The Office Professional and Records Management Masterclass Course

Course Overview:

The Office Professional and Records Management Masterclass is tailored to provide knowledge and skills that support good practices in office management and the management of records and documents.

In this course, participants learn their responsibilities as office managers with an emphasis on competencies such as communication, time management, and interpersonal skills. Concepts such as document lifecycle, ISO 15489, and business case development for documents such as records management systems will be covered.

The course includes principles of good record keeping, and the cover and the implantation of ISO standards will be addressed. Organizers of this course focus at administrative and office managers so that the participants can significantly improve processes and use better document management within the organization.

Course Objectives:

At the end of The Office Professional and Records Management Masterclass, you will be able to :

• Extend their understanding of their roles as office managers and administrators and the key contribution they make to organizational success
• Review and develop their personal organization, communication, and interpersonal skills
• Develop an action plan to help themselves, their boss, and other colleagues work in more effective and efficient ways
• Understand the key concepts and overall architectural scope of records and document management
• Develop business cases and business requirements for records management systems
• Identify the business drivers for improving document and records management in their organizations
• Determine how document and records management can be implemented across their organizations
• Assess the implications of technologies, including Enterprise Content Management (ECM) on document and records management
• Understand the key concepts and overall scope of ISO 15489 and how to apply ISO 15489 in their organizations

Who Should Attend?

 The Office Professional and Records Management Masterclass is ideal for :

• All those who want to build on their office management, administration skills, and knowledge and are interested in understanding document and records management best practices and how they can be implemented successfully

Course Outlines:

Introduction / Roles, Competencies, and Personal Effectiveness

• introduction and objectives
• Action planning
• The ‘competence’ model of skills, behaviors, and values
• Emotional and Chronistic Intelligence
• Personal competence review
• Time management constraints – resources, systems, other people, and self
• Handling requests and conflicting priorities

Team Working, Communication, and Meetings Team working and team roles

• Briefing skills – giving, receiving, and passing on
• Organizing, and participating in, meetings
• Notes, minutes, and follow-up

Managing Working Relationships /Communication Skills/Supervising Admin Staff

• Delegation – giving and receiving
• Coaching and training colleagues and staff – skills of on-job training
• Communication and listening skills – lessons from NLP
• Building rapport
• Developing a network of working relationships – influencing skills
• Assertiveness and conflict
• People problems and problem people
• Helping others perform – case study
• Practical motivation
• Criticism skills 

Managing Time/Desk Management and Office Technology/Writing Skills

• Planning and priority-setting
• Office layout and ergonomics
• Managing the paper load and developing paperless systems
• Getting the best from office technology
• Letter writing
• E-mail efficiency and etiquette
• Writing and editing reports
• Proof-reading skills
• Setting up/developing writing layout and style guidelines for the organization
• Writing and designing presentation slides

Managing Information & Budgets/Improving Customer Service and Systems

• Principles of information management – scheduling, filtering, and digesting
• Interpreting and presenting statistical information
• Designing and using graphs
• Designing surveys, presenting findings, and interpreting meaning
• Basic concepts of financial management
• Monitoring budgets and variance
• Improving customer service and systems – continuous improvement
• Action planning

Strategy and Understanding Key Elements of Documents & Records Management

• Introduce document and records management
• ISO 15489 Part 1 and Part 2 Overview
• Business case and drivers
• Business requirements for managing documents and records
• Managing information as an asset
• Understanding the terminology
• Document and records management strategies
• Information governance

Concepts and Set-up Components

• Document and record lifecycle
• Capture and storage management
• Storage and handling
• Preservation and archiving
• Metadata and indexing
• Classification schemes
• Searching and retrieving
• Controls and security
• Legislation, standards, and regulation

Process and Delivery

• Information gathering audit and survey
• Building a business case
• Defining business requirements
• ISO 15489 Part 1
• How to set ISO 15489 policies and standards
• Assigning responsibilities and authorities
• Establishing procedures and guidelines
• Business classification scheme
• IT infrastructure details
• Model office and rollout

Implementation Planning

• Implementation planning
• ISO 15489 Part 2
• Designing, implementing, and administering specialized systems for managing records
• Integrating records management into business systems and processes
• Information audit: monitoring compliance
• Project and planning

 Case Studies

• Strategy: Developing a business case
• Concepts: Training and awareness program
• Process: Developing policy and standards
• Reviewing 

see more: Future Executive Office Manager Course