Class 3: Checklists, Forms, and Templates and Disaster Preparedness Planning

Transcription

1 5-part Audi Curse Presented by Julie Perrine, CAP-OM, MBTI Certified Funder and CEO, All Things Admin Class 3: Checklists, Frms, and Templates and Disaster Preparedness Planning Class 3 Overview: In tday s class, we ll lk at: Checklists, frms, and templates yu might want t include in yur admin binder. Hw t create screen shts, graphics, and custm bullets t enhance yur prcedures dcumentatin. Dcumentatin and lists that may be helpful t have included in case f an emergency r disaster. All materials included in this curse are cpy written by Julie Perrine Internatinal, LLC. All handuts, templates, and binder cntents prvided as part f this curse are fr yur individual use nly. N part f this prgram r curse may be cpied, reprduced, r distributed in any manner. Yu d nt have resale rights t this prgram r its cntents. Yu d have the limited right t adapt the files included in this prgram fr yur persnal use as yu create yur persnalized versin f yur administrative prcedures binder using this material Julie Perrine Internatinal, LLC Page 1 Reprinting f this handut withut permissin f the authr is prhibited.

2 Kick-start Creating Yur Administrative Prcedures Binder 5-part Audi Curse Class 3: Checklists, Frms, and Templates and Disaster Preparedness Planning Class 2 Recap: STEP 3: Pick yur tp five Chse the tp five (5) daily items frm yur lists and begin t develp a step-by-step prcedure fr hw t accmplish thse items. STEP 4: What yu shuld cnsider including in yur admin binder (See brainstrming list in the Appendix.) And what NOT t include Class 3 Preview: Checklists Frms Templates Creating screenshts, graphics, custm bullets Disaster preparedness dcumentatin 2012 Julie Perrine Internatinal, LLC Page 2 Reprinting f this handut withut permissin f the authr is prhibited.

3 Kick-start Creating Yur Administrative Prcedures Binder 5-part Audi Curse Class 3: Checklists, Frms, and Templates and Disaster Preparedness Planning What types f checklists might be helpful? Daily r Weekly Checklists See template prvided fr Class 1 Daily Start-up r Shut-Dwn Checklists HR Checklists fr New Hires, Terminatins, Emplyee Setup See templates samples prvided fr Class 3 Event r Meeting Planning Checklists (t be cvered in mre depth during Class 4) 2012 Julie Perrine Internatinal, LLC Page 3 Reprinting f this handut withut permissin f the authr is prhibited.

4 Kick-start Creating Yur Administrative Prcedures Binder 5-part Audi Curse Class 3: Checklists, Frms, and Templates and Disaster Preparedness Planning What frms r templates d yu use regularly? Fax Cver Sheets Accunting Frms / Templates Travel Frms / Templates Event & Meeting Planning Frms / Templates HR Frms / Templates Shipping Frms / Templates 2012 Julie Perrine Internatinal, LLC Page 4 Reprinting f this handut withut permissin f the authr is prhibited.

5 Kick-start Creating Yur Administrative Prcedures Binder 5-part Audi Curse Class 3: Checklists, Frms, and Templates and Disaster Preparedness Planning Sales and Marketing r Crprate Bard PwerPint Templates Other frms r templates USING FORMS / TEMPLATES In Yur Admin Prcedures Binder: Keep a cuple blank frms in yur binder with a cmpleted template in frnt f it s thers can see hw t cmplete the respective frms. If the frms are used primarily in an electrnic frmat, keep a hard cpy in the binder as well in case yu need ne immediately r the netwrk ges dwn fr sme reasn and yu can t access it electrnically. (Yu ll lk REALLY smart then!) Creating Screenshts, Graphics, and Custm Bullets Refer t special reprt dwnlad: Hw t Add Value t Yur Administrative Prcedures Dcumentatin: Creating Screenshts, Graphics, and Custm Bullets 2012 Julie Perrine Internatinal, LLC Page 5 Reprinting f this handut withut permissin f the authr is prhibited.

6 Kick-start Creating Yur Administrative Prcedures Binder 5-part Audi Curse Class 3: Checklists, Frms, and Templates and Disaster Preparedness Planning If disaster strikes, will yu be ready? As I watch the televisin news with all f the Mississippi River flding this week (summer 2011), my mind flashes back t the spring f 2008 when the fld waters ripped thrugh the city where I live. It s truly mind bggling t grasp hw much damage water can d when it s assciated with a fld. While my hme was safe frm the fld waters in 2008, many f the cmpanies that I supprted were directly hit. (My current ffice is lcated in the flded 8-stry building pictured here. The entire first flr was FULL f water!) I watched in amazement as sme cmpanies quickly pulled tgether their vital files and cmputers and setup peratins in remte facilities withut any interruptin f service. Others were nt s prepared. Because f delayed respnses, lack f planning, and n prcesses and prcedures fr this type f event, sme cmpanies lst way mre than thers. But at the heart f mst disaster recvery peratins n matter which cmpany yu lked at were the administrative prfessinals! If disaster were t strike yur cmpany, wuld yu be prepared t step int a leadership rle f guiding and supprting them thrugh the disaster respnse? Disasters cme in all frms and levels f severity: flds, fires, pwer utages, ice strms, trnades, earthquakes, tsunamis, server failures, hackers, burst pipes, and many mre. Sme disasters are wrse than thers. Each disaster requires a different type f respnse effrt. But cmpanies that successfully recver frm disasters are typically cmpanies that have prepared fr them t begin with. Here are a cuple f pretty alarming statistics: Small businesses that dn t have a plan in place generally dn t survive after a disaster, whether it s a fld r a trnad. We see that anywhere frm percent f thse that are hit like that simply dn t cme back t business, said David Paulisn, frmer executive directr f the Federal Emergency Management Agency (FEMA). Fllwing a disaster, statistics shw ninety percent f cmpanies fail within a year unless they can resume peratins within five days. If yu re an emplyee in f these cmpanies, lack f planning culd quite pssibly put everyne ut f a jb Julie Perrine Internatinal, LLC Page 6 Reprinting f this handut withut permissin f the authr is prhibited.

7 Kick-start Creating Yur Administrative Prcedures Binder 5-part Audi Curse Class 3: Checklists, Frms, and Templates and Disaster Preparedness Planning Whether yur cmpany currently has a frmal disaster recvery plan in place r nt, here are sme things yu can d right nw t practively prepare yurself and yur cmpany if disaster strikes. 1. Find ut if yur cmpany has a disaster recvery plan. If s, ask if yu can get a cpy f the plan. Read it and familiarize yurself with what it cntains. If yu have questins, ask them. Yu may very well identify gaps r hles that shuld be addressed. Dn t be afraid t speak up. 2. Educate yurself n Business Cntinuity Planning (BCP) and Disaster Recvery Planning. I d start with these awesme sites: - Read every page and take full advantage f their FREE webinars and training series! 3. Dwnlad, print, and assemble in a binder all f the free templates and files frm Use these as yur persnal guide t creating yur wn disaster recvery plan/kit. Even if yur cmpany has a master disaster recvery plan, yu still shuld create an individual plan fr yur psitin/team if ne desn t already exist. 4. Start creating a disaster recvery plan fr yurself and yur immediate team. Fr starters, yu ll want t include: Emergency Cntact Lists cmpany executives, team members, hme phnes, cell phnes, addresses, etc. Key Vendrs/Suppliers Cntact Lists names, s, ffice phnes, cell phnes, etc. List f vital files, paperwrk, equipment, machines yu d need t wrk remtely Cntingency plans fr fire vs. water vs. pwer lss emergencies. E.g. In case f fire, yu might need t act r d things differently than yu wuld with a pwer utage. 5. Share yur plan with yur team and get their feedback and ideas n hw t make it better r mre cmplete. Once yu ve taken the initiative t get things rlling, stick with it until yu have it fully assembled. Then make sure everyne n yur team knws the prcedures and has access t the infrmatin yu ve assembled in case f emergency! Yu dn t have t be given the directive frm yur executive t develp yur wn disaster recvery plan. Take the initiative and create smething n yur wn. It desn t have t be perfect. But yu MUST have a plan. The admins at the center f keeping business peratins running smthly with fld waters raging thrugh ur city were the nes wh acted quickly and with purpse. They were the nes wh knew they needed t get t Sam s Club befre every ther business in twn t purchase flding tables t serve as makeshift desks fr the next six mnths. They were the nes wh had 2012 Julie Perrine Internatinal, LLC Page 7 Reprinting f this handut withut permissin f the authr is prhibited.

8 Kick-start Creating Yur Administrative Prcedures Binder 5-part Audi Curse Class 3: Checklists, Frms, and Templates and Disaster Preparedness Planning administrative prcedures binders ready with emergency cntact lists and key supplier cntacts at their fingertips. They were the administrative prfessinals wh didn t wait fr smene t tell them it needed t be dne they just did it! If disaster strikes, will yu be ready? 2011 Julie Perrine Internatinal, LLC PRINT THESE DOCUMENTS t get yu brainstrming n what yu might need t assemble r think abut including in yur binder related t disaster recvery: Emergency Cmmunicatins Plan sheet: Phne Recvery Plan: Disaster Recvery Kit: Unique Supplies List: Cnnect with Julie Perrine nline: Visit the All Things Admin Blg at Like All Things Admin! Fllw me! Cnnect with me! Sign up fr the All Things Admin e-newsletter at Julie Perrine Internatinal, LLC Page 8 Reprinting f this handut withut permissin f the authr is prhibited.

9 Kick-start Creating Yur Administrative Prcedures Binder 5-part Audi Curse Class 3: Checklists, Frms, and Templates and Disaster Preparedness Planning Week 3 PLAN OF ACTION Find ut if yur cmpany has a disaster recvery plan. If s, ask if yu can get a cpy f the plan. Read it and familiarize yurself with what it cntains. If yu have questins, ask them. Yu may very well identify gaps r hles that shuld be addressed. Dn t be afraid t speak up. Identify the next FIVE prcedures yu are ging t dcument this week Dcument the next FIVE prcedures. Prcedure Date Cmpleted Reprt the successful cmpletin f my Week 3 Plan f Actin t All Things Admin! Prcedures Ideas t Get Yu Started: Srting/distributing the incming mail Office Supply Ordering Shipping Packages UPS / FedEx / USPS Hw t Transfer Calls t Vice Mail, Cell Phnes, r External Numbers Hw t answer the phne and take/distribute phne messages fr thse yu supprt 2012 Julie Perrine Internatinal, LLC Page 9 Reprinting f this handut withut permissin f the authr is prhibited.

10 Kick-start Creating Yur Administrative Prcedures Binder 5-part Audi Curse Class 3: Checklists, Frms, and Templates and Disaster Preparedness Planning EXTRA CREDIT: When yu finish the next FIVE, pick FIVE mre. (Repeat as necessary.) If yu get stuck at any pint thrughut this prcess, lg int the All Things Admin Cmmunity grup fr the Admin Binder Curse and let us knw where yu need additinal supprt r caching t accmplish these tasks: Julie Perrine Internatinal, LLC Page 10 Reprinting f this handut withut permissin f the authr is prhibited.