? • What parameters should you consider to budget an event? • How to carry out a cost-benefit analysis? • What is an ideal contingency plan? • How to avoid common budgeting mistakes?
Timing and Risk Management • How to use a Gantt chart to plan the preparation of your event as well as the event itself? • How to carry out a Critical Path Analysis to identify risky parts of your schedule? • How to create a Risk Analysis Sheet?
Minute Taking and Effectively Managing Meetings • Your issues, your objectives for today. • The purpose of your meetings and your minutes. • How much detail is really needed in your minutes? • Who decides the level of detail? • What minute style is best for your meetings?
Minute Taking – The Agenda • The purpose, content and structure of your agenda. • The terminology, what it means and how it should be used: Committee Business, Matters Arising, Any Other Business, etc. • Do previous minutes need to be approved? • Writing the agenda as a control tool for the Chair. • Structuring the agenda. • Levels of detail in agendas.
Minute Taking – Formatting the minutes • What goes where? • Making the minutes useful but easy to read. • More terminology such as Present, In attendance, Apologies, In hand, etc. • Coping with visitors, part-time attendance, etc. • IDDA - a simple formula for writing individual minutes.
Minute Taking – Responsibilities and Preparation • You and the Chair - roles and responsibilities • What to do before, during and after the meeting. • Good preparation. • Choosing where to sit. • Dealing with strangers. • Working in partnership with the Chair. • If, how and when to interrupt. • Seeking clarification. • Building a working partnership.
Minute Taking – Listening and Taking notes • Barriers to good listening. What gets in the way? Overcoming the barriers and distractions. • Tips for improving your listening when taking minutes. • Workable ideas for improving note taking. • Identifying key points. • Getting summaries. • Keeping up. Dealing with points you have missed. • Being selective, using the 80:20 rule. • Avoiding being the messenger as well as the minute taker. • Shorthand: useful or not?
Minute Taking – From notes to minutes • Adapting a technique used by professional writers to make writing minutes easier and quicker. • Converting notes into the draft minutes - just one draft! • Editing the draft minutes into the final version. • General points on writing good business English.
Other useful information • Editing your minutes - spelling, paragraphs, sentences, words, active and passive verbs, etc. • Editing your minutes - punctuation issues. The Future • Take control of your career.
Excellent Communication and etiquette skills, Project and time management, Developing relationships across the organisation, Managing Events, Planning and Budgeting, Dressing Appropriately for Your Role, Timing and Risk Management, Minute Taking and Effectively Managing Meetings, Minute Taking – From notes to minutes, Atitude Change and Team Building... Developing a the right Image Improving your Credibility Prioritising and Goals Setting What will I get out of it? • A full understanding of the Executive PA’s and Office Administrator role in the management team • The management tools to be more proactive • Effective self-management and personal development • Key objectives to increase your own and your manager’s productivity • Assertive techniques to help manage your day • Techniques to stay ahead in your field and manage your own development • A recommended reading list • A blended learning experience allowing you to continue to develop your skills in the workplace.