Administration and Secretarial

The Office Professional and Records Management Masterclass

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The Office Professional and Records Management Masterclass Course

Introduction:

The Office Professional & Records Management Masterclass is a dynamic and engaging training program designed to empower participants with the essential interpersonal and professional skills necessary to excel in their roles, ultimately contributing to personal and organizational success.

This comprehensive training delves into strategies, tools, and technologies utilized to efficiently capture, categorize, manage, store, preserve (archive), and deliver documents and records in alignment with business processes. Participants will also gain a deep understanding of the core components of ISO 15489, enabling organizations to adhere to industry best practices and achieve compliance.

By focusing on both the multifaceted skills required of office professionals and administrative staff (including interpersonal and technical proficiencies), this masterclass equips participants with a holistic skill set. It enables them to effectively manage documentation and records while meeting their responsibilities in a meticulous and efficient manner.

Throughout the program, participants will engage in interactive activities and practical exercises that foster skill development and knowledge application. They will learn how to effectively communicate, collaborate, and navigate the demands of their roles, as well as gain expertise in the management of vital organizational documents and records.

By attending this masterclass, individuals will enhance their professional capabilities, positioning themselves as valuable assets within their organizations. They will be equipped with the tools and knowledge to streamline document and records management processes, ensuring compliance, efficiency, and accuracy.

Whether you are an office professional seeking to elevate your skills or an administrative staff member responsible for managing critical documentation, the Office Professional & Records Management Masterclass offers a comprehensive learning experience that addresses the diverse challenges associated with these roles.

Course Objectives:

At the end of The Office Professional and Records Management Masterclass, you will be able to :

Extend their understanding of their roles as office managers and administrators and the key contribution they make to organizational success
Review and develop their personal organization, communication and interpersonal skills
Develop an action plan to help themselves, their boss and other colleagues work in more effective and efficient ways
Understand the key concepts and overall architectural scope of records and document management
Develop business cases and business requirements for records management systems
Identify the business drivers for improving document and records management in their organizations
Determine how document and records management can be implemented across their organizations
Assess the implications of technologies, including Enterprise Content Management (ECM) on document and records management
Understand the key concepts and overall scope of ISO 15489 and how to apply ISO 15489 in their organizations

Who Should Attend?

The Office Professional and Records Management Masterclass is ideal for :

All those who want to build on their office management, administration skills and knowledge and are interested in understanding document and records management best practices and how it can be implemented successfully

Course Outlines:

Introduction / Roles, Competencies and Personal Effectiveness

introduction and objectives
Action planning
The ‘competence’ model of skills, behaviours, and values
Emotional and Chronis tic Intelligence
Personal competence review
Time management constraints – resources, systems, other people, and self
Handling requests and conflicting priorities

Team Working, Communication and Meetings Team working and team roles

Briefing skills – giving, receiving and passing on
Organizing, and participating in, meetings
Notes, minutes and follow-up

Managing Working Relationships /Communication Skills/Supervising Admin Staff

Delegation – giving and receiving
Coaching and training colleagues and staff – skills of on-job training
Communication and listening skills – lessons from NLP
Building rapport
Developing a network of working relationships – influencing skills
Assertiveness and conflict
People problems and problem people
Helping others perform – case study
Practical motivation
Criticism skills

Managing Time/Desk Management and Office Technology/Writing Skills

Planning and priority setting
Office layout and ergonomics
Managing the paper-load and developing paperless systems
Getting the best from office technology
Letter writing
E-mail efficiency and etiquette
Writing and editing reports
Proof-reading skills
Setting up/developing writing layout and style guidelines for the organization
Writing and designing presentation slides

Managing Information & Budgets/Improving Customer Service and Systems

Principles of information management – scheduling, filtering and digesting
Interpreting and presenting statistical information
Designing and using graphs
Designing surveys, presenting findings and interpreting meaning
Basic concepts of financial management
Monitoring budgets and variance
Improving customer service and systems – continuous improvement
Action planning

Strategy and Understanding Key Elements of Documents & Records Management

Introduce document and records management
ISO 15489 Part 1 and Part 2 overview
Business case and drivers
Business requirements for managing document and records
Managing information as an asset
Understanding the terminology
Document and records management strategies
Information governance

Concepts and Set-up Components

Document and records lifecycle
Capture and storage management
Storage and handling
Preservation and archiving
Metadata and indexing
Classification schemes
Searching and retrieving
Controls and security
Legislation, standards and regulation

Process and Delivery

Information gathering audit and survey

Filters