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ICTD International Centre for Training and Development

Documentation Systems and Procedures Skills for Executive Secretary

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About the course

Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff.

The aim of this training course is to show you how to deal with papers in an electronic way to get rid of the papers hard copy which takes a lot of space and time. Managing documents and content can be difficult. How do you best way, store and manage the documents and records in your firm? Does your approach meet compliance requirements, regulations and standards? What is the best way to manage electronic documents and records? How do you find the right documents and records when you need them? How does workflow and business process management work with documents and records management to help increase efficiency within your firm?

Course Objectives

By the end of the program, participants will be able to:

  • New Roles For New Times
  • It’s not about Filling it’s about retrieval!
  • Mastering Data Management and Office Etiquette
  • Sources of Documents
  • Document Management
  • Forms Management
  • Document Distribution: Work flow Management
  • E-Mail Conventions and Best Practice
  • Advanced Communication Skills
  • E-Filing and Document Management
  • Time and Project Management for Administrators
  • The Impact of Technology on the Administrator's Roles and Tasks

Course Outline

New Roles for New Times

  • Optimizing Communication and Influence
  • Fostering a Professional Attitude
  • Producing Results from Various Activities
  • Use of Technology to Get Things Done

It’s not about Filling it’s about retrieval!

  • What do you and your boss want from the system?
  • Essentials of a good filing system
  • Getting organized
  • Clutter Busting
  • Staying on track and maintenance

Mastering Data Management and Office Etiquette

  • Data Management (Filing and Documenting Soft and Hard Copies)
  • Indexing, Archiving, and Retrieving Data and Documents
  • Basic Modern Office Etiquette Tips
  • What Not to Do In your Cubicle
  • Telephone and Email Etiquette, Skills, and Courtesy
  • Handling Office Finances and Petty Cash
  • Fundamentals of Customer Services

Sources of Documents

  • Word processors/spreadsheets
  • Forms

Document Management

  • Document control
  • Revisions/versions/histories
  • Audit trails
  • Reports
  • Demonstration

Forms Management

  • Creating forms
  • Filling and saving forms/data

Document Distribution: Work flow Management

  • Applications
  • Creations
  • Tracking/closure
  • Demonstration

E-Mail Conventions and Best Practice

  • Advantages and features of E-Mail
  • Managing your time and E-mail
  • Cost effective use of E- mail
  • E- mail conventions

Advanced Communication Skills

  • Preparing Powerful Short Presentations
  • Advanced Business Writing (Reports, Proposals, Faxes, Letters, Memos, Emails, etc)
  • Dealing with a Difficult Boss

E-Filing and Document Management

  • Organizing your Computer Files
  • Essentials of a Good Filing System
  • E-Filing versus Paper Filing
  • Office Organization Strategies
  • Data File Management

Time and Project Management for Administrators

  • Arrange for Meetings and Conferences
  • Prepare Meetings Agendas and Minutes
  • How to Prepare a Daily Calendar Aligned with the Company Calendar
  • The Effective Use of MS Outlook to Manage your Time and Respect Other People's Agendas
  • Event Planning and Project Management

The Impact of Technology on the Administrator's Roles and Tasks

  • The Use of Smart Phones to Keep Connected and Liaise with Others
  • Synchronizing your Smart Phone with your Computer for Updates
  • The Use of Electronic Devices to Research, Be Informed and Report on Timely Basis

Course Methodology

A variety of methodologies will be used during the course that includes:

  • (30%) Based on Case Studies
  • (30%) Techniques
  • (30%) Role Play
  • (10%) Concepts
  • Pre-test and Post-test
  • Variety of Learning Methods
  • Lectures
  • Case Studies and Self Questionaires
  • Group Work
  • Discussion
  • Presentation

Who should attend

Admin Staffs, Document Controller, Secretary HR employees, Managers &Supervisors of all industries who are interested in learning about tomorrows technologies for paperless working environment and minimizing the volume of paper. Additionally, also senior man.

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