The British Academy for Training and Development offers this training program in "Planning and Organizing Techniques for Secretarial and Office Management", which aims to enhance the efficiency of secretarial staff and administrative assistants in planning, organization, and administrative control.

Secretarial work plays a pivotal role in supporting institutional performance through coordinating daily tasks, managing information, organizing time, meetings, and documents, thereby enhancing administrative efficiency and ensuring smooth workflow within the organization.

The program focuses on equipping participants with practical skills in office planning, workflow organization, time management, and applying modern administrative methods in file archiving, schedule preparation, and priority management, strengthening their effectiveness as key support to executive management.

Who Should Attend?

• General and executive secretaries, and administrative assistants.

• Office management and administrative staff.

• Personnel responsible for organizing meetings, correspondence, and follow-up.

• Individuals seeking professional skills in organizing secretarial work.

Knowledge and Benefits:

After completing the program, participants will be able to master the following:

• Acquire skills in planning and organization within the office work environment.

• Develop time management and prioritization skills according to work requirements.

• Improve efficiency in organizing meetings, correspondence, and files.

• Enable participants to use modern office organization tools effectively.

• Support systematic thinking in handling daily and routine tasks.

• Secretarial Work and Its Organizational Role in the Workplace

  • Differences between general and executive secretaries

  • Core responsibilities of a professional secretary

  • Importance of planning and organization in office work

• Concepts of Modern Office Management

  • Definition and functions of an office

  • Characteristics of effective office work

  • Relationship between secretarial work and senior management

• Importance of Planning in Office Task Management

  • Steps for successful planning

  • Converting objectives into practical plans

  • Daily and weekly task scheduling

• Designing Office Work Plans

  • Preparing short-term work plans

  • Monitoring achievement and evaluating performance

  • Handling deviations in task execution

• Effective Time Management Techniques

  • Priority matrix (Important/Urgent)

  • Office time management tools (calendars, apps)

  • Managing time-wasting activities

• Dealing with Work Pressure and Multitasking

  • Organizing work amidst overlapping tasks

  • Maintaining focus in a busy office environment

  • Balancing quality and speed in task completion

• Effective Meeting Preparation

  • Pre-meeting steps

  • Coordinating attendance and scheduling

  • Preparing documents and meeting venues

• Recording Meeting Minutes and Follow-Up

  • Writing accurate meeting minutes

  • Monitoring implementation of decisions

  • Coordinating with relevant parties

• Organizing Incoming and Outgoing Mail

  • Receiving and classifying correspondence

  • Methods for internal mail distribution

  • Following up on responses and maintaining records

• Preparing Official Letters and Memos

  • Administrative writing style

  • Drafting internal letters and memos

  • Using professional templates and formats

• Paper and Electronic File Classification Systems

  • Standards used in classification

  • Archiving by topic, date, or name

  • Rules for quick information retrieval

• Electronic Archiving and Data Management

  • Common archiving software

  • Protecting electronic documents

  • Document lifecycle and disposal procedures

• Effective Communication in the Workplace

  • Administrative speaking and listening skills

  • Courteous interaction with colleagues and managers

  • Maintaining professional conduct

• Internal Written Communication

  • Coordination and follow-up letters

  • Reminder memos and documentation

  • Progress reports and official responses

• Secretarial Role in Supporting Decision Makers

  • Preparing meeting summaries

  • Providing accurate information to management

  • Organizing schedules and appointments

• Maintaining Confidentiality and Integrity at Work

  • Handling sensitive information

  • Trust as a core component of the secretary’s role

  • Upholding the organization’s image through professional conduct