Professional Office Management

Company Information

Company/Provider: Horn Training Consultants CC

Email: Send Enquiry / Make A Booking

Telephone: +27 16 9822 697

24 Danie Theron Street
SE 2
South Africa

R 5250.00

Course Description

A professional Office Manager effortlessly combines a diverse range of responsibilities ensuring that office processes and activities are efficiently and smoothly managed.

By attending this practical 2 day training course, you will gain the “must-have” information necessary for optimising your office and people management skills.

An emerging trend in the Administrative field has seen Secretaries, PAs and Administrators assume more responsibilities that have traditionally been classified as ‘management’ tasks.

Though this shift is a great opportunity, both for career development and for corporates to streamline their administrative process, the relatively new position of “Office Manager” has raised many questions among Administrative professionals, including:

“What does it take to be an effective Office Manager?”

One of the most comprehensive responses to this question came from a member of “South Africa’s Secretaries and PAs Association” (SASPA):

“Having the know-how and confidence to create a dynamic and stimulating office environment, where systems and people work together effectively to achieve the desired result.” Caroline Combrink, PA to Commercial Director Johnson Matthey (Pty) Ltd.

Being an Office Manager is not for the faint-hearted! Gone are the days where your workplace success was based solely on your performance. Your effectiveness as an Office Manager is reflected by the example you set for staff, the quality of work they produce, and the degree to which your office runs smoothly on a day-to-day basis. In addition, you are required to manage relationships with suppliers and co-workers, exercising your influencing abilities in a subtle way to make sure that helping you out is always high on their priority list.

With the diverse demands and responsibilities you face as an Office Manager, it is essential that you are equipped with the tools you need to succeed!

Attend this dynamic 2-day training course and gain valuable skills that will enable you to:

• Secure the best value for money by learning how to source quality suppliers, negotiate fees and enter into Performance Contracts/ Service Level Agreements.
• Ensure that your office runs smoothly on a day to day basis by implementing a step by-step approach to tackle any problem successfully.
• Contribute to the financial efficiency of your company by learning how to run a lean, cost-effective office.
• Write office policies and procedures that need to be followed so that staff and co-workers can avoid making time consuming and costly mistakes.
• Make a smooth transition from Administrator to Office Manager and excel in your position by understanding exactly what your company requires of you.
• Minimise misunderstandings and unproductive behaviour in your office by learning how to communicate clearly with staff, colleagues and superiors.
• Develop a good relationship with your staff and co-workers, which will enable you to influence and motivate them to achieve your objectives.

Don’t get left behind! Make sure that you harness the new skills sets that are shaking up the Administrative Profession!

Module 1: Making the Transition from Administrator to Office Manager.

Balancing The Multiple Roles of an Office Manager.

The title of “Office Manager” encompasses a diverse range of roles and responsibilities that can almost seem overwhelming at first. Learn how to set realistic, achievable goals and excel in your position by understanding the different roles you will fulfill as an effective Office Manager, including:
• Identifying your role as a Manager and what your company requires of you.
• The “Administrator/ Process Manager” Role: Ensuring that Paperwork, Procedures and Systems run smoothly.
• The “People/ HR Manager” Role: Maintaining thorough employee records (including documentation relating to Leave, Sick Leave and Absenteeism) and managing tricky situations in line with current legislation.
• The “Project Manager” Role: Managing small scale projects within the office, or providing support for larger scale projects undertaken by your company.

Assessing Your Performance and Mastering Self Management Skills.
Before you consider how to manage others effectively; you need to pay close attention
to how you conduct yourself in the workplace. Actions speak far louder than words and your credibility as a manager relies on others perceiving you as someone who is professional and consistent. Evaluate your performance in the key areas of:
• Organisational Skills: Are you able to accomplish multiple tasks in a systematic, orderly way?
• Time Management, Planning and Prioritising: Are you using your time wisely and completing important tasks by their due date?
• Stress Responses: Do you manage stress and pressure without allowing it to have a negative effect on your work environment?
• Image, Dress and Professionalism: Do you portray a respectable image to staff, colleagues and superiors?

Module 2: Key Areas of Competency for the Professional Office Manager.

Getting to Grips with Company Objectives, Policies, Procedures and Protocols.
As an Office Manager, you need to impart a thorough understanding of company Objectives, Policies, Procedures and Protocols to the staff you are responsible for. Enable your staff to avoid making time consuming errors and ensure that they are familiar with your company’s systems and procedures by:
• Understanding your company’s objectives and using this knowledge to better manage office activities.
• Promoting awareness and efficiency among all employees by following a step-by step guide for writing clear office policies that can be used as a reference.
• Ensuring that new employees are quickly ‘brought up to speed’ by briefing them on company policies and procedures.
• Identifying existing office systems and procedures that are outdated or ineffective and pro-actively suggesting improvements or alternatives.

Contributing to the Financial Efficiency of Your Company.
The ability of your company to continue operating successfully depends on how effectively its budgets are managed. In order to make a positive contribution to the financial health of your organisation you need to have a working knowledge of how finance, accounts and budgets operate, including how to go about:
• Preparing and managing a budget that provides for costs associated with effective Office Management.
• Utilising your budget to limit and keep track of office expenses as well as make
better financial decisions.
• Understanding how your department’s financial performance affects the company’s overall profitability.
• Writing reports that provide a clear account of how money has been spent and what benefits have been reaped as a result.

Office Related Procurement, Supplier Contracts and Service Level Agreements.
Sourcing quality suppliers can be a challenging task - but is absolutely essential if your office is to run smoothly. The suppliers that you select need to deliver a no-fuss, quality product or a service (often both) that contributes to the overall efficiency of your office. Learn how to keep your finger on the pulse in this vital area by:
• Evaluating supplier offerings, sourcing competitive quotes and negotiating favourable rates.
• Clarifying your expectations of suppliers upfront and agreeing on acceptable
levels of service in a Performance Contract.
• Monitoring supplier performance against the agreed service levels to make sure your company gets what it’s paying for.
• Ensuring that service contracts make provision for maintenance and repair of office equipment in a way that will not interrupt the office workflow.
• Understanding what your legal options are if a supplier does not deliver according the established Performance Contract.
• Building strong business relationships with your suppliers so that servicing your account is always a high priority for them.

Module 3: The “People” Aspects of Office Management

Getting Things Done Through Other People.
Not only will the old saying ‘If you want it done right, do it yourself’ put you on the fast-track to exhaustion, but will also lead to the neglect of valuable resources: the skill of staff and colleagues. Learn how to work smarter, not harder and get things done through others by:

• Using your knowledge of what motivates and drives your co-workers/ staff to assist you in achieving your objectives.
• Tailoring your practical influencing skills to persuade people over whom you
have no authority (e.g. other departments, suppliers or customers).
• Extending the range of activities your staff are able tackle by identifying relevant training opportunities that will expand their skills base.
• Recognising changes in productivity and dealing with under-performing employees through corrective counselling or Employee Assistance Programs.
• Maintaining a positive working environment and ensuring that staff perceive you as fair and thorough by following the correct procedure for dealing with grievances.

Practical Communication and Conflict Management Skills.
Productivity is the first thing in an office that suffers when communication breaks down.
As an Office Manager you are bound to encounter misunderstandings and conflicting opinions that spring from character, personality, culture or gender differences. Learn how you can encourage clear communication and avert the destruction that conflict can bring by:
• Purposefully using body language, tone and word choices that deliver an unambiguous message.
• Ensuring that people understand exactly what’s expected of them by delivering instructions that are clear and to the point.
• Keeping communication lines open by learning how to spot and deal with barriers to effective communication.
• Understanding how different cultures communicate and how gestures can be.misinterpreted.
• Remaining objective and utilising a step-by-step approach for dealing with conflict.
• Creating a positive office environment by learning to deal with Office Politics/
Cliques and Gossip.

Module 4: Practical Tips for Dealing with the Challenges facing Office Professionals.

An Introduction to Problem Solving and Decision Making.
Most problems experienced in an office environment can become opportunities if they handled in the right way. Learn how you can spot positive elements in a ‘crisis’, overcome challenges and ensure that your office runs smoothly by:
• Implementing a proven 3 step approach to Problem Solving:
- Defining and Analysing the problem.
- Proposing, evaluating and selecting an appropriate solution.
- Implementing and monitoring the effectiveness of the solution.
• Overcoming common problems faced by Office Managers.
• Deciding when and how to go about referring a problem to your manager.


20-21 October 2011 Irene Country Lodge, Pretoria.
12-13 December 2011 Corporate Conference Centre, Johannesburg.
Nil further this year Cape Town and Durban


2 Days


Group Discussion: During this session, our course presenter will address questions that have been submitted by delegates prior to the course. Delegates will be given the opportunity to participate by commenting on the subjects discussed. Time will also be allocated to deal with any additional further questions that delegates may have.

Price: Excluding VAT



Johannesburg & Pretoria

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