Office Management Skills

OFFICE

MANAGEMENT SKILLS

HOW TO MANAGE AN OFFICE PROFESSIONALLY

Effective Office Management Skills Program Overview This course allows participants to see clearly how offices can be run efficiently and effectively. This extremely intensive course will concentrate on providing you with all the skills and techniques you need to run your office systems effectively, while also equipping you with the ability to manage yourself & the others around you. Designed carefully to enhance your existing skills, it will provide you with a valuable survival kit to deal with every aspect of your role when you return to work. In a nutshell you will have the know how & the confidence to create a dynamic & stimulating office environment where systems & people work effectively together to achieve the desired results.

Who Should Attend?

This course would ideally suit staff responsible for the planning & organizing of an office environment or a team of people, e.g. office managers or executive assistants. This programme will provide new skills and develop confidence to be able to run a smoother operation.

Course Objectives • To understand the roles and responsibilities of an office manager • To examine recruitment procedures • To be aware of, and deal with, health, safety and environmental issues at work • To understand effective office policies and procedures • To ensure the smooth running of the office at all times • To understand smart methods of filing and adapting this to your business needs • To understand different methods of filing, their advantages and disadvantages • To learn to manage time more effectively, using planning and organizing skills • To enhance communication skills • To develop assertiveness skills • To understand cultural differences • To display a positive image at all times • To learn to deal with difficult people, manage upwards and manage your boss

What You Will Gain • The ability to implement the tools and techniques of the programme to increase your effectiveness and efficiency • Ways to schedule your time and prioritise your daily life • The ability to administratively manage an office • The ability to manage office personnel

Course Coverage: Understanding the Role of the Office Manager • Understanding the role of the office manager role: – Functions

– Roles

– Responsibilities

• Clarifying expectations

How to communicate effectively • Use different communication styles when needed based on circumstances • Express your ideas assertively, confidently and precisely • Ask the right questions for the right reasons • Discover what you know about yourself and how others think of you • Avoid misunderstandings and overcome communication barriers • Empathize to establish trust & communicate effectively • Deliver your potentially negative message and get a good response • Read and interpret body language and gestures while communicating with others

How to manage disagreements, develop trust & understanding • Recognise conflicts and their escalation over time so you can address them more effectively • Select an appropriate conflict resolution style based on your needs to get maximum results • Manage your emotions and influence others emotionally when in conflicts • Recognise Tactical Approaches used when interacting with others that may lead to conflicts and take appropriate steps to avoid a conflict developing • Negotiate over what you want and move on to a win/win outcome • Prevent destructive conflicts at the workplace

How to delegate the work • Appreciate the importance of delegating to others as a way to offload work and get more done in your busy life • Face your fear of delegation and learn to think positively of delegating tasks to others • Adopt an appropriate strategy to delegate the right task to the right people at the right time and in the right way • Use a systematic step-by-step approach to brief people on what you want to delegate to them • Follow a number of important guidelines to monitor the performance of the delegatee as well as your own performance when delegating • Coach and empower others to perform at their peak and help them grow while completing a delegated task

Multi Tasking and Effective Time Management • Re-evaluate and simplify your goals to increase your productivity • Focus on what is most important and use techniques to simplify everything to boost your productivity • Use a series of techniques to save lost time in meetings and use alternative means of communi cation according to your needs • Use a step-by-step technique to replace your bad habits with good habits and increase your productivity • Automate your notes and tasks, program yourself for good habits, engineer your environment and monitor yourself to increase efficiency • Improve your current time management system using advanced GTD techniques on action formulation, periodic review and prioritization • Process e-mails systematically using advanced e-mail management techniques such as automation, task management, filtering and frequency control

Planning and Organizing Skills • Defining Planning & Organizing • The Planning Cycle • Setting Goals & Objectives • Smart Goals • Adjusting Goals • The Key Elements Of The Planning Cycle • Planning & Organizing Exercise • The Key Elements Of Organizing • Organizing Using A Gantt Chart • Prioritising Workload For Effectiveness & Efficiency • Planning & Organizing Exercise • Improving Personal Organization • Improving Your Work Environment: Office Layout, Computer & Paperwork • Work Smarter, Not Harder

Effective team Building Skills • Identify how teams progress overtime and how does this impact team members and the leaders’ leadership style • Evaluate a team’s balance based on Team Roles and use systematic methods to enhance the efficiency of a team’s intercommunications • Use empathic communication and increase your understanding of emotional skills • Deliver constructive feedback and praise efficiently while paying attention to both verbal and non-verbal communication • Discover what you know about yourself and how others think of you

Essential Negotiation Skills • The critical importance of obust negotiation skills • Understanding your counterpart • Learn your strengths and play to them • Tactics & counter tactics – a best practice approach • Why win/win is the ultimate goal in any negotiation

Dealing with Difficult Situation People and Emotions • Dealing with the organisational hierarchy • Coping with those who know better • How to handle emotions & feelings in a professional way • Conflict resolution – a best practice approach • Dealing with the human crisis

Dealing with Pressure and Stress • Coping with difficult problems • The importance of keeping things in perspective • Dealing with crisis scenarios • Practical breathing techniquesHow to handle your own stress • Coping with others in stress

About Zabeel International Zabeel Institute, established in 1988, is a leading Educational and Training Institute for executives in Dubai & is accredited by the Ministry of Education, UAE. We offer training programs to professionals from various industries like Administration, Engineering, Construction, Projects, Accounts & Finance, Management & Languages etc.

Zabeel International Advantages • Over 25 Years Experience in training Professional Executives • Achiever of many QUALITY AWARDS for training from 1988 till date • Qualified and Certified Trainers • Sophisticated Lab with High end machines and Licensed software • Certificates attested by the Ministry of Education, UAE • Vast resource materials for reference & course materials • Free online support for further assistance • Free follow up orientation seminars, workshops and placement assistance

UNITED ARAB EMIRATES MINISTRY OF EDUCATION

600 52 4448 Email : mail@zabeelinstitute.ae Web : www.zabeelinstitute.ae Suite # 207, Apsara Super Market Building, Bank Street, Bur Dubai, Dubai, United Arab Emirates

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