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ICTD International Centre for Training and Development

Productive Administration Skills

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About the course

Any role where you support the efficient and effective running of an organization relies on you having a good set of administration skills and a great attitude.

This course has been designed to provide administrators, assistant administrators, personal assistants, secretaries and anyone else in an administrative support role a set of skills and an attitudes they and operate in an efficient manner.

Course Objectives

By the end of this course the participant will be able to:

  • Understand what makes an effective PA/Executive Secretary
  • Contribute to manager's success through aligned objectives
  • Analyze and maximize the use of time
  • Improve communication skills
  • Take responsibility and manage crises
  • Achieve confidence through assertiveness
  • Work under pressure to achieve objectives
  • Understand the different methods used in storing information
  • Successfully organizes meetings

Course Outline

Effective Communication

  • What is communication?
  • Communication barriers
  • Use body language effectively

Business Letter Writing

  • Understand the conventions of letter writing
  • Plan letters to reduce writing time and produce desired results
  • Finish with impact
  • Suit structure to purpose
  • Write concisely and clearly
  • Spot clichés, jargon and padding
  • Adopt a friendly reader based style
  • Constructive self-analysis

Dealing with Difficult People

  • Identify the types of difficult people
  • Understand why difficult people are difficult
  • Deal with difficult people
  • Give and receive feedback effectively
  • Improve performance and manage others

Time and Stress Management

  • Analyze time usage
  • Work prioritizing and scheduling
  • Delegation technique
  • Travel arrangements
  • How to use telephone

Organizing Meeting

  • What makes good meetings good / bad meetings bad?
  • Obstacles to meeting effectiveness
  • Key Characteristics of an effective meeting
  • Meeting rules
  • Meeting process
  • Agenda setting
  • Meeting evaluation
  • Meeting room
  • Recording devices

Filling System

  • Needs of filing systems
  • Manual filing systems
  • Computerized filing systems

Access database: An introduction

## 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

Executive secretaries, secretaries, and any individual with an office support function

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