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Complete Checklist For Systems and Procedures Development

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72 views

Complete Checklist For Systems and Procedures Development

c

Uploaded by

victor
Copyright
© © All Rights Reserved
Available Formats
Download as DOC, PDF, TXT or read online on Scribd
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Complete Checklist for Systems and

Procedures Development

My Systems Development Plan of Action


 Identify where you need to create or improve an administrative system.

 Brainstorm what the ideal system for that item would look like.

 Test it. Fine-tune it. Create your procedures related to it.

 Implement your system(s).

 Repeat.

© 2017 Julie Perrine International, LLC


All Rights Reserved.
My Procedures Development Plan of Action

Step 1: Assemble the Right Tools for the Job.


 Assemble the tools needed:
 1 Extra Wide 3-Ring Binder
 Tabbed Dividers – 8-Tab Sets (2 sets)
 Sheet Protectors (15-20)

 Create a Binder Cover and Spine.

 Create a general Table of Contents.

 Create a permanent home for your Admin Binder on your desk within arm’s
reach of where you primarily sit/work.

Step 2: Start Tracking Your Tasks for a Few Days.


 Download and/or print the “Administrative Job Duties” tracking form at
AllThingsAdmin.com (or place it electronically on your PC desktop) to begin
tracking your daily, weekly, monthly, annual tasks for both yourself and those
you support.

 Print 30 double-sided, 3-hole punched, BLANK procedures forms to start


handwriting your daily procedures on. Place them in a brightly colored file
folder, which is easily accessible from where you sit at your desk.

Step 3: Pick Your Top Five Procedures. Repeat.


 Identify the first FIVE procedures you are going to document next week when
you return to the office.
 _____________________________________
 _____________________________________
 _____________________________________
 _____________________________________
 _____________________________________

© 2017 Julie Perrine International, LLC


All Rights Reserved.
Procedures Ideas to Get You Started:
 Start the Day / End of the Day Checklists
 How to Make the Coffee
 Executives Regular Recurring Meetings
 How to Forward / Un-Forward Phones
 How to Check Voice Mail

Step 4: Identify What Else to Include.


 Check with ALL internal departments to see if they have procedures already
documented that you can use:

 Accounting (expense reports, check requests, etc.)


 Facilities (how to get new keys, parking permits, maintenance requests,
etc.)
 Human Resources (new hire checklists, termination checklists, employee
handbook, etc.)
 I.T. (user guides for phones, voice mail, video conferencing equipment,
conference bridge lines, etc.)
 Mail Room (internal mail procedures, USPS procedures, FedEx or UPS
account and shipping info, etc.)
 Marketing (corporate logo use guidelines, business card ordering, etc.)
 Travel (online booking tool procedures, after hours info, etc.)
 _____________________________________
 _____________________________________
 _____________________________________
 _____________________________________
 _____________________________________
 _____________________________________

© 2017 Julie Perrine International, LLC


All Rights Reserved.
Procedures Ideas to Get You Started:
 Sorting/distributing the incoming mail and shipping packages –
UPS/FedEx/USPS
 Office Supply Ordering
 New Employee Checklists
 Travel Itinerary and Travel Planning Details
 Event Planning Checklists
 Meeting and Agenda Prep Checklists
Brainstorm about procedures you should create for these general categories:

 Basic Office Operations


o _____________________________________
o _____________________________________
o _____________________________________
o _____________________________________

 Information You Refer to Regularly


o _____________________________________
o _____________________________________
o _____________________________________
o _____________________________________

 Events / Meetings
o _____________________________________
o _____________________________________
o _____________________________________
o _____________________________________

© 2017 Julie Perrine International, LLC


All Rights Reserved.
 Technology You Use
o _____________________________________
o _____________________________________
o _____________________________________
o _____________________________________

 Department or Manager Specific Details


o _____________________________________
o _____________________________________
o _____________________________________
o _____________________________________

 Checklists / Forms / Templates


o _____________________________________
o _____________________________________
o _____________________________________
o _____________________________________

Step 5: Organize Your Binder for Ongoing Use.


 Finalize the tabbed sections you need to include in your procedures binder.

 Update your table of contents to reflect the order of the materials in your
procedures binder.

 Add a recurring reminder to your calendar or tasks to update this binder on


at least a quarterly basis.

 Pat yourself on the back for all of the progress you’ve made on your
administrative procedures project! Congratulations!

© 2017 Julie Perrine International, LLC


All Rights Reserved.
Send Julie Perrine and her team an email sharing your awesome accomplishment!
Email us at [email protected].

© 2017 Julie Perrine International, LLC


All Rights Reserved.

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