Introduction

I had the opportunity recently of travelling to the United States as part of a group for work. We had a task to do while we were there, more than just attending a conference and with people within the group doing a variety of different tasks and working different shift times. All staying in different locations and with coordinated travel requirements (a chartered aircraft and a plethora of hire cars to get people where they need to be when they need to be there. What I saw highlighted the importance of the administrative support to make the efficient use of assets and make sure the people know what is going on.

What is administrative support?

Administrative support encompasses those things around the primary responsibility of the group, which allow the group to remain focused on those primary responsibilities. Quite often, this administrative support is limited to just the actions prior to the group departing for their task. This is important, those people need to have a coordinated departure and organised accommodation, transport and assistance.

Once in the location, administrative support doesn’t end. That support includes the ability to adjust the plan, communicate updates, ensure emergencies dealt with and everyone is accounted for.

Administrative support is best provided in location, but can be provided remotely. The important thing is that the support has contact with all members of the group, knows where they are and what they are doing, and has a comprehensive understanding of the program.

Why is it important?

The importance of administrative covers a variety of facets:

• Allowing the participants to concentrate on their primary responsibilities. What are people being paid to do – what are they specialists in and are they efficient doing this.

• Being able to deal with contingencies and ensure the participants are looked after in the event of an emergency.

• Ensuring any changes or updates are communicated to the participants to alleviate any stressors.

What this relies upon is a comprehensive communication plan, confirmed contact list and reporting regime. Participants need to be aware of what the Administrative Support Team is able to do to support the and why – to make them more effective.