1. Time After Time
Learning the Skill of
Creating Reliable
Administrative Methods
& Processes (RAMP)
A Training and Guide
for Administrative
ProfessionalsBeckie Layton
Administrative Consultant
& Freelance Writer © Copyright 2014 Beckie Layton

2. 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
© Copyright 2014 Beckie Layton

3. Reliable Administrative
Methods & Processes
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.
© Copyright 2014 Beckie Layton
What is a Reliable
Method?

4. Reliable Administrative
Methods & Processes
What is a Reliable
Method?
© Copyright 2014 Beckie Layton
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• They inherited an out-of-date manual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

5. Reliable Administrative
Methods & Processes
Purpose &
Importance of Reliable Methods
© Copyright 2014 Beckie Layton
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

6. Reliable Administrative
Methods & Processes
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
© Copyright 2014 Beckie Layton

7. Reliable Administrative
Methods & Processes
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
© Copyright 2014 Beckie Layton

8. Reliable Administrative
Methods & Processes
Example Blank
RAMP Template
© Copyright 2014 Beckie Layton
Component 2
The Steps
Component 1
Fundamentals
Component 3
Miscellaneous
}
}
}
A

9. Reliable Administrative
Methods & Processes
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)
© Copyright 2014 Beckie Layton

10. Reliable Administrative
Methods & Processes
› 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
© Copyright 2014 Beckie Layton

11. Reliable Administrative
Methods & Processes
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
© Copyright 2014 Beckie Layton

12. Reliable Administrative
Methods & Processes
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
© Copyright 2014 Beckie Layton

13. Reliable Administrative
Methods & Processes
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
© Copyright 2014 Beckie Layton

14. 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)
© Copyright 2014 Beckie Layton

15. Reliable Administrative
Methods & Processes
Validation
© Copyright 2014 Beckie Layton
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

16. Reliable Administrative
Methods & Processes
Example RAMP For Supply
Sourcing
© Copyright 2014 Beckie Layton

17. Reliable Administrative
Methods & Processes
Example – Page 2
RAMP For Supply Sourcing
© Copyright 2014 Beckie Layton

18. Reliable Administrative
Methods & Processes
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
© Copyright 2014 Beckie Layton

19. Reliable Administrative
Methods & Processes
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
© Copyright 2014 Beckie Layton

20. Reliable Administrative
Methods & Processes
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: info@beckielayton.com
Seattle, Washington
Beckie is available for speaking engagements, consulting,
project collaboration and content contribution.
© Copyright 2014 Beckie Layton