Course Categories: Professional Designation

In Module 8, we are going to look at how the functions and features of Microsoft Office i.e. MS Word, MS Excel, MS PowerPoint, and MS Outlook help us to be more productive in the workplace. Most users of MS Office learn by default or have attended a workshop when it came out many years ago and have not kept up to date with the changes that have been made across the versions.  The aim of this module is to get you up to date with some of the features that can save you time and increase your productivity.

At the end of this module, you will be able to:

• Customise MS Office to work for you by using the Backstage (Options), Quick Access Toolbar and Customise Ribbon features
• Use the basic formulas in Excel e.g. IF, DATE, and VLOOKUP and use the Function Library
• Use text formulas to manipulate data in Excel e.g. UPPER, LOWER, CONCAT, MID, LEFT, RIGHT
• Apply data validation in Excel to ensure the correct data is inputted e.g. drop down lists
• Split a single column of text into multiple columns in Excel
• Delete duplicate rows from a sheet in Excel
• Work with large spreadsheets in Excel
• Create a PivotTable to manipulate data in Excel
• Apply styles in Word to easily edit documents, navigate around documents, add a table of contents
• Use Mail Merge in Word to send out information on letters or emails
• Create Word documents that are consistent in style and design
• Use the Section Break to apply different formatting through a document e.g. landscape and portrait pages in one document, different headers and footers in a Word document
• Use building blocks in Word i.e. QuickParts to quickly call up repetitive text and Cover Pages
• Use the features of Tables in a Word
• Add illustrations to documents in Word
• Create slide masters in PowerPoint and apply a design
• Align, group, edit, merge, and apply styles to shapes in PowerPoint
• Use SmartArt graphics feature in PowerPoint
• Create a custom slideshow in PowerPoint
• Insert media i.e. videos and audio to make your presentation stand out
• Record your own slide show in PowerPoint and convert to a video

Problem solving is one of the necessities of life.  We solve problems every day – while some problems are big, most are small and every now and then a life-or-death problem comes along! Problem solving becomes like second nature – at times you do not even realise that you are using a method to solve a problem!  The human brain is wired to work as fast and efficiently as possible, which means it looks for short-cuts wherever possible.  When solving problems, we use problem solving methods (habits) that are most familiar to us. That does not mean it is the best or the most creative solution possible. Problem-solving is an art, and as humans we can either do what we have always done, which means receiving the same results, or we can learn about the process of problem-solving and see it as a new habit, an attitude or a mind-set, rather than  a tool. At the end of this module, you will be able to:

• Identify what a problem is and ways to resolve it
• Apply different approaches to solve problems
• Identify the common barriers of problem-solving and strategies to overcome them
• Use a framework for effective decision making
• Use creative thinking to resolve problems

In Organisational Skills 2, we are going to look at two skills that are essential for an administrative professional:

Time management – research has shown that people who possess good time management skills are the highest achievers. It is not so much that we do not have enough time but more how we organise the time we have.

Records management – proper records management is the responsibility of everybody in the workplace.  All employees should be aware of the importance of records management and be able to apply the principles of record keeping effectively.

At the end of this module, you will be able to:

• Identify time management techniques and processes
• Identify external and internal time wasters
• Plan and prioritise each day’s activities in a more efficient, productive manner
• Overcome procrastination
• Organize your workspace and workflow to make better use of time
• Delegate more efficiently
• Identify current problems with records management and how to prevent them
• Identify different formats of records and how to maintain them
• Analyse, classify and manage the life cycle of a record
• Establish alphabetic, numeric, and subject filing systems
• Develop procedures for records management using SANS 15489 as a guide
• Apply different methods to ensure the security of records and archives

In Module 6, we look at the following topics:

• Managing physical resources including equipment and supplies
• Technology update
• Ethics
• Finance for non-financials

These are areas where you might not be directly involved. If you are working for a large organisation, the work is divided into different departments where you might not necessarily need to know how the budget works (only how much you can spend!)  If you move to another organisation or move up the ladder, you might be required to know a little more. All these topics are essential basics for the administrative professional.

At the end of this module you will be able to:

• Manage work effectively to be productive – workstation management and safety
• Adjust their work environment using ergonomic guidelines for physical well being
• Plan an office layout for productivity
• Manage office supplies effectively i.e. purchasing, leasing, inventory and storing
• Work with technology and understand basic computer and mobile design skills and applications
• Highlight and address unethical behaviour in the workplace
• Understand the three basic finance principle
• Distinguish the difference between financial statements and have a better understanding of budgets

If you are a well organised person, you will remain well organised regardless of the job you will be doing.  It is one of the soft skills you will bring with you to any position and is an important employability skill.

Strong organisational skills are important for a variety of reasons, and they all have a common denominator – they turn you into an efficient and effective employee.

Organisational skills in the workplace (and they look good on your CV) are collaboration, communication, teamwork, delegation, planning, prioritising, time management, physical organisation (filing, record keeping, stock inventory) and work-life balance.

In this module we will be looking at planning, collaboration, teamwork, and meetings.

At the end of the module you will be able to:

• Identify effective organising skills and put them into action
• Identify, manage, and plan a small project
• Identify a risk strategy when planning an event
• Use tools to effectively plan project e.g. Gantt Chart
• Collaborate with team members effectively and understand the group life cycle
• Use effective team working skills and lead with confidence
• Work effectively with a team by understanding the roles each team member plays (Belbin)
• Manage difficult group behaviours
• Conduct virtual and traditional meetings with confidence
• Host, attend and present at remote meetings

In Module 2 we discussed the communication process and how to effectively use advanced communication skills to build rapport and improve relationships. Not only do we need to communicate verbally and non-verbally, we need to become competent and careful writers to ensure our message is received in the manner it was intended.

Increasing your compatibility with other people will benefit you in your career, your day-to-day dealings with people, and in your personal relationships. We need to observe others and identify their styles so that we can communicate them in a way that can build better relationships and understanding.

At the end of the module you will be able to:

• Identify the 5 steps of writing
• Produce correspondence that is clear, concise, and accurate
• Identify the different interpersonal styles and how they need to be treated
• Recognise your interpersonal style, your strengths, and weaknesses
• Handle difficult customers by identifying their style

Communication is one of the top skills that is needed any industry.  Being able to communicate effectively to a diverse set of people at any level and over any medium i.e. written, verbal etc. is a skill that will take you far in the workplace.  It is a skill that takes practice and can be learned.

At the end of this module you will be able to:

• Identify the steps of the communication process
• Identify the meaning of non-verbal communication and gestures
• Recognise internal and external communication barriers and ways to overcome them
• Recognise the different types of listening and the importance of listening actively
• Identify why questions are asked in certain situations
• Recognise the different types of questions and when to use them
• Communicate effectively using advanced communication skills
• Manage your emotions and recognise the emotions of others
• Build rapport with others (whether you like them or not)
• Communicate effectively with different cultures
• Recognise high vs low cultures in the workplace
• Identify sources of conflict and strategies to deal with them
• Apply techniques to deal with difficult conversations
• Apply the mediation process to resolve conflicts

An introduction to yourself and the world of the administrative professional.

At the end of the module you will be able to:

• Introduce yourself in different situations using an ‘elevator’ speech
• Identify the skills and knowledge you need for the future of work
• List the skills, qualities, and attributes of an administrative professional and explain the importance of each