Managing Myself Training Course
The Executive Secretary -
Excellence Programme
Duration: 3 Days
Introduction
As an essential member of the team the effective secretary must maintain high levels of service delivery o ensure the achievement of organisational objectives.
This programme highlights the importance of this role within a company and aims to provide the skills with which the effective secretary can contribute fully to the manager’s success.
Course Aim
This programme aims to provide participants with detailed information on how to prepare for and handle their duties successfully and a ‘toolkit’ of skills and techniques for managing the demands of their role, including time management. It also aims to build confidence of participants and encourage a practical approach to their job.
Learning Objectives
This programme is for you if you wish to:
- Better understand your organisation and the business environment in which it operates
- Recognise your professional role as part of the team and develop strategies for enhancing your service provision
- Identify and develop the skills, knowledge and attitude of a top of the range executive secretary
- Create meaningful relationships with your colleagues at all levels
- Develop strategies for planning and organising work, including effective techniques for creating letters memo’s and emails that influence others
- Adopt a systematic approach to decision making and problem solving and utilise the internet to enrich your decisions
- Assess their own interpersonal skills in order to communicate more effectively at all levels, both face to face and on the telephone
- Prepare an action plan to implement on return to work
Method & Approach
A fast paced energetic workshop that utilises group work and coaching to best effect
Note
This course can be combined with the meeting skills workshop or the time management workshop to provide day 3 content
Course Content
Day One
- The Role of the Secretary
- Understanding the structure of organisations and the business environment in which you operate
- The management function and the secretary’s role within it
- The importance of clear role interpretation - understanding and responding to each other's needs
- The Role of the Manager
- The 'typical' management role
- Model of management
- Deepen your understanding of your manager’s challenges
- Setting a solid foundation in the partnership
- Managing more than one boss and adapting to their preferences
- The non-communicative manager
- Dealing with difficult personalities
- Managing stressful situations – How to stay calm
- Making a decision – Does your boss permit you to take initiative?
- Taking Greater Control and Responsibility
- Increasing your influence and others’ confidence in you
- Solving problems effectively in your manager’s absence
- Being proactive and staying one step ahead of those you support
- Broadening the scope of your role and taking greater responsibility
Day Two
- Communication Skills
- Questioning and listening to get to meaning in messages quickly
- Positive projection. Managing body language
- What is assertive behaviour – You can develop it!
- Manager / Secretary communications – Adapting your style
- Team working skills for enhanced performance
- General Paperwork and Diary Management
- Short and long term planning
- Setting priorities and objectives
- Adopting a systematic approach to work methods
- The Role of Information Technology in the Office Setting
Day Three Option 1 (Time Management)
- The cost of poor time management on you, on others, on the company
- How to recognise “Time stealers” in your daily work
- How to deal with “Time stealers”
- Understanding your own habits which result in lost time
- Ways of breaking your bad time management habits
- The real meaning of the word “Priority”
- How to differentiate between “Important” and “Urgent”
- How to prioritise your work according to the Company’s key performance indicators.
- Set your objective activity
- How to create and monitor an effective “Time Budget”
Day Three Option 2 (Meeting Skills)
- The seven step process to make meeting work
- What are the goals or objectives for the meeting
- Is a meeting the best way to accomplish them?
- What specific issues need to be addressed (the agenda items)?
- What information needs to be gathered before the meeting?
- How should this information be gathered, and by whom?
- How should the information be prepared and compiled for the meeting?
- Who should attend the meeting?
- Does everyone need to attend the entire meeting?
- How should the agenda be ordered to ensure everyone’s time is used effectively?
- What briefing materials should be sent to the participants before the meeting?
- What room arrangements and other preparations are necessary?
- Audi-visual equipment
- Computer support
- Tables, chairs (numbers and configurations)
- Arrangements for messages
- Planning questions
- Taking minutes and closing
- Evaluating the meeting
