Advanced Office Professional and Records Management Masterclass
5 Day Training
Locations: Grayston Ridge Office Park, Sandton
Platform: Available In-Class / Online
Price: Available on Request
Course Introduction
The Prospen Africa Advanced Office Professional and Records Management Masterclass is an exciting and interactive training course, designed to provide participants with the opportunity to review and develop interpersonal and professional skills needed to do their jobs effectively, thereby contributing to personal and organizational success.
After exploring and developing the multi-faceted skills required of the office professionals and administrative staff (including both inter-personal and technical skills), the combination allows participants to explore in more detail the issues involved in meeting responsibilities for managing documentation and records. This Advanced Office Professional and Records Management Masterclass also covers the strategies, tools and technologies used to capture, categorise, manage, store, preserve (archive) and deliver documents and records in support of business processes, as well as the core components of ISO 15489 so that organisations become compliant with best practices.
Course Objectives
Extend their understanding of their roles as office managers and administrators and the key contribution they make to organisational success
Review and develop their personal organisation, communication and interpersonal skills
Review their working relationships
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 organisations
Determine how document and records management can be implemented across their organisations
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 organisations
Who should attend?
Office administrators
Executive assistants
Project administrators
Records officers and archives
And everyone who is involved in the flow of management documents/files.
Training Methodology
Our diverse instructional approaches ensure effective learning:
– Lectures & Presentations: Engage with expert-driven, stimulating content.
– Course Material: Access well-crafted supporting resources.
– Group Work: Collaborate on discussions and case studies for practical insights.
– Workshops & Role-Play: Participate in immersive, scenario-based activities.
– Practical Application: Focus on applying theoretical knowledge in real situations.
– Post-Training Support: Receive extensive support after training for skill implementation.
Training Outline
Programme introduction and objectives
Action planning
The ‘competence’ model of skills, behaviours and values
Emotional Intelligence
Personal competence review
Time management constraints – resources, systems, other people and self
Handling requests and conflicting priorities
Communication and Meetings Team working
Team working and team roles
Briefing skills – giving, receiving and passing on
Organising and participating in meetings
Notes, minutes and follow-up
Module Two : Managing Working Relationships
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
Time / Desk Management, Office Technology and Writing Skills
Planning and priority setting
Office layout and ergonomics
Managing the paper-load and developing paperless systems
E-mail efficiency and etiquette
Writing and editing reports
Proof-reading skills
Setting up / developing writing layout and style guidelines for the organisation
Writing and designing presentation slides
Module Three : Managing Information & Budgets
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
Module Four : Documents & Records Management Compliance
Introduce document and records management
Business case and drivers
Business requirements for managing document and records
Managing information as an asset
Understanding the terminology
Document and records management strategies
Information governance
Concepts and Set-up Components
Document and records life-cycle
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
Module Five : Process and Delivery
Information gathering: audit and survey
Building a business case
Business requirements
ISO 15489 Part 1
How to set ISO 15489 policies and standards
Assigning responsibilities and authorities
Establishing procedures and guidelines
Model office and rollout
Implementation Planning
Designing, implementing and administering specialized systems for managing records
Integrating records management into business systems and processes
Information audit: monitoring compliance
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