Administrative Office Procedures

Administrative office procedures may not be glamorous, but they are essential to the success of any enterprise. A well run office reduces miscommunications and helps to eliminate common errors. By making the administrative office a priority, you will establish clear policies and procedures with employee understanding and buy-in, which ensures that your work environment runs smoothly.

An Administration Procedures Binder promotes professionalism and efficiency in your organisation or office setting. It is also a fantastic resource for quick referencing and promotes accuracy.

Strategies and procedures are a vital connection between your company's vision and your every day operations.

Why does your organisation need Administrative Procedures?
# Encourages Business Continuity
# Assists with Succession Planning
# Complies with certain Internal and External Audit Requirements
# Assists with Recovery Planning

Where do you start? Gathering the right tools
# Binder
# Section Dividers
# Sheet Protectors
# Procedures Templates

How do you decide what to include:
# Track administration tasks for at least a week
# Gather feedback from the people who are doing the job
# Record your daily, weekly, monthly, quarterly and annual tasks

How do you put it together:
# Use a template to stay consistent between tasks
# Be as detailed as possible
# Use bullet points
# Ask someone to follow the procedure using your instructions and get their feedback!

Here are some suggestions to get you started:
# Phone Etiquette - have the phone answered consistently (I personally detest Good Morning and Good Afternoon... Try something like Welcome To XYZ Company
# Business Writing - again, use consistent language throughout the business
# Meeting Arrangements - Where, when, time, attendees, catering etc
# Time Management - do the same things at the same time to save things being missed
# Employee Policies - Absences, Breaks, Attire etc
# Employee Benefits

How do you organise it all?
# Create a table of contents
# Use logical divisions (Administration, IT, Quality Assurance, Graphics, Projects, Sales, Finance, Production.....)
#List the procedures within each section
# Update your procedures regularly

Do NOT include the following in your binder:
# PASSWORDS
# IDENTIFYING INFORMATION
# CONFIDENTIAL INFORMATION
# FINANCIAL INFORMATION
# CLIENT OR CUSTOMER INFORMATION

Who should have a copy or access to the binder and where should you keep it?
# The Boss!
# Office Personnel
# Temps
# HR
# Place it in a visible area where the work will be done

Don't forget to stay open to improvements suggested by the people who are using the binder regularly

For a deeper dive into setting-up your Administrative Office Procedures Binder check our Resource Centre

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