Introduction:

Electronic Secretariat is a modern concept aimed at developing and enhancing administrative processes in a more effective and efficient manner. It relies on the use of modern technology and electronic tools to perform daily tasks.

Program Objectives:

By the end of this training program, participants will be able to:

• Gain a comprehensive understanding of office management, secretarial practices, and re-engineering (Business Process Reengineering - BPR).

• Acquire complete knowledge of the new prospects of office re-engineering and the nature of office activities.

• Distinguish between executive secretarial functions and other types of secretarial work (general, private, and specialized).

• Master the skills required for performing office management tasks necessary in major organizations, ministries, authorities, and companies.

• Develop skills to alleviate work pressure on leaders, ministers, deputies, managers, and officials.

• Understand etiquette and protocol rules, communication skills, and techniques for dealing with VIPs and various types of visitors.

• Compare work plans with other organizations to improve and enhance technical and behavioral skills.

• Master the techniques of dealing with modern technology and enhance office performance using technology and information systems.

• Efficiently organize office documents in a way that allows quick retrieval.

• Implement effective control over office performance.

Competencies:

• Comprehensive understanding of the concept of electronic secretariat.

• Familiarity with modern electronic tools and office software related to electronic secretarial work.

• Effective task organization and time management using electronic secretarial tools.

• Proficient communication and interaction with clients and colleagues in an efficient and impactful manner.

Target Audience:

• Senior office managers and their assistants.

• Executive secretarial staff and candidates for such positions.

• Individuals who wish to enhance their skills and experience and see the need for this course.

Outlines:

Day One:

• Understanding Office Management and its Relation to Secretarial Work.

• The concept of Business Process Reengineering (BPR) and the nature of office activities.

• Modern trends in office work.

• Fundamentals of office re-engineering.

Day Two:

• Types of Secretarial Work: Importance and Tasks.

• Office layouts, physical office environment, and common office issues.

• Re-engineering information preservation, organizing meetings and committees.

• Administrative communication within and outside the organization.

• The art of active listening and effective speaking.

• Techniques to reduce workload pressure on leaders and key officials.

Day Three:

• Re-engineering office document management (classification, numbering, organization).

• Skills to minimize paperwork in the office.

• Effective control over office performance.

• Etiquette, protocol, and communication skills for dealing with VIPs and different visitor types.

• Practical applications related to the above topics.

Day Four:

• Administrative writing, correspondence, and memorandums.

• Report preparation and writing.

• Visitor reception skills and organizing the manager's schedule.

• Managing incoming and outgoing phone calls.

• Organizing and managing meetings and committees.

• Requirements for effective meetings.

Day Five:

• Office Information Systems and Optical Archiving of Documents.

• Modern technologies and their impact on secretarial work.

• Using computers in administrative tasks.

• Program evaluation and conclusion.