Course Objectives

• Understand what makes an effective PA/Executive Secretary
• Contribute his manager's success through aligned objectives
• Analyses and maximize his use of time
• Improve his communication skills
• Take responsibility and manage crises
• Achieve confidence through assertiveness
• Continue personal development using an action plan
• Work under pressure to achieve objectives
• Understand the different methods used in storing information
• Implement the easiest, safest method suitable for work environment
• Successfully organizes meetings

Course outline

• Professional Image
  • Job definition and analysis.
  • Identification of personality type.
  • Increasing productivity.
  • Developing a work plan.
  • Upper management recognition.
  • Influencing people.
  • Delegation: when and how.
• Effective Communication
  • What is communication?
  • Communication barriers
  • Use body language effectively
• Business Letter Writing
  • Understand the conventions of letter writing
  • Plan letters to reduce writing time and produce desired results
  • Get started easily
  • Finish with impact
  • Suit structure to purpose
  • Write concisely and clearly
  • Spot cliches, jargon and padding
  • Adopt a friendly reader based style
  • Constructive self-analysis.
• Dealing with Difficult People
  • Identify the types of difficult people
  • Understand why difficult people are difficult
  • Deal with difficult people
  • Use your communication skills to:
    • Control your behavior
    • Select appropriate ways of behaving
    • Influence others behavior
  • Give and receive feedback effectively
  • Improve performance and manage others
  • Carry out disciplinary procedures and interviews
  • Action plan of how to deal effectively with difficult people and get results
• Time and Stress Management
  • Analyze time usage.
  • Work prioritizing and scheduling
  • Delegation technique.
  • Travel arrangements.
  • How to use telephone.
• Organizing Meeting:
  • What makes good meetings good / bad meetings bad?
  • Obstacles to meeting effectiveness
  • Key Characteristics of an effective meeting
  • Meeting rules
  • Meeting process
  • Agenda setting
  • Meeting evaluation
  • Meeting room
  • Recording devices
• Filling System
  • Needs of filing systems.
  • Manual filing systems.
  • Computerized filing systems.
  • Access database: An introduction