Introduction

Administrative professionals play a pivotal role in ensuring the smooth functioning of departments and projects. This training program is designed to provide them with the essential tools and techniques in project and time management. Through this course, participants will learn how to organize tasks efficiently, manage project timelines, prioritize workloads, and contribute effectively to team goals—all while managing multiple responsibilities with professionalism and control.

Objectives

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

• Understand the principles of project and time management

• Plan, organize, and track small-scale projects effectively

• Prioritize tasks and manage time under pressure

• Utilize tools to manage schedules, meetings, and deliverables

• Communicate project updates and timelines confidently

• Handle interruptions and overlapping responsibilities more efficiently

Organizational Impact

• Improved administrative efficiency and reduced delays

• Enhanced support for departmental and team projects

• Better use of internal resources through proper scheduling

• More consistent communication and task tracking

• Reduced administrative stress and increased accountability

Target Audience

• Administrative Assistants

• Executive Secretaries

• Office Coordinators

• Personal Assistants

• Administrative Officers involved in managing projects and multitasking environments

Training Outline

Day 1: Fundamentals of Project Management for Admin Roles

• What is a project? Project life cycle overview

• Role of admin professionals in project support

• Planning tools for small-scale office projects

• Identifying project goals, deliverables, and timelines

• Working with stakeholders and supervisors

Day 2: Time Management Principles & Productivity Techniques

• Understanding personal time management styles

• Prioritization techniques (Eisenhower Matrix, ABCD analysis)

• Setting SMART goals and daily task planning

• Managing interruptions and multitasking

• Building a personal productivity system

Day 3: Practical Planning Tools for Admins

• Using digital calendars, task managers, and trackers

• Time-blocking and scheduling methods

• Templates for agendas, timelines, and checklists

• Planning events and meetings with deadlines

• Coordinating with multiple teams and timelines

Day 4: Managing Office Projects from Start to Finish

• Setting up a project plan: scope, tasks, and resources

• Creating and updating action plans

• Monitoring progress and reporting updates

• Managing expectations and handling changes

• Admin project simulation: team coordination exercise

Day 5: Communication, Delegation & Follow-up

• Communicating project timelines and status clearly

• Delegating tasks effectively and respectfully

• Building accountability systems

• Recap: time and project management toolkit

• Final group activity: Design your own office project plan