Desk Manuals

Desk Manuals

Manuals, efficiency
  • Other
Desk Manuals
0
Portland State University (OR)
http://www.pdx.edu
https://docs.google.com/document/d/1jEZTLopkTfFBRL5QcGyMS16BgxhjvVbwSjD2idEOMK8/...

An example of a desk manual is available as a google doc at https://docs.google.com/document/d/1jEZTLopkTfFBRL5QcGyMS16BgxhjvVbwSjD2...

Useful for any administrative office

  • Institutions
  • Systems
  • State Agencies
  • Institutions
  • Systems
  • State Agencies

PURPOSE

There are many administrative task that are done infrequently (once or twice a year), performed by more than one person, or need to be done by others when someone is on leave, not available or when there is staff turnover. It is difficult to remember or know what was involved, the specific timelines, agreements made, responsibilities, etc.

  • Standardize processes and eliminating the need to reinvent the wheel every time a task is done

  • Save time

  • Provide historical info

DESCRIPTION

Creating desk manuals to document steps necessary to perform office tasks and creating an office culture of creating desk manuals.

A desk manual is a document that provides all the steps necessary to perform a task.

Benefits:
Help someone do their job better.
Provide continuity when doing tasks and implementing policies
Save time
Allow staff to operate independently
Provide cross training opportunities
Get one thinking critically about the steps in a process.
Streamlined processes
Create consistency regardless of who does the work
Make sure tasks are done on time

The manual should include:
• Definitions of procedures or processes
• Information about frequency, timelines, who does what, sample emails or letters, screen shots, etc.
• How to do the tasks
• Contact info
• Things to watch out for

The Provost's Office at Portland State creates desk manuals for many of our routine tasks and functions, regardless if they are performed frequently or once a year. The manuals are available in shared folders or google drives that are easily accessible to everyone in the office.

An example of a desk manual for our honorary doctorate process is available at https://drive.google.com/drive/my-drive

  • Time saved

  • Effective execution of task

We have created desk manuals for numerous tasks: Honorary Doctorate, Faculty Excellence Awards; Promotion and Tenure Process; Annual Symposium; Program Review, etc. We have achieved greater efficiency and a reputation on campus of consistency and high quality service and processes.

We have achieved consistency in tasks from year to year, greater independence for employees to perform tasks even if it is the first time they are doing it.

RESOURCES AND LESSONS LEARNED

It does take time to produce the manual first time around, but this can be minimized if the staff member creates the manual as they perform the tasks.

  • $0

  • Creating and updating the manual requires discipline

  • Manuals need to be maintained and updated

  • Employees need to be reminded to create them

  • They need to be accessible to all in the office and not sit in someone's private folder

FOR MORE INFORMATION

example at: https://docs.google.com/document/d/1jEZTLopkTfFBRL5QcGyMS16BgxhjvVbwSjD2...

Sona Andrews
Provost and VP for Academic Affairs
Portland State University
1600 SW 4th Street
Suite 650
Portland, Oregon 97207
Phone: 5037255257

sona.andrews@pdx.edu

Sona Andrews
Provost and VP for Academic Affairs
Portland State University
1600 SW 4th Street
Suite 650
Portland, Oregon 97207
Phone: 5037255257

sona.andrews@pdx.edu