Office management skill speaks about your reliable personality image in the workplace. It involves managing your supporting staff, maintaining documents, appropriate filing style, holding essential reference materials, and even the appearance of your office room. Files and documents are the vital elements in your office; therefore, take special care about essential papers, especially confidential ones. 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 instructions noted if possible what you have asked them to accomplish particular work. You should provide them with a straightforward operating procedure on their duties and responsibilities to save time and make them task-bound. Maintain a personal file to keep records of your employees’ performances. Do not use inappropriate words if they commit mistakes; instead, guide them with care. Your positive personal emotions 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 work with your senior leaders closely. In such an appointment, your primary responsibility is to assist your leadership in performing with the highest time management and enhanced productivity. You must understand the priorities of your high-ranking leaders and help all other staff 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 are vital for your leader’s role.
Your responsibility includes keeping your senior leaders comfortable by careful schedule management and coordination with all internal and external events related to them. If possible, keep your leaders free from outdoor events on the first day of the week so that they can go through important incoming correspondences and put valuable remarks. Your planning will help all other staff in the queue obtain the necessary guidance in time and function more effectively. Keep important issues and decision points in a notebook at all times so that you can readily make them available whenever required. Your sincere and truthful role will assist in upholding a positive leadership environment to a great extent.
As a responsible staff, you should match yourself working with diverse leadership philosophies and different characters. Some leaders may be more authoritarian, and some may be relatively easy to approach. You may find some senior leaders are tough sometimes yet, they are often very soft inside when you can win them through your devoted efforts in work. Your sincerity and hard work are vital in every case to enjoy a smooth working environment. Working with senior leaders is always a blessing for you. You can probably learn to think big, dream big, and widen your horizon when you have opportunities to stay close and work with wise superiors.
You should constantly assess things from your leader’s viewpoint and provide necessary primary data and first-hand information if he needs it. Your hard work, dedication, and wisdom are the key to building your credibility.
One of your essential responsibilities may be to organize important meetings and conferences as and when scheduled. Prepare the meeting agenda and let all concerned know it well. Take your leader’s guidance and prepare talking points/ written speeches for his opening or closing remarks. Remind your leader of important points when he sits for meetings or conferences, especially with his superiors. As a good staff, you must feel leaders’ concerns and make your points accordingly. Maintain a smooth environment so that your senior is not interrupted frequently.
Often you may have to communicate with your leader physically and over the telephone. Make a habit of keeping his instructions written in a notebook. During a conversation over the phone, let your leader complete his points, and you may take his guidance at the end if something is necessary. At the end of the phone call conversation, wait till he gets disconnected from the other side. When you disseminate important instructions or decisions on your leader’s behalf, be humble to articulate them with utmost care. Let the recipients feel honored while receiving the leader’s decisions and instructions on specific issues. Practice the best possible gesture and display superior communication skills to be the best in your role. Your goal should always be to help the institution with a positive mindset.