Course in Office Management through Information Technology

With the rapid integration of digital solutions across workplaces, Information Technology has become a central pillar in modern office management. Traditional paper-based administration is being replaced by streamlined digital tools that enhance productivity, optimize time management, and improve the flow of information.
In response to this transformation, Geneva Institute of Business Administration offers the course "Office Management through Information Technology", designed to equip participants with practical and advanced skills for leveraging technology in daily administrative tasks. This program aims to empower office professionals to adapt confidently to the digital workplace and lead the transition toward efficient, organized, and technology-driven office operations.

Target Group

• Secretaries and administrative assistants seeking to upgrade their skills using modern digital tools.

• Office coordinators and administrators in both public and private sectors looking for more efficient work methods.

• Team and virtual office coordinators managing distributed or remote teams.

• Executive assistants and office managers aiming to adopt IT-based solutions for better internal workflow.

• Staff involved in document control and digital archiving.

• HR and administrative personnel responsible for day-to-day operations and internal processes.

Objectives

• Enable participants to apply Information Technology tools to manage office tasks efficiently and accurately.

• Introduce the latest digital platforms used in scheduling, archiving, and professional correspondence.

• Strengthen digital communication skills and collaborative work through cloud-based platforms.

• Enhance the ability to organize, monitor, and act on data-driven decisions in real time.

• Improve time management and task tracking using advanced productivity applications.

• Increase effectiveness in managing meetings and appointments through specialized scheduling tools.

• Facilitate the transition from traditional office procedures to smart digital workflows.

• Promote sustainable practices by reducing paper use and optimizing digital documentation.

Course Outline

• Digital Transformation in the Modern Office

  • Understanding digital office management and its key drivers.

  • The impact of technology on office structure and workflow.

  • Characteristics and operational needs of smart offices.

  • Comparing traditional management with digitally supported systems.

• Task Management and Smart Scheduling Tools

  • Utilizing smart calendars and appointment scheduling apps.

  • Managing daily activities using digital task planners.

  • Setting up alerts and notifications for task reminders.

  • Integrating schedules across cloud-based team platforms.

• Email Management and Digital Communication

  • Organizing inbound and outbound email communications.

  • Creating professional auto-replies and digital signatures.

  • Using smart filters and advanced email management functions.

  • Employing email as a daily productivity and planning tool.

• Electronic Document Creation and Formatting

  • Designing documents using advanced editing software.

  • Formatting formal documents and standardizing templates.

  • Saving documents in various formats and sharing them securely.

  • Protecting files using passwords and permission settings.

• Digital File Archiving and Retrieval Systems

  • Building flexible digital archiving structures.

  • Classifying documents by topic, date, or origin.

  • Utilizing cloud storage solutions for secure access.

  • Managing file access and user permissions effectively.

• Collaborative Platforms and Team Coordination

  • Using platforms like Microsoft Teams and Google Workspace.

  • Sharing files and tracking collaborative document changes.

  • Assigning tasks and monitoring progress within teams.

  • Organizing and documenting virtual meeting outcomes.

• Time and Resource Management with Digital Tools

  • Applying time-tracking apps for monitoring productivity.

  • Using performance indicators to assess administrative output.

  • Automating reports for recurring office tasks.

  • Delegating responsibilities and scheduling recurring workflows.

• Meeting Coordination and Calendar Management

  • Preparing meeting invitations and shared calendars.

  • Organizing agendas and notes before and during meetings.

  • Documenting meeting outcomes and distributing summaries.

  • Managing hybrid (in-person and online) meeting logistics.

• Information Security in the Digital Office

  • Identifying common threats in a digital work environment.

  • Data protection practices across devices and networks.

  • Importance of backups and regular system updates.

  • Safe use of email, cloud storage, and internal platforms.

• Continuous Development and Transition to Smart Office

  • Keeping up with office technology updates.

  • Ongoing training to boost digital competency.

  • Evaluating digital office performance and refining workflows.

  • Planning the phased adoption of fully smart office systems.