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Top 10 skills for Administration professionals
HR skills for new officers
Know the best procedures to recruit, interview, follow up, manage and fire employees.
Manage the office (PAs & EAs)
Develop a communication style with your manager, use delegation best practices and manage difficult managers through coping techniques.
Manage meetings
Use specific steps to plan and prepare for meetings. Establish roles & responsibilities, and find ways to handle disruptions.
Email etiquette and management
Organise your email with flags and markers, use bcc and cc, and follow email etiquette best practices.
Hike personal productivity
Set short and long-term goals, create routines, keep your work space organised and track progress.
Present a presentation
Know about the various delivery methods, use body language, and practice your presentation with help-tools (flip charts, PowerPoint, videos, etc.).
Minute-taking skills
Choose your minute-taking style (formal, informal) and the format you’ll be using. Be aware of the meeting agenda, participants and your seat beforehand.
Basic computer knowledge
Get a thorough understanding of the basic concepts of a computer and its software and hardware.
Telephone skills for professionals
Train your voice, listen actively, use questions and handle irate clients with care.
Get a grip on bookkeeping basics
Know accounting procedures, basic terminology, balance sheet, payroll accounting, budgeting, financial statements, auditing and more.
Top 5 rated PD Training courses to improve Administration skills
Do not use negative words such as 'no' and 'not' even when refusing.
Frame the refusal positively: "I wish I could do that, but I don't have the appropriate skill set for it."
Keep communication formal and precise.
Do not offer information unless asked.
Provide regular updates on work and deliver tasks on time.
Use business etiquette to create an impression.
Focus on your appearance (clothes, hair, cleanliness),
body language (proper posture, pleasant facial expressions) and mannerism (formal).
Use appropriate small talk to open communication and keep the focus of the conversation on relevant matters.
When planning meetings, use a defined structure to make the most of them.
Planning should involve:
Marking the purpose of the meeting and its objectives.
Creating a list of attendees.
Listing out the supplies.
Choosing the place for the meeting.
Notifying the attendees of the meeting, its purpose, objectives, and time and place.
By choosing the right person for the right job, an organisation can achieve productivity and employee retention.
When assigning responsibilities and authority,
consider the work history, qualification and duration of the professional career of the employee.
Also review the positions that will be directly affected by the change.
It is an advantage if personal values of employees align with the company values.
Use these steps when creating an agenda.
Before creating the agenda, specify its purpose and objectives.
Create a list of topics based on the objectives.
Give each topic a time limit.
Choose presenters for each topic and list them.
Send out the agenda to the participants. If you need the participants to bring any materials with them, specify it in the agenda.
Basic computer knowledge,
the ability to run software applications and share digital information is crucial for professional success in an administrative job.
Basic learning of computers includes knowing about applications, shareware,
developing software, RAM, peripheral devices, CPU, PDA, and network computer.
A minute-taker can prepare for a meeting by using these minute-taking tips:
Ensure your position (to the immediate left of the chair) is reserved.
Practice reading aloud the previous meeting?s minutes if they will be a part of the current meeting.
Make corrections to past minutes, if any.
If using a computer for recoding minutes, make sure you have everything you need at an arm's length.
For improving personal productivity, use these methods:
Set SMART (Specific, Measurable, Achievable, Relevant, Timed) goals.
Develop a tracking system for maintaining consistency.
Separate important tasks from urgent ones for effective prioritising.
Create schedule based on results and the time taken to achieve them.
When providing customer service over the phone, consider the following points:
Greet the customer politely.
Listen actively.
Speak with confidence and urgency.
Stay alert and ask questions for clarity.
Assure the caller of a quick and helpful resolution if the issue cannot be resolved at the moment.
Disconnect the call after the customer.
By managing time and tasks, you can improve productivity without putting in additional hours.
Do the most difficult task at the start of the day.
Create a ritual of routine tasks.
Keep a milestone chart.
Measure your progress everyday.
Avoid stagnation and make healthy changes in routine from time to time.
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