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Conference Sept32008


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Conference Sept32008

  1. 1. Administrative Skills Mr. George V. Antony M. Sc., MBA, PGDT, CIISA, CISQA ,CISP, MIMA Professor Albertian Institute of Management Cochin e-Mail : [email_address] (M) 94465 27001 (O) 0484 2355844 Extn. 108
  2. 2. This story is about four people named Everybody , Somebody , Anybody and Nobody . There was an important job to be done and Everybody was sure that Somebody would do it. Anybody could have done it, but Nobody did it. Somebody got angry about that because it was Everybody ’s job. Everybody thought Anybody could do it, but Nobody realized that Everybody wouldn’t do it. It ended up that Everybody blamed Somebody when Nobody did what Anybody could have done!
  3. 3. If you put a frog in a pan of cold water and gently bring it to the boil, it will sit there until it is boiled alive. The frog ( many individuals ) can’t sense that the temperature of the water is changing (Handy, 1989)
  4. 4. RIGHT ATTITUDE <ul><li>Openness in our approach </li></ul><ul><li>Understand your role </li></ul><ul><li>Importance of your role </li></ul>Your Attitude determines your Altitude
  5. 5. <ul><li>Basic Administrative Skills </li></ul><ul><li>Seven habits of Effective Professionals </li></ul><ul><li>Key Managerial Skills for Administrators </li></ul>
  6. 6. Basic administrative skills <ul><li>Planning Skills </li></ul><ul><li>Time Management Skills </li></ul><ul><li>Problem Solving and Crises Management </li></ul><ul><li>Conflict Management Skills </li></ul><ul><li>Telephone Skills </li></ul><ul><li>Communication & Assertiveness Skills </li></ul>
  7. 7. <ul><li>Effective Planning Skills </li></ul><ul><li>Top priority </li></ul><ul><li>Urgent work </li></ul><ul><li>Important work </li></ul><ul><li>Regular work </li></ul><ul><li>Routine work </li></ul>
  8. 8. <ul><li>Time Management Skills </li></ul><ul><li>Identifying your time stealers </li></ul><ul><li>Interruptions - telephone </li></ul><ul><li>Interruptions - personal visitors </li></ul><ul><li>Meetings </li></ul><ul><li>Tasks you should have delegated </li></ul><ul><li>Procrastination and indecision </li></ul><ul><li>Acting with incomplete information </li></ul><ul><li>Dealing with team members </li></ul><ul><li>Crisis management (fire fighting) </li></ul><ul><li>Unclear communication </li></ul><ul><li>Inadequate technical knowledge </li></ul><ul><li>Unclear objectives and priorities </li></ul><ul><li>Lack of planning </li></ul>
  9. 9. <ul><li>Time Management Skills </li></ul><ul><li>Set priorities and abide by your priority decisions </li></ul><ul><li>Make a daily “to do” list </li></ul><ul><li>Always start with the most important work </li></ul><ul><li>Handle each piece of paper only once </li></ul><ul><li>Do it NOW (No postponement) </li></ul>
  10. 10. <ul><li>Problem Solving & Crises Management Skills </li></ul><ul><li>Understand the nature of problems & crisis’s </li></ul><ul><li>Working with options </li></ul><ul><li>Judging options </li></ul><ul><li>Creating “best fit” solutions </li></ul>
  11. 11. <ul><li>Conflict Management Skills </li></ul><ul><li>The cause of conflict </li></ul><ul><li>Managing interpersonal conflict </li></ul><ul><li>Anger management </li></ul><ul><li>Giving and receiving criticism </li></ul><ul><li>Giving and receiving feedback </li></ul>
  12. 12. <ul><li>Telephone Skills </li></ul><ul><li>Different types of calls </li></ul><ul><li>Managing the call </li></ul><ul><li>Ending the call </li></ul>
  13. 13. <ul><li>Communication and Assertiveness </li></ul><ul><li>Written and oral communication process </li></ul><ul><li>Barriers to effective communication </li></ul><ul><li>Getting your message across </li></ul><ul><li>Assertiveness Skills </li></ul>
  14. 14. <ul><li>7 Habits of Highly Effective People </li></ul><ul><li>Building Independence </li></ul><ul><li>Proactive </li></ul><ul><li>Begin with the End in Mind </li></ul><ul><li>Put First Things First </li></ul><ul><li>Building Interdependence </li></ul><ul><li>Think Win/ Win </li></ul><ul><li>Seek First to Understand …then be Understood </li></ul><ul><li>Synergize – creating third alternative </li></ul>
  15. 15. <ul><li>Key management skills required for an Administrator </li></ul><ul><li>Leadership </li></ul><ul><li>A Problem solving, solutions-driven approach </li></ul><ul><li>Project Management </li></ul><ul><li>Team building multi Tasking </li></ul><ul><li>Communication/ Public Speaking </li></ul><ul><li>Board interaction </li></ul>
  16. 16. The winner is a part of the Answer; The loser is always a part of the problem The winner always has a plan; The loser always has an excuse The winner says, “Let me do for you” The loser says, “That’s not my job”
  17. 17. The winner sees an answer in every problem The loser see a problem in every answer The winner says, “ It may be difficult but it’s possible The loser says, “It may be possible but it’s difficult”.
  18. 18. Questions ?