Kick-start Creating Your Administrative Procedures Binder

Transcription

1 Kick-start Creating Yur Administrative Prcedures Binder Presented by Julie Perrine, CAP-OM, MBTI Certified Funder and CEO, All Things Admin All materials included in this curse are cpy written by Julie Perrine Internatinal, LLC. All handuts, templates, and binder cntents prvided as part f this curse are fr yur individual use nly. N part f this prgram r curse may be cpied, reprduced, r distributed in any manner. Yu d nt have resale rights t this prgram r its cntents. Yu d have the limited right t adapt the files prvided in this prgram fr yur persnal use as yu create yur persnalized versin f yur administrative prcedures binder using this material Julie Perrine Internatinal, LLC Page 1 Reprinting f this handut withut permissin f the authr is prhibited.

2 Why administrative prcedures are VITAL t every ffice: The 5 Simple Steps: 1. Assemble the Right Tls fr the Jb 2. Track Yur Tasks fr a Few Days 3. Dcument Yur Tp 5 Prcedures (Repeat) 4. Identify What Else T Include 5. Organize Yur Binder fr Use 2013 Julie Perrine Internatinal, LLC Page 2 Reprinting f this handut withut permissin f the authr is prhibited.

3 Step 1: Assemble the Right Tls fr the Jb Sturdy 3-ring "D" binder that is abut 1 1/2" t 2" wide and in a clr that is unique frm all f the ther binders n yur desk, if pssible. Create a fun, yet prfessinal, cver and spine t clearly identify the cntents f this binder n yur desk. Tabbed dividers 2 sets f 8-tab dividers Heavy duty sheet prtectrs fr the cmmnly referred t lists, checklists, frms, and templates that will receive the mst use. Create a permanent hme fr yur binder n yur desk that is easy t reach frm yur cmputer and when yu are n the phne. Create a general table f cntents listing the verall sectins and the frms included in each sectin fr quick fingertip reference. D NOT include page numbers as thse can change quickly if yu are regularly updating the binder Julie Perrine Internatinal, LLC Page 3 Reprinting f this handut withut permissin f the authr is prhibited.

4 Step 2: Start Tracking Yur Tasks fr a Few Days If yu dn't already have a binder f prcedures started, here are a few ideas n where t begin: Create a list f yur specific jb respnsibilities and hw ften yu handle them (daily, weekly, mnthly, quarterly, annually) This will als help yu determine what yu need t dcument. Think abut starting with a shrt checklist f the things yu d t start the day, end the day, etc. TEMPLATE PROVIDED at Julie Perrine Internatinal, LLC Page 4 Reprinting f this handut withut permissin f the authr is prhibited.

5 Create a list fr each manager yu specifically supprt and identify the types f recurring meetings, events, r items that yu handle fr them (daily, weekly, mnthly, quarterly, annually) Activity: First 15 Minutes f Yur Wrkday Activity Think abut the first 15 minutes f yur wrkday. List all f the things yu d nce yu arrive at the ffice t get yur day started Julie Perrine Internatinal, LLC Page 5 Reprinting f this handut withut permissin f the authr is prhibited.

6 Hw t Create Gd Prcedures Use a template t keep yu n track and cnsistent frm prcess t prcess. G thrugh each task r prcess step by step (in detail). Think cmmands, nt sentences. Be specific withut being excessively wrdy. Use bullets as much as pssible. Number steps that must be dne in a specific rder. Use ther bullets fr nn-rder specific instructins. Prvide screen shts r images where helpful. Have anther persn try the prcedure. Additinal Tips It s.k. if yur dcumentatin is handwritten ntes t get things started! This reference tl desn't have t be the mst perfectly frmatted bk in yur ffice, it just needs t be functinal and available t the persn(s) wh may need t assist in yur absence. Put a nte inside the frnt cver (see sample in Appendix) and tell thse wh cver fr yu t create a list f the things yu didn t have dcumented r that they had questins n hw t handle. Then yu can fill in thse details n yur prcedures when yu return Julie Perrine Internatinal, LLC Page 6 Reprinting f this handut withut permissin f the authr is prhibited.

7 Prcedures Example: Mail Srting Fr example, if yu have "srt and distribute incming mail" as smething yu d daily, add sme details t yur prcedure abut hw yu srt it and rute it. It may lk smething like this: Srt the Incming Mail All incming bills, bank statements, invices, payments - Rute t Accunting All incming trade magazines and trade shw flyers - Rute t Sales and Marketing All incming resumes and interview thank yu ntes - Rute t HR All incming cntracts - Rute t Legal Any ffice equipment r ffice supply mail - Leave in my inbx OR Srt the Incming Mail Cntracts Phtcpy the incming cntract. 3-hle punch the phtcpied cntract and put it in the executed cntracts binder n [Name f Persn s] 3 rd bkshelf inside her ffice dr. Frward the riginal cntract t [Name f Persn] in Legal. If yu have any questins regarding cntract ruting, cntact [Name f Persn] at [phne number] r [ address]. Bank Statements Open the envelpe. Stamp the statement with the date received stamp. Frward the statement t [Name f Persn] in Accunting. If yu have any questins regarding bank statement ruting, cntact [Name f Persn] at [phne number] r [ address]. Trade Publicatin r Trade Shw Flyers r Marketing Related Mail Frward t [Name f Persn] in Marketing. Invices (Accunts Payable) Open the envelpe. Stamp the invice with the date received stamp. If it s an ffice supply r ffice equipment related invice, verify that the amunts and charges match what yu anticipated fr the mnth. Refer t my ffice supplies flder t match up my individual rder cnfirmatins with the mnthly statement. Initial the amunt. Frward t [Name f Persn] in Accunting. If yu have any questins regarding Accunts Payable ruting, cntact [Name f Persn] at [phne number] r [ address] Julie Perrine Internatinal, LLC Page 7 Reprinting f this handut withut permissin f the authr is prhibited.

8 Step 3: Pick yur tp five (repeat) Chse the tp five (5) daily items frm yur list yu created in step 2 and begin t develp a step-by-step prcedure fr hw t accmplish thse items. Or ask yurself, what are the 5 mst imprtant things smene wuld need t knw if they were filling in fr me tday? REMEMBER: It s.k. if they are nly handwritten t get things started. Five dcumented prcedures is five dcumented prcedures n matter hw they lk! When yu use the template, they already have cnsistency and structure built in Julie Perrine Internatinal, LLC Page 8 Reprinting f this handut withut permissin f the authr is prhibited.

9 STEP 4: Identify What Else t Include and What NOT t Include Pull frm materials, dcumentatin, and resurces that may already be cmpleted withut recreating them. What prcedures are dcumented fr yur psitin that yu can include? Start with yur jb descriptin. Ask c-wrkers r ther admins in yur cmpany. Ask yur accunting department fr prcedures n hw t cmplete expense reprts, check requests, etc. Ask yur travel department r prvider. Ask yur mail rm. What ther departments d yu interact with that may have dcumented prcedures relevant t yur psitin already created? Ggle it! If yu are lking fr user guides fr phnes, vic , ffice equipment, etc., d a specific Ggle search with make, mdel, and type f user guide yu need Julie Perrine Internatinal, LLC Page 9 Reprinting f this handut withut permissin f the authr is prhibited.

10 What types f checklists might be helpful? Daily r Weekly Checklists Daily Start-up r Shut-Dwn Checklists HR Checklists fr New Hires, Terminatins, Emplyee Setup Event r Meeting Planning Checklists Travel Planning Checklists What frms r templates d yu use regularly? Fax Cver Sheets Accunting Frms / Templates Travel Frms / Templates Event & Meeting Planning Frms / Templates HR Frms / Templates Shipping Frms / Templates Sales and Marketing r Crprate Bard PwerPint Templates Other frms r templates 2013 Julie Perrine Internatinal, LLC Page 10 Reprinting f this handut withut permissin f the authr is prhibited.

11 Activity: Brainstrm Prcedures t Create 2013 Julie Perrine Internatinal, LLC Page 11 Reprinting f this handut withut permissin f the authr is prhibited.

12 What NOT t include and hw t handle that vital infrmatin: Passwrds Knw yur crprate plicies n sharing this infrmatin. Yu may need t write sme f this dwn depending n the type f passwrd infrmatin yu re dcumenting. Keep it in a separate file in a lcked drawer if yu must dcument it. Cnsider keeping ne passwrd-prtected spreadsheet saved n yur cmputer in a shared area where bth yu and yur bss can access the infrmatin. Then all yu and yur bss need t remember is ONE passwrd. Use a base passwrd with a unique ending related t each site r lgin yu use. Fr additinal security, change yur base passwrd at least nce a year. Fr example: Let s say my base passwrd fr all f my passwrds is AdminsRck11. Fr each specific site I use a unique ending related t that site such as the first 4 letters f the website. Fr Gevalia.cm, my passwrd wuld be: AdminsRck11geva. In yur dcumentatin, yu culd simply put this fr the passwrd: basegeva. Cnsult with yur emplyer n best practices fr yur dcumentatin f cnfidential infrmatin. Credit Card Infrmatin Scial Security Numbers Dates f Birth Highly Cnfidential Infrmatin This is all infrmatin that mst admins have and/r maintain fr the executives and teams they supprt. The key here is NOT t have it penly accessible t anyne walking by yur desk wh culd pick up yur administrative prcedures binder Julie Perrine Internatinal, LLC Page 12 Reprinting f this handut withut permissin f the authr is prhibited.

13 DISASTER PLANNING: If disaster strikes, will yu be ready? Whether yur cmpany currently has a frmal disaster recvery plan in place r nt, here are sme things yu can d right nw t practively prepare yurself and yur cmpany if disaster strikes. 1. Find ut if yur cmpany has a disaster recvery plan. If s, ask if yu can get a cpy f the plan. Read it and familiarize yurself with what it cntains. If yu have questins, ask them. Yu may be able t identify gaps r hles that shuld be addressed. Dn t be afraid t speak up. 2. Educate yurself n Business Cntinuity Planning (BCP) and Disaster Recvery Planning. Start with these awesme sites: - Read every page and take full advantage f their FREE webinars and training series! 3. Dwnlad, print, and assemble in a binder all f the free templates and files frm Use these as yur persnal guide t creating yur wn disaster recvery plan/kit. Even if yur cmpany has a master disaster recvery plan, yu still shuld create an individual plan fr yur psitin/team if ne desn t already exist. 4. Start creating a disaster recvery plan fr yurself and yur immediate team. Fr starters, yu ll want t include: Emergency Cntact Lists cmpany executives, team members, hme phnes, cell phnes, addresses, etc. Key Vendrs/Suppliers Cntact Lists names, s, ffice phnes, cell phnes, etc. List f vital files, paperwrk, equipment, machines yu d need t wrk remtely Cntingency plans fr fire vs. water vs. pwer lss emergencies. E.g. In case f fire, yu might need t act r d things differently than yu wuld with a pwer utage. 5. Share yur plan with yur team and get their feedback and ideas n hw t make it better r mre cmplete. Once yu ve taken the initiative t get things rlling, stick with it until yu have it fully assembled. Then make sure everyne n yur team knws the prcedures and has access t the infrmatin yu ve assembled in case f emergency! 2013 Julie Perrine Internatinal, LLC Page 13 Reprinting f this handut withut permissin f the authr is prhibited.

14 Recmmendatin fr maintaining cnfidential infrmatin: Keep a brightly clred file flder fr each executive r team yu supprt that is labeled Admin Inf fr Executive Name r Executive Name Admin Inf. Place this file at the back f a file drawer that is lcked when yu re ut, yur area is unattended r after hurs. Make sure yur executive (r the apprpriate persn) has a key and knws hw t access this infrmatin if yu are ut f the ffice. Strategies fr teaming up with thers t create yur prcedures dcumentatin: ASK. Be willing t cllabrate. If yu want them t help yu, be willing t help them. Be able t sell the idea by shwing them hw it will benefit them als. Benefits sell! 2013 Julie Perrine Internatinal, LLC Page 14 Reprinting f this handut withut permissin f the authr is prhibited.

15 Step 5: Organizing Yur Prcedures Binder fr Onging Use & Success Hw t Organize Yur Administrative Prcedures Binder Break it int sectins Ptential Sectins t Include in Yur Admin Binder Accunting Inf Admin Inf Calendars / Meeting Dates Catering / Menu Planning Cntacts/ Phne # s Daily/Weekly/Mnthly Checklists Department Specific Inf Distributin Lists General Inf HR / Attendance / Payrll Tracking Inf I.T. Inf Mail Distributin Meeting / Event Planning New Emplyees Inf & Setup Office Supplies Persn Specific Inf Phne Inf Prjects System Hw T s Travel Planning 2013 Julie Perrine Internatinal, LLC Page 15 Reprinting f this handut withut permissin f the authr is prhibited.

16 Create a Table f Cntents and Tabbed Sectin Dividers Use numbered tabs vs. named tabs Insert a hw t use this binder sheet at the beginning at the binder fr thse filling in fr yu Use the Template prvided in the Appendix t get yu started. Hw ften t update yur prcedures binder Write ntes in yur binder n the pages that need updates as yu realize them. If yu have time t update it n the spt, d it. If yu dn t, cme back and d it when yu see yu have several pages with marks r pst-its with additinal infrmatin included n them. Reviewing it n a mnthly r quarterly basis depending n hw busy yur ffice is and hw many changes ccur frm week t week r mnth t mnth. Add a reminder t yur Outlk Calendar r Tasks s yu dn't frget. Tips t make updating r revising this binder easier: Create an electrnic flder called "Admin Binder". Create a desktp shrtcut t this flder fr easy access. Add the dcument path and file name t the fter f each dcument befre yu print it. D nt stre multiple cpies f the same file in multiple nline flder lcatins. Setup a SharePint site r a shared internal nline flder. Fr external shared flders, yu may check int a free, secure site like Drpbx.cm Julie Perrine Internatinal, LLC Page 16 Reprinting f this handut withut permissin f the authr is prhibited.

17 Hw t share the materials with thse wh cver fr yu Give thse wh cver fr yu a chance t preview it r flip thrugh it befre yur next scheduled time ff. Make sure thse wh cver fr yu (and yur bss) knw where the binder lives n yur desk. It may take a little time fr everyne t get used t having smething t refer t while yu re away. Just keep reminding them that the tl is there fr their use. Hw t present the materials t yur executive r manager Place it prminently n yur desk s they see yu using it. When the time is right t put it in their hands, and d it; give them sme time t review it. Befre yu take yur next vacatin r time ff, make sure yu shw the binder t yur bss again t remind them that this awesme tl nw exists. Make it part f yur weekly r mnthly ne-n-ne meetings t review prgress. This prvides built in accuntability t keep adding t it until it s substantially cmpleted, t! Use it befre and/r during yur annual perfrmance review time. This is a majr accmplishment, s make sure it gets nted n yur review dcumentatin. Additinal Benefits/Uses fr Yur Administrative Prcedures Binder Use elements f this fr yur persnal prfessinal prtfli Be the Office Super Star! 2013 Julie Perrine Internatinal, LLC Page 17 Reprinting f this handut withut permissin f the authr is prhibited.

18 APPENDIX RECEPTIONIST DAILY / WEEKLY ROUTINE SCHEDULE BEGINNING OF THE DAY: Unlck drs Unfrward Phnes Check vice messages Lgin t PC Read s Check/Review Calendars: [Yur Own, EXEC, EXEC, EXEC] Pick up ntes/mail frm weekend. Review IN TRAY Items that came ver the weekend. Turn RICOH cpier n. Turn lamp/light n Meet with Julie t review pririties fr the day DURING THE DAY: Phnes Mail Visitrs Prjects END OF THE DAY: 3:00 PM-ish Check with Julie t see what else we need t get dne befre the end f the day. Review tmrrw s prjects/tasks Review calendars fr next day: Julie, Bb, etc. Clear IN TRAY. 4:30 PM-ish Print EXEC s Daily Calendar Page fr the Next Day (On Friday, print a week at a glance page fr the next week als.) Clear desk tp Lck any file drawers necessary 5:00 PM Frward Phne, Lg Out f Cmputer Turn lamp/light ff Lck frnt dr WEEKLY ITEMS: Water Plants (Lbby, EXEC s Office) Kitchen Cleaning Schedule Reminders & Fllw-up Office Supply Ordering/Purchasing Stck water in the fridge fr Exec. Guests Team in/ut schedule MONTHLY ITEMS: Office Cleaning/Dusting Schedule Reminders & Fllw-up Recycling Office Paper 2013 Julie Perrine Internatinal, LLC Page 18 Reprinting f this handut withut permissin f the authr is prhibited.

19 Hw t Use This Administrative Prcedures Binder If yu re reading this right nw, then yu re prbably filling in fr me while I m ut f the ffice. Let me start by saying, THANK YOU! Here s hw yu ll benefit the mst frm the infrmatin included in this prcedures binder: Take a few minutes t familiarize yurself with the varius tabbed sectins f infrmatin included in this binder s yu knw what s here in case yu need t refer t it. As yu use the prcedures utlined here, please make ntes abut anything that didn t make sense r culd use additinal clarificatin fr future updates. This will help me make this tl even mre useful in the future. If there were any prcedures missing cmpletely, please write them dwn and leave the list inside the frnt cver fr me t review upn my return. Thanks again fr yur assistance during my absence! [Name] [Title] [Department] = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = Cnnect with All Things Admin nline: Like us! Visit ur blg at Fllw Julie! Cnnect with Julie! Julie Perrine Internatinal, LLC Page 19 Reprinting f this handut withut permissin f the authr is prhibited.

20 Additinal Resurces COUPON CODE: EXPIRES: 3 Optins t help yu get started quickly e-bk, binder, and curse! The Self-Guided 5-Mdule Curse! 2013 Julie Perrine Internatinal, LLC Page 20 Reprinting f this handut withut permissin f the authr is prhibited.