Download - Streamlining Administrative Practices
Streamlining Your Administrative Practices
By Stacey BoucherFor
Mompreneurs
Who Am I?
• Bachelor of Arts Degree• 20 years Office
Administration• Professor of Office
Administration Program• 911 Dispatcher with
Timmins Police • Virtual Assistant and
Owner of eGirl Friday
Does your workspace look like this?
To this…..
Why is it important?
Knowledge Management
Accessibility
Efficiency
Economical
Reliable
Integrity
Let’s do the Math
• An average person spends 30 minutes to 2 hours a day searching for information.
Even in the best scenario…
• 30 minutes/day x 5 days/week = 2.5 hours• 2.5 hours x 52 weeks = 130 hours/year• 130 hours x $25/hr = $3250
We are going to cover…
• Organization• Records Management• Time Management• Email Management
Your Desktop is Your Workspace
Handle Paper Once
• Read it• Action it• File it• Recycle it
Purge, Purge, Purge
In and Out
Contact Lists
Calendars
Colour Code
Records Management
Why do we keep records?
Necessary for conducting daily business
Contains vital information – accountability requirements
Historical information or references which may affect the present business or give answers to other questions
Please take a minute and list 3 types of records you create,
receive, edit or evaluate on a daily basis
Records: not just paper anymore!A record is information that is recorded in ANY format
Two types of records:OFFICIAL RECORDInformation of ongoing business legal or audit value (about 40%)
TRANSITORY RECORDInformation of a temporary nature that do NOT have legal, audit or business value (about 60% of all information)
NO RECORD
“TRANSITOR
Y”
RECORD
“OFFICIAL”
Time Management
• The way we manage ourselves and our tasks in relation to the time we have in a day
• Time is a resource that we cannot get back.
Time Wasters
• Ineffective communication• Poor telephone usage• Inadequate planning• Improper handling of visitors• Disorganization• Procrastination
Analyze your time• Log your time – chart your activities and
how long they take• Analyze the log to see if there are any
time wasters• Prepare an action plan
Establish Effective Routines
• Set priorities• Prepare daily to-do lists• Simplify repetitive tasks• Conquer procrastination• Handle paper once• Organize your work area• Reduce interruptions• Use good communication techniques
Time Management Matrix
1 – Do It Now• Urgent• Important
2 – Important Not Urgent• Decide When
to Do It
3 – Urgent Not Important• Delegate It
4 – Not Important Not Urgent• Dump ItIm
port
anceUrgency
Time Management Systems
• Manual system – desktop calendar• Computer system - Outlook
Let’s picture the e-mail user
• If you had to put a .85 cent stamp on each e-mail, would you still send it?
A Truer Picture
• Most people receive between 20-100+ e-mails a day.
• Survival mode • Most people ignore e-mail
Our expectations when sending an e-mail
• That the person acts on our e-mail right away
• What is “check” e-mail? We need to act on e-mail. That is how you add value
• No such thing as urgent e-mail. Wrong tool for urgent messages. Do you e-mail when there is a fire?
Messages have 3 components
• 55% Body language• 38% Tone• 7% Words• 2 of the 3 largest components are missing in
an e-mail.
When is e-mail inappropriate?
• If it will result in potential conflict• If it is complex – more than 3 lines, pick up the
phone• Sensitive or bad news• Urgency
Venting prevention
• Ask yourselfWould I say this to the person’s face?Am I putting the receiver in an awkward position?How would I feel if I got this message?
E-mail tools
• Spell Check (tools, options, spelling)• Signatures – do not put unusual fonts, photos,
vcards, disclaimers or personal sentiments in your signature
• Stationery – no use in business environment
E-mail tools con’t
• Read/delivery receipts – do not use. This says that you don’t trust that the receiver is doing their job
• Remove the “important” column. You can decide what is important. To some, everything is important
• Mail merge – Tools, connects with your outlook contacts
• Attach hyperlinks whenever possible instead of attachments
Make the Subject Line useful
• Make it information rich• Indicate the type of message – FYI, Response
required• Put important words first. Use a verb, ask a
question, specify action required or make a promise
Subject line con’t
• Message threads – change the topic in the subject line
• More than 3 exchanges – pick up the phone
Writing Style• Use inverted pyramid- most important points in the
first paragraph• 180 words max• Use bullets/numbers or sub-headings– 3 max• Bold important info• Bold people’s names when asking a question• Put action items or questions on a separate line
Writing styles con’t
• Use active vs passive• Avoid acronyms or jargon• Do not use emoticons • DO NOT USE ALL CAPS• Proofread
Inline comments
• In the first line say that you are commenting inline
• Change the color of the font – italics, bold or color
Use Outlook to full potential
• When receiving e-mail – Deal with it– Delete it– Delegate it– Defer it to action at a later date
• Drag your e-mail into a task• Remove pop ups. Will save you 30 minutes a
day
Use Outlook con’t
• If you check your e-mail 2 times a day instead of every one that comes in, you will save 45 minutes to 1.5 hours a day.
• Add tag line in your signature:– I may only check my e-mail twice a day. If urgent,
please call.
Questions?
• Check out my blog “The Administrationista” or sign up for my newsletter at www.egirlfriday.ca