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Provided by: Spectrum Training Services The Executive Secretary - Excellence ProgrammeResource Management |
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Training
Provided by Spectrum Training Services
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.
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The Executive Secretary - Excellence Programme
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) Day Three Option 2 (Meeting Skills)
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
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) Day Three Option 2 (Meeting Skills)
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
About The Training Provider: Spectrum Training Services
Spectrum Training Services - Spectrum Training - http://spectrain. com. jo offers management and employee development training we have offices in Amman Jordan and the UK.
Spectrain was established in 1998 we are a dynamic business dedicated to helping organisations to maximise their potential. We dont do everything we concentrate on what we do well.
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