Time After Time: Creating Reliable Administrative Methods Process (RAMP)
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This document provides a training guide for administrative professionals on creating reliable administrative methods and processes (RAMP). It discusses the objectives of understanding and creating reliable methods. A reliable method is a standardized, step-by-step document used to accurately and consistently explain a process or task. The document outlines the key components of a RAMP, including fundamentals, steps, and miscellaneous sections. It provides tips for creating RAMP templates and ensuring the methods are validated. An example RAMP for supply sourcing is included to demonstrate the components.
Time After Time: Creating Reliable Administrative Methods Process (RAMP)
- 1. Time After Time Learning the Skill of Creating Reliable Administrative Methods & Processes (RAMP) A Training and Guide for Administrative ProfessionalsBeckie Layton Administrative Consultant & Freelance Writer © Copyright 2014 Beckie Layton
- 2. Reliable Administrative Methods & Processes Objectives & Outcomes A. Understand just what a Reliable Method is B. Understand the purpose and importance of creating and maintaining reliable methods C. Learn the four requirements of a reliable method D. Learn the three primary components of a Reliable Administrative Method & Process Document (RAMP) E. Identify essential tools and fundamentals for creating your own standardized Reliable Methods © Copyright 2014 Beckie Layton
- 3. Reliable Administrative Methods & Processes Ø Reliable = Dependable in achievement, accuracy and honesty Ø Method = A procedure or technique, or way of doing something A Reliable Method is a step-by-step, standardized document used to explain a process, procedure or task and able to produce good results time after time. © Copyright 2014 Beckie Layton What is a Reliable Method?
- 4. Reliable Administrative Methods & Processes What is a Reliable Method? © Copyright 2014 Beckie Layton Admins have been charged with “creating and maintaining” Administrative Procedural Manuals for years. This is often written into job descriptions but rarely is anyone held accountable. Reasons why they are not held accountable: • They inherited an out-of-date manual • It was a conglomeration of multiple people’s work and perspective • There is no standardization • They were not trained using the manual and therefore no value was given to it from the start • Admins are extremely busy and the manual is the lowest project on their to-do list
- 5. Reliable Administrative Methods & Processes Purpose & Importance of Reliable Methods © Copyright 2014 Beckie Layton q To document standardized method for performing a process, procedure or task q To train new employees and other staff covering for another team member insuring consistency and increased productivity q To inform other processes and aid in the elimination of waste and disruption of flow
- 6. Reliable Administrative Methods & Processes Now more than ever the role of the administrative professional demands that admins not only possess specialized skills, but the ability to solve problems, eliminate waste, and contribute to strategic goals. Creating reliable structures, processes and resources is tantamount to your success. The RAMP tool is important because: • Creates a stable process which is easier to diagnose problems • Insures adherence to established policies and procedures • Eliminates duplication and waste • Allows for process improvement © Copyright 2014 Beckie Layton
- 7. Reliable Administrative Methods & Processes Four Requirements of a Reliable Method 1. Consciously developed and documented 2. Always followed by everyone performing the work 3. “Owned” by someone 4. Basis for improvement © Copyright 2014 Beckie Layton
- 8. Reliable Administrative Methods & Processes Example Blank RAMP Template © Copyright 2014 Beckie Layton Component 2 The Steps Component 1 Fundamentals Component 3 Miscellaneous } } } A
- 9. Reliable Administrative Methods & Processes Three Components › Component One: The Fundamentals • Name of process • Owner of Process • Version Date • Stakeholders (who else will have input on any part of the process) • Audit Date • Existing Policies & Procedures you must adhere to • Filing Label (1st letter of process) © Copyright 2014 Beckie Layton
- 10. Reliable Administrative Methods & Processes › Component Two: The Steps • This is literally the step-by-step description of the process: What, Who, When • Every step must be validated – do not include anything in this section that is not actionable › Component Three: Current Miscellaneous • Area for denoting unusual things that will occur once or twice, but not change the steps requiring version update • Area to denote more detailed information not needed in the steps, but still need-to- know © Copyright 2014 Beckie Layton
- 11. Reliable Administrative Methods & Processes Stakeholders › Most processes involve other people or departments › You will be listing their responsibilities in your step-by-step section, so they are a key component to validating the RAMP › You may find that your timelines are causing a problem for them, or that your manager has changes they want to implement © Copyright 2014 Beckie Layton
- 12. Reliable Administrative Methods & Processes Related Policies & Procedures › As you create your RAMP steps, you may find you have to comply with organizational policies or other department procedures › Noting them on the RAMP insures they are verified at time of audits or whenever they are updated by the organization © Copyright 2014 Beckie Layton
- 13. Reliable Administrative Methods & Processes Audit Date & Actions › Part of every process should be a built in “check” › Every RAMP should be audited annually regardless if a change in your process occurs or not › Update RAMP whenever there is a permanent change in process or fundamentals › When you audit your RAMPs, you are checking every aspect of the process › Verify steps with stakeholders and against current Policies & Procedures © Copyright 2014 Beckie Layton
- 14. Reliable Administrative Methods & Processes Tips & Tricks for Building Your Template › Agree on master template with all your peers – it is important you all agree to one format › Use tables for your steps and format them to expand no matter how much is written in each cell; and format header row to start on next page › Be careful you do not combine steps, no matter how small › Create Hard-Copy notebook as well as electronic Folder where anyone can locate them › Insert page number (e.g., 1 of 5) © Copyright 2014 Beckie Layton
- 15. Reliable Administrative Methods & Processes Validation © Copyright 2014 Beckie Layton ² Once you have completed a RAMP for any process, it must be validated ² At least two people unfamiliar with the process are asked to perform the steps ² Look for anything confusing or inaccurate – make changes accordingly ² All stakeholders should review as well before finalizing
- 16. Reliable Administrative Methods & Processes Example RAMP For Supply Sourcing © Copyright 2014 Beckie Layton
- 17. Reliable Administrative Methods & Processes Example – Page 2 RAMP For Supply Sourcing © Copyright 2014 Beckie Layton
- 18. Reliable Administrative Methods & Processes Supporting Tools and Documents q Scope: Defines limits of a process q Process Flow Diagram: A great visual but not a replacement for detailed written steps q Validation Documentation: Add to end of RAMP or create separate document where stakeholders can sign off © Copyright 2014 Beckie Layton
- 19. Reliable Administrative Methods & Processes Benefits of the RAMP ² Easy to update ² Errors become visible ² Decreases duplication and waste ² Everyone involved reviews the process ² Standardization eliminates deviation © Copyright 2014 Beckie Layton
- 20. Reliable Administrative Methods & Processes Beckie Layton is an Administrative Consultant and Freelance Writer with a foundation in the corporate world. As an experienced Administrative Professional with more than 20-years of experience at a world-class organization and as a small business owner, Beckie is adept in all aspects of office management, project management and process improvement. Please feel free to email your questions – Thank you! Web Site: beckielayton.com Email: info@beckielayton.com Seattle, Washington Beckie is available for speaking engagements, consulting, project collaboration and content contribution. © Copyright 2014 Beckie Layton