Time After Time: Creating Reliable Administrative Methods Process (RAMP)

Time After Time Learning the Skill of Creating Reliable Administrative Methods & Processes (RAMP)

A Training and Guide for Administrative Professionals Beckie Layton

Administrative Consultant & Freelance Writer

© Copyright 2014 Beckie Layton

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



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.


What is a Reliable Method?


What is a Reliable Method?


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Reasons why they are not held accountable: •  They inherited an out-of-date manual •  It was a conglomeration of multiple people’s work and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

Reliable Administrative Methods & Processes Purpose &

Importance of Reliable Methods


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


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



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



Example Blank RAMP Template


Component 2 The Steps

Component 1 Fundamentals

Component 3 Miscellaneous

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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)



� 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



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



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



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


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)



Validation


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


Example RAMP For Supply Sourcing



Example – Page 2 RAMP For Supply Sourcing



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



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



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: [email protected]

Seattle, Washington

Beckie is available for speaking engagements, consulting, project collaboration and content contribution.


Time After Time: Creating Reliable Administrative Methods Process (RAMP)

Presentations & Public Speaking

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