Introduction:

The course on "Management and Coordination of Executive Offices" is designed to develop the fundamental principles of office management techniques, protocols, and public relations. Participants will become familiar with the requirements and needs of executive offices, including systems, procedures, and mechanisms to accomplish tasks in modern organizations through outstanding service performance. The course aims to enhance the practical skills of participants in establishing a modern model based on advanced administrative systems that utilize advanced technology and digital systems. This contributes to establishing an integrated management system to achieve outstanding achievements from the perspective of total quality management. The course also aims to enable participants to understand the challenges and difficulties that hinder the performance of those managing the offices of important personalities in organizations and the mechanisms adopted to address these challenges.

Course Objectives:

- Learn how to perform tasks and responsibilities of office management and its skills.

- Familiarize with types of internal reports, official and unofficial administrative letters, their specifications, and standards, and how to prepare, write, and organize them.

- Learn how to use electronic archiving.

- Master the preparation of agendas, recording meeting minutes, writing and monitoring them.

- Learn how to prepare various workpapers.

Program Content:

Comprehensive Overview of Office Work:

- What is an office, its nature of work, components of the office, and areas of office work.

- Definition of office management.

- Constants of modern office management.

- Job description and career path for a secretary and office manager, and the differences between them.

- Personal specifications and technical skills for an office manager.

- Tasks and duties of an office manager.

- Change management approach in the office work environment.

- Success and failure indicators in office management work.

- 5S methodology (Sort, Set in order, Shine, Standardize, Sustain).

- Applications of electronic management in business.

Records and Document Management and Electronic Archiving:

- Numeration (coding), preparation of indexes, document and record classification, advantages of using colors in classification, document life cycle.

- Steps to reduce papers in the daily work environment.

- Components of an electronic archiving system.

- Stages of electronic documentation.

- Some considerations about creating electronic folders.

- Security and confidentiality.

- Problems of electronic archiving.

- Planning, organizing, and time management.

- Telephone communication management.

- Mail and email management.

Art of Report Writing:

- Concept of a report, its linguistic and administrative meanings, and its importance.

- Types of reports and principles of classification.

- Rules and stages of preparing reports, and specifications of a good report.

- Standards of report writing, and the standard report using the M.A.D.E model.

- Barriers to report writing and how to overcome them.

- Importance of communication through messages and conditions to be met in a good message.

- Objective and formal aspects of writing a message.

- Parts of a message and patterns of its printing.

- How to prepare an internal administrative memorandum and the difference between it and a message.

- How to write messages of usage, inquiry, complaint, and apology.

- How to write a governmental message and the difference between it and an administrative message.

- How to prepare and write various workpapers.

- Best methods for presenting reports and workpapers to others.

- How to prepare agendas, record meeting minutes, and write and follow up on them.

Meeting Organization and Management Skills:

- Preparation of agendas, recording meeting minutes, and writing and monitoring them, and following up on their decisions and outputs.

- Using Excel in preparing lists.

Executive Secretariat and Etiquette Rules:

- Secretary and rules of introduction and presentation.

- Secretary and rules of shaking hands.

- Secretary and rules of conversation.

- Secretary and rules of smoking.

- Secretary and rules of sitting and smiling.

- Secretary and rules of thanks and apology.

- Secretary and rules of compliments.

- Secretary and rules of hygiene.

- Secretary and rules of general etiquette in the office.

Administrative Skills for Professional Secretaries:

- Planning and time management.

- Organization (delegation of tasks to others).

- Delegating authority and distributing tasks.

- Guiding and leading others and motivating them for work performance.

- Supervision and monitoring to ensure goal achievement.

- Problem-solving and decision-making.

- Management and coping with pressure.

- Planning, managing, and executing meetings.

- Event and project management.

Effective Communication and Conflict Management:

- The executive secretary as a representative of the executive director.

- Developing your communication and influencing capabilities.

- Understanding communication: diversity, patterns, and assumptions.

- Listening skills.

- Verbal and non-verbal communication.

Problem Solving, Multitasking, and Dealing with Complexities:

- Distinguishing and identifying different types of problems.

- Identifying the optimal approach to solving the problem based on its nature.

- Analyzing the root cause of the problem.

- Evaluating solutions and applying creative thinking methods to solve problems.

- Setting the required decision objectives.