1) Give me your admin policies and digital copies of current documents. Get staff to complete a quick questionnaire designed to identify how they use Word, Mail Merge, etc. 2) I will review all three things and identify inefficient use of time 3) I will produce quick-fix training instructions specific to each role’s needs: 4) I will be available for follow-up: a) Telephone support b) In-house trainer support c) In-house training Examples in use: s Took 3 days to reduce an annual job previously using 10 floppy discs and taking 2 secretaries 2 weeks (often until midnight) to update, to 1 disc containing 2 documents merged to 2 tables which were then annually updated by the accounting staff who were already entering the data into their spreadsheets, who then just printed out the resulting 500 documents. No secretary was ever again involved s Identified training need for a secretary producing bulleted documentation using symbols and space-bar for spacing s Identified ways of improving record capture from enquiry-response letters so that the information could be quickly used to update clients s Identified the need to “table” information instead of using tabs s Reduce regularly typed information from many keystrokes to just a few: eg
“Yours sincerely
John Smith
Managing Director” 46 keystrokes can be reduced to just 4. Producing significant time-saving, of several minutes, to the average administrator doing 30 letters a day. |
