I used to work as a legal secretary where it was quite common to have a desk reference for your position for the floater secretary to be able to refer to in case of unexpected absenses. I'm about to be out for a long period of time and they're still unsure as to who will be able to sit in for me (if not multiple people) to support my executive. Does anyone use this now? Do you have a sample you could send me? I just want to make sure that I've covered everything. It's easy for the regular tasks to become so second nature that you don't think to explain them to anyone else. I'm also open for suggestions as to things I can add in my reference. Thanks!
rebeck_e@hotmail.com
Submitted by: Rebeckah Beswick
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I found it in the archives. Search for September 2006, article entitled "Desk Manual."
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Anonymous on
5/27/2010 4:47:34 PM
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I would suggest searching through the archives of the newsletters. I know an article was published on this very topic.
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Anonymous on
5/27/2010 4:33:46 PM
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Hello Rebeckah,
I developed a Desk Manual for when I was out on maternity leave. The table of contents is as follows:
1. President & CEO
Recurring Tasks & Related Procedures
Sorting David?s Paper Mail
David?s Travel
Coordinating David?s Performance Appraisals
Use of Signature Stamp Policy
David?s Scheduling Preferences
David?s Expenses
David?s Personal Postage Tracking
External Letters from David
In-Charge Policy for When David is Out of Office
Reviewing David?s Email
PP Votes! Washington Board/PP Network Board
2. Board of Directors
FY 10 Board Meeting Timeline
FY 10 Board Meeting Organizer
Meeting Agenda Template
FY 10 Shoebox Report Due Dates
Board Packet Instructions
Contacting Board Members
Board Meeting Table Set Up
Sharing President?s Report with Staff
FY 10 Committee Meetings Timeline
FY 10 Committee Members and Meeting Dates
New Board Member Checklist
Outgoing Board Member Checklist
Board Volunteer Hours Count
Other Pertinent Board Information
Prospective Board Member Info Packets
Changes to Board Member Contact Info Checklist
Board Travel
Board Expenses
3. Board of Directors Website
Creating a New Account for a New PPCW Board Member
Uploading Board Packet to Board of Directors Website
4. Executive Assistant
Planning Calendar 2010
Commonly Used Acronyms
Useful Websites
Executive Assistant Job Description
Resource Directory
5. Senior Management Team
New SMT Member Checklist
Outgoing SMT Member Checklist
6. Planned Parenthood Federation of America
Expenses for Reimbursement by PPFA
Affiliate Document Submission
Acronyms
Glossary
7. Development
Margaret Sanger Society and Capital Campaign Thank You Letters
Prospective Capital Campaign Donor Packets
8. Contracts Administration
Contracts Procedure
Contract Transmittal Form
9. Teleconferencing
Premiere Global Services Invoice Procedure
Premiere Global Services Memo
Premiere Global Services Accounts List Mar 09
10. Legal Documents
PPCW IRS Exemption Letter
PP Network IRS Exemption Letter
PPCW Articles of Incorporation
11. Board Room Reservations
PPCW Board Room Reservation Checklist
PPCW Board Room Application
PPCW Board Room Policy
PPCW Board Room Reservation Policy & Procedure
Conference Room Instructions
I had been compiling a lot of the checklists, protocols and procedures over time, but I did write down a lot of them when I knew I was going on maternity leave. It also helped me when I returned if I couldn't remember how to do something. If you want me to share any of the specific documents from the Desk Manual, please let me know.
All the best,
Samantha
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Sam on
5/27/2010 10:55:59 AM
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Keep a notepad next to you for one day. Write down the general task that you are doing every time you do something new. ei. answered phone, filed mail, completed letter. The next day (not the same day because the point of the notebook is to catch your everyday tasks) look at the list you created. Think about the details of each general topic. ei answered phones-when you pick up the phone select the blinking light and say". . ."
You are right when we get used to our positions we take those details for granted. Especially if a Temp/outside help comes in. Having worked as a Temp I know they will appreciate those details. Just make sure you let the Temp know the notes are there!
Well wishes for your extended leave and healthy safe return!
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Diana Drysdale on
5/27/2010 9:59:26 AM
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I too have developed and "Desk Reference" for my position. I began the process by referencing the duties in my job description and developing a process for each one. Such as, "takes minutes at assigned committees". I define a step-by-step approach with the end result; "completed minutes". I started with the process for setting up the meeting, notifying the participants, reserving the meeting room, etc. I also have some programs unique to my position such as ordering and distributing Hospital Week gifts to 3800 co-worker's. This process includes recent vendors, vendor selection, budgeting process, etc. Start with your job description and work from there. I divided my 'Desk Reference" into sections so that it didn't become just one long narrative. The use of bullet points eliminates the reference from becoming a book, and increases the ease of finding the information needed quickly
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Anonymous on
5/27/2010 9:52:31 AM
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