Professional Documents
Culture Documents
Introduction
Administrative systems refer to systems and processes for filing and record keeping, office correspondence, visitor and phone call
management, internal communication, financial management and other administrative duties. Those systems should be understood
and followed by all staff members to ensure a smooth functioning of your organisation.
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Why
This toolkit is useful for your organisation when you:
Step 4: Documentation
Document all processes in a short manual, to facilitate the use of the system. The manual should be easy to understand for
current staff members as well as for new joiners.
Step 5: Training
Train the staff on how to run the system.
Introduce the manual as a guideline for everyone involved in administrative processes.
Assign clear roles and responsibilities to the different involved people.
Step 6: Follow-up
Support the organisation’s staff in the implementation of the new administrative systems. Executing a new system will
require approximately a three months critical period during which it takes a great effort from the organisation to learn and stick to
the new ways of doing things.
Follow up regularly and motivate the staff to ensure that they will not drop the new system and go back to old practices.
Key to Success
Accurate documenting of the administrative processes is important to ensure that the processes are being followed by everyone.
Those documents are a great induction tool for new joiners.
The process of setting up or reviewing the administrative systems should be done with the involvement of relevant staff members
to ensure that it is relevant and useful for them.
Everything should be kept as simple as possible, as there might not be full-time staff to handle the systems. More sophisticated
administrative systems can be set up at a later stage.
Challenges
No full-time administrative staff might be available.
Leaders and other staff members should feel involved to complete the administrative work.