Do you have a Desk Manual?

[susans]

Do you have a desk manual for your job?   If so how detailed is it, do you have company procedures or just your tasks?   If you don't have a desk manual have you ever considered creating one?   Let us know!

[gee4]

Created several a few years back mostly when I worked for start up companies but not done this lately.

[raindance]

I have a manual for interim workers, which is fairly effective.

The trouble is that, working for CEO, a lot of the work of our office is strategic and is contained in policy documents, rather than "this is how we do letters".  

My company is small, but complex and the key to understanding any sort of company is to understand the structure.  That way you can navigate through all sorts of waters, choppy and otherwise.  

[marieh2000]

I made one several years ago when I was going to be out for several weeks due to surgery.  Mine contains basically an overview of everything I could think of that someone filling in for me would need to know - names of co-workers and their spouses, where files are located on the computer, examples of proposals, passwords to common things like refilling the postage meter, Fedex, etc., and so on.  I really need to update it though as some of the info in it has changed.  It's really handy for me also since I can never remember my UPS login and password.  

Marie

Edited by marieh2000 on 18/08/08 02:18 PM.

[Cathy S]

Hi Susan

I have an outline for a Secretarial Will/Desk Manual for my current role - I need to spend a little time updating/expanding it because of changes in the role (supporting two very different people instead of the one I had when I first arrived).  I try to think about what to include so someone totally new to the organisation could do the basics of my job - this means some sections are very detailed and others much less so.

I have had them in previous roles, and built up a series for an entire admin team - which proved extremely useful for cover of sickness/holiday.

The downside is the time it takes to write it and then keep it updated.  Unfortunately many Bosses only get to realise the value if we don't have one and suddenly are not there.

Cathy

[peaches2160]

No.  Not really.  My predecessor took alot of the information with her.  I have had to rebuild everything, so I have a binder, but no step by step instructions as to how to perform my job.  

[lucie33]

I have one which is a bit of a work in progress.  It's partly useful information if we have a temp to cover my job, and partly a good memory jogger for me (I keep various regularly referred to tables of info, phone numbers for people I ring all the time (can never remember any of them!!).  The idea being that there's one obvious place for things I'm going to need on a daily basis.

[msmarieh]

Everywhere I work I start a desk manual. I just begin it as soon as I start and everything I am trained on gets put in there, including step by step instructions; passwords; web site addresses; etc. Makes life easier for me as well as being a courtesy for the person who next takes my job.

Marie

[diamondlady]

There was a desk manual here when I started, but it was very out dated.  I have been updating it over the past 11 years as many things have changed in my job description.   Hopefully, the next person won't have the difficulties figuring out what to do and what departments to ask for help.

Diamondlady
Peer Moderator

[adminforyou]

No.  Most of the offices where I have worked (either as a temp or permanent) do not have a desk manual as such.  Therefore, I usually make notes to myself so that next time something comes up I know what to do or whom to ask.  

At a couple of places, usually law firms, they do have a fact sheet where the secretary gives direction as to how to answer phones (Mr. So and So's office, or This is XYZ company), what files are being worked on with client/file numbers and who the important clients are.  This helps but I do not consider that a desk manual.

[movinonup]

I have a very large one, but it was created years ago, when I had more time on my hands.  Since that time, the policies and precedures have changed a great deal.  The reporting structure is also quite different.

As a result, the manual is very much out-of-date and not very useful anymore.  I need to block off some time to go through it and update all the procedures.  If something were to happen to me, my two bosses would look through the manual, but they'd have to start from scratch with a new coordinator.  That isn't a fair predicament in which to leave the company at all.






Movinonup

[debbiet]

I did start one a few years back when we were looking for staff but since then the company have relocated and therefore most of the information is out of date.

Really need to find time to get it updated as we are looking for staff again and it would be useful to have the information to hand when they start.

[laurafmcdermott]

No.  I now work for an enormous company that has all the company policies and procedures online on the intranet.  As for day-to-day, if there is a question when I am not here I have counterparts in other states that can assist in an emergency.

[debbiedot]

Don't get me started on this one!  When I started in my current role I couldn't believe there were no guidelines or induction manuals anywhere for PAs / Admin staff in our large company.  Luckily I found a colleague who had been thinking exactly the same and between us over the last year we have created an internal PA forum and just launched a PA website on our Intranet.  The website is still in its first month with quite a few amendments required, but great feedback to date from those who have started using it.  Of course, there is also a link on the website to Deskdemon!!

At least it's a start and will hopefully save everyone having to create their own desk manuals which usually go out of date as soon as created.

[Atlanta Z3]

I just created a desk manual for my new position.  For the non microsoft programs I even have screen shot how tos.  10 tabs hopefully I've got everything covered - even to the point of a filing cabinet index.