9 Best Administrative and Office Management Practices for Private Schools

The office is not just a unit holding personnel at posts. It is actually the go-between the school, internal and external parties. As a result, the best practices administrative and office management practices ought to be the utmost priority.

INTRODUCTION

The office setting is an integral part of the school and cannot be treated with less attention. It is the unit that breeds what you find in the school, if well-structured and devoid of ill-structural integrity, the best result is obtained. Expect in this article, some 9 best administrative and office management practices for private schools.

What you should expect in this article

• Importance of an office setting
• 9 best administrative and office management practices

The question is, is office setting replaceable? I will say, yes and no…

Brief Statement

Depending on how far you want your school to go. If you are looking forward to building a strong image for your institution, then yes is your answer. If otherwise, then no should be your answer.

Parents who visit your school judge you by what your office setting appears to be. The office setting tells how well the school is organized.

In the peak of admissions for schools, parents and guardians have several factors the look at to decide which school to choose for their wards. One of such is the picture the school’s office paints to them. This is why you cannot underestimate the need of an office. You are going to be run through best administrative and office management practices you can adopt.

SCENARIO CASE

Just consider this scenario and make a judgement for yourself. You can put yourself in the shoes of parents coming to seek for admission for their wards and make your decisions.

Scenario

The office personnel go to look for a document to serve a parent who has come to seek for admission for wards but take several minutes. What comes in mind here? Poor filing systems and poor organization of office resources, right?

The feeling of not being served with the urgency you need? What comes in mind here? The office is not time conscious, right? Yes I’m using ‘office not being conscious’ because the personnel is one part whose skills manifest in administering the office. People judge the office and the school and not the holder.

IMPORTANCE OF OFFICE SPACE

It would be better to dive into some importance of an office setting to our schools then we proceed to dive into the real convo

 As a private school do I need prioritise my office setting, the response in ‘YES’.

Below are some benefits a well-structured office setting offers

• A well-structured office paints a good image about your school. It tells how much attention your school as a whole pays to organization.
• It is one of the means a school can use to change a negative narrative made by people outside the institution. 
• A well-structured office assures parents and the general public of better prospects that are ahead for their kids or wards.
• It adds up to the general enrolment of the school. When visitors begins to have good says about how well your office is structured then be rest assured that it will add up to the numbers.

FUNCTIONS OF AN OFFICE SPACE

The following points are some functions of an office

• It is the contact between the school and the users of the school. These users may be your staff, parents, students, and the public who might have interest in what your school is offering.
• It records and stores information. When someone comes with an issue, it is the office the puts it into record. Also all information about the school including its users are kept in the office.
• The office processes data and take actions based on the processed data.

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BEST ADMINISTRATIVE AND OFFICE MANAGEMENT PRACTICES

Best Administrative and Office Management practices for private schools. Read below some of the best practices a school can adopt.

1. In order to access all files with easiness, save files using tags. Saving files with tags will allow office personnel to access information with having to struggle.
2. The aesthetic aspect of the office should be considered. How are your furniture arranged in the office? Also how appealing if the entire office setting.

We recommend you to bring on board colours and designs that will make the setting more appealing. Provide the needed comfort for all users.

• Attend to all users with the needed urgency. Whether it is an urgent matter or not. Treat all of them with the sense of urgency; this creates an impression that your office space is time conscious.
• Secrecy is one of the most important core drivers of the office and the school as a whole. The bridge the leads your school to success is its secrecy. Under no circumstances should the secrecy of the office space/school be let out to any user.

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Communications with users should be selective, no what to say at any given time. Before saying something; consider the atmosphere and choose what to say. Some information may be more sensitive and should be treated as such

•  Office desk should not be placed facing windows, doors or open spaces. Information can sometimes be leaked through such spaces.
• Office holders should be friendly enough; this should be shown or seen in their speech and actions in the case of face-to-face conversation. For phone conversations, the friendly nature of the personnel should be heard in his/her voice.
• Managing stocks should be done using appropriate stock management practices. Since schools manage so many resources, know what you are receiving and know when to issue them. Proper records should be kept on all receipts and issuances.
• Have a separate phone line for all office duties. Do not use personal lines or mobiles numbers when dealing with matters relating to the school. The lines should be made known to all users. This ensures faster response from all users. It also tells how credible the office setting is.
• Lastly, all messages issued by office to all users must be done in the name of the school. All associated references should be added when delivering such messages. With this, users are able to respond to messages with ease.

Thanks for going through the 9 best administrative and office management practices for private schools. Adopt these practices in your setting to make best out of them. Do check on our related articles.

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