MODULE 7 - RECORDS MANAGEMENT Let us say you have some folders with these

headers:
Record management (RM) ● 88 Company LLC
➔ is also known as records and information ● Bob Anders Corporation
management or RIM, is the professional ● W.L Logistics
practice of managing the records of an ● Plants Management Co.
organization throughout their life cycle, ● Planters Welding
from the time they are created to their ● W.W. Lampe
eventual disposal. ● The Camdenton Association
➔ The purpose of records management is
part of an organization‘s broader function Numbers go first
of Governance, risk and compliance or ➔ 88 Company LLC will go first
(GRC) and primarily concerned with the ➔ File numbers in ascending order, that is
managing the evidence of an organization smallest to largest.
activities as well as the reduction of When you get to letters, initials go first within
mitigation of risk associated with it. their letter designation
Record ➔ W.L. and W.W. Lampe both begin with the
➔ is something that represent proof of letter W.L comes before W in the alphabet,
existence and that can be used to recreate so look at the Initials first.
proves state of existence, regardless of ➔ W.L. Logistics followed by W.W. Lampe
medium or characteristics. If a person‘s name is part of the title, use the
first letter of the first name
ALPHABETIC INDEXING RULES AND ➔ Bob Anders Corporation would file under B
PROCEDURES not A.
➔ Every business must develop and maintain Ignore the article ―”the”
an organized way to store written ➔ Where does The Candenton Association
communication, such as reports, letters, go? Not under T but C
memorandums, order forms, invoices and
other such information so that it is Like this:
available for efficient retrieval or reference. 88 Company LLC
This method of storing records is called Bob Anders Corporation
filing. While there are a number or different
The Camdenton Association
methods for storing or filing information
Planters Welding
—alphabetic, subject, numeric, and
Plants Management Co.
geographic---the most common method is
alphabetic W.L Logistics
W.W. Lampe
Association of Records Managers and
Administrators, Inc. (ARMA) Records Technology
➔ is an organization designed to help ➔ On line coursework for record technicians,
professionals in records management also called information technicians are
perform their jobs easier and better. commonly available. These programs
instruct students in how to create and
maintain electronic records that hold
BASIC FILING TERMS
information.
1. Unit. Each part of a name is a unit. Names
are alphabetized unit by unit, if there are
two parts in a name, the name has two
units.
2. Indexing. Indexing is determining the
order and format of the units in a name.
3. Alphabetizing. When you arrange names
in alphabetical order.
4. Case. The case of a letter refers to
whether the letter is written as a capital
letter called uppercase or written as a
small letter called lower case.
MODULE 8 – MEETINGS AND TRAVELS
Meeting
➔ is an assembly of people, especially the
members of a society or committee for
discussion or entertainments.
Conference
➔ is a formal meeting for discussion. It is a
formal get together where people talk
about a chosen topic, like when your office
holds a conference to talk about the
problem of snoring during meetings.
Six types of Business Meetings for better
Efficiency and Communication
1. Status Update Meetings
➔ Almost every company is familiar with
those recurring team meetings that were
initially intended to share updates on the
latest projects and make sure everyone on
the team is on the same page about the
process of the project. These meetings are
meant to remedy any communication
hiccups that may end up wasting
significant amounts of time doing the same
thing or facing the same challenges over
and over
2. Decision-Making Meetings
➔ Although managers generally have the
final say, the discussions around important
business decisions often occur in larger
groups. Smaller decisions may be made in
status update meetings, but important
ones will command their own dedicated
meeting times.
3. Problem-Solving Meetings
➔ Similar to decision-making meetings,
problem-solving meetings have a specific
goal in mind. There's no standard
problem-solving meeting since issues vary
depending on your team and your
organization, but these types of meetings
are crucial nonetheless
4. Team-Building Meetings
➔ Although every meeting is a chance for a
team to become a little closer by engaging
in banter at the beginning and gaining a
stronger understanding of their
counterparts, sometimes it is necessary to
have a planned team-building meeting
5. Idea-Sharing Meetings
➔ Sometimes it's better to have the whole
group get together and share new ideas
rather than distributing them in a meaty
email or chaotic chat thread.
6. Innovation Meetings
➔ Every organization needs new ideas from
time to time, and innovation meetings are
the standard answer to that need. It is
difficult to force creativity, but you can
solicit as many ideas as possible and then
filter through them to find the most suitable
ones.
HOW TO RUN EFFECTIVE MEETINGS AND
CONFERENCES
By failing to prepare, you are preparing to fail.
- Benjamin Franklin
1. Begin with a purpose. Decide first what is it that
you want to achieve.
2. Micro-Meetings and Time savers. When setting
aside your normal meeting time cut it into smaller
segments of five to ten minutes each. Instead of
including everyone in the meeting unnecessarily
rather have a small meeting with the key people on
a particular subject or project. Using micro meeting
also means employees do not have to wait for a
week or so before being able to meet on a pressing
matter.
3. The importance of agenda. This follows on from
having a purpose before the making. Make sure all
relevant persons have the agenda beforehand.
4. Stick to the Clock. Cover only what needs to be
covered and stick to the relevant topics and discuss
points on the agenda.
5. Have an action plan for moving forward. It is
vital that everyone leaves knowing the next step
and when the next meeting will take place.
Travel Arrangements
➔ A plans for where and when you are
travelling, how you are travelling, and
where you are sleeping.
Travel Agencies
➔ Since travel knowledge gained through
study or first-hand experience may
become obsolete, the secretary should
probably make most arrangements
through a travel agent. Furthermore, time
can be saved by using the services.
Selecting a Travel Agency
➔ Be careful when selecting a travel agency.
Experienced agents who have up-to-date
knowledge about the many aspects of the
travel industry ensure the trip is
well-planned and often can make
money-saving suggestions.
Using a Travel Agency
➔ Travel agencies operate as independent
businesses, and they receive the
commissions from the companies for
 which they sell travel services. The agency
deducts the commission form the quoted
price of an airline ticket or room or car
rental rate.
Making reservation
➔ If you elect to make appropriate
reservations, major airlines, car rental
agencies, and chain hotels and motels
have toll-free information. Most of the
airlines and car rental agencies issue
credit cards and accept those issued by
major credit card companies.
Air Travel
➔ When your employer or other personnel
travel frequently, management may want
to subscribe to one or more of the guides
published by Reuben h Donnelly
Publications, 2000 Clearwater Drive Oak
Brook. L60521.
Travel Planner and Hotel/Motel Guide
➔ Perhaps the single most useful source of
information for the secretary to use when
making travel arrangement is the Travel
planner and hotel/motel guide. An
abundance of information, including a
destination index, is given in the guide
Airline timetables
➔ All airlines provide free printed timetables
showing flight information for the cities
they serve. Although the information varies
slightly, the timetables published by the
different airlines are essentially the same
and usually include the following:
◆ Departure cities and the airports
◆ Destination cities and the airports
◆ Departure times given in the local
time for the city of origin
◆ Arrival times given in the local
time for the destination city
◆ Meals served
◆ Type of flight, number of stops,
nonstop connecting
◆ Flight numbers
◆ Codes identifying the cities
◆ Types of aircraft
Travel
➔ Executive seldom travel by train or bus
when air transportation is available.
Occasionally, on commercial airport is in
the proximity of the place the person a
need to travel and sometimes the weather
forces the airlines to cancel flights.
Room reservations
➔ Your employer may have a preference
concerning the hotel or motel, as well as
the type of accommodations. Also you
should check with the accounting
department whether any hotel or motel
gives discounts to representative of your
company.
Car Rental
➔ You may have a travel agent reserve the
car, or you may call the rental agency.
Several companies have arrangements
with car rental agencies whereby their
employees receive a discount, therefore
before reserving a car, you should ask
your supervisor or contact the account
office to determine whether your company
receives a discount.
MAKING TRAVEL ARRANGEMENTS
1. Should corporate travelers have choice regarding
suppliers when making travel arrangements?
2. How should employees make their travel
arrangements?
a. Through a designated travel
management company
b. Through online booking system which
can be designated to encourage the use of
preferred suppliers by highlighting them or
by offering travelers no other options.
c. Through company travel agents who
make arrangements using corporate
approved channels
d. Through any mechanism
e. Through supplier websites
f. A policy may require anyone planning a
meeting with a defined number or
attending employees
g. Policy should encourage travelers who
take at least one trip a year to complete a
profile to be included online and in the
travel management company global
distribution system
1. When should trips be planned?
a. In advance.
b. Consider taking advantage of advance
purpose airfares by requiring approval of a
supervisor or another manager or booking
within seven or 14 days of departure.
c. Some companies send automated
notification to travelers and their managers
indication how much money the traveler
could have sed by booking a trip in
advance.
d. Increasingly, company ask employees at
the time of booking to consider such travel
alternatives as remote conferencing,
particularly for non-client taking travel, to
help curb unnecessary trips.
2. Is pre-approval by an employee’s supervisor
necessary?
 a. Yes. Requiring approval enables
supervisor to rule that a particular trip is
unnecessary or too expensive.
b. No. requiring pre trip approval can
create bottle necks if managers are slow to
process authorization.
c. Some companies compromise by relying
on pre-trip notifications that alert managers
that a trip has been booked but do not
require approval.
d. Others rely on pre-trip exception reports
from their travel management company
that list travelers who have made
reservation out of policy, forcing individuals
to apply business reasons for exceptions
ion teal time.
e. Some companies employ the use of
verbal approval from the travelers
manager prior to booking
f. Approval should not be obtained from so
high up the corporate ladder that the most
senior executives are spending valuable
time on administrative details
3. What is the procedure for making emergency
travel plans during hours when the travel,
management company is not open, and for
changing plans en route?
4. The policy may encourage or require travelers
to adjust schedules to minimize costs.
MODULE 9 – JOB SEARCH AND
ADVANCEMENT
Job searching or job hunting or job seeking
➔ is the act of looking for employment, due to
unemployment, discounted with a current
position, or desire for a better position.
Advancement
➔ is the process of promoting a cause or
plan. It is the promotion of a person in rank
or status.
Assess Yourself
➔ Find careers that match your work skills,
interest and values.
Assessment
➔ helps you learn about yourself.
Career assessment tools
➔ ask questions to help you learn about you
and careers that fit you.
What is an Assessment?
➔ Learn about assessment and what a
career assessment can tell you.
Skills
➔ Learn about how to identify your skills, use
them in your resume, or improve them with
practice.
ISEEK Skills assessment
➔ Rate your skills and see which careers are
a match for the skills that are important to
you.
Career One stop skills Profilers
➔ Use this tool to create a list your skills and
match them a job types that use those
skills.
MN Careers Interest Assessment
➔ See how your interests related to the
careers that fit you best.
ISEEK Career Cluster Interest Assessment
➔ Rate the activities you enjoy, your personal
qualities and school subjects you like to
see which career clusters are a match for
your interests.
Getting a job sources of career Information
Personal Contact
➔ Families and friends can be extremely
helpful in providing career information.
While they may not always have the
information needed, they may know other
knowledgeable people and be able to put
the job seeker in touch with them. These
contacts can lead to an ―information
interview‖, which usually means talking to
someone who can provide information
about a company or career. This person
should have the experience to describe
how he or she trained for the job, received
promotions, and dislikes the job. Not only
can the person advise what to do, he or
she can advise what not to do.
Libraries and Career Centers
➔ Libraries offer a great deal of information
about careers and job training. Begin by
searching the catalog under “vocations” or
careers” and then look under specific fields
of work that match areas of interest. For
instance, those who like working with the
veterinary assistants, zoologists, animal
trainers, breeders, groomers and others
whose occupations involve working with
animals. Trade publications and
magazines describe and discuss many
kinds of work in various fields.
➔ Most school and public libraries own
current editions of the Occupational
Outlook Handbook, which describes
hundreds of occupations in detail and is
revised every year by the Department of
Labor and Employment. School career
centers often offer individual counseling
and testing, guest speakers, field trips and
career days. Information in career
guidance materials should be current. It is
wise to find a numbers of sources, since
 one resource might glamorize the
occupation, overstate the earnings, or
exaggerate the demand for workers in the
field.
Counselors
➔ Counselors are professionals trained to
help clients assess their own strengths and
weaknesses, evaluate their goals and
values and determine what they want in a
career. Counselors can be found in:
◆ Placement offices in private
vocational or technical schools
◆ College career planning and
placement offices
◆ Vocational rehabilitation agencies
Counseling service offices offered
by community organizations.
◆ Private counseling agencies
◆ State employment service offices
The Internet
➔ The Internet provides much of the same
job information that is available through
libraries, career centers and guidance
offices. However no single network
resource will contain all the desired
information. As in a library search, one
must look through various lists by field of
discipline or by using keyword searches.
➔ A good place to start an Internet search for
career information is at the Website of
DOLE Statistics, where job seekers can
find the aforementioned most current
edition of the Occupational Outlook
Handbook. This resource contains specific
information and statistics on occupation
from aircraft mechanics to zoologists.
Topics covered range from the type of
education or training required to working
conditions, earnings, prospects for career
openings and advancement and
description of what workers do on the job.
Organizations
➔ Professional societies, trade associations,
labor unions, business firms and
educational institutions offer a variety of
free or inexpensive career materials. Trade
organizations are particularly useful
sources of information if one already has a
job and is seeking another or fears being
“downsized" by one's present employer.
Education and training Information
➔ All jobs require some kind of training, even
those that primarily utilize simple, everyday
skills. Many people acquire these most
basic job skills during the process of
growing up and through compulsory
education. Additional on-the-job training is
often sufficient for success in a first-timer
job. Most career jobs, however, require
more education and training than can be
provided through the basic life experience
and new employee orientation programs.
➔ For career training for some fields may be
available through vocational courses in
public schools, local branches of
employment offices or apprenticeship
programs. Some occupations require a few
months training, while others may take
many years of education and be very
costly. Physicians, for instance may spend
as many tens of thousands of pesos to
learn specialty in medicine.
➔ Colleges, schools and training institutes
readily reply to requests for information
about their programs. Professional and
trade associations have lists of schools
that offer career preparation in their fields.
Preparing Letter of Application and Resumes
Letter of Application and Resume
➔ A letter of application also known as a
cover letter is a document sent with your
resume to provide additional information
on your skills and experience. A letter of
application typically provides detailed
information on why are you qualified for
the job you are applying for. Effective
application letters explain the reasons for
your interest in the specific organization
and identify your most relevant skills or
experiences.
➔ Your application letter should let the
employer know what position you are
applying for, why the employer should
select you for an interview and how you
will follow-up.
What in include in a letter of Application?
When writing an application letter you should
include:
➔ Subject (for an email letter)
List the job are applying for and your name
in the subject line of your email message,
so the employer is clear as to what job you
are interested in and who you are.
● First Paragraph: mention the job
you are applying for and where
you found the listing.
● Middle Paragraph(s): What you
have to offer the employer
mention why your skills and
experience are a good fit for the
job.
 ● Last Paragraph: Say thank you
to the hiring manager for
considering you and note how
you will follow up.
➔ Signature
End your cover letter with your signature,
handwritten, followed by your typed name.
➔ Resume
A resume is a document used by persons
to present their background and skills.
Resumes can be used for a variety of
reasons, but most often these are used to
secure new employment. A typical resume
contains a “summary” of relevant job
experience and education, as its French
origin implies. The resume is usually one
of the first items, along with a cover letter
and sometimes an application for
employment, which a potential employer
sees regarding the job seeker and is
typically used to screen applicants, often
followed by an interview. The curriculum
vitae (CV) used for academic purposes is
more akin to the resume – a shorter,
summary version of one‘s education and
experience – than to the longer and more
detailed CV that is expected in academic
circle.
Develop your interview skills
It‘s natural to feel nervous at an interview. The best
way to alleviate your anxiety and come across as
confident and knowledgeable is to prepare ahead of
time and practice, practice, practice.
Some basic questions to ask yourself before
preparing for an interview
● What are the most commonly asked
interview questions?
● Do I know the difference between
behavioral interview question and
situational interview questions and can I
effectively answer either type of
questions?
● How much information is too much and
how much is too little?
● Is it okay to use examples from unpaid
experiences? If I‘ve never had a paid job
before?
● What should I wear?
What kind of impression do you give in an
interview?
➔ If you want to see what you look like while
you‘re answering interview questions
(you‘d be surprised at how often you say
―um‖ or fidget with your or hands)
practice in front of the mirror or with
somebody who will give you honest and
constructive feedback: a friend, roommate,
family member, or a Job Search Advisor at
the Career Center who can conduct a
videotaped interview practice session with
you and provide feedback to strengthen
your interview skills.
Resources to help you strengthen your
interview skills
Polishing your interview skills workshop:
➔ This career center workshop will help you
approach your next interview with
increased confidence by outing your
interview skills to test in a fun, fact-paced
environment alongside your peers.
Making a Great first impression in your
interview and beyond workshop:
➔ This career center workshop will help you
make a positive impression and increase
your confidence when interacting with
others to get the job you want.
Career Cyber guide
➔ Basic interview Skills:
This great video by the Sunny Rockland
Community College gives an overview of
the interview process, including tips on
what you should do…and not do,
➔ Getting feedback when you didn’t get
the job:
The Monster Career Coach explains how
to find out what the employer thought of
you so you can use that feedback to
improve your next interview.
Job Advancement strategies
➔ Advancement, they cannot afford to take
anything for granted. Performing well and
bringing value is tantamount to success!
However, you can be great at your job and
never advance to the next level if you don‘t
make a conscious effort to plan for career
growth. Those who decide to seek job
advancement must leave nothing to
chance.
➔ To advance yourself to the next level,
create a clear and concise roadmap that
guides you through the process. Here are
some specific strategies you will want to
adopt in order to succeed.
1. Create Personal Brand
➔ Creating a brand that is high in demand is
one of the most powerful things you can do
 to fuel career advancement. Once you
establish the skills and characteristics that
make you unique, employers will be more
likely to pursue you. To develop and
implement a personal branding strategy,
you must first assess your strengths,
preferences and differentiators. I often
provide a DISC assessment as a first step
in establishing a sound personal branding
strategy.
2. Convey your Value
➔ Once you have a thorough picture of the
image you wish to convey with your
personal brand, you must continue to
refine the brand and establish it as a
common theme in all of your
communications. You must BE your band
Blogging. Participating in discussions on
social media sites, providing case studies,
volunteering and attending local
networking events are all ways you can
extend and grow brand recognition.
3. Update your Career Documents
➔ Smart executives recognize that part of
positioning their brand includes creating
outstanding career documents. A strong
linked in profile and the development of a
professional biography can add value, and
help with job advancement. It is no longer
enough to have a basic resume. Your
resume must be polished and focused to
reflect your brand image. It should include
targeted and impactful wording that
illustrates your most impressive
accomplishments. Many executives are
opting to include a multimedia Visual
CV/Digital Resume as part of their
repertoire.
4. Public Speaking and Media Interaction
➔ I know that people hate the thought of
speaking publicly, but the more you get
your face and name out in the world as a
valued resource and industry expert, the
more likely you are to be remembered for
ne =w and interesting opportunities. If you
are quoted as a trusted resource in multiplt
publications, this will add clout to your
brand, as well.
➔ Most successful executives have worked
hard to develop their reputation and
nurture their brand value. It is important to
think about job advancement early in your
career. By planning, a well-defined
strategy and mapping out a specific plan
for growth, you will be one step ahead of
the competition.
MODULE 10 – LEADERSHIP THEORIES AND
BEHAVIORS
Leadership
➔ The individuals who are the leaders in an
organization, regarded collectively. It is the
activity of leading a group of people of an
organization for the ability to do this.
Leadership involves:
1 establishing a clear vision,
2. sharing that vision with others so that
they will follow willingly,
3. providing the information, knowledge
and methods to realize that vision and
4. coordinating and balancing the
conflicting of all members and
stakeholders
A leader steps up in times of crisis, and is able to
think and act creatively in difficult situations.
The role that leadership plays in the supervisory
process can be examined by studying behavioral
theories of leadership and the situational theory of
leadership.
Behavioral Theories of Leadership
➔ Behavioral theories of leadership are
based upon the belief that great leaders
are made, not born. Rooted in
behaviorism, this leadership theory
focuses on the actions of leaders not on
mental qualities or internal states.
According to this theory, people can learn
to become leaders through teaching and
observation.
Situational Theory of Leadership
➔ The Situational Leadership Theory, is a
leadership theory developed by Paul
Hersey, and Ken Blanchard.
➔ The fundamental underpinning of the
Situational Leadership Theory is that there
is no single "best" style of leadership.
Effective leadership is task-relevant and
that the most successful leaders are those
that adapt their leadership style to the
Maturity (the capacity to set high but
attainable goals, willingness and ability to
take responsibility for the task, and
relevant education and/or experience of an
individual or a group for the task) of the
individual or group they are attempting to
lead/influence. That effective leadership
varies not only with the person of group
that is being influenced, but it will also
 depend on the task, job or function that
needs to be accomplished.
Leadership Styles
Hershey and Blanchard characterized leadership
style in terms of the amount of Task Behavior and
Relationship Behavior that the leader provides to
their followers. They categorized all leadership
styles into four behavior types, which they named
S1 to S4:
● S1: Telling – This is characterized by
one-way communication in which the
leader defines the roles of the individual or
group and provides the what, how, why,
when, and where to do the task.
● S2: Selling – While the leader is still
providing the direction, he is now using
twoway communication and providing the
socio-emotional support that will allow the
individual or group being influenced to buy
into the process.
● S3: Participating – This is now shared
decision making about aspects of how the
task is accomplished and the leader is
providing less task behaviors while
maintaining high relationship behavior.
● S4: Delegating – The leader is still
involved in decision, however, the process
and responsibility has been passed to the
individual or group. The leader stays
involved to monitor progress. Of these, no
one style is considered optimal for all
leaders to use all the time. Effective
leaders need to be flexible, and must
adapt themselves according to the
situation.
job, but would still have a Maturity Level
M2 when asked to perform a task requiring
skills they don‘t possess.
Developing People and Self-motivation
A good leader develops the competence and
commitment of their people so they‘re
self-motivated rather than dependent on others for
direction and guidance.
● Hersheys – According to him, “The
Situational Book “, the leader‘s high,
realistic expectation causes high
performance of folowers.
● Ken Blanchard – According to him, “Four
combinations of competence and
commitment make up what we call
development level”
D4: High competence and high
commitment
D3: Moderate to high competence and
variable commitment
D2: Some to low competence and low
commitment
D1: Low competence and high
commitment

Maturity Levels
The right leadership style will depend on the person
or group being led – the follower. The
Hershey-Balnchard Situational Leadership Theory
identified four levels of Maturity M1 through M4:
● M1 – They generally lack the specific skills
required for the job in hand and are unable
and unwilling to do or to take responsibility
for this job or task.
● M2 – They are still unable to take on
responsibility for the task being done,
however, they are willing to work at the
task.
● M3 – They are experienced and able to do
the task but lack the confidence to take on
responsibility.
● M4 – They are experienced at the task,
and comfortable with their own ability to do
it well. Maturity Levels are also task
specific. A person might be generally
skilled, confident and motivated in their