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How to create the perfect administrative procedures manual

How to create the perfect administrative procedures manual

You're headed off for a two-week European vacation. Or maybe your team lead just got a new job across the country. Or someone just quit suddenly to go back to college.

Now, who knows exactly how to fill in? Where is what to do written down, and are those instructions so good that almost anyone can step in on a moment's notice to save the day?

Get your procedures binder together now—it also just happens to be a great way to show off your organizational skills.

The steps:

1. Get your tools together. You'll need a stout binder that makes inserting and removing pages easy, because your manual will never quite be finished! Make an attractive yet professional cover and spine, insert a couple sets of tab dividers and don't forget sheet protectors. Notice how much more motivated you get about your manual when you've got that heavy blank template in your hands, ready to be filled.

2. Run your analysis. Take several days and track your tasks. It's the best way to make sure nothing will be left out. Relying only on your memory to recall everything you're responsible for at any given moment is a task of which few are capable. After you've tracked yourself for a week or so, create your list of job responsibilities and how often you handle them.

It's the document that establishes order, clarity and efficiency for your team—and makes you look mighty good in the process.  At Admin Pro Forum 2018, Julie Perrine will lead the instructional session Developing an Effective Administrative Procedures Manual, following it up with a breakfast roundtable on the same topic so you can train more closely with her. See what other training will be offered!

3. Rank your procedures. Pick the top five and after setting up consistent formatting, describe them using commands as if instructing the reader as they proceed through them. Number all the steps, use bullets and provide visuals whenever you can.

Having a fellow admin actually try the procedure based on your directions will likely reveal you've assumed too much—it's a great training technique that puts you in the mind of the person following in your footsteps. When you've finished your top five procedures, attack five more.

4. Start editing. List what you need to include in your binder and what to leave out. Think of what information is so vital that it should be converted into a checklist for repeated use. On the other hand, you probably don't want to clutter the main body of the binder with information that will only apply once in a great while. Give the user of the manual blank templates, sheets, important dates and names. Make sure each piece of office equipment or software you use has readily available instructions on its use.

Admin Pro Forum 2018 lets you learn in an intimate setting that brings you close to the trainers—no oversized auditoriums, no getting lost in a sea of faces, no squinting at maps to get to the next session. Check out the agenda to see what's in store.

5. Organize. Break the manual into sections, create your tabs and provide a table of contents with subheadings. Make a note in the binder as to when each section was created so they can be easily edited later. Create an electronic reminder to update it regularly and include this date in print as well as within the manual.

When that's all done, make a place in the office where your binder can always be found without a second thought!

Come to Admin Pro Forum 2018 and return to work ready to put that procedures manual in place. Nothing else will quite show off as effectively just how detail-oriented you are!


Melissa Esquibel
Moderator, Admin Pro Forum 2018

P.S. Four FREE Bonus Gifts! Admin Pro Forum 2018 attendees receive six free months of the Administrative Professional Today and Office Technology Today newsletters, along with members-only access to the and websites – all included with your registration.

P.P.S. Your satisfaction is unconditionally guaranteed. If Admin Pro Forum 2018 fails to meet your needs, we will refund 100% of your tuition – no questions asked. Your course materials and all four FREE bonus gifts are yours to keep. You have my word.

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