Office management skill speaks about your credible personality features. It involves management of your supporting individuals, maintaining documents, appropriate filing style, holding important reference materials, and even the appearance of your office room. Files and documents are the most essential elements in your office, therefore, take special care about important papers especially those that are confidential in nature. To enjoy more productivity and better support from associated employees, you should always maintain a very healthy working environment with them. Train your men as you want them to work. Guide them with clear instructions and keep those noted if possible what you have asked them to accomplish. You should provide them with a vividly clear operating procedure on their duties and responsibilities to keep time and task bound. Maintain a personal file where you may keep records of your employees’ performances. Do not use inappropriate words if they commit some mistakes rather guide them with care. Your positive personal emotions towards them can motivate your employees a lot. In case of inevitable necessity take suitable organizational corrective measures but be kind and fair in doing so.
As junior officers of the institution, you may have to closely work with your senior leaders at times. In such an appointment your primary responsibility is to assist your leadership in performing with the highest time management and enhanced productivity. You must be able to understand the priorities of your high-ranking leaders and help all other staff to understand the leadership concerns. The name, fame and reputation of your senior leaders are to be protected at all times. Your careful planning of daily events and prudent feedback on ongoing activities will assist the leader’s role smooth. You must be able to keep your senior always comfortable by your cautious preparation and coordination with all internal and external events that relate to him. If possible, keep your leader free from outdoor events on the first day of the week so that he can go through important incoming correspondences and put his valuable remarks. Your planning will help all other staff in the queue to obtain the necessary guidance in time and function effectively. Keep important issues and decision points in a notebook at all times so that you can readily make them available whenever necessary. Your sincere and truthful role will assist the leadership environment to a great extent.
As a responsible staff, you should be able to work with diverse leadership philosophies. Some of the leaders may be strict personalities and some may be relatively easy to approach. Your sincerity and hard work are vital in every case to enjoy a smooth working environment. You may find some senior leaders are tough sometimes but they are often very soft inside when you win them through your dedicated efforts in work. This is always a blessing for a junior officer to work with superior leadership. You can probably learn to think big, dream big, and widen your horizon when you have opportunities to stay close and work with senior leaders. Always try to assess things from your leader’s viewpoint and support him with necessary primary data and first-hand information. Your hard work, dedication, and wisdom are the key to establishing your own credibility in front of senior leaders.
One of your important responsibilities may be to organize important meetings and conferences as and when scheduled. Prepare meeting agenda and let all concerned to know it well in time so that people can join the meeting with necessary preparations. Take the guidance and prepare talking points/ written speeches for your leader for his opening or closing remarks. Remind him of important points when he is going to sit for some meetings or conferences especially with his superiors. As a good staff, you must feel leaders’ minds and make your points accordingly. Maintain an environment so that he is not interrupted frequently.
Often you may have to communicate with your leader physically as well as over the telephone. Make a habit to keep his instructions written in a notebook. During a conversation over the telephone, let your leader complete his points and if something is necessary you may take his guidance at the end. At the end of the conversation wait till he gets disconnected from the other side. When you circulate some important instructions or decisions on your leader’s behalf, be humble to articulate them with utmost care. Let the recipients feel honoured while disseminating the leader’s views on certain issues. To be the best in your role, practice the best possible gesture and display superior skills in communicating with all. Your goal should be always to help the institution with a positive mindset.