The role of the executive secretary is rapidly changing and he/she is taking on more of the work of the manager. He/she needs to develop administrative skills into managerial talents in order to enable his/ her superior to delegate work with assurance.

By the end of the program, participants will be able to:

• To identify present, individual strengths and weaknesses in the performance of executive secretarial duties.
• To identify the elements of good office design and environmental features to facilitate work flow and good communications.
• To be aware of health, safety and security at work.
• To identify cultural differences and diversity in the workplace.
• To analyses the personal attributes and requirements of the executive secretary.
• To identify the basic management concepts of goal identification, setting priorities, implementation and evaluating effectiveness.
• To learn the techniques of effective time management
• To organize, prioritize and store paper documents
• To use technology in the office to the best advantage
• To learn the techniques of effective delegating, motivating and assessing the effectiveness of human resources available to the executive secretary.
• To be aware of the communication process in business.
• To use the appropriate communication medium
• To be aware of the causes of communication breakdown.
• To practice effective listening techniques
• To write effective meetings documents
• To identify the procedures for planning and preparing a successful presentation
• To be aware of the use of visual aids and technology in presenting information.
• To consider the importance of business ethics
• To relate business ethics to day to day ethical dilemmas in the office.
• To be aware of the importance of motivation at work
• To be aware of the function of groups and teams
• To be aware of the dynamics of groups and the way in which they interact

Experienced executive secretaries and administrators and those working in the office environment with responsibility for the efficient administration and coordination of the physical, administrative and human resources of a department.

THE EXECUTIVE SECRETARY ANALYSIS OF PERSONAL STRENGTHS AND WEAKNESSES

Abilities, duties, influences and organizational cultures.

THE MODERN OFFICE ENVIRONMENT

Office layout, landscaped v traditional, environmental issues, space planning

HEALTH, SAFETY AND SECURITY IN THE OFFICE

Making and maintaining a safe and healthy environment. Dealing with stress. Ergonomics and information technology.

CULTURAL DIVERSITY IN THE WORKPLACE

Influences of culture on society. Diversity awareness. The multicultural organization

THE EXECUTIVE SECRETARY

Skills analysis, personal characteristics. Why some secretaries fail.

THE ORGANISATION

Models of organizational behavior. Organization charts. Chain of command and span of control. Staffing and training policies. Job descriptions in manpower planning

GOAL SETTING AND PLANNING

Levels of goals and their importance. Mission statements. Goal setting. Problem solving using Force field analysis.

TIME AND SELF-MANAGEMENT

Time management. Organizing your boss. Time logs. Common time wasters. Change the time wasting

OPERATE A CLEAR DESK POLICY

The RAFT technique. Paperwork management.

TECHNOLOGY IN THE OFFICE

Integrated office systems, Protecting equipment, data and your health

DELEGATION

Why delegate? Structuring delegation.

COMMUNICATION

Channels of Communication,

Types of communication. Causes of breakdown of communication.

LISTENING SKILLS

The importance of good listening skills. Steps to good listening

MEETINGS

Types of meetings and committees. Officers of a meeting. Documentation.

PRESENTATION SKILLS

Analyze your feelings. Good speaking techniques. Preparation.

VOICE PROJECTION

Warming the voice. Speaking with clarity. Opening and ending.

ETHICS IN THE WORKPLACE

Universal standards. Ethical dilemmas. Ethical lapses. Corporate and social responsibility.

MOTIVATION AT WORK

Why work? Motivational theories. Rewarding exceptional performance. Managing motivation.

TEAM DEVELOPMENT AND PARTICIPATION

Why teams? The attributes of a good team. Team roles. The stages of team development. Criteria for success.

LEADERSHIP

The functions of good leadership. Leadership styles and types. Problem solving techniques for teams. Decision making in teams. Effective feedback.

DEALING WITH CONFLICT IN THE WORKPLACE

Establishing constructive relationships. Dealing with difficult personalities. Managing your anger.

A variety of methodologies will be used during the course that includes:

·         (30%) Based on Case Studies

·         (30%) Techniques 

·         (30%) Role Play

·         (10%) Concepts

·         Pre-test and Post-test

·         Variety of Learning Methods

·         Lectures

·         Case Studies and Self Questionaires

·         Group Work

·         Discussion

·         Presentation

This rate includes participant’s manual, Hand-Outs, buffet lunch, coffee/tea on arrival, morning & afternoon of each day.

Daily Course Timings:

    08:00 - 08:20       Morning Coffee / Tea

    08:20 - 10:00       First Session

    10:00 - 10:20       Coffee / Tea / Snacks

    10:20 - 12:20       Second Session

    12:20 - 13:30       Lunch Break & Prayer Break

    13:30 - 15:00       Last Session