Every organisation functions under an administrative system. Planning and implementing these administrative systems are considered vital and becomes the bible for the core and backbone of a company. Practically everything has a system working on its base or else it disintegrates without focus and systematic implementation. Good office management is a critical part of staying on your route and eliminating chaos in the office.
What makes an administrative system effective?
Getting started is by far the most nerve-wracking phase. It starts off with paperwork. You have to make sure the documented procedure covers all bases and caters to your individual employees or the majority. The goal of having an administrative system is basically to ensure everyone is on the same page and moving forward to a targeted goal. It ensures the work is done and on-point. More than just technical skills, this also takes organisational aptitude and focus on implementation.
Most managers would use a template for plotting the key-points of an effective administrative system. This helps the flow of content to be more clear, informative, and consistent. A template can provide structure to any business document, especially for an administrative system. With that being said, we want you to get started today.
How do you map out an administrative system of procedures?
- Be precise. People would want to see a concise and specific list of procedures. Refrain from being wordy or too ambiguous. People would most likely skim on procedures and long sentences would keep everything a blur or a bore. You have to stop beating around the bush and face it head on. Make it commanding yet precise. Get straight to the point which is easy to follow. Use bullets or numbers for emphasis on certain points.
- Be visual. For better and clear understanding of procedures, putting images or even videos would be very helpful. Infographics or screenshots are easier to follow through than mere text. Computer-related tasks must have screenshots of how it’s supposed to be done.
- Test procedures. At this phase, you must know whether your procedures would be easy to implement. It is advisable to let another person critique your procedures. Allow him or her to probe and make the necessary adjustment depending on feedback and test results.
Check out our expert tips on how to plan and implement administrative systems:
- Monitor and record data. You need software or filing system that will help you track and manage your data. Once you have information access and easy retrieval in place, you can now check the consistency and patterns in behaviour or results. This is very helpful when correlating and doing troubleshooting of issues in the system as you have data to rely on as the basis for action. Make sure that your data are accurate and up-to-date
- Develop a daily workflow system. Having a to-do list helps in keeping your day-to-day work organised at each touchpoint. This will help you achieve positive results and focus on prioritising certain tasks according to the degree of importance or urgency. Business planning should be a part of your regular work routine.
- Develop a project management system. Make it a habit of planning, record, and schedule every project as this will keep every detail streamlined. A company is an ecosystem that needs to be managed in order to work in sync with every department or role. Don’t make everything else random, organising projects may seem like a lot of work but it will save you more time and give you a direction over the long haul.
- Improve communication skills. Dealing with people day-in and day-out require good communication skills. It’s not just about being brilliant with your speaking ability but being able to listen and respond effectively. We would often hear – it’s not about what you say but how you say it. Quite cliché but it’s true. An effective manager or staff member is one who is able to collaborate and communicate with a team to get the tasks churning properly within a specified timeframe.
In a perfect world, you would want to multitask, wear many hats, and do literally everything. However, the world isn’t that perfect for any company. The best way to keep the wheels turning is to delegate and outsource. This helps you achieve clarity and focus on your business goals and scale your business towards new heights.