Being an office Administrator means that you play a pivotal role in the day to day functioning of the office wherein you work. When you are away from the office, it is incredibly helpful to have a list of things to do and check. This will leave you with peace of mind and a sense of good organisation.
I have compiled a list of tasks to tick off before leaving for a holiday. Add your own and tweak the list to suit you – and remember that if you have any suggestions or ideas for this list, please do mail me; I would like to hear from you :-) officeshana@gmail.com
Plan in advance
Obtain approval from management for your leave. Do this as far in advance as possible, as this enables everyone in the office to plan accordingly. If your leave has been approved very far in advance, run the dates past management again closer to the time, as they may have forgotten that you will be out of the office.
Deliveries
Arrange deliveries for either before or after your return, or arrange for someone else in the office to take delivery of items on your behalf.
Telephones
Redirect your telephone to reception or to your cellphone or arrange for someone else to answer your phone. Leave a voice message on the phone indicating that you will not be in the office and the date of your return.
Your desk and office
Lock your office and or desk and office cupboard doors. Pack away all sundry items, such as photoframes and pen holders. Pack away your stationery – pens have a sneaky way of finding new owners when you are away from the office :-)
Keys
If you lock doors and drawers, remember to leave the keys to those doors with a trustworthy and responsible person in the office. It once happened that while I was away from the office, my boss at the time needed access to a locked cupboard in my office. Luckily, I had left the key with a reliable colleague, which saved a lot of hassle.
Inform everyone (and let them know if you will be available or not)
Inform colleagues and service providers that you will be out of the office, and your date of return. Let colleagues and management know if you will be available on your telephone or not; also let them know if you will be checking your mail.
Each year, I holiday in an area which does not have cellphone signal. Before I go on holiday I remind management that I will not be available on my phone and that my phone will be off for the reason of lack of signal.
Remember to inform receptionists of your leave dates as well.
Use the e-mail assistant
Make use of an e-mail assistant. It lets mailers know that you are out of the office, and provides a reason why you do not answer their e-mails.
For more info on this function, refer to my previous blog entry (30 January 2009) or click here: Out of Office Assistant Tutorial
Stock up
Ensure that there is enough of items that you are responsible for ordering in the office. Buy in enough filtered water and stock up on that imported filter coffee that your boss drinks.
I know of a secretary whose boss called her while she was on holiday and to tell her that the office had run out of paper for the photocopy machine!
You don’t want the hassle of dealing with this type of situation, or the embarrassment of being caught running short on your duties.
Alternates
If there are other secretaries or admin colleagues who will assist with some of your duties while you are away, inform them of your leave dates. Ensure that your leave dates do not overlap with theirs. Discuss and agree on the tasks that they will share while you are away and leave them with necessary contact numbers and e-mail addresses. A good idea is to make a list of anything important that needs to be done, and then mail this list to them. That way they will have everything in writing and will be able to refer back to it if necessary.
Inform colleagues, clients and service providers of alternate contact people who will be able to assist them in your absence. It is a good idea to send an e-mail informing colleagues, clients and service providers of who will be sharing your duties while you are away, as well as that person’s designation, telephone number and e-mail address (obtain approval first).
It is good manners to inform the person/people assisting you with your tasks that you will be directing colleagues/clients to them before you send out an e-mail to colleagues/clients.
And lastly
... enjoy your leave – you deserve it! :-)
My wonderful partner was the inspiration for this article: on our recent holiday, while I was fretting about how everyone was coping at the office, he suggested that I jot down a list of things to do and check at the office before going away on holiday. So I would like to extend my sincere thanks to my wonderful husband: ever so inspiring and always understanding – even when, during my holiday, I wake up at midnight to ponder if there are enough paperclips in the office stationery cupboard! :-)
I have compiled a list of tasks to tick off before leaving for a holiday. Add your own and tweak the list to suit you – and remember that if you have any suggestions or ideas for this list, please do mail me; I would like to hear from you :-) officeshana@gmail.com
Plan in advance
Obtain approval from management for your leave. Do this as far in advance as possible, as this enables everyone in the office to plan accordingly. If your leave has been approved very far in advance, run the dates past management again closer to the time, as they may have forgotten that you will be out of the office.
Deliveries
Arrange deliveries for either before or after your return, or arrange for someone else in the office to take delivery of items on your behalf.
Telephones
Redirect your telephone to reception or to your cellphone or arrange for someone else to answer your phone. Leave a voice message on the phone indicating that you will not be in the office and the date of your return.
Your desk and office
Lock your office and or desk and office cupboard doors. Pack away all sundry items, such as photoframes and pen holders. Pack away your stationery – pens have a sneaky way of finding new owners when you are away from the office :-)
Keys
If you lock doors and drawers, remember to leave the keys to those doors with a trustworthy and responsible person in the office. It once happened that while I was away from the office, my boss at the time needed access to a locked cupboard in my office. Luckily, I had left the key with a reliable colleague, which saved a lot of hassle.
Inform everyone (and let them know if you will be available or not)
Inform colleagues and service providers that you will be out of the office, and your date of return. Let colleagues and management know if you will be available on your telephone or not; also let them know if you will be checking your mail.
Each year, I holiday in an area which does not have cellphone signal. Before I go on holiday I remind management that I will not be available on my phone and that my phone will be off for the reason of lack of signal.
Remember to inform receptionists of your leave dates as well.
Use the e-mail assistant
Make use of an e-mail assistant. It lets mailers know that you are out of the office, and provides a reason why you do not answer their e-mails.
For more info on this function, refer to my previous blog entry (30 January 2009) or click here: Out of Office Assistant Tutorial
Stock up
Ensure that there is enough of items that you are responsible for ordering in the office. Buy in enough filtered water and stock up on that imported filter coffee that your boss drinks.
I know of a secretary whose boss called her while she was on holiday and to tell her that the office had run out of paper for the photocopy machine!
You don’t want the hassle of dealing with this type of situation, or the embarrassment of being caught running short on your duties.
Alternates
If there are other secretaries or admin colleagues who will assist with some of your duties while you are away, inform them of your leave dates. Ensure that your leave dates do not overlap with theirs. Discuss and agree on the tasks that they will share while you are away and leave them with necessary contact numbers and e-mail addresses. A good idea is to make a list of anything important that needs to be done, and then mail this list to them. That way they will have everything in writing and will be able to refer back to it if necessary.
Inform colleagues, clients and service providers of alternate contact people who will be able to assist them in your absence. It is a good idea to send an e-mail informing colleagues, clients and service providers of who will be sharing your duties while you are away, as well as that person’s designation, telephone number and e-mail address (obtain approval first).
It is good manners to inform the person/people assisting you with your tasks that you will be directing colleagues/clients to them before you send out an e-mail to colleagues/clients.
And lastly
... enjoy your leave – you deserve it! :-)
My wonderful partner was the inspiration for this article: on our recent holiday, while I was fretting about how everyone was coping at the office, he suggested that I jot down a list of things to do and check at the office before going away on holiday. So I would like to extend my sincere thanks to my wonderful husband: ever so inspiring and always understanding – even when, during my holiday, I wake up at midnight to ponder if there are enough paperclips in the office stationery cupboard! :-)
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