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Integrated Office Management System and Executive Secretarial Skills

Introduction

This practical training course in Office Management is designed to enhance the essential skills and knowledge that allow both new and advanced office professionals to maximize their contributions in the workplace. It will help you plan and organize efficiently, develop confident communication skills, and proactively contribute to the organization’s goals.

Supervisors depend heavily on office assistants, secretaries, and administrative aides. Effective office operations require employees to perform tasks with a high level of professionalism. The growing business sector demands continuous training for office management staff to ensure productivity. Office management has become a distinct science, relying on modern techniques and systems.


Course Objectives

  • Develop skills for new administrators and secretaries
  • Increase workplace contributions
  • Build self-confidence
  • Anticipate workplace needs
  • Communicate effectively with managers, colleagues, and other departments
  • Handle modern office pressures and challenges
  • Prioritize urgent and important tasks
  • Plan, organize, and manage time efficiently
  • Present yourself confidently to others
  • Use email and phone professionally and effectively


Target Audience

  • All office employees
  • Administrators
  • Administrative assistants
  • Executive secretaries
  • Office managers


Course Outline

Day 1: Office Management and Executive Secretarial Concept

  • Definition of office managers and secretaries
  • Duties and responsibilities
  • The importance of management and economics for secretaries
  • The role of office managers and secretaries in assisting their supervisors
  • Daily work planning
  • Preparing for internal and external travel
  • Importance of communication and the role of the secretary in facilitating it


Day 2: Managing Meetings with the Manager

  • Reception of guests
  • Handling unscheduled visitors
  • Managing personal or unwanted visitors
  • Managing employees as visitors
  • Handling journalists
  • Concluding visits within designated timeframes


Day 3: Meetings and the Role of Secretarial Staff

  • Managing meetings
  • Pros and cons of meetings
  • Role of secretarial staff in organizing meetings
  • Specifications of a meeting room
  • Invitation specifications
  • Duties of the secretary during and after meetings
  • Modern technology and audio-visual presentations


Day 4: Planning and Organizational Skills

  • Prioritizing tasks and time management
  • Effective communication skills
  • Handling behavioral and physical stress
  • Building teamwork
  • Classification and indexing fundamentals
  • Office equipment for secretarial staff
  • Cleanliness, safety, and security in the office


Day 5: Writing Reports and Presentation Skills

  • Writing skills and drafting reports and letters
  • Report design and appropriate format selection
  • Telephone etiquette
  • Email communication skills
  • Presentation and public speaking skills