Checklist: How to Create an Effective Administrative Procedures Manual

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Checklist: How to create an effective administrative procedures manual Writing an administrative procedures manual is both a science and an art. Can you make one so clear and effective that you can walk away knowing the job will be done right the first time? Use these tips, tricks and traps to help you as you're putting together your manual … When you're out of the office, it's nice to be missed. But it's nicer when things can run smoothly so you don't return to a pile of problems or unhandled business. Make it easier on everyone with Developing an Effective Administrative Procedures Manual. Before you even begin Start an activity log. Trying to magically remember everything you do isn't a productive way to go about documenting a procedure. You need a little science! An activity log will reveal the things you'll forget. Every time you perform a task, jot down the steps you take, along with: The time you spent on it — and how long it should take Exactly who you needed to work with, and their role Any unusual variables you encountered that changed the procedure. After a few weeks, you'll have a firm idea of what needs to be fully documented, what you can afford to simply pass on verbally, and a logical order for your manual. Documenting a procedure Lead off with a list containing this information: The reasons why following the procedure is important — including what can go wrong if it's not followed Its priority level compared to other tasks Everything the procedure affects Everyone who might need to be contacted to complete it Every tool that's necessary to have in place before the task begins. Then, use everything in your toolbox: Checklists These will be the most helpful part of a procedures manual. Make sure each one: Is written in plain English as if the person using it knows only the very basics of a job (think of one of your intelligent friends who doesn't work for your company — would he or she be able to follow the procedure as you've described it?) Is made up of specific action steps that can be checked off as completed — not simply commentary or helpful hints, which should appear different (italicized, in another color, placed at the bottom of the page, etc.) Does not assume the same staff will always be involved; it's preferable to mention job titles, not the names of those who hold them Has all the steps of a task in the proper order Offers contacts for when a problem arises. A smoothly operating office is a sign of a prepared and polished professional who has the best interests of his or her co-workers and company at heart. Develop an administrative procedures binder that puts everyone on the same page. Visuals Many of us are visual learners, and even those of us who are not use visuals as powerful memory devices. Your administrative procedures manual should include these visuals: Diagrams Flowcharts Photographs Screenshots. Wrapping up Create signs that can be altered, printed and used again and again. Make templates that a procedures follower can use to mark his or her progress. Save everything in both electronic and paper format. Create a binder in which each procedure has its own tab, with the most important procedures placed up front. Insert a table of contents up front. Finish with a section called Troubleshooting — a sheet containing two or three common problem scenarios for each procedure that you've described (and how to either solve them or find someone who can). If you had to miss work for a week… two weeks… or even a month, could your co-workers or manager step in and fulfill your responsibilities, WITHOUT a major interruption to your office or business? Are the processes and procedures that you do each day documented for easy reference? What if a natural disaster occurs? Are you prepared? To help you develop an effective administrative procedures binder, we've teamed up with admin expert Julie Perrine in a new interactive webinar, Developing an Effective Administrative Procedures Manual. Join us November 2 and you'll learn: 5 simple steps to get you started creating your administrative procedures binder The appropriate items to include in your administrative procedures binder How to document understandable processes and procedures How to maintain your administrative procedures binder in hard copy and electronic formats And more! Register for this interactive event now!	October 25, 2016 Never be left scrambling to remember how something should be done Related Headlines: Sometimes, you gotta bend the rules How do you really make yourself more assertive? When does 'job-hopping' become 'can't hold a job'?
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