Initial commit

skills/office-administration/SKILL.md

@@ -0,0 +1,802 @@
+# Office Administration & Document Management Skill
+
+**Production-tested patterns for expense policy compliance, document organization, communication protocols, and administrative efficiency**
+
+This skill provides comprehensive best practices for managing office administrative tasks with professionalism, efficiency, and policy compliance.
+
+---
+
+## Core Principles
+
+### 1. Systematic Organization
+- Consistent naming conventions
+- Logical folder hierarchies
+- Clear documentation
+- Easy retrieval
+- Scalable for growth
+
+### 2. Policy Compliance
+- Know and follow company policies
+- Document exceptions properly
+- Maintain audit trails
+- Ensure data security
+- Protect sensitive information
+
+### 3. Professional Communication
+- Clear and concise
+- Timely responses
+- Appropriate tone
+- Proper documentation
+- Follow-up consistently
+
+---
+
+## Expense Management Policies
+
+### Standard Expense Categories
+
+**Travel Expenses**:
+- **Flights**: Economy class standard, business for > 5 hours (with approval)
+- **Lodging**: Reasonable rates by city tier, receipts required
+- **Ground Transport**: Taxis, rideshare, rental cars, mileage reimbursement
+- **Meals**: Per diem or actuals (with receipts if > $25)
+- **Parking/Tolls**: Actual costs, receipts for > $25
+
+**Business Expenses**:
+- **Office Supplies**: < $50 no approval, > $50 requires approval
+- **Technology**: Requires approval regardless of amount
+- **Software**: Requires IT and budget approval
+- **Books/Training**: Requires manager approval
+- **Professional Dues**: Annual, with approval
+
+**Client/Entertainment**:
+- **Client Meals**: Reasonable, document attendees and purpose
+- **Team Events**: With manager approval
+- **Gifts**: Follow gift policy limits
+- **Entertainment**: Appropriate and documented
+
+### Expense Amount Limits (typical)
+
+**Meals - Per Diem Rates**:
+```
+Breakfast:    $15
+Lunch:        $20
+Dinner:       $40
+Full Day:     $75
+
+High-cost cities (NYC, SF, DC, Boston):
+Full Day:     $100
+
+Client meals: Up to $100/person (with approval)
+Team meals:   Up to $40/person (with approval)
+```
+
+**Transportation**:
+```
+Taxi/Rideshare:    Reasonable, receipt if > $25
+Parking:           Actual cost, receipt required
+Mileage:           $0.67/mile (2024 IRS standard rate)
+Rental Car:        Economy/standard class
+  Daily rate:      Up to $75/day
+  Insurance:       Decline if covered by credit card
+```
+
+**Lodging**:
+```
+Standard metro:    Up to $200/night
+Major metro:       Up to $300/night
+High-cost cities:  Up to $400/night
+Extended stay:     Negotiate monthly rate
+
+Always require:    Itemized receipt
+```
+
+**Other**:
+```
+Office supplies:   < $50 auto-approved
+Technology:        Requires approval
+Gifts:             < $25 per person
+Professional dues: Annual with approval
+```
+
+### Receipt Requirements
+
+**Always Required For**:
+- All lodging (any amount)
+- All airfare (any amount)
+- Any single expense > $25
+- All client/entertainment expenses
+- All corporate card expenses
+
+**Receipt Must Show**:
+- Vendor name and location
+- Date of purchase
+- Itemized list (not just total)
+- Payment method (last 4 digits)
+- Tax breakdown
+
+**Acceptable Receipt Formats**:
+- Original receipt (preferred)
+- Digital copy/photo (clear and legible)
+- Credit card receipt with details
+- Email confirmation (for online purchases)
+
+**Unacceptable**:
+- Credit card summary only (no itemization)
+- Handwritten notes (unless affidavit for lost < $25)
+- Illegible copies
+- Partial information
+
+### Missing Receipt Protocol
+
+**Amount < $25**:
+- Written explanation acceptable
+- Document: date, vendor, amount, business purpose
+- Manager approval recommended
+- Limit: 3 per expense report
+
+**Amount > $25**:
+- Request duplicate from vendor
+- If unavailable: Lost Receipt Affidavit required
+- Credit card statement as supporting doc
+- Manager approval required
+- Finance may request additional documentation
+
+**Lost Receipt Affidavit Template**:
+```
+LOST RECEIPT AFFIDAVIT
+
+I, [Name], certify that I incurred the following business expense
+but am unable to provide a receipt.
+
+Date:           [MM/DD/YYYY]
+Vendor:         [Vendor name and location]
+Amount:         $[XX.XX]
+Payment:        [Method - last 4 digits if card]
+Purpose:        [Business purpose]
+Reason:         [Why receipt unavailable]
+
+I certify this information is accurate to the best of my knowledge.
+
+Signature: _________________ Date: _______
+Manager Approval: ___________ Date: _______
+```
+
+### Non-Reimbursable Expenses
+
+**Never Reimbursable**:
+- Personal expenses (toiletries, gym, entertainment)
+- Traffic tickets, parking fines
+- Lost items (luggage, phone, etc.)
+- Expenses for family/friends
+- Pet care
+- Personal insurance
+- Personal phone calls (beyond reasonable business)
+- Movies, entertainment (non-business)
+- Excessive or luxury items
+- Alcohol (policy varies - often excluded)
+
+**Sometimes Reimbursable** (with approval):
+- Alcohol with client meal
+- Business-class flights (> 5 hours)
+- Hotel above standard rate (if necessary)
+- Rental car upgrade (for business need)
+- Expedited shipping
+
+### Expense Report Best Practices
+
+**Timing**:
+- Submit within 30 days of expense
+- Late submissions may be denied
+- Process monthly for ongoing expenses
+- Don't wait to accumulate (hard to remember details)
+
+**Organization**:
+- Group by category
+- Sort by date within category
+- Number receipts and match to report
+- Staple/attach in order
+- Include cover sheet with totals
+
+**Documentation**:
+- Business purpose for all items
+- Client names for entertainment
+- Project/client codes if required
+- Mileage log for driving
+- Conference agenda for registration
+
+**Accuracy**:
+- Verify all math
+- Check receipt amounts match report
+- Ensure categories correct
+- Include all taxes and fees
+- Total should match receipts exactly
+
+---
+
+## Document Organization Systems
+
+### Standard Folder Hierarchy
+
+**Corporate Structure** (3-4 levels max):
+```
+company-name/
+├── administration/
+│   ├── policies/
+│   ├── procedures/
+│   ├── forms/
+│   └── communications/
+│
+├── finance/
+│   ├── expenses/
+│   │   ├── 2025/
+│   │   ├── 2024/
+│   │   └── templates/
+│   ├── invoices/
+│   │   ├── pending/
+│   │   ├── paid/
+│   │   └── overdue/
+│   ├── budgets/
+│   └── reports/
+│
+├── hr/
+│   ├── employees/ (restricted access)
+│   ├── benefits/
+│   ├── training/
+│   └── policies/
+│
+├── legal/
+│   ├── contracts/
+│   │   ├── active/
+│   │   ├── pending/
+│   │   └── expired/
+│   ├── agreements/
+│   └── compliance/
+│
+├── operations/
+│   ├── procedures/
+│   ├── documentation/
+│   └── tools/
+│
+├── projects/
+│   ├── active/
+│   │   ├── project-alpha/
+│   │   └── project-beta/
+│   ├── completed/
+│   └── archived/
+│
+└── shared/
+    ├── templates/
+    ├── resources/
+    └── training/
+```
+
+### File Naming Conventions
+
+**Standard Format**:
+```
+[DATE]-[CATEGORY]-[DESCRIPTION]-[VERSION].[ext]
+
+Components:
+- DATE:        YYYY-MM-DD (ISO 8601, sorts correctly)
+- CATEGORY:    project/client/department
+- DESCRIPTION: 2-5 words, descriptive
+- VERSION:     v1.0, v2.1, draft, final
+
+Examples:
+2025-01-20-contract-acme-corp-v2.0-final.pdf
+2025-01-15-expense-report-john-smith-january.xlsx
+2025-01-10-meeting-notes-product-team.md
+invoice-2025-001-acme-corp.pdf
+```
+
+**Naming Rules**:
+- ✅ Use hyphens or underscores (not spaces)
+- ✅ Use lowercase or consistent capitalization
+- ✅ Include date for time-sensitive documents
+- ✅ Be descriptive but concise
+- ✅ Include version for iterative documents
+- ❌ No special characters: `/ \ : * ? " < > |`
+- ❌ No spaces in filenames
+- ❌ Avoid generic names: doc1.pdf, file.xlsx, new-file.docx
+- ❌ Don't use "final" multiple times (final2, finalfinal, etc.)
+
+**Version Control**:
+```
+document-name-draft.pdf          (initial draft)
+document-name-v1.0-review.pdf    (ready for review)
+document-name-v1.1-review.pdf    (revised after feedback)
+document-name-v1.0-final.pdf     (approved version)
+document-name-v2.0-final.pdf     (major revision)
+```
+
+**Date Formats** (always use YYYY-MM-DD):
+```
+✅ Correct:   2025-01-20 (ISO 8601, sorts naturally)
+❌ Wrong:     01-20-2025 (ambiguous, doesn't sort)
+❌ Wrong:     Jan 20 2025 (doesn't sort)
+❌ Wrong:     1/20/25 (ambiguous)
+```
+
+### Document Lifecycle Management
+
+**Active Phase**:
+- Location: Main working folders
+- Access: Team members
+- Backup: Daily
+- Review: Ongoing
+
+**Reference Phase**:
+- Location: Reference subfolder or archive
+- Access: As needed
+- Backup: Weekly
+- Review: Annually
+
+**Archive Phase**:
+- Location: Archive/[YEAR]/
+- Access: Limited, read-only
+- Backup: Monthly
+- Review: Retention policy
+
+**Disposal Phase**:
+- Policy: After retention period expires
+- Method: Secure deletion
+- Documentation: Disposal log
+- Compliance: Legal/regulatory requirements
+
+### Retention Policies (typical)
+
+**Financial Records**:
+```
+Tax returns:           7 years
+Expense reports:       7 years
+Invoices:              7 years
+Bank statements:       7 years
+Receipts:              7 years
+Payroll records:       7 years
+```
+
+**Legal/HR**:
+```
+Contracts:             7 years after expiration
+Employee files:        7 years after separation
+I-9 forms:            3 years after hire or 1 year after separation
+Benefits:              6 years
+```
+
+**Business Records**:
+```
+Meeting minutes:       Permanent (or 7 years)
+Policies:              Current + 3 years superseded
+Correspondence:        3-7 years
+Project files:         7 years after completion
+```
+
+**Digital Files**:
+```
+Email:                 Follow company policy (often 2-3 years)
+Documents:             Per category above
+Backups:               Incremental (30 days), Full (1 year)
+```
+
+---
+
+## Communication Protocols
+
+### Email Etiquette
+
+**Subject Lines**:
+```
+✅ Good:  "Q1 Budget Review - Action Required by Jan 25"
+✅ Good:  "Meeting Scheduled: Project Kickoff - Jan 20 @ 2 PM"
+✅ Good:  "FYI: Updated Travel Policy Effective Feb 1"
+
+❌ Bad:   "Question"
+❌ Bad:   "Meeting"
+❌ Bad:   "FYI"
+```
+
+**Structure**:
+```
+Subject: [Clear, specific subject with action/deadline if applicable]
+
+[Greeting]
+
+[Purpose - why you're writing, in 1-2 sentences]
+
+[Details - relevant information, organized clearly]
+- Use bullet points for multiple items
+- Keep paragraphs short
+- Put action items at the top or in bold
+
+[Clear call to action or next steps]
+
+[Professional closing]
+[Signature]
+```
+
+**Response Time Expectations**:
+- Urgent: Within 2 hours
+- Important: Within same business day
+- Standard: Within 24 hours
+- FYI: No response required (unless questions)
+- Out of office: Set auto-reply
+
+**To/CC/BCC Guidelines**:
+- **To**: Action required from these recipients
+- **CC**: FYI only, no action needed
+- **BCC**: Rarely appropriate (when keeping someone informed discreetly)
+- **Don't**: CC entire company unless truly necessary
+
+### Phone Etiquette
+
+**Answering**:
+```
+"Good morning/afternoon, [Company Name], this is [Your Name].
+How may I help you?"
+
+Or for internal:
+"This is [Your Name]."
+```
+
+**Taking Messages**:
+- Caller's name (spell check)
+- Company/affiliation
+- Phone number (repeat back)
+- Reason for call
+- Best time to return call
+- Date and time of call
+- Your name
+
+**Voicemail**:
+```
+"You've reached [Your Name] at [Company Name].
+I'm unavailable to take your call right now.
+Please leave your name, number, and a brief message,
+and I'll return your call as soon as possible.
+Thank you."
+```
+
+**Professional Phone Behavior**:
+- Answer within 3 rings
+- Smile (it comes through in your voice)
+- Speak clearly and at moderate pace
+- Use professional language
+- Don't eat, chew gum, or drink while talking
+- Minimize background noise
+- Take good notes
+
+### Meeting Communication
+
+**Before Meeting**:
+- Send invite 2+ days in advance
+- Include clear agenda
+- Attach preparation materials
+- List required vs. optional attendees
+- Specify virtual meeting details
+
+**During Meeting**:
+- Start on time
+- Follow agenda
+- Document decisions and action items
+- Manage time
+- End on time
+
+**After Meeting**:
+- Send notes within 24 hours
+- Include decisions made
+- List action items with owners and deadlines
+- Attach any relevant materials
+- Schedule follow-up if needed
+
+**Meeting Notes Template**:
+```markdown
+# [Meeting Title]
+
+**Date**: [YYYY-MM-DD]
+**Time**: [HH:MM AM/PM TZ]
+**Attendees**: [Names]
+**Absent**: [Names]
+
+## Agenda
+1. [Topic 1]
+2. [Topic 2]
+3. [Topic 3]
+
+## Discussion Summary
+
+### [Topic 1]
+[Key points discussed]
+
+### [Topic 2]
+[Key points discussed]
+
+## Decisions Made
+- [Decision 1]
+- [Decision 2]
+
+## Action Items
+- [ ] [Task 1] - Owner: [Name] - Due: [Date]
+- [ ] [Task 2] - Owner: [Name] - Due: [Date]
+
+## Next Meeting
+[Date/Time or "TBD"]
+```
+
+---
+
+## Calendar Management Best Practices
+
+### Personal Calendar Hygiene
+
+**Blocking Time**:
+```
+✅ Do:
+- Block focus time daily (2-4 hours)
+- Block lunch (12-1 PM)
+- Block prep time before meetings
+- Block admin time weekly
+- Block personal appointments
+
+❌ Don't:
+- Leave calendar completely open
+- Accept all meeting invites without reviewing
+- Double-book yourself
+- Ignore personal time
+```
+
+**Color Coding**:
+- **Red**: High priority/critical
+- **Blue**: Meetings/calls
+- **Green**: Focus time/deep work
+- **Yellow**: Tentative/flexible
+- **Purple**: Personal
+- **Gray**: Out of office/vacation
+
+**Calendar Settings**:
+- Set working hours (e.g., 9 AM - 5 PM)
+- Set default meeting duration (25 or 50 min for buffer)
+- Enable speedy meetings (automatic buffer)
+- Set appropriate time zone
+- Share availability appropriately
+
+### Managing Others' Calendars
+
+**Executive Assistant Responsibilities**:
+- Maintain accurate calendar
+- Schedule and confirm appointments
+- Manage conflicts and reschedule
+- Prepare meeting materials
+- Track action items
+- Coordinate with other assistants
+
+**Prioritization**:
+1. **Critical**: C-level meetings, board meetings, critical clients
+2. **High**: Important clients, key projects, team meetings
+3. **Medium**: Standard meetings, 1-on-1s
+4. **Low**: Optional attendance, FYI meetings
+
+**Conflict Resolution**:
+```
+When double-booked:
+1. Assess priority of both meetings
+2. Check if delegate can attend lower priority
+3. See if either can be rescheduled
+4. Consult executive on preference
+5. Reschedule lower priority
+6. Inform all parties promptly
+```
+
+---
+
+## Office Supplies Management
+
+### Standard Inventory
+
+**Daily Use**:
+- Pens, pencils, markers
+- Notepads, sticky notes
+- Stapler, staples, paper clips
+- Tape (clear, double-sided)
+- Scissors
+- Folders, binders
+- Copy paper
+
+**Periodic Use**:
+- Envelopes (various sizes)
+- Labels
+- Batteries
+- Rubber bands
+- Push pins
+- Binder clips
+- White-out
+
+**Ordering Process**:
+1. Check current inventory weekly
+2. Maintain 2-week supply
+3. Use approved vendors
+4. Track spending monthly
+5. Store organized by category
+6. FIFO (first in, first out)
+
+### Office Equipment Maintenance
+
+**Regular Maintenance**:
+- Printers: Check toner weekly, clean monthly
+- Copiers: Service contract, report issues promptly
+- Phones: Test quarterly, clean weekly
+- Computers: Updates scheduled, clean keyboard/screen weekly
+- Kitchen: Clean daily, restock supplies, check equipment
+
+**Vendor Management**:
+- Maintain vendor contact list
+- Track service contracts
+- Schedule preventive maintenance
+- Document service calls
+- Review vendor performance annually
+
+---
+
+## Data Security & Privacy
+
+### Document Classification
+
+**Public**:
+- Marketing materials
+- Published information
+- General company info
+- Can be shared freely
+
+**Internal**:
+- Most business documents
+- Internal communications
+- Meeting notes (non-sensitive)
+- Share only with employees
+
+**Confidential**:
+- Financial data
+- Employee information
+- Strategic plans
+- Share on need-to-know basis
+- Use secure methods
+
+**Highly Confidential**:
+- Legal documents
+- Sensitive employee data
+- Proprietary information
+- Executive-level strategic info
+- Encrypted storage/transmission
+
+### Access Control
+
+**Physical Documents**:
+- Lock file cabinets for confidential docs
+- Use sign-out sheets for critical files
+- Shred sensitive documents when disposing
+- Clear desk policy for end of day
+- Visitor access restrictions
+
+**Digital Documents**:
+- Password protection for sensitive files
+- Encryption for highly confidential
+- Access permissions by role
+- Audit logs for critical systems
+- Regular access reviews
+
+### Privacy Best Practices
+
+**Personal Information**:
+- Collect only what's necessary
+- Store securely
+- Share only with authorization
+- Dispose of properly
+- Follow privacy regulations (GDPR, CCPA, etc.)
+
+**Confidential Conversations**:
+- Use private spaces for sensitive discussions
+- Close doors for confidential meetings
+- Don't discuss in public areas
+- Be aware of who can overhear
+- Use secure communication channels
+
+---
+
+## Professional Development
+
+### Skills for Office Administrators
+
+**Core Competencies**:
+- Organization and time management
+- Communication (written and verbal)
+- Technology proficiency
+- Attention to detail
+- Problem-solving
+- Discretion and confidentiality
+
+**Technical Skills**:
+- Microsoft Office (Word, Excel, PowerPoint, Outlook)
+- Google Workspace (Docs, Sheets, Slides, Calendar)
+- Video conferencing (Zoom, Teams, Meet)
+- Project management tools
+- Expense management systems
+- Calendar management tools
+
+**Soft Skills**:
+- Professionalism
+- Adaptability
+- Customer service
+- Teamwork
+- Initiative
+- Stress management
+
+### Continuous Improvement
+
+**Stay Current**:
+- Attend training sessions
+- Learn new software features
+- Join professional associations
+- Read industry publications
+- Network with peers
+
+**Process Improvement**:
+- Document repetitive tasks
+- Identify automation opportunities
+- Propose efficiency improvements
+- Share best practices
+- Measure and track improvements
+
+---
+
+## Checklist: Administrative Excellence
+
+**Daily**:
+- [ ] Check email and respond within 24 hours
+- [ ] Review calendar for next day
+- [ ] Process expense receipts
+- [ ] File documents properly
+- [ ] Tidy workspace
+
+**Weekly**:
+- [ ] Review upcoming week's calendar
+- [ ] Restock office supplies
+- [ ] Back up important files
+- [ ] Follow up on pending items
+- [ ] Clean out email inbox
+
+**Monthly**:
+- [ ] Submit expense reports
+- [ ] Review and archive old documents
+- [ ] Check calendar for next month
+- [ ] Order supplies as needed
+- [ ] Review processes for improvements
+
+**Quarterly**:
+- [ ] Archive completed projects
+- [ ] Review recurring meetings (still needed?)
+- [ ] Update contact lists
+- [ ] Review retention policy compliance
+- [ ] Assess vendor relationships
+
+**Annually**:
+- [ ] Review all policies and procedures
+- [ ] Archive prior year documents
+- [ ] Update emergency contact information
+- [ ] Review professional development goals
+- [ ] Organize major cleanup/purge
+
+---
+
+## Key Takeaways
+
+1. **Organization is foundational**: Consistent systems save time and reduce errors
+2. **Policy compliance matters**: Know the rules and follow them
+3. **Communication clarity**: Clear, timely, professional communication builds trust
+4. **Document properly**: Good documentation protects the organization
+5. **Security conscious**: Protect sensitive information at all times
+6. **Continuous improvement**: Always look for ways to work smarter
+7. **Professional demeanor**: Represent the organization well in all interactions
+8. **Attention to detail**: Small mistakes can have big consequences
+
+---
+
+**Remember**: Great office administration is invisible - everything just works. Poor administration is obvious - things fall through the cracks. Strive for invisible excellence.