Our editable Word Administration Guidelines Manual template is thorough and covers common business basics that it are vital for your administration staff and team to know. This guide will help your administrator run the office and it helps everyone know what is expected of them on a day to day basis.
We have included sample policies and procedures that you can edit, add to or remove to make the document suitable for your business.
WHAT IS AN ADMINISTRATION POLICIES AND PROCEDURES MANUAL?
An Administration Policies and Procedures Manual is a document that is utilised by businesses who employ administration staff, or have employees performing administration style tasks to give them a baseline overview of business expectations, task guidelines and office policies.
It is a combination of office and departmental policies, task procedures, genreal company information, chain of command details, location specifics and a variety of personnel / HR need-to-knows.
Typically an administration guidelines document is given to a new staff member when being inducted so they know the basics of their role. It can also be utilised by other staff who are covering administration staff on leave, or given to temp staff to minimise task explanation downtime.
WHY DO I NEED AN ADMINISTRATION POLICIES AND PROCEDURES MANUAL?
The aim of the admin guidelines is to help your admin staff be as efficient as possible, by giving them all they need to know about their job and the office in one clear, succinct document.
If you have admin staff, or people who perform admin type tasks you will benefit from having a guideline in place that gives them clear directions and expectations.
WHAT HAPPENS IF I DON'T HAVE AN ADMINISTRATION POLICIES AND PROCEDURES MANUAL?
Providing clear and concise directions and policies for staff can help retain employees as they will see you respect their role, and have taken the time to make their induction into the business easier and simpler. By not having the admin policies guide in place you increase business risk in lost time and decreased productivity (staff trying to figure out how to do something they maybe haven't done in a long time, or new staff only having verbal training have nothing to reference back to).
WHAT IS INCLUDED IN THIS ADMINISTRATION POLICIES AND PROCEDURES MANUAL?
We cover off so many topics in this office admin manual, but to summarise a few:
Introduction to your business
Business Information – including: Business Address, Business Hours, Building Access, Building Alarms, Lunch Room Rules, Company Vending Machines, Broken Furniture, Local Transport, Cleaning Suppliers, Conference Rooms, Couriers & Freight, Emergencies in the office, Energy Conservation, Evacuation Procedures and Fire Alarms, Building Maintenance, Fire Extinguishers, First Aid Kits, Ordering Office Furniture & Supplies, Lights, Office Amenities like Showers, Mail Procedure, Medical Assistance, Stationery, Parking Onsite and Offsite, Phone List for Extensions, Recycling Bins and Office Shredding, Security.
Computers, Network & Equipment – Calendar Protocol, Computers, Backups, Servers, Printers & Photocopiers, Email Accounts (requesting new and protocols), Internet Access, Network Drives and Folders, Out of Office Notifications, Passwords, Software, Telephones, Voicemail, Templates for internal and external documents & reports.
Human Resources – Absences, Arriving Late & Time Off, Gifts, Holidays, Policies & Procedures, Prohibited Activities, Project Library, Publicity, Records Retention, Timesheets and pay periods, Training, Visitors to the Building.
Travel Procedures – Car Insurance Requirements, Reservations, Taxis & Transport, Travel Authorisation, Travel Advances, Travel Claims & Reimbursements.
The admin guidelines manual template contains some sample and placeholder text that will help you develop your policy (if you do not have one already). You may choose to keep some or all of the placeholder data and simply add your extra requirements to make the document customised for your business.
WHAT ARE THE BENEFITS OF HAVING AN ADMINISTRATION POLICIES AND PROCEDURES MANUAL?
Businesses that have policies and procedures manual typically see the following benefits:
- Staff make decisions efficiently and reduce time wasted with indecision
- Staff have clear guidelines on how to do tasks, so they do them quicker with less error
- Creates confidence and reduces bias
- Protects staff from doing something that might endanger their employment or your business reputation
- Ensures compliance with laws and regulations relevant to your business and industry
- More efficiency overall with streamlined internal processes
- Makes a managers job much easier when inducting new staff
HOW TO USE THIS ADMINISTRATION POLICIES AND PROCEDURES MANUAL?
The template is an editable Word document and is ready to download and edit immediately.
Once purchased, wait a few moments while it creates your download, and you can then download when the ‘DOWNLOADS READY’ box appears. You will also receive an email with the downloads so you can access them later.
Customise the template with your business name and logo. You can also change the theme template to update the colour profile to match your corporate colours.
Read through every section and customise to your business. If something is not relevant, simply delete it. And of course, you can add any additional sections as you require.
WHAT INDUSTRIES NEED AN ADMINISTRATION POLICIES AND PROCEDURES MANUAL?
Any business in an industry that employs administration staff or performs admin tasks really should have an admin guidelines document. The types of industries and businesses that have utilised this particular admin guidelines template are:
- Accounting Practice Admin Guidelines
- Tech Startup Admin Guidelines
- Recruitment Admin Guidelines
- Bookkeeping Admin Guidelines
- Design Agency Admin Guidelines
- Mining Company Admin Guidelines
- Retail Admin Guidelines
- Warehouse Admin Guidelines
- Plumbing Admin Guidelines
- Tourism Business Admin Guidelines