Course details

Overview ?

Course Description:

Working closely with senior managers and executives, the Executive Secretary or Personal Assistants must be able to perform administrative or managerial roles as well as provide support to the management team. They also need excellent computing and communication skills, as well as a range of specialist business skills. This course covers professional image, effective communication , business letter writing, dealing with difficult people, time and stress management, organizing meeting, and filling system.

Course Goal:

To enhance the participants’ Knowledge, Abilities and Skills necessary to discover and work towards achieving their personal best, to optimize their success through others, to learn how to save time and produce professional business correspondence with greater confidence

Course Objectives:

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

Understand what makes an effective PA/Executive Secretary
Contribute his manager's success through aligned objectives
Analyse and maximise his use of time
Improve his communication skills
Take responsibility and manage crises
Achieve confidence through assertiveness
Continue personal development using an action plan
Work under pressure to achieve objectives
Understand the different methods used in storing information
Implement the easiest, safest method suitable for work environment
Successfully organizes meetings

Course Outline:

Professional Image

Job definition and analysis.
Identification of personality type.
Increasing productivity.
Developing a work plan.
Upper management recognition.
Influencing people.

Effective Communication

What is communication?
Communication barriers
Use body language effectively

Business Letter Writing

Understand the conventions of letter writing
Plan letters to reduce writing time and produce desired results
Get started easily
Finish with impact
Suit structure to purpose
Write concisely and clearly
Spot cliches, jargon and padding
Adopt a friendly reader based style
Constructive self-analysis.

Dealing with Difficult People

Identify the types of difficult people
Understand why difficult people are difficult
Deal with difficult people
Use your communication skills to:
- Control your behaviour
- Select appropriate ways of behaving
- Influence others behaviour
Give and receive feedback effectively
Improve performance and manage others
Carry out disciplinary procedures and interviews
Action plan of how to deal effectively with difficult people and get results

Time and Stress Management

Analyze time usage.
Work prioritizing and scheduling
Travel arrangements.
How to use telephone.

Organizing Meeting

What makes good meetings good / bad meetings bad?
Obstacles to meeting effectiveness
Key Characteristics of an effective meeting
Meeting rules
Meeting process
Agenda setting
Meeting evaluation
Meeting room
Recording devices

Filing System

Needs of filing systems.
Manual filing systems.
Computerized filing systems.
Access database: An introduction

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Day 4

Day 5

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