The Perfect Organized Personal Assistant

About the Workshop

Personal assistants play a crucial role in their bosses’ lives, this workshop was designed to enhance their office management skills, effectively manage a schedule, organize meetings, take minutes, become organized, follow up, in addition to important skills that facilitate their jobs and in turn the jobs of whom they report to.

Who should attend?

• Personal assistants

• Secretaries

• Office managers

• Administrative managers

Covered Topics

1. Introduction

a. Information overload syndrome

b. Attributes of a well-managed “office” individual

2. Personally, assisting yourself

a. Development of skills

b. Interpersonal

c. Communication

d. IT

e. Internet

f. Office technology

g. Necessary skills

3. The use of a personal agenda

a. Filofax it

b. What goes in the personal organizer?

4. Organizing deadlines

a. The 5 tips

5. Time management essentials

a. Prioritizing your time

b. The urgent/important matrix

c. Planning wisely

d. Tackling procrastination

e. Organizing your workspace

6. Follow Up

a. Intro to mind mapping

b. Using your whole mind to remember

7. The etiquette of the telephone

a. The greeting

b. The reply

c. The content

d. The exclamation

e. Post holding

f. The closure

8. Business correspondence

a. When it is not an email

9. Email, internal memoranda, and dictation

a. The 18 main rules of email

b. Internal memos

c. Dictation

10. Meetings, its minutes, its distribution, and its follow up

a. Preplanning

b. Record taking – at the meeting

c. Minutes writing using a recorder

d. Distributing or sharing minutes of meeting

e. Filing or storage of minutes for future reference

11. Diary management

a. Colour coordinating

b. Thinking about either side of the meeting

c. Travelling time

d. To delete or not to delete

e. Blocking time out to work

12. Filing

a. Managing time

b. Effective file management

c. Prioritize your files for action

13. Travel, transportation, accommodation

a. Pre-trip discussion

b. Booking the flight

c. Arranging hotel and transportation

d. Revising details

14. How to use search engines

a. What you need to know

b. Searching the web

15. Stationery and office equipment purchase and par level

a. Understanding a par level

b. Fetching for prices

16. Power point presentations 101

a. Basic rules for presentation

b. Use restraint with fonts

c. Choose fonts wisely

d. Avoid text overload

e. Basic rules

f. Presentation mistakes

g. PPT guidelines

h. Choosing a colour scheme

i. Using contrasting colours

j. Clip art and graphics

17. Event planning

a. Fundamentals of event planning

18. Delegation principles

a. Advantages of delegation

b. 9 principles of delegation

c. Levels of delegation

Approach

• Visual/Audio techniques

• Story telling

• Case studies

• Practice

Duration: 12 hours