Office Management & Electronic Archiving

ICTD International Centre for Training and Development

ICTD International Centre for Training and Development


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Who should attend

This course serves as an in-depth guide and solid foundation for anyone becoming an office manager, executive secretary, or taking on office management responsibilities. It also serves as a very useful refresher for anyone already in an existing office management position who wants to enhance their skills by benefiting from formal structured training with real world applications. It would therefore be suitable for Office Managers, Management Assistants, Senior Secretaries, New managers and team leaders.

About the course

In modern working environments more and more secretaries and management assistants are encouraged to take on office management responsibilities. Whether it is purely taking over the day to day running of office activities or taking on a team of staff to help. This can be very challenging as not only will your workload increase but you will be required to use skills you have never used before. It is not uncommon to feel lost and unsupported in the office management role, everyone having high expectations of you and yet offering very little help and guidance. This course will give you the needed skills to perform and succeed in your office management responsibilities.

Course Objectives

  • The importance of defining and understanding your crucial role as an office manager
  • How to plan, organize and priorities effectively
  • Foster a productive and efficient office environment
  • The importance of possessing basic negotiation and influencing skills and how best to apply them in your role
  • How to get the outcome you desire through effective win/win communication skills
  • How to better utilize your time
  • How to file and archive your electronic documents

Course Outline

Defining the Role of the Office Manager

  • Understanding the core components of the office manager role:
  • Functions
  • Roles
  • Responsibilities
  • Clarifying expectations
  • Four dimensions exercise

The Art of Effective Planning and Organizing

  • How to plan – a step by step framework for success
  • Documentation control – ensuring you have the facts at your fingertips
  • Organizing and structuring processes and procedures
  • Problem solving and decision making

Effective Communication – written and spoken

  • How to get your message across firmly and fairly
  • Best practice communication model:
  • Email communication
  • Meetings
  • 1 to 1 scenarios
  • Effective business writing
  • Writing instructions and process guides
  • Getting your hands on the information you need

Prioritizing – how to cram 24 hours into a morning

  • How to prioritize in a way that works for you
  • Identifying your personal “time stealers”
  • Best practice time management techniques
  • Practical steps for increasing productivity and efficiency
  • The importance of effective delegation

Effective filing and archiving system

  • Understanding the different technique of filing and archiving
  • Document Identification and Classification
  • Document Preparation
  • File Label and Bar-Code System Design
  • Office Etiquette
  • Handling Confidential Information
  • Dealing With Sensitive Information
  • Developing A Professional Image
  • Policies And Procedures
  • Sorting And Classifying Mail

Archiving your Email and Documents

  • Business Documentation
  • Personal Sorting File (PST) process
  • Overview: Get control of your e-mail
  • Why move e-mail
  • Auto Archive is effortless
  • Get personal with Personal Folders

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

Videos and materials

Office Management & Electronic Archiving at ICTD International Centre for Training and Development

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Coursalytics is an independent platform to find, compare, and book executive courses. Coursalytics is not endorsed by, sponsored by, or otherwise affiliated with any business school or university.

Full disclaimer.

Read more about Business Communication

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Read more about Negotiations

During Negotiations courses, you will learn the following components of negotiations: planning negotiations and useful tools, starting your conversation, working out objections and competent argumentation, imposing your own price and conversation dev...

Because of COVID-19, many providers are cancelling or postponing in-person programs or providing online participation options.

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