In the work of a secretary, you have the opportunity to do various tasks on behalf of your boss, and you also have external relationships. The secretary is, so to speak, the face of the company. In order to behave in a manner that is not embarrassing as a position that carries the image of the company, it is necessary to acquire appropriate business etiquette. This time, I will explain the business etiquette required of a secretary by dividing it into scenes.
1. Necessary business manners
In my job as a secretary, there are many situations where I do various tasks on behalf of my superior. In other words, you are in a position that bears a heavy responsibility, and you are required to have appropriate business etiquette. From here, I will explain the business etiquette required of a secretary according to common situations.
1-1. Telephone response
The telephone is directly linked to the image of the company, and the other party is required to respond without rudeness. First of all, when you receive a call, it is basic to answer within 3 calls. Following the greeting, give the company name and the name of the department to which you belong, and confirm the company name and name of the other party. The timing to switch from "Good morning" to "Thank you for calling" is around 11:00 am. If it is difficult to hear the other party's voice, try to avoid direct expressions by saying something like "It seems that the phone is a little far away".
As a secretary, you also need to be careful not to use the wrong wording. It is also important not to give your boss's schedule or personal information without your boss's permission. If your boss is absent, answer "visiting or on a business trip" and check if there is a call back.
Hospitality is used to mean adding special hospitality to general customer service, and secretaries are often required to do this. You must be aware that hospitality influences your external impression. It is important to use the terms of hospitality flexibly according to the person to whom you are dealing, and you need to have some experience before you can do it naturally. In order not to make the other person feel uncomfortable, it is important to avoid straight expressions when asking for something and add cushion words such as "Excuse me".
There are also some rules for how to call a company name and job title. Do not confuse "our company" used for your company with "your company" used for the other company. When introducing a person from your company to someone outside the company, the correct answer is to abandon your surname, even if you are your boss. Also, even if you are an outsider, the title itself is originally a honorific title, so if you call it "manager", it will be a double honorific. In addition, let's work with a spirit of thoroughness in all responses, such as slowly knocking on the door three times.
If you deal with it on a daily basis, sometimes you may not be able to meet the will of the other party, but the secretary's qualifications are also questioned in how to refuse. It is the most annoying for the other party to postpone the reply and then decline, so it is important to forecast the schedule early and decline early if you find it difficult to adjust. In addition, it is good manners to communicate the refusal by telephone. Emails are one-sided and can give a cold impression. Based on two-way communication over the phone, do your best to convey the reason and apology.
The secretary has the opportunity to chat with the other party during travel time, but there is also etiquette there. Sometimes it is necessary to create a relaxing atmosphere with private topics. In addition, the secretary's basic stance is to speak honestly to any person. Answer any questions honestly, assuming you don't touch confidentiality. When you accompany your boss, you also need to have a good sense of how and how your boss is feeling and choosing the right topic. If you have the opportunity to interact with a large number of people at a business party, the secretary should take the position of carrying the company on his back and talk about topics that will lead to the promotion of the company.
Let's use flexible manners
Mastering business etiquette is a condition that must be cleared at least as a secretary. Furthermore, since it is a job to interact with people from various positions inside and outside the company, it is also required to have the ability to apply proper etiquette according to the person. However, it is a prerequisite to treat any person fairly. Don't forget to be humble as a secretary, and use your manners flexibly.
【 TransACT Group 】
The secretary not only supports the executives of the company, but also has a very important role to influence the image of the company. Temporary employees are attracting attention as one of the forms of employment. Therefore, we have summarized the grooming points that you should check when hiring a secretary dispatch.
■ Checkpoint ① Is there a feeling of cleanliness?
It is said that the first impression has a big impact on what kind of person you meet for the first time, but the interview test is no exception. In particular, when hiring as a secretary, it has a great influence on the image of the company, so it is essential to check the appearance of the applicant when taking charge of the interview test. First of all, it is important to check if there is a feeling of cleanliness. Of course, your clothes should be clean, but check that your cuffs and collar are clean. Of course, you can't miss the fact that the shoes are in good condition. Also, I'm worried about my mouth. After all, it can be said that a person who has good tooth care is desirable. If you're a man, check that your beard isn't growing. Some people wear perfumes and colognes, but it's also important that the odor isn't too tight.
■ Checkpoint ② Isn't the clothes and makeup gorgeous?
The clothes for the employment examination depend on the type of business, but it is common to wear a suit. Especially for those who want to be hired as a secretary, it is also a checkpoint whether they will come in a suit. Of course, you can't get a suit with a strange color or pattern. Also, make-up is not good if it is too flashy, but no make-up is also not desirable. Also check if you have a natural make-up. The impression you get from your hairstyle is also important. There are many women with long hair, but the point is that they are organized so that they do not have to brush their hair after bowing. I like people who also have hair color and nails. Also, for men, it is ideal to have a hairstyle that feels refreshing.
■ Checkpoint ③ Can you act by reading the air in consideration of harmony with the surroundings?
The work of a secretary is very diverse, such as managing the schedule of officers and writing documents. It is also important to always be a supporter. You also need to determine if you can maintain confidentiality. Of course, it is also a secretary's qualification to be able to act by reading the atmosphere of the place while considering harmony with the surroundings. To that end, it is important to choose a person with a bright and refreshing impression. Of course, you also need the skills to look ahead and get the job done. However, don't bring your thoughts to the fore, and make sure that you follow the ideas of the supporting officers.
【 TransACT Group 】
If you are an executive of a large company, you often have a dedicated driver, but if you do not use it frequently enough to have it dedicated, your choice will be either a hire or a dispatched driver. Introducing the difference between a dispatched driver and a hire.
■ What is a dispatched driver?
A dispatched driver is an excellent professional driver dispatched from a taxi company or a temporary staffing agency, and drives and manages vehicles owned by customers. Depending on the dispatching agency, specialized staff may even manage the operation according to the customer's schedule, so there is no need to worry about troublesome vehicle arrangements. You are free to choose between short-term and long-term employment, as you can use it when and as much as you need. In the unlikely event of an accident, the dispatching company will take care of insurance and accident handling. Compared to hiring a driver exclusively, there is no financial burden such as salary, overtime pay, retirement allowance, and time burden to educate the appearance and attitude, leading to cost reduction.
■ What is a hire?
Hire is an individual transportation system that uses luxury cars owned by taxi companies and provides higher quality services than ordinary taxis. It features a service specialized for VIP transportation, and you can get comfortable travel time for various purposes. The use of hire is a complete reservation system, and there are facilities that can only be entered by hire, so it is a vehicle that is often used especially in prestigious situations. The driver who drives the hire can only be a high-quality driver who has deep experience and solid driving skills in the taxi company and has no problem in dealing with executives. Basically, it is used for a short period of time, but some taxi companies offer a service that allows the driver and vehicle to be fixed and used.
■ Summary of differences between dispatched drivers and hire
The biggest difference between a dispatched driver and a hire is whether the vehicle you use is yours or a taxi company. If you are a dispatched driver, you can handle it if you have a feeling for the car you are riding or if you want to use a large vehicle because of work. Hire will be less burdensome and troublesome in the sense that you do not have to manage the vehicle. Both of them do not require salary burden or labor management, but the dispatched driver can take care of the operation management, so there is no need to adjust the schedule or arrange the vehicle. Both hire and dispatched drivers are educated at a level that allows VIP support, but dispatched drivers are often hired by people with hire experience and are more likely to receive higher quality services.
【 TransACT Group 】
For example, there are various benefits to switching an executive driver to a driver dispatch service person in a company. Especially when it comes to costs, it should be reasonably effective. Introducing the cost benefits.
■ Reduce labor costs!
First of all, you can reduce labor costs. The reason is very simple. You can hire people only when you need to drive. For example, let's say you have a full-time employee of your company appointed as a driver. The labor cost will be the cost of a whole day. In that respect, if you use temporary staff, you only have to hire them during the morning and night pick-up hours, so the cost merit should be reduced to less than half. If you use temporary staff, you can also reduce labor costs in indirect departments such as labor and general affairs. Furthermore, since regular employees can be effectively used for their original work, if they are used as sales staff or technical development staff, the profits of the company will increase.
■ Reduce general affairs costs related to vehicle management
Some driver dispatch services will dispatch you as a set with your vehicle. In that case, it is a big advantage to eliminate the company-owned car. If you own a company-owned car, you will be charged a new car purchase fee at the time of purchase. Automobile tax is also levied in April every year. The inspection work fee and the vehicle inspection work fee several times a year are not stupid. Furthermore, when it comes to cars for executives, you have to wash the car every day. The labor cost of the person who washes the car is also a big cost. In addition, there is no time to give details such as replacement fees for various consumables. If you ask the temporary staffing company as a set with the vehicle, you can eliminate these troubles and significantly reduce the general affairs cost.
■ Reduce job advertisement costs!
If you want to secure a driver as a company, you have to recruit in a big way using newspapers, magazines, insert advertisements, Internet advertisements, etc. However, when it comes to a return driver for executives, the qualities required are greater, such as those who have proper business etiquette and those who can manage time properly. Then, even if many people come to the interview after seeing the recruitment, there are not many people who pass. In that case, you have to keep advertising until you find the driver you want. Advertising fees at this time are very high, and newspaper advertising fees can range from hundreds of thousands to millions of yen. Even Internet advertising can cost hundreds of thousands of yen. With the driver dispatch service, these expenses can be reduced to zero.
【 TransACT Group 】
Some people want to work as an executive driver, but are wondering if they will do the job. In such cases, try to improve the skills required of executive drivers. Therefore, this time, I will introduce the skills necessary to become an executive driver.
■ Accurate geographic knowledge and safe driving
Officer drivers need to know a lot about the road. Of course, you need to know it as a route on the map, but that's not enough. This is because the conditions of roads vary depending on the time and time of day. For example, in March, road construction will increase and many roads will not be accessible. There are many roads where the situation changes drastically between morning and noon. For example, near elementary schools, some roads are closed only in the morning. To work as an executive driver, you must have accurate geographic knowledge, including these circumstances. It is also essential to always drive safely. This is because it is a job that affects not only myself but also the lives of officers. Rough driving can cause anxiety and stress for executives. Even when you are in a hurry, it is important to adhere to traffic rules and keep safety first.
■ People who are good at building relationships
One of the skills required for executive drivers is the ability to build good relationships. Many people think that communication is unnecessary because it is a driving job. However, I meet with officers every day, and I often talk to them. In addition, we may deal with related parties who are on board with the officers. Since all of them are high-ranking people, including executives, it can be said that skills to build relationships like entertainment are important. You must understand your role and position and respond appropriately. If you get angry about your language and behavior, you can quickly be replaced by another person. It is important to build a relationship that makes you feel comfortable in the same space.
■ People who can manage their health thoroughly
Being able to manage one's health is also important for executive drivers. Sudden sick leave or late arrival can seriously hinder the work of officers. You may miss a meeting or deal, or your important contract may be ruined. Also, if you feel sick while driving, you will have to stop driving halfway. If you continue to drive forcibly when you are not feeling well, there is a high possibility that you will have an accident. If such a situation occurs, it will bother the officers and damage the company. Therefore, while working as an executive driver, thorough health management is required, such as refraining from drinking alcohol and getting enough sleep.
【 TransACT Group 】