An innovative structure to assist Administrative Support Functions to become better aligned with strategic company success.

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DRIVING COMPANY RESULTS
THROUGH STRATEGIC
ADMINISTRATIVE SUPPORT
STRUCTURE
THE
ADMIN
COHORT
By: Lynn Walder
Brand Manager & Executive Administrator
(January 2016)

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Admin Support: The Traditional Structure
INDEPENDENT /
DEPARTMENTAL
FUNCTION
MODEL

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BOARD
Chairman
COO
Ops Exec. Admin
Exec. Administrator
VP VP
VP VP
Office Manager / Receptionist
CHRO
HR Exec. Admin
VP VP
VP VP
CFO
VP VP
VP VP
CBO
BD Exec. Admin
VP
VP VP
CIO
IT Exec. Admin
VP VP
Finance Exec. Admin
CEO
Traditional Structure Example
INDEPENDENT / DEPARTMENTAL
FUNCTION MODEL

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Traditional Admin Structure: Pros / Cons
PRO
• Deeper working
relationships formed
• Ownership/Depth of
knowledge
• The “Easy” go – to
• Can prioritize within
function itself
• Creates comfort zone of
responsibilities
CON
• Siloed work – Lack of understanding
for needs/priorities across functions
& company
• Ownership can create a power-
vacuum with little opportunity to
collaborate way out
• Lack of consistent process/behaviors
across functions
• Limited development opportunities
for risk taking
• Hidden talents can be sidelined b/c
functional opportunities do not
surface
• Minimal opportunity for work transfer
during high volume periods.
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Linking Administrative Function to Strategy
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Be a visionary – Think bold, Think different
“How could an admin support function be directly linked to strategic goals?”
“What could bring to life the “Multiplier Effect?”
Human Condition Philosophy: Company Philosophy:
BELONG
(Support, Advocate, Encourage)
BEHAVE
(Communicate, Collaborate,
Accountability to the TEAM)
BELIEVE
(Innovation, Impact, Purpose)
RIGHT PEOPLE / RIGHT PLACE
(Support, Advocate, Encourage)
RIGHT TALENTS / RIGHT
RESOURCES / RIGHT PRIORITIES
(Communicate, Collaborate,
Accountability to the TEAM)
RIGHT CULTURE / RIGHT PURPOSE
(Innovation, Impact, Purpose)

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HOW?

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Admin Support: Empower & Innovate via Cohorts
COHORT MODEL
(CROSS-FUNCTIONAL
COLLABORATION)

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Cohort Defined “Mainly utilized in educational settings,
cohorts are set groups of people who
work together for the duration of their
program; typically cohorts are formed
within one school but some programs
establish long distance cohorts. The
purpose, broadly speaking, of cohort
groups is to encourage a more dynamic,
collaborative, and supportive learning
environment to carry students through
their program. Many schools are
establishing cohort programs to
encourage interdisciplinary learning and
innovative thinking.”
LET’S TRANSLATE
THIS INTO AN
ADMIN SUPPORT
MODEL!
COHORT MODEL
(CROSS-FUNCTIONAL
COLLABORATION)

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The Admin Cohort Option
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Exec.
Admin
BOARD
Chairman
CEO
CROSS-FUNCTIONAL
COLLABORATION MODEL
Ops Exec.
Admin
Finance
Exec. Admin
BD Exec.
Admin
Office
Manager
COO
VP VP
VP VP
CFO
VP VP
VP VP
CHRO
VP VP
VP VP
CBO
VP VP
CIO
VP VP
HR Exec.
Admin
IT Exec.
Admin

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Admin Support Cohort Structure:
Pros / Cons
PRO
• Quick adaptability around time,
talents & resources (Multiplier effect)
• Accountability to the company
through obligation to Admin Team
rather than siloed function
• Elevates the role of admin support
through a collective advocacy and
pride of impact
• Better understanding of priorities
across company, not just function
• Allows for cross-functional
stretch/development opportunities
• Consistency of desired cultural
behaviors across functions
• Supports soft skill development in
ways that traditional structure
cannot
CON
• Potential confusion amongst leadership
between “day-to-day” vs. projects
• Time heavy/minimal impact tasks are
still on the plates of all admins
• More intense version of “Form, Storm,
Norm, Perform” takes place every time
someone new joins group
• Need higher functioning admin to fill
such roles, tight resourcing may not
support.
• Must be 1 or 2 dedicated “Catalysts” to
drive the processes behind the cohort
(i.e. Meeting facilitator, Development
Advocate, effective mediation
techniques)
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Implementation: Next Steps
DETERMINE YOUR CATALYSTS
• Find an Admin/Group of Admins to
organize & sustain the initiative
MAP OUT SIZING & GOALS OF
COHORT BASED ON COMPANY
SIZE/NEEDS
• Departmental vs. Company-wide vs.
Nested Cohorts
• Local vs. Inter-office
• Goals: Direct business impact? Skill-
resourcing? Professional Development?
Elevation of Admin function?

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Implementation: Next Steps
SECURE A LEADERSHIP ADVOCATE
• Important to move the idea forward
through company-wide buy-in
• Mentorship on potential strategic
company gaps to be filled by Admin
Cohort
• Future securement of resourcing for
sustainability of the model
SCHEDULE RECURRING ADMIN
COHORT MEETINGS/EVENTS
• Frequency based on size of cohort and
strategic needs of business

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BONUS:
Set up a dedicated Admin Portal on
your Intranet if resources allow

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Reach out direct !
Lynn Walder
lynnwalder01@gmail.com
Questions?
Ideas?
Share Best
Practices?