Procedure manual for office administration

This procedure starts when the customer telephones the office. It ends when the Receptionist has finished the transaction or has successfully handed the customer over to another Staff Member. All visitors, including sales customers, landlords, tenants, suppliers and competing agents, will judge our firm by the telephone reception they receive. They will then, at some stage, pass on this initial impression to their friends and associates.

In this procedure, the Receptionist greets a visitor and helps them to transact their business in the office. This procedure starts when the visitor comes into the office. It ends when the Receptionist has finished the transaction or has handed the visitor over to another Staff Member. All visitors to the office, including customers, suppliers and the general public will judge our company by the reception they receive. The company partly builds its reputation on how it treats visitors to its office.

No matter who enters the office, it is essential to immediately and courteously greet that person and make them welcome. Staff need an opportunity to enjoy lunch and refreshments during their working day. If people eat or drink in the presence of customers or other staff who are not involved in this activity themselves, it can offend or distract them, or create a bad impression.

There are exceptions to this rule. The office should be opened no later than 8. The objective of this procedure is to identify internal and external documents that are subject to controls. A considerable problem that often leads to the failure of any management system is the inevitable paper war which occurs when documentation is not controlled. This procedure seeks to identify a method of controlling documents. They are not records. For each group of documents on the Master List kept in electronic e files:.

The custodian of external documents, which are relied upon to provide important and current information, will:. Copies of operations manuals, procedures or work instructions may be issued to interested parties on request. If they are issued as controlled or uncontrolled, record this on the Controlled Document Register. Establish controls that identify, maintain and store in good condition records that provide objective evidence of management and quality control in all areas of operation.

A filing system that allows for easy storage and retrieval has been established for all records, and is controlled within each department. Make it clear if a procedure is a one-off or a recurring daily, weekly, monthly, or annual task. Include the information below to outline procedures for one task in your procedure manual. Your office procedures manual will likely be made of a series of tasks, some related and others completely separate. Obviously, group related tasks together. Include lines or flow charts to indicate connection between the tasks.

Have you ever created an office procedures manual? What tips, tricks, and best practices kept you on track? Share your experiences in the comments below. SnackNation is a healthy office snack delivery service that makes healthy snacking fun, life more productive, and workplaces awesome. We provide a monthly, curated selection of healthy snacks from the hottest, most innovative natural food brands in the industry, giving our members a hassle-free experience and delivering joy to their offices.

Very informative and directive.. I plan to read again thoroughly before embarking on reconstructing ours. Thank you so very much. Save my name, email, and website in this browser for the next time I comment. This website uses cookies so that we can provide you with the best user experience possible. Cookie information is stored in your browser and performs functions such as recognising you when you return to our website and helping our team to understand which sections of the website you find most interesting and useful.

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Hit enter to search or ESC to close. Close Search. Sample Office Administration Procedures 3. Simple Office Administration Procedures 4. Printable Office Administration Procedures 5.

Standard Office Administration Procedures 6. Business Office Administration Procedures 7. Basic Office Administration Procedure 8. Office Administration Procedures Example 9. Formal Office Administration Procedures Based on the official tasks, you need to aim at the processes to be used. The best part is to separate them into different categories within the administration.

You can try to follow other people and try to understand which procedures they conduct to get an idea. Step 2: Go Step by Step Once you understand which procedures you are going ahead with, you should be able to create a step by step process to be followed after this.

You need to determine the different types of mail to be sent in different departments. If the staff faces any queries, you must speak directly and resolve them. Therefore, try to keep the binding simple and constructive. You can use bullet points to write commands and instructions to get across the information to the designated position.

Step 4: Test the Procedures Writing a procedure document is not enough, you also need to out them into testing. You can choose a volunteer to follow your commands and test out the administrative procedures.