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Training Course Summary:

This two day course has been designed to provide secretaries and administrators with a clear understanding of what constitutes a project, the project process and project administration, to enable them to provide more effective support to ongoing and new projects.

By the end of this course you will be able to:

Clearly define what constitutes a project and the key stages of the project process.
Recognise the role of the project manager and identify how you can maximise the administrative support you provide.
Introduce appropriate systems and documentation to manage and record key project information and monitor project performance.
Understand and interpret project management tools such as Gantt charts and work breakdown structures (WBS) etc.
Set agendas for project meetings and produce accurate minutes.
Keep the project manager and project participants effectively briefed on project deadlines, performance and progress

Who Should Attend:

Suitable for support staff that are required to provide effective administrative support for projects and as such need to possess a clear understanding of project planning, processes, documentation and controls.

Training Course Overview/Content:

Understanding Project Managemen

What is a project?
The project manager - role and responsibilities
Understanding the objectives and scope of a project
Roles and responsibilities of team members
Providing administrative support to projects - the essential skills and qualities required
Building a positive working relationship with the project manager
Project Management Tools

How to interpret project plans and documentation - what information do you need?
Identifying the key deadlines, resource requirements and quality issues
Setting up processes for managing and monitoring project progress
Resource and task scheduling
Helping to monitor project costs and performance againstthe plans
Key documentation to help keep projects on track and team members informed
Coordinating Meetings, Agendas and Minutes

Preparing effectively for meetings - working with the chairperson and setting the agenda
Your role and responsibilities in the meeting
Knowing what information to record - asking for clarification
Information Technology in Projects

How IT can provide assistance in the administration of projects
Visual and graphic information
Communicating Effectively in a Project Environment

The barriers to effective communication in projects
Your central communication role as the project administrator - keeping everybody informed
Listening and questioning techniques
Assertive, Confident and Persuasive Communication

Having the right to disagree - developing your assertiveness skills
Dealing with difficult people
Making and dealing with difficult requests
Developing a persuasive communication style
Gaining support and commitment from others
Personal Development

Formulating a personal action plan