Office Administration Skills

Course Overview

Office Administration Skills Training - Leap To Success

Administration skills are the backbone of any industries. They are the skills related to maintaining business operation and organization by maintaining company cohesion and promoting an organized work environment.

Goal of Course:

This 5 – days program is designed to be delivered in a high-energy, interactive environment to provide Administrators, Executive: Secretaries, Assistants the opportunity to review and develop a comprehensive interpersonal and professional skills they need to do their jobs effectively – thereby contributing to their own, their boss’ and their organization’s success.

By the end of training we will create hand-in-hand with the participants a basic Action and Performance Plan to be used in their professional and personal development. 

Moreover, the delegates will be receiving a set of practical plasticized “Aid-Memoir” as a summary of their learning, which will stay with them as a reminder, to keep tuned and boost the addressed skills. 

Duration:

5 Days                                                      

Language:

English / Arabic

Training Objectives

  • Defining the Administrator’s role
  • Understand the role of an Executive Secretary, and impact on the wider business
  • Understand effective Administrator’s skills and Attitude
  • Develop interpersonal and communication skills in order to carry out administrative functions with confidence and efficiency
  • Develop adaptability and self-management to deal with changing office environment
  • Learn professional business writing techniques in writing e-mails
  • Building excellent relations with your manager and colleagues
  • Greet customers in an appropriate manner
  • Understand how to communicate with customers, by remaining professional and friendly at all times 
  • Identify a personal time management philosophy that will help you transform your working life
  • Apply stress – reducing techniques to a tense situation
  • Handle interruptions, avoid procrastination and priorities your work more effectively
  • Complete key tasks on time through proper planning 
  • Learn how to gain effectiveness in better managing yourself and your precious credit of daily minutes.
  • Be able to making travel arrangements, and planning meetings and conventions
  • Manage and present information
  • learn how to set up, arrange, and maintain a filing system
  • Learn Project Management tools of creating, processing, and communicating information
  • Understand basic writing skills and grammar, and how to create effective business documents.
  • Build your computer skills through a combination of reading and hands-on practice while learning Microsoft® Office.

Module Outlines

Module 1: The Administrative and Secretarial Professional

  • Program Introduction and Objectives
  • The Administrator role (Executive Secretary) as part of the support team
  • The ‘competence’ model of skills, behaviors and values
  • The Three Levels of Effectiveness
  • See-Do-Get Module
  • Having the right attitude to excel
  • Reactive & Proactive Behavior 

Module 2: Stress and Time Management

  • Identifying and controlling your time wasters
  • Setting SMART Goals
  • Setting your priorities and working standards
  • Circle of Influence 
  • The 80/20 Rule
  • The Urgent/Important Matrix
  • Maximizing your efficiency
  • Planning and organizing a productive work day
  • Chunk, Block, and Tackle (This time management technique is ideal for taking on large tasks).
  • Ready, Fire, Aim
  • Identify common stressors and symptoms of stress.
  • Discuss effective stress management coping strategies.

Module 3: Tackling Procrastination and Taking initiatives 

  • Assessing work Patterns 
  • Why We Procrastinate
  • Nine Ways to Overcome Procrastination
  • Eat That Frog! (Group activity aiming to set the facts that if we have two tasks, start with the biggest, hardest and important one).
  • Taking the initiative

Module 4: Adaptability to a changing office environment

  • Crisis management
  • Mental Foundation
  • When the Storm Hits
  • Making instant changes 
  • Creating a Plan
  • Executing the Plan

Module 5: Organizing your Workplace

  • Ways to keep the office running smoothly and efficiently. 
  • Movement Vs. Direction 
  • De-Clutter
  • Managing Workflow
  • Using Calendars
  • Filing and paper work
  • Database Management

Module 6: Technologies in the Workplace

  • Project Management technologies and tools.
  • Network systems used to communicate information.
  • Navigating office computer systems 
  • Practical sessions and application work

Module 7: Travel and Meeting Planning  

  • Make travel arrangements and generate a travel itinerary.
  • Plan meetings and conventions for your company.
  • Ways to Manage the Three Phases of Meeting
  • Preparing for the Agenda: Before – Planning
  • Using the PAT Approach             
  • Building the Agenda
  • Keeping Things on Track
  • Mini-meeting Exercises

Module 8: Business English

  • The professional business writing process.
  •  Pre-writing steps.
  •  Editing your writing.
    • Conciseness.
    • Active and passive voice.
    • Parallel construction.
  • Proofreading your writing.
    • Sentence agreement.
    • Punctuation.
    • Spelling.
  • Paragraphs, well-organized documents, and purpose-focused materials.
  • Producing accurate and effective final documents.
  • Activity: Identifying (Pre-Writing)
  • Activity: Writing the Message

Module 9: Interpersonal Communication Skills

  • How to manage office communications and procedures.
  • The components of communication, both verbal and nonverbal.
  • Effective listening and observation skills.
  • Personal traits essential for successful interpersonal relations.
  • Building excellent relations with your manager and colleagues
  • Understand the challenges while communicating with others
  • Projecting self-confidence
  • Role-play different situations

Module 10: Customer service and Relations 

  • Understand why the customer is always important
  • Greeting customers in an appropriate manner
  • The means of building customer loyalty
  • Maintaining courtesy throughout a service
  • Handling customer’s queries with care and respect
  • Taking customer order 
  • Professionally answer and place telephone calls within an office.
  • Handling Difficult Situations
  • Avoiding negative communication
  • Components of professional internal notifications
  • Real-life case-studies application activities

Module 11: Microsoft® Office Skills

  • Creating, editing, and illustrating Microsoft® Word™ documents.
  • Applying formulas and functions to large data sets in Microsoft® Excel.®
  • Incorporating useful charts and graphs to summarize data.
  • Adding, deleting, sorting, and laying out table data.
  • Creating presentations in Microsoft® PowerPoint® using advanced tools, tables, and charts.
  • Practical sessions and application work

Customized Learning

Leap To Success is offering a variety of learning options to meet current realities and can be adapted to suit your business needs. These options include variants of online, blended and on-site course formats.

Face To Face Learning

Enabling you to have a face to face interactive and engaging learning experiences led by renowned industry experts and thought leaders with extensive practical experience who will employ a variety of interactive learning techniques, including short high-impact videos, case studies, assessments, role plays, in addition to on-going support.

Virtual Learning Labs

Interactive online learning held in real-time using Zoom and are led by international subject matter experts who incorporate case studies, breakout rooms, guided practice, simulations and discussions to maximise your learning experience.

General Methodology

Similar to any L2S training program, this program offers an interactive learning experience in which will allow the delegates to reflect on their learning through an informative, indulging, and fun classroom experience. The design of the training session focuses on the following attributes.

  • Concrete Experience: The delegates will learn by doing
  • Reflective Observation: Reflecting on the newly experienced skill-set
  • Abstract Conceptualization: Developing deeper understanding to the learned concepts
  • Active Experimentation: providing the delegates with realistic tools that can be tested in the real life

Activities Brief

Where is my time

This training game allows the delegates to open the discussing of time & productivity management. Participants are asked to find fifteen words, related to time management, hidden in a word search grid. Duration 25 Minutes

Time Management

This time management training activity is intended for use by trainers to encourage participants to develop and discuss practical strategies for managing their time better. Duration 90 minutes

Arrange the Cards

This Fun activity will help you prove to your class participants the importance of planning tasks in being able to properly manage time. This fun competitive activity will sure get everyone energized and motivated. . Duration 25 Minutes

Where does your time go?

This training resource is intended for use by trainers to enable participants to create a time log that really works. Duration 60 Minutes

Time machine

A game exploring personal concepts of time by applying time-line techniques to planning the achievement of business goals. Duration 35 minutes

During this training activity delegates will learn the following:

  • Create and manage worksheets and workbooks
  • Manage data cells and ranges
  • Apply custom data formats and layouts
  • Perform operations with formulas and functions
  • Create charts and tables
  • Create and manage presentations
  • Insert and format shapes and slides
  • Create slide content
  • Manage multiple presentations
  • Create, edit and illustrate Microsoft® Worddocuments.

In this writing activity participants will practice to create effective business documents by adhering to the below fundamental requirements of business writing:

  • Identifying (Pre-writing)
  • The subject of the message
  • Who needs to receive the message
  • The facts and the needs
  • The problem and the proposed action steps
  • The implications of the message
  • The best structure for your message

Writing the Message

  • Converting your thoughts to a written message
  • Language – using the basics if not proficient
  • Review and edit the message before sending
  • Deciding how to best send your message

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