Effective Office Administration

Face-to-face duration: 5 days

Course Objectives

This five (5) day course describes the performance outcomes, skills and knowledge required to manage an office effectively, as well as the ability to complete administrative duties and enhance required soft skills. Upon completion, participants will have a thorough understanding of organisational goals, team management and personal and team development. In addition, this practical course will provide participants with the tools and strategies needed to ensure they can effectively produce business documents, plan and organise meeting and presentations, communicate and negotiate efficiently.

Learning Outcomes

  1. Identify organisation goals, structure and culture fit.
  2. Increase cultural awareness and the understanding for diversity in the workplace
  3. Implement, enhance and monitor effective diversity management strategies
  4. Understand methods to enhance team development.
  5. Maintain professional work relationships
  6. Identify different managerial styles.
  7. Model ethical behaviours
  8. Identify the planning process and effective prioritising
  9. Organize personal work priorities and development
  10. Develop skills of effective scheduling
  11. Effectively manage time, applying project and time - management techniques
  12. Develop effective communication techniques
  13. Develop interpersonal communication skills
  14. Identify actual and potential constraints to communication
  15. Deliver complex information effectively, written and verbally
  16. Collect and report data and information
  17. Manage and organza meetings
  18. Manage business documents- design and development
  19. Write effective organisation emails, letters and meeting minutes and reports
  20. Understand the principles of effective presentations and personal presentation skills development
  21. Effectively negotiate with stakeholders
  22. Manage conflict through negotiation

Benefits

  • Identify organisation goals, structure and culture fit.
  • Understand methods to enhance team development.
  • Set personal goals that are congruent with organisation goals.
  • Identify differing managerial styles
  • Identify the planning process and effective prioritising.
  • Understand the characteristics of an effective filing system.
  • Manage incoming and outgoing documents effectively.
  • Develop effective communication techniques.
  • Write effective organisation emails and letters.
  • Understand the importance of diversity in the workplace.
  • Effectively manage diversity in the workplace.
  • Effectively enhance relationships
  • Write clear, concise and accurate meeting minutes.
  • Understand the principles of effective presentations.
  • Preparing and delivering presentations effectively.
  • Negotiate with stakeholders effectively on behalf of the business.

Topics

  1. Organisational structures
  2. Organisational cultures
  3. Managing diversity
  4. Cultural competence and awareness
  5. Business ethics
  6. Time and project management
  7. Planning and prioritising
  8. Managing records and filing systems
  9. Design and development of business documents
  10. Effective written and spoken communication
  11. Interpersonal communication in the workplace
  12. Effective presentation skills and personal development
  13. Cross- cultural negotiations skills
  14. Conflict management through effective negotiation techniques

Program Outline

Day One

Organisational structures and diversity

  • Understanding the organisational structure
  • Identifying organisational goals
  • Promoting a positive image of the organization
  • Managerial styles and team dynamics
  • Maintaining positive relationships and ethical behaviour
  • Cultural diversity and cultural competence
  • Managing cultural diversity in the work place
  • Leading effective diversity programs

Day Two

Time management

  • Understanding workforce objectives and strategies
  • Organize and plan personal work schedules
  • Monitor and evaluate personal and team performance in planning and achieving goals
  • Assist the team in planning and prioritising goals
  • Project and time management techniques
  • Assessing time management outcomes

Day Three

Communication in the workplace

  • Understanding the model of communication
  • Developing interpersonal communication skills at work
  • Illustrating channels of communication
  • Enhancing written and verbal forms of communication
  • Active listening and questioning techniques
  • Barriers to communication
  • Improving team communication and dynamics
  • Leading (small) group discussions

Day Four

Producing and storing business documents

  • Collect and report data and review systems
  • Manage business documents, design and development
  • Identify documentation requirements of the origination
  • Standardization of business document outputs
  • Preparing reports, emails, letters and memos

Day Five

Managing meetings, negotiation and presentation skills

  • Managing, planning, and hosting business meetings
  • Facilitate and participate in workplace meetings
  • Ensure accuracy of meeting documentation
  • Manage personal and professional presentation development
  • Prepare and give effective formal presentations
  • Speaking with impact
  • Cross cultural negotiation skills
  • Effective conflict resolution through negotiation

Activities, discussions and presentations throughout the module.

Delivery Format

  • Role plays and group activities
  • Videos
  • Experiential learning
  • Templates and checklists

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Testimonials

"The Student Manual is a logical, carefully thought through and well presented document. The face-to-face facilitators are helpful, patient, knowledgeable and passionate. Thank you for the time and effort that blueVisions have put into preparing and supporting this course."

David Thorpe iiNet Australia

"Your personal contribution to our training has been invaluable. Your infectious high spirits and genuine want for our success have shone through. I sincerely thank you for your efforts over the past two years."

Stephen Davies Group Manager, Construction Services Group, NSW

"Your course made me realise how irrelevant what I was learning through my university course actually was to my job. Due to this, I will be seeking to complete the remainder of the modules in this diploma through blueVisions."

Damien Bleeker Project Coordinator, Liverpool City Council, NSW

"Thank you for a wonderful course....This has been by far the best development course I've ever been a part of."

David Darcy LSPSPO - Defence Materiel Organisation

"Having sat in at various times in both courses, as well as being present for the final summary and feedback sessions I was really impressed with the positive feedback and outcomes. The blueVisions trainers did an awesome job and really motivated and inspired both groups. The level of the course was spot on for each group."

Brian Clarke Leadership Development Coordinator, Gasco