Administrative Skills for Professionals for student workshop.pptx

Administration

1. administrative skills for PROFESSIONALS Presented at a Workshop on Professionalism in the Workplace Organized By Liprorich Consulting Ltd., Ibadan DR . TOLULOPE ADENEKAN, FNIOAIM, f ips , MNIM, ACIPM

2. Administrative refers to the arrangement and work that are needed to control the operations of a plan or organisation. All that is related to the running of a business or organisation . Skills refer to the ability to do a particular task. Being well trained to do a particular task. The ability to use one’s knowledge effectively and readily in execution or performance . A Professional is a person engaged or qualified in a profession. i.e. competent or skilled in a particular activity . NOTE : Competency makes an Administrator a Professional . CONCEPT CLARIFICATION

3. Communication Skills Planning Skills Organizing Skills Technological and Technical skills Problem Solving Skills Five Core Administrative Skills

4. It involves expressing oneself in a positive and clear manner, in a way that connects with the audience. It involves listening attentively, speaking clearly, observing and emotion control. Methods of Communication Verbal Non-verbal Written Visual Communication Skills

5. Effective listening Asking questions Observation Confidence Friendliness Empathy Respect Tone of Voice Open mindedness Body language Eye contact Hand gestures Clear pictures Consideration Courtesy Clarity Concreteness Correctness Completeness Conciseness Communication Skills Verbal Non-verbal Written

6. Business Correspondence means the exchange of information in a written format for the process of business activities. Business correspondence can take place between organizations, within organizations or between the customers and the organization, e.g. letters, memo, circulars, reports, minutes of meeting. Correspondences must be clear, accurate and professional. Written Communication Business Correspondence

7. Letter writing – Basic components Styles – Blocked, Semi Blocked and Indented styles Generating References – LCU/REG/010/020 Date formats – 26 th February, 2020 or February 26, 2020 Addressee’s address (Open or full Punctuation) Attention: An officer that is familiar Salutation: Dear Sir/Dear Madam or Dear Dr. Adenekan Subject: Letter of Appointment, Letter of Promotion Content – introduction, purpose (not more than two related ideas in a paragraph) and closing (Thank you) Complimentary Close: Yours faithfully or Yours Sincerely Signatory: Name (Bold), Position or office (Bold & italics) Enclosure , Carbon copy (cc), Blind carbon copy (bcc) etc. Basic Components of Correspondences

8. (ii) Memorandum – Basic components Styles – Blocked and Semi Blocked style Generating References Date formats Addressing: From, To, Ref., Date Subject Content (Purpose and closing remarks) Signatory Enclosure, cc, bcc etc. Circulars (information to large numbers of people) Features are similar to memorandum Except for Circular Number in place of Reference number

9. Lead City University Ibadan, Nigeria Faculty of Environment, Management & Social Sciences Department of Information Management Internal Memorandum From : The PG Coordinator To : Members (See D istribution) Ref.: LCU/IM/010/020 Date : 17 th November, 2018   Notice of Meeting Please be informed that the 33rd meeting of the Department of Information Management has been scheduled to hold on Tuesday 23 rd December, 2018 by 1.00pm prompt at the H.O.D.’s Office, Lead City University, Tollgate Area, Ibadan. Members should endeavour to attend, below is the Agenda for the above mentioned meeting. Comments 1) Opening Prayer 2) Reading and Adoption of Minutes of previous meeting 3) Matters Arising from the previous Minutes 4) Fresh Matters for Consideration * Student L ectures * Departmental S eminars 5) Report from Statutory Committees 6) Any Other Business 7) Motion for Adjournment 8) Next Meeting 9) Closing Prayer Thank you for your usual cooperation.   Dr. Tolulope Adenekan   Membership Prof……………….. - Chairman Dr. ………………. - Member Miss……………….. - Member Mr. ………………… - Member Mrs. ……………….. - Secretary

10. Plan and schedule things in advance; plan ahead and prepare for any potential issues. Multi-tasking, managing various time-tables or calendars, schedule appointments and keeping workflow orderly. Accuracy, attention to detail, efficiency, office management, time management and travel arrangements are all organization skills. Planning & Organizing Skills

11. Time Management Act of planning and exercising conscious control over the amount of time spent on specific activities, especially to increase effectiveness, efficiency or productivity .

12. Improve your office’s workflow with these effective methods: 1. Organize your workspace 2. Tackle your incoming mails and Review reminders 3. Establish clear communication 4. Outline your expectations 5 . Standardize your workday 6 . Analyze the office Office Management Tips

13. K eep abreast of modern technologies and use of office equipment effectively for day to day activities. Technical relates to internal mechanics of a company, requiring advance techniques and terminologies peculiar to the field of operations. Technological and Technical Skills 

14. Problem solving or critical thinking skills are human relations skills to solve problems arising from organizational and interpersonal relations in the organization and industry. Problem Solving Skills

15. Thank You QUESTIONS & ANSWERS