Head of Administration / Facilities Department

Programme

Day 1

Organisational structures of enterprises

• The company's goal and policy
• Types of structures
• Advantages and disadvantages
• The place of the administrative and facilities department (AFD) in the company's activities
• Tasks and functions of the AFD (we consider all forms and types of activity of companies and enterprises)
• Our internal customers, who are they? (discussion, using examples from participants' workplaces)
• Your line manager. Who are they? Their understanding of the AFD's goals and tasks (discussion)

Workshop: Participants independently determine the place of the AFD in their company, discussion, proposals for change

The head of the AFD

• The head of the AFD, who are they? Psychophysiological types and skills of «facilities people»
• Competence requirements for the head of the AFD
• Management culture, planning, organisation, control, feedback
• Negotiation skills
• Organising work under multitasking
• Responsibility

Workshop: Joint discussion, analysis of situations and problems, finding ways to solve issues in the AFD's work at participants' enterprises

Local and regulatory acts of the AFD, documentation

• Job description of the head of the administrative and facilities service (we consider options)
• What needs to be taken into account in the job descriptions of your subordinates
• Correct selection and placement of staff
• Strengthening work discipline
• Increasing the effectiveness of the AFD, ways and methods of obtaining feedback

Workshop: Drawing up the job description of the head of the AFD and of your staff members, what should you pay attention to? Discussion

Goals, their formulation and the requirements for them

• A goal is an idea
• Criteria and priorities in setting goals, important — not important
• Your subordinates' understanding of the goals set, feedback
• Ways of conveying the essence of a goal to subordinates (All people are different, that is a fact)
• Priorities, time period, adjustment and motivation

Discussion: ways of setting goals, options for obtaining feedback

Day 2

Principles of planning and budgeting the AFD's activities, monthly, quarterly, with a one-year horizon

• Fundamentals of planning, factors affecting your plans
• Methods of and collecting information on the current state of your «estate»: property, buildings, structures, grounds
• Frequency, location, seasonality
• Assessing condition, deciding whether expenditure is worthwhile
• Justifying the required expenditure, how to convey the information easily and simply to all stakeholders when defending the budget

Workshop: Drawing up a budget for cosmetic repairs to warehouse premises (at participants' request the object of budgeting can be changed)

Organising the AFD's work

• External and internal consumers
• Suppliers and contractors
• Organising routine and tender procurement
• Supplier selection criteria
• Principles of inventory management
• Staff rotation: pros and cons
• Lease, maintenance, service contracts, etc. What you need to pay attention to
• Organising repair work in buildings and structures

Workshop: Drawing up the main list of criteria affecting the AFD's work as a whole, based on input data provided by participants

Day 3

Outsourcing and the reasons for using it

• Pros and cons for the AFD
• Purpose, goal, essence and economic justification of outsourcing
• Main reasons for using outsourcing
• Classification and types of outsourcing
• Implementing outsourcing
• Choosing a service provider, what do you need to pay attention to?

Workshop: We do the calculation and determine whether outsourcing is worthwhile at participants' enterprises for particular types of work. Discussion

Organising corporate events

• Event theme
• Venue, what you need to pay attention to
• Input data, plan, numbers, status of internal customers
• Organiser's mistakes

Workshop: Exercise «Developing the timing of the event schedule»

The lean office

• We discuss the causes affecting productivity, losses and their types
• Crisis situations, procedure
• Eliminating time-wasters
• Daily chaos, what is it? How to fight it?
• The «lean office»: how to properly organise the fight against losses in the office and increase staff productivity

Workshop: Based on a situational example provided by participants, we draw up a plan of work and actions

The work of AFD units often cannot be 100% planned, since unforeseen issues, tasks and «fires» arise

At participants' request it is possible to deviate from the programme for a more detailed discussion of ways and solutions to the issues participants face

Discussion of previously unresolved issues and problems in the AFD's activities at the participant's enterprise (company). What, how and why

The trainer will help you sort out any issues in the AFD's activities, find a solution, and develop a plan for implementation and roll-out