Class 5: Organizing Your Procedures Binder for Ongoing Use and Success

Transcription

1 5-part Audio Course Presented by Julie Perrine, CAP-OM, MBTI Certified Founder and CEO, All Things Admin Class 5: Organizing Your Procedures Binder for Ongoing Use and Success Class 5 Overview: In the final class, we ll talk about how to organize all of the procedures and binder content for ongoing use and success. We ll review how often should you update it, how to share the materials with those who cover for you, and how to present the materials to your executive or manager to show them all that you ve accomplished! We ll finish up with a now let s plan a stress-free vacation virtual celebration to mark our collective accomplishments over the prior four weeks. BONUS: Each participant will receive a signed certificate of course completion from Julie Perrine when you send Julie a status report on what you accomplished during this course. All materials included in this course are copy written by Julie Perrine International, LLC. All handouts, templates, and binder contents provided as part of this course are for your individual use only. No part of this program or course may be copied, reproduced, or distributed in any manner. You do not have resale rights to this program or its contents. You do have the limited right to adapt the files included in this program for your personal use as you create your personalized version of your administrative procedures binder using this material Julie Perrine International, LLC and All Things Admin Page 1

2 Class 4 Recap: Meetings & Events Travel Planning & Itinerary Prep Trade Shows Class 5: How to organize all of the procedures and binder content for ongoing use and success How often should you update it How to share the materials with those who cover for you How to present the materials to your executive or manager to show them all that you ve accomplished Now let s plan a stress-free vacation virtual celebration to mark our collective accomplishments over the prior four weeks. BONUS: Each participant will receive a signed certificate of course completion from Julie Perrine when you send Julie a status report on what you accomplished during this course Julie Perrine International, LLC Page 2

3 How to Organize Your Administrative Procedures Binder Break it into sections Potential Sections to Include in Your Admin Binder Accounting Info Admin Info Calendars / Meeting Dates Catering / Menu Planning Contacts/ Phone # s Daily/Weekly/Monthly Checklists Department Specific Info Distribution Lists General Info HR / Attendance / Payroll Tracking Info I.T. Info Mail Distribution Meeting / Event Planning New Employees Info & Setup Office Supplies Person Specific Info Phone Info Projects System How To s Travel Planning 2012 Julie Perrine International, LLC Page 3

4 Create a Table of Contents and Tabbed Section Dividers Use the Template provided in Class 1: Admin Binder - TABLE of CONTENTS and TAB SECTION DIVIDERS Using numbered tabs vs. named tabs Insert a how to use this binder sheet at the beginning at the binder for those filling in for you Use the Template provided to get you started: SAMPLE - Admin Binder Cover Letter How to Use How often should you update it Write notes in your binder on the pages that need updates as you realize them. If you have time to update it on the spot, do it. If you don t, come back and do it when you see you have several pages with marks or post-its with additional information included on them. Reviewing it on a monthly or quarterly basis depending on how busy your office is and how many changes occur from week to week or month to month. Add a reminder to your Outlook Calendar or Tasks so you don't forget. Tips to make updating or revising this binder easier Create an electronic folder called "Admin Binder" for ease in filing these documents once you have them created. Create a desktop shortcut to this folder for easy access. Add the document path and file name to the footer of each document before you print it. Do not store multiple copies of the same file in multiple online folder locations. Setup a SharePoint site or a shared internal online folder. For external shared folders, you may check into a free, secure site like Dropbox.com Julie Perrine International, LLC Page 4

5 How to share the materials with those who cover for you Give those who cover for you a chance to preview it or flip through it before your next scheduled time off. Make sure those who cover for you (and your boss) know where the binder lives on your desk. It may take a little time for everyone to get used to having something to refer to while you re away. Just keep reminding them that the tool is there for their use. Realize some may be more open and willing to use it than others that s o.k. But if there are snags in how business flows or how things get done while you re out, and you had the procedure documented, but it wasn t used make sure you politely note that with your manager also. How to present the materials to your executive or manager Place it prominently on your desk so they see you using it and when the time is right to put it into their hands, do so and give them some time to flip through it also. Before you take your next vacation or time off, make sure you show the binder to your boss again to remind them that this awesome tool now exists. Make it part of your weekly or monthly one-on-one meetings to review progress. This provides built in accountability to keep adding to it until it s substantially completed, too! Use it before and/or during your annual performance review time. This is a major accomplishment, so make sure it gets noted on your review documentation Julie Perrine International, LLC Page 5

6 Additional Benefits/Uses for Your Administrative Desk Binder Use elements of this for your personal professional portfolio Now let s plan a stress-free vacation virtual celebration to mark our collective accomplishments over the prior four weeks. BONUS: Each participant will receive a signed certificate of course completion from Julie Perrine when you send Julie a status report on what you accomplished during this course. Be the Office Super Star! Not only will you look smart the next time someone needs to fill in for you when you're on vacation or out of the office, but office operations won t come to a halt because no one knew how to do your job. You ll enjoy your time away more with less stress because you know you ve documented what they need to successfully cover for you while you re away. Plus, the person who fills in for you or follows you (should you seek a new opportunity or promotion) will know you were one of the most efficient, productive, and thoughtful administrative professional ever! 2012 Julie Perrine International, LLC Page 6

7 Week 5 PLAN OF ACTION Turn this plan of action page into your weekly goal tracker to keep you on track to get your administrative procedures binder completed! Identify the next FIVE procedures you are going to document this week Document the next FIVE procedures. Procedure Date Completed EXTRA CREDIT: When you finish the next FIVE, pick FIVE more. (Repeat as necessary.) All Things Admin (and/or my boss) to report my successful completion of my next 5 Procedures! If you get stuck at any point throughout this process, log into the All Things Admin Community group for the Admin Binder Course and let us know where you need additional support or coaching to accomplish these tasks: Julie Perrine International, LLC Page 7

8 Connect with Julie Perrine online: Visit the All Things Admin Blog at Like All Things Admin! Follow me! Connect with me! Sign up for the All Things Admin e-newsletter at Julie Perrine International, LLC Page 8