Keeping track of instructions, policy and process changes

by on
in Admin Pro Forum

Question: I am a recent graduate of an admin. assistant program and am at my first job. I have responsibility for 10 people.

I have a boss who gives instructions, policy changes and training orally. I understand why he/she doesn't have time or desire to write things down.

Is there a program or a way in Outlook so that I can make notes that will be permanent? The information he provides will go into a training brochure for new staff.

Any suggestions will be appreciated.  -- KJ


Comments

One way is to have him dictate it into a recorder that you can then type the information from. We use a voice recorder on most everything. I pick up the one off my bosses desk in the morning and put a clean one next to it. if that is not feasable then you carry one along with a simple pad and pencil so when your boss make requests you can then jot them down

Instructions, policy and process changes? This is what I do ...
1. I write it down. Or if he/she verbally gives the direction at my desk, I go directly to #2.
2. Enter it in my Outlook "Tasks" or "Notes". This will tell me when the direction was given and/or when the expected completion date should be. This way, it's always there on my computer to refer back to.
3. For training or new hire information, we have a template of what the format will be, and have it typed up as such.
4. The boss initials the corner (or somewhere) to confirm that he authorized this policy/process change, and the date it is to become effective. This way, it is documented.

Rather than change the habits of my boss (which is basically impossible), this seems to be an easy way for me to save it as well as maintain confirmation that the policy/procedure change is accurate. Seems to work for me.

Leave a Comment