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Business Office Procedures Manual <- [Unlimited EPub]
Templates make your life easier, giving you a solid starting point and helping ensure that you don’t leave out any crucial information. Why would you need to document office procedures in the first place. In other words, why do you need to create an office procedures manual. Pro-Tip: If you are a remote employee or part of a team with remote workers looking for an effective way to stay connected, then we recommend checking out Nextiva. Perfectly designed for the modern distributed workforce, Nextiva’s Voice over Internet Protocol (VoIP) technology allows your employees to make clear calls from any location using a computer or a phone. Excellent question. Common sense suggests procedure manuals are a good idea in general, but there are also several specific benefits of creating an office procedures manual: If you go on vacation, then anyone can use the manual to get your crucial tasks done. The manual helps your stand-ins do what needs to be done, and it also brings you peace of mind because you’ll know your work is covered, and also covered correctly; you wrote the manual, after all. If you need to onboard a new employee, then you can provide the new recruit with copies of the manual. You’ll be able to easily explain all the processes and procedures as the new employee follows along, since everything will be clearly outlined in the manual. If you need to explain your duties and processes to management, then you’ll have a well-documented account of all your key processes and tasks right at your savvy fingertips. If you ever leave your current job, then you won’t have to scramble to record all your processes before you leave. It will also benefit your replacement, and the company as a whole, to have a reference manual that wasn’t put together in a rush. It’s a community to connect, collaborate, and share advice on how to overcome the wide spectrum of challenges you face in your role.
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) Office Procedures Manual Best Practices Here’s everything you need to create an effective office procedures manual template. S tart your manual with an outline. According to Patricia Robb, author of Laughing All the Way to Work: A Survival Blog for Today’s Administrative Assistant, “You should arrange your duties in a logical format in a table of contents to map out how you want to place each item. Once you have the table of contents completed, you can go back and fill in the details.” Use your job description and any documentation from recent reviews to pull out your core responsibilities. Your manual should cover, in step-by-step fashion, how to do each of these core responsibilities. Separate any policies you need to document from any procedures you need to document. According to Compliance Bridge, “a policy defines a set of rules like workplace conduct, whereas a procedure defines the steps you should take to onboard a new employee.” When you want someone to know why you do something, create and record a policy. When you want someone to know how to do something, create and record a procedure. Write the manual in clear and concise language. A cryptic procedure manual is virtually useless. Here’s a new office proverb for you: A procedure manual no one can understand will do no one any good. Include headings and bullet points. In addition to writing the procedures in clear language, call out important topics and takeaways using bold headings, bullet points, tables, and other visual elements that break up blocks of text. This helps anyone skim the manual and skip to the relevant sections. Include contact information for the person who owns the process, likely yourself. This helps anyone using the manual know who to contact if they have questions. Validate the manual. Let someone who has no idea what you do read the manual. After your associate has read the manual, ask him to run you through a play-by-play of what he would do in any given day.
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If he fumbles, then it’s likely a fault in the manual writing or structure. Make the manual a searchable PDF. This allows people to search with far more sophistication than they can achieve using just their eyeballs to skim your bullets and headings, regardless of how well-organized they are. Include the date the manual was created as well as the date it was last updated. This will help users verify they’re getting current information. Provide flexibility and options for each procedure. According to one policy writing guide, “When feasible, procedures should offer the user options. Procedures which are unnecessarily restrictive may limit their usefulness.” In some cases, the people using the manual will simply be “filling in” and may not be staunchly dedicated to following the rules to a T. If they come across something they really don’t feel like doing, then they might just not do it. Avoid including information that might become outdated soon. For example, if a procedure involves collaborating with someone at the company, then you could simply use the title of the position instead of the name of the person. When people leave the company, the manual will remain useful. Include context when necessary. Define any terms that might seem like jargon specific to your position, or clarify any procedures that might require some context to understand. For example, you might refer to the company annual report as “The Annual.” Be sure to refer to it as the “company annual report” if you mention it in any procedures. If someone is reviewing a procedure, they may underestimate the importance of the “annual” and take shortcuts if they don’t know exactly what it is. Create an update plan and calendar. An office procedures manual is not a static document and it will need some revitalizing every so often. You’ll need to care for it to keep it in working order.
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Include organizational charts of departments and positions within your company to make sure manual readers can connect the dots. Organize procedures and tasks according to frequency. Make it clear if a procedure is a one-off or a recurring daily, weekly, monthly, or annual task. Include how much time each procedure will likely take. This will manage users’ expectations and help them effectively allocate their time. Patricia Robb also recommends including checklists to help manual users be sure they’re covering all the critical procedures. Office Procedures Manual Templates Use this template as many times as you need to cover all your essential duties. Include the information below to outline procedures for one task in your procedure manual. Obviously, group related tasks together. Include lines or flow charts to indicate connection between the tasks. When we do it: Daily: Twice, the first thing in the morning and the last thing in the evening. How we do it: Step 1: Count the snacks. Step 2: Record the overall quantities. Step 3: Record quantities of each specific snack. Step 4: During your end-of-day visit, restock the snacks accordingly. Step 5: Place any orders as necessary. Positions involved: Executive Assistants for each major department head will need to add itinerary items and also review and sign off on the final itinerary. Why we do it: An itinerary is central to the success of each executive leadership committee meeting. Leaders take the itinerary seriously and use it to plan talking points, presentations, and more. When we do it: Daily: While the meeting happens only once a week, the itinerary planning process spans several days and starts long before the day prior to the meeting. Do a few items each day to keep the process of creating itineraries as quick and easy as possible. How we do it: Step 1: Email other department Executive Assistants to get their itinerary points. Step 2: Create a first draft of the itinerary using input from other EAs.
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Step 3: Send draft itinerary to other EAs for review and approval. Step 4: Integrate feedback and polish final itinerary. Step 5: Send itinerary to all meeting attendees. Example 3: The task: Create an executive’s business travel itinerary. When we do it: As needed: You’ll know it’s necessary to create a travel itinerary when the executive has a trip coming up. How we do it: Step 1: Request travel details and confirmations if necessary. Step 2: Fill out the standard travel itinerary template for the specific type of travel. Step 3: Send the itinerary to the executive. Have you ever created an office procedures manual. What tips, tricks, and best practices kept you on track. We provide a monthly, curated selection of healthy snacks from the hottest, most innovative natural food brands in the industry, giving our members a hassle-free experience and delivering joy to their offices. Thank you so very much Reply Naim says: March 15, 2019 at 6:14 pm Thanks. This article gives me lots of amazing guidelines for me to start a procedures manual. Got It Facebook Twitter LinkedIn Email Copy Link More Networks Share via Facebook Twitter LinkedIn Mix Email Print Copy Link Powered by Social Snap Copy link Copy Copied Powered by Social Snap Settings Privacy Overview Strictly Necessary Cookies 3rd Party Cookies Powered by GDPR Cookie Compliance Privacy Overview This website uses cookies so that we can provide you with the best user experience possible. Cookie information is stored in your browser and performs functions such as recognising you when you return to our website and helping our team to understand which sections of the website you find most interesting and useful. Strictly Necessary Cookies Strictly Necessary Cookie should be enabled at all times so that we can save your preferences for cookie settings.This means that every time you visit this website you will need to enable or disable cookies again.
3rd Party Cookies This website uses Google Analytics to collect anonymous information such as the number of visitors to the site, and the most popular pages. Keeping this cookie enabled helps us to improve our website.Enable All Save. Likewise, new employees to an organization will want to learn the ropes as quickly as possible without having to keep interrupting supervisors or coworkers with countless questions. A manual of office procedures and practices accomplishes both of these objectives while providing written protocols and expectations of performance that can be subsequently referenced in employee appraisals and documentation for disciplinary actions. Determine the Manual's Purpose Identify the purpose and scope of the office procedures manual you want to develop. The content of office manuals generally falls into two categories: How to interact with people How to perform specific tasks including the operation of equipment necessary to create, manage and deliver goods and services. Office manuals also often include organizational charts, resource directories and sample forms. The complexity of an office manual is based on who the target users will be. If, for example, the content relates to customer relations and how to process complaints, it wouldn't make sense to include chapters on how a forklift operates or how to handle hazardous materials. Select the Manual's Format Decide on the format presentation that best fits your company's needs. While office manuals are typically thought of as guidelines printed on paper and placed in three-ring binders with subject divider tabs, technology has opened the door to more exciting — as well as more economical — methods of delivering information. Consider, for instance, whether an online procedures manual would make it easier and faster for employees to access information by entering keywords.
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An electronic format might also facilitate the process of updating and revising content as well as incorporating audio content and video demonstrations to enhance learning. Determine Procedures to Cover Make a list of all the chapter topics you want your manual to address. If, for example, you decide to write guidelines on how to operate various pieces of office equipment, you would identify individual sections for computers, telephone systems, photocopy machines, recording systems, postage meters and collating devices. Decide whether you are going to write all of the content yourself or assign the first draft of each section to individuals who are well-versed in the subject matter. Organize Your Office Procedures Manual Organize procedural steps from the most simple concepts to those that are more complicated. Consider whether the inclusion of photographs, drawings, tables or other graphics will supplement the user's understanding of the material. Provide a glossary of acronyms and task-specific terminology. Where practical, provide examples of how to fill out requisition orders, travel expense claims, vacation requests, time sheets, customer receipts and other forms used by the company. You can take a look at office manual examples online for some ideas on organizing your content if you feel stuck. You might also find an office procedure manual template helpful. Complete the Manual Establish a time frame for completing each section of the new office procedures manual. If necessary, schedule a block of time each day for researching, writing, reviewing and assembling content. Have the Manual Reviewed Have the content reviewed by HR personnel and legal staff prior to dissemination to ensure that its language is clear, uncluttered and consistent with state and federal mandates and regulations. Provide each recipient of the manual with a sign-off sheet indicating their agreement to read the material and to abide by its directives.
An office manual should always be considered a work in progress and, thus, be reviewed on an ongoing basis to ensure that the content is an accurate reflection of the procedures being followed and the equipment being used to perform those tasks. Her credits include many books, plays, optioned features, articles and interviews. She also travels extensively and is a gourmet chef. Download version 1.6 here. The student leaders that I work with often struggle to make the most of meeting times. They schedule meetings, attend meetings, and often participate in meetings. They’re an extremely valuable resource and creating them is a huge service to your executive and team. Not only do they allow others to easily cover for you during absences or vacations, but they also act as a reference for you. Simple tips for creating a Standard Operating Procedure for your small business. Personal Development Plan Example Education And Development Workforce Management Records Management Standard Operating Procedure Examples Procedural Writing Middle School Libraries Career Day Healthcare Administration How to Write Policies and Procedures for Your Business This articles provides the steps to follow in order to develop effective policies and procedures for the workplace. Business Help Starting Your Own Business Craft Business Home Based Business Start Up Business Business Planning Online Business Business Ideas Business Opportunities How to Write a Standard Operating Procedure Manual A standard operating procedure manual tells employees how to do tasks correctly and consistently. SOP manuals should cover procedures in detail but be written concisely so that they are easy to understand. Writing SOPs with the end-users in mind helps employees know what they should do and how. SOP Standard Operating Procedures in Word Save time. Download Free Sample SOP Word Templates.
Educational Websites Work Inspiration Team Building Manual Software Management Business Templates Templates Free Free Printables Soga policies procedures manual software sample SOGA POLICIES MANUALS AND HR DOCUMENTS Business Operations Accounting Manual Create Management Tools Ideas Instruments Thoughts Account Suspended As a small business owner, you've probably had someone tell you that you should create an operations manual for your small business. Accounting Manual Entrepreneur Cards Against Humanity Technology Education Learning Create Business Account Suspended Employee Handbook Table Of Contents Do You Need A Table Manual Organization Writing Business Organisation Want to Know What Goes Into an Employee Handbook Table of Contents. Assembling a comprehensive employee manual handbook for your organization. This is a list of policies, procedures, forms, and checklists to include. Administrative Assistant Training White Paper Manual Audio Articles Writing Business Composition Writing Process Writing Effective Business Procedure Manuals Administrative Assistant training through audio conferences, webinars, articles and more. Pinterest Explore Log in Sign up Privacy. From reducing the likelihood of client misunderstandings about matters like scheduling, payment and cancellations, to streamlining personnel management and setting clear expectations for your staff, your policies and procedures are one tool for managing the risk inherent in running a business. Although some types of policies are relevant to most practices, the extensiveness of your policy manual will depend on the way your particular practice operates, as well as whether you have support staff — and if so, how many people you employ.
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Typical categories include: At the other end of the spectrum, if you have a large practice or a more complex organization or employ a greater number of support staff, you will need to have more extensive documentation that establishes your compliance with various federal and state employment laws and regulations.Include a disclaimer in your documentation that states the manual serves as a guide to the practice’s policies and procedures and does not explicitly or implicitly create a contractual relationship. Include a statement in your disclaimer that indicates your right to modify the policies, rules and benefits at any time. If you have more than just a few employees, consider having a labor attorney write the employment sections of your manual — there are a variety of federal and state laws and regulations that may apply to your practice, depending upon how many people you employ. The DOL’s Office of Small Business Programs offers a variety of compliance resources for small businesses. Make any changes necessary to keep your operations flowing smoothly and to comply with any legal or regulatory changes. Store your policies and procedures in a format that is easy to update. For example electronic files and binders give you the flexibility to make changes to one section without having to rework the entire manual. Have your employees sign a statement that they received the policies and procedures and agree to comply with them. Keep a copy of this signature page in their personnel files and have them sign new acknowledgements any time you revise or update your policies. Be sure to talk to your attorney and check with the U.S. Department of Labor, your state’s department of labor and any contracting and regulatory bodies to determine the policy and procedure requirements applicable to your specific situation.In addition, laws change over time and vary by jurisdiction.
The information in this article should not be used as a substitute for obtaining personal legal advice and consultation prior to making decisions regarding individual circumstances. The statements and opinions published herein do not represent official policies, standards, guidelines or ethical mandates of the American Psychological Association or the American Psychological Association Practice Organization. How could we improve this content. Please upgrade your browser to improve your experience. Turn static administration and office policies, procedures and processes into active and repeatable workflows. When you sign up to a Way We Do account, you will have the opportunity to explore the templates and install them into your manual. Digitizing business card data and centralizing it into a CRM system will ensure that valuable This procedure provides a generic process for the collection and distribution of mail. Did you know? 98 of people say poor telephone handling gives a bad impression and 69 will never call back. Never provide information regarding staff, Customers by telephone, in person or in writing. Other management meetings and other activities such as internal audits, look at the effectiveness of specific areas of the management system. This procedure starts when the customer telephones the office. They will then, at some stage, pass on this initial impression to their friends and associates. This procedure starts when the visitor comes into the office. It ends when the Receptionist has finished the transaction or has handed the visitor over to another Staff Member. They will then, at some stage, pass on this initial impression to their friends and associates. The company partly builds its reputation on how it treats visitors to its office. In any case, find out their name and use it straight away in your welcoming response. If you are on the phone or having a discussion when a visitor arrives, excuse yourself for a few moments.
Greet the visitor and assure them that you will give them your full attention shortly. This helps the Receptionist to greet them by name and hand them over to you. Follow the role of the Receptionist until the Receptionist is free. Help them with their transaction or hand them over to the most appropriate person. Offer them a drink and tell them that you will get the team member they are waiting for. These rules make sure that this enjoyment does not interfere with other people’s work or enjoyment or the company image. See “Shared refreshments” below. If it is likely to smell bad before the bin is emptied, throw it away outside the workplace. These include: This procedure seeks to identify a method of controlling documents. They are not records. If they are issued as controlled or uncontrolled, record this on the Controlled Document Register. The individual employee is responsible for email retention of General Correspondence where this is likely to be of continuing usefulness. Staff may destroy this after reading. Instant Messenger conversations that are Administrative or Fiscal in nature should be copied into an email message and sent to the appropriate email retention address. Users should copy (cc) to this address when receiving or sending such email, when retention will be administered by the IT officer. It is the responsibility of the CEO to inform staff should these considerations be applicable and to circulate staff with any relevant changes in policy and procedures. Once a quarter a set of tapes shall be taken out of the rotation and be moved off site. Email shall not be removed from the off site backup tapes. Sounds great, right. But how should you begin? You also can look online for templates you can download, such as Microsoft Office Policy Manual.Other businesses, especially small businesses, may only have a handful of policies. Chances are good that your business is somewhere in the middle. Do you have one?
Do your customers and employees know what it is. The truth is that they may not. Those values are good ones, but when it comes down to making decisions for your company, those words are not enough. It is a term for the basic beliefs by which a company runs. It is the often unwritten guidelines that employees are expected to follow. Company philosophies are often established over time and often over the course of trial and error. Are your employees guessing at what your company philosophy is. If so, creating a policy and procedure manual can be the opportunity to make those unwritten guidelines written for all to see. Anybody can sell a product or offer a service, but it is the way you do A strong company philosophy will guide you and your team in all aspects of business. As a result, it is a strong building block for your policy and procedure manual. An effective mission statement answers these four questions: Take time to think about what your firms stands for. What philosophy do you want your employees to keep in mind? You may have already drafted this information for your company website's About Us page.By sharing your story, you can go a long way in building company loyalty. Many of them decide to stay. Let your background, your service, and your products speak for themselves. To help you get started, here are a few suggestions: The description should include duties, decision-making authority, and supervisory responsibilities. This section addresses issues of honesty (theft), of appearance, and of job performance. It also details what constitutes misconduct and how misconduct is handled. These policies may regard substance abuse, smoking, sexual harassment, and workplace violence. This section gives your staff direction on what to do in the event of a natural or man-made emergency. An important aspect of a modern effective policy and procedure manual includes the use of the Internet. Employees chatting with each other came in second at 27 percent.
It also can include forms and templates on proper e-mail etiquette. You will see that there are many more areas your manual can cover. As technology continues to remap the business landscape, be aware that you may have to make frequent updates to keep your manual up to date. Are you revising an old outdated manual, or are you starting from scratch? Here are a few key steps: Is that need already addressed elsewhere. For example, do you need an e-mail or texting policy, or can it be part of your communication policy. Perhaps a brief addition to an existing policy will be enough to address a new concern. Use a template's table of contents as a place to begin, adding and subtracting sections according to your company's needs. This letter should be an encouraging show of support for the policies and procedures that follow and should reveal the importance of the manual as a whole. You can change the wording of the headings or section titles as you go along. You also may want to add new headings or sections that pertain to your industry. You'll find that Microsoft Word has advanced functions for creating both indexes and tables of contents, for example. You will use these goals to guide your wording for each section of the manual. Since most companies focus on customer service, let's look at that category as an example. In other words, what do you want your employees to focus on when it comes to customer service. Here are a couple of ideas to get you thinking: How much autonomy do you want your employees to have in dealing with your customers. Your policy and procedure manual can spell things out. The woman was returning boots she had ordered for her husband just before he died in a car accident. At her husband's funeral, the widow related the kindness of Zappos to her friends and family. Would your employees feel they could do the same thing. Remember, policies do not just provide restrictions; they can offer freedom.
Take the time to review these forms to see if any of them need to be revised, updated, or even abandoned. Ask what is the intent of the form and does it require a need for a written policy. You may find that some of your forms are not linked with any existing policy and are, in fact, not needed at all. Research is a big part of the process of creating a policy and procedure manual. The policies you make define your firm's standards for decisions on personnel and organizational issues. This evenhandedness can contribute to a better workplace environment and promote staff loyalty. Your policy and procedure manual defines the rights and obligations of the employee and the employer.However, when not done properly, a policy and procedure manual could do more harm than good. Policies that are too general may make it difficult to hold employees accountable for their actions. Most changes will not require you to publish a new manual, but you will need to make updates and amendments when appropriate. Keep your policies and procedures up to date. To be honest, most employees will not read the information unless you require them to do so. This page would include a brief statement and a place for the employee's signature and date to verify that the employee has read the manual, agrees to abide by the policies and understands the procedures. However, your company should be careful in defining the behavior that violates the policy. Avoid focusing on an overly legal definition of what constitutes harassment. Harassment complaints may also be based on race, religion, age, and other areas. Focus on allowing employees several avenues for reporting inappropriate behavior and on training supervisors how to respond to harassment complaints. Consult your attorney for suggested wordings of your policy statement. Some states consider vacation and paid time off as a vested wage that cannot be taken away.
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