Any traps to avoid learnt from previous experiences that should be passed on — delete this section if not needed. Hold regular management meetings that check that the Management System is effective, and which discuss areas for improvement. Provide in this section a schedule of standard company meetings — the example below is a schedule of meetings in a real estate office. Minutes by [] First Monday of every month.
To be held at least every six months, to review the effectiveness of the management system as a whole. Other management meetings and other activities such as internal audits, look at the effectiveness of specific areas of the management system.
In this procedure, the Receptionist greets a telephone caller and helps them to transact their business in the office. This procedure starts when the customer telephones the office. It ends when the Receptionist has finished the transaction or has successfully handed the customer over to another Staff Member.
All visitors, including sales customers, landlords, tenants, suppliers and competing agents, will judge our firm by the telephone reception they receive. They will then, at some stage, pass on this initial impression to their friends and associates. In this procedure, the Receptionist greets a visitor and helps them to transact their business in the office.
This procedure starts when the visitor comes into the office. It ends when the Receptionist has finished the transaction or has handed the visitor over to another Staff Member. All visitors to the office, including customers, suppliers and the general public will judge our company by the reception they receive. The company partly builds its reputation on how it treats visitors to its office.
No matter who enters the office, it is essential to immediately and courteously greet that person and make them welcome. Staff need an opportunity to enjoy lunch and refreshments during their working day.
If people eat or drink in the presence of customers or other staff who are not involved in this activity themselves, it can offend or distract them, or create a bad impression. There are exceptions to this rule. The office should be opened no later than 8. The objective of this procedure is to identify internal and external documents that are subject to controls. A considerable problem that often leads to the failure of any management system is the inevitable paper war which occurs when documentation is not controlled.
This procedure seeks to identify a method of controlling documents. Standard Office Administration Procedures 6. Business Office Administration Procedures 7. Basic Office Administration Procedure 8.
Office Administration Procedures Example 9. Formal Office Administration Procedures Based on the official tasks, you need to aim at the processes to be used. The best part is to separate them into different categories within the administration. You can try to follow other people and try to understand which procedures they conduct to get an idea.
Step 2: Go Step by Step Once you understand which procedures you are going ahead with, you should be able to create a step by step process to be followed after this. You need to determine the different types of mail to be sent in different departments. If the staff faces any queries, you must speak directly and resolve them. Therefore, try to keep the binding simple and constructive.
You can use bullet points to write commands and instructions to get across the information to the designated position. Step 4: Test the Procedures Writing a procedure document is not enough, you also need to out them into testing.
You can choose a volunteer to follow your commands and test out the administrative procedures. Ask him to provide you feedback on whether the instructions need to be changed or improved. If you want your procedures to be completed and updated, you can use numbers to separate the points or bullets to highlight specific instructions. Office Administration Procedures mhcea.
When you want someone to know how to do something, create and record a procedure. A cryptic procedure manual is virtually useless. In addition to writing the procedures in clear language, call out important topics and takeaways using bold headings, bullet points, tables, and other visual elements that break up blocks of text.
This helps anyone skim the manual and skip to the relevant sections. This helps anyone using the manual know who to contact if they have questions.
Let someone who has no idea what you do read the manual. After your associate has read the manual, ask him to run you through a play-by-play of what he would do in any given day. This allows people to search with far more sophistication than they can achieve using just their eyeballs to skim your bullets and headings, regardless of how well-organized they are.
Procedures which are unnecessarily restrictive may limit their usefulness. For example, if a procedure involves collaborating with someone at the company, then you could simply use the title of the position instead of the name of the person.
When people leave the company, the manual will remain useful. Define any terms that might seem like jargon specific to your position, or clarify any procedures that might require some context to understand.
An office procedures manual is not a static document and it will need some revitalizing every so often. Make it clear if a procedure is a one-off or a recurring daily, weekly, monthly, or annual task. Include the information below to outline procedures for one task in your procedure manual. Your office procedures manual will likely be made of a series of tasks, some related and others completely separate. Obviously, group related tasks together. Include lines or flow charts to indicate connection between the tasks.
Have you ever created an office procedures manual? What tips, tricks, and best practices kept you on track? Share your experiences in the comments below. SnackNation is a healthy office snack delivery service that makes healthy snacking fun, life more productive, and workplaces awesome.
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