Information
■ What kind of person is an excellent secretary? We will teach you the skills you need!
The job of a secretary is wide-ranging and varies from company to company. However, to be called a "good secretary" you need some common skills. Here are some important skills you should have as a secretary, regardless of your industry. If you are an executive who is considering hiring a secretary to improve work efficiency, why not use it as a reference for selecting personnel?
■Secretary duties
The duties of a secretary are wide-ranging, but the main task is to manage the boss's schedule. A secretary needs to create a lean schedule so that a busy boss can work efficiently. During business trips, the secretary makes reservations for accommodation and secures transportation, and is in charge of contacting participants at meetings hosted by the boss. Next, answering visitors and answering phone calls is part of the secretary's duties. When welcoming guests, you will be interacting with an important person who works with your boss, so polite demeanor and business manners are required. When answering the phone, try to use polite language, and you will be able to decide whether to refer to your boss or handle it yourself. It is also the job of the secretary to prepare documents for the boss to use. You may need to create meeting materials in PowerPoint and internal documents in Word, so you need to have the minimum computer skills and how to write business documents. And the secretary has to do miscellaneous tasks such as organizing the office. In this way, it can be said that the secretary's job is to handle all the work to support the boss.
1. Skills required for an excellent secretary
Having an excellent secretary not only makes the executive's work more efficient, but also has the potential to lead to the growth of the company's business. Then, what kind of skills are required for an excellent secretary who is said to be the right hand of an executive? Also, why is there a difference even if you are doing the same secretary work? Here are three key skills with specific examples.
1-1.Schedule management ability
One of the skills required for an excellent secretary is the ability to manage schedules. Many people who work as top executives and executives of companies are always busy, and sudden schedule changes can occur on a daily basis. Even in such a case, if you have an excellent secretary, you will be able to calmly deal with it and come up with an alternative plan to get through the situation. However, such skills are not acquired immediately, but are acquired through years of experience. It is also important to be familiar with the functions of office software and be able to use them. For example, it must be possible to cancel or add online reservations and changes to meetings in a timely manner. Managing officers' schedules online has many benefits, such as officers being able to check the fluctuating schedule at any time. The secretary needs to have an overview of the officers' schedules. And if necessary, they are expected to preemptively book and change their schedules.
1-2. Communication skills
Speaking of skills that are essential for a good secretary, communication skills should not be forgotten. The secretary's job is to maintain smooth communication between executives and the people they work with. It can be said that it is essential to have a personality that is loved by people, consideration for those around you, and consideration for the other person. In addition, it is important for secretaries who often attend internal and external meetings with executives to remain calm and calm in any situation, and to control themselves flexibly. In addition, it is important to treat those around you fairly, to keep smiling, and to deliver accurate and necessary information to your conversation partners. In order to do this smoothly, sociability and high communication skills are required. In addition, secretaries often come into contact with company secrets, etc., because they work as the right-hand man of an officer. Therefore, it can be said that it is essential to be sociable, but to refrain from talking about things that are not necessary.
1-3.Be able to write beautiful letters
Due to the spread of personal computers and e-mail, opportunities for handwriting in business are decreasing. However, in secretarial work, there are many situations where handwriting is required, such as filling in important documents, addressing letters, and writing thank-you notes. Therefore, being able to write beautiful characters can be said to be a great strength for a secretary. For example, when an important document such as a contract is sent from another company, if the letter is beautifully written, it will lead to a sense of trust in the company. Also, if the thank-you letter written by the secretary on behalf of the executive is beautiful, you will want to ask for the job again. On the other hand, if it's written in round or illegible handwriting, you may lose credibility. In this way, the letters written by the secretary can affect the impression of the company. It is said that the character represents the body, but it can also be said that the character of the secretary, who fills out documents and writes letters on behalf of the executive, represents the company as it is.
■Characteristics of a person suitable for a secretary
The characteristics of people who are suitable for secretaries are that they are attentive and have a high ability to guess. The secretary has to support her boss behind the scenes, but her boss doesn't have time for detailed instructions. A secretary is required to have the attentiveness to anticipate what her boss wants and prepare it ahead of time. Also, a person who can devote himself to support would be suitable for a secretary. If you don't want to be the main character, you can't stand the role of a secretary supporting her boss. At the same time, secretaries are often treated with respect along with their bosses, but don't forget to be humble. A secretary is suitable for a person who can always interact with people with a humble attitude and who can facilitate interpersonal relationships.
If you're methodical and flexible, you might want to try your hand at being a secretary. A secretary must have the meticulousness to carry out his work carefully, as a mistake in the boss's schedule management may cause a large loss to the company. However, secretarial work can be fraught with trouble, so meticulousness alone is not enough. It can be said that the conditions for an excellent secretary are to be flexible and able to calmly deal with incidents. In addition, people with high communication skills and the ability to share information smoothly are also suitable for secretaries.
■Characteristics of people who are not suitable for secretaries
On the other hand, there are some characteristics of people who are not suitable for secretaries. First of all, a person who is very self-assertive is not suitable for a secretary. Aspirations are important, but if the desire to be active is too strong, it can get in the way of your boss. Also, a person who cannot protect confidentiality should not be a secretary. While working with important people in the company, the secretary comes to know a lot of confidential information. If you leak this information to the outside, there is a risk that it will develop into a big problem. Next, it will be difficult for people who are not good at switching feelings to work as a secretary. Everyone makes mistakes, but the important thing is what you do after you make a mistake. You can't do your job as a secretary if you're rebuked by your boss and get depressed and give up your job. You are required to have a positive attitude to quickly change your mind and clean up after your mistakes.
■ Rewarding work as a secretary
There are many difficult situations in secretarial work, but it is worth it. One of the most rewarding aspects of secretarial work is being deeply involved with people involved in corporate management. If you work normally in clerical work, you don't have many opportunities to interact with important people who move companies. On the other hand, secretaries are able to learn knowledge and skills at the forefront of business by closely interacting with executives on a daily basis. Observing up close how your boss thinks and works with you will be a valuable experience that enriches your life. Next, one of the rewards of being a secretary is to be able to improve your skills related to business etiquette. As you interact with various important people, you will naturally improve your business etiquette and hospitality skills, which will make it easier for you to aim for career advancement. In addition, various incidents occur in secretarial work, and it is required to respond flexibly according to the situation. Therefore, it can be said that it is rewarding to be a secretary to cultivate judgment and the ability to respond flexibly.
■An excellent secretary contributes to the growth of the company!
In this way, having an excellent secretary at hand will not only make your work more efficient, but it will likely lead to business growth. Transact introduces human resources with excellent qualities and helps create an environment. In addition to temporary staffing and introduction of personnel, we also offer a variety of proposals that meet the needs of our customers, such as temporary staffing and outsourcing. If you are looking for an excellent secretary, please consult with Transact.
【 TransACT Group 】
■What are the costs that can be reduced by using driver dispatch?
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 】
■What kind of person is an excellent secretary? I will teach you the skills you need!
The work of a secretary is wide-ranging, and the roles vary from company to company. However, being called a "good secretary" requires some common skills. Here are some important skills you should have as a secretary, regardless of industry. If you are an officer who is considering hiring a secretary to improve work efficiency, why not use it as a reference when selecting human resources?
■ Secretary's business content
The secretary's work is diverse, but the focus is on managing the schedule of his boss. Secretaries need to have a lean schedule so that busy bosses can work efficiently. When traveling on a business trip, the secretary will make reservations for accommodations and secure transportation, and at meetings hosted by the boss, he will also be in charge of contacting participants. Next, dealing with visitors and telephones is also part of the secretary's work. When welcoming a visitor, you will be in contact with an important person who works with your boss, so polite demeanor and business etiquette are required. When dealing with telephone calls, try to use polite language, and decide whether to handle it with your boss or handle it yourself. It is also the secretary's job to create the materials used by his boss. Since meeting materials may be created in PowerPoint or in-house documents may be created in Word, it is necessary to acquire the minimum computer skills and how to write business documents. And the secretary also has to do the chores such as organizing the office.
1. Skills required for a good secretary
Having a good secretary has the potential not only to streamline the work of executives, but also to grow the company's business. Then, what kind of skills are required for an excellent secretary who is said to be one of the officers? Also, why does it make a difference even if I work as the same secretary? Here, we will introduce three important skills with concrete examples.
1-1. Schedule management ability
One of the abilities required of a good secretary is schedule management ability. Many of the company's top executives and executives are always busy, and sudden schedule changes can occur on a daily basis. Even in such a case, if you have a good secretary, you will be able to calmly deal with it, come up with alternatives, and survive the situation. However, such abilities are not acquired immediately, but are acquired from many years of experience. It is also important to be familiar with the functions of office software and to be able to master them. For example, you must be able to cancel or add meetings online, make changes, and more in a timely manner. Managing officers' schedules online has many advantages, such as allowing officers to check variable schedules at any time. The secretary needs to have a complete picture of the officer's schedule. And if necessary, you will be required to take the initiative to reserve and change the schedule.
1-2. Communication ability
Speaking of the ability that is indispensable for a good secretary, communication ability should not be forgotten. The secretary's job is to stand between the officer and the people he or she is involved in and maintain a lubricious communication. To that end, it is essential to have a personality that is loved by people, to be attentive to others, and to be considerate of others. In addition, it is important for secretaries who often attend meetings inside and outside the company to attend meetings with officers, to respond calmly and calmly regardless of the atmosphere, and to control themselves flexibly. In addition, it is important to be fair to the people around you, keep smiling, and provide accurate and necessary information to the conversation partner. To do this smoothly, sociability and high communication skills are required. And, because the secretary works as one of the officers, he often touches the confidential matters of the company. Therefore, it is essential to have a firm mouth, such as being sociable but not talking about unnecessary things.
1-3. Can write beautiful characters
With the spread of personal computers and e-mail, the opportunities for handwriting in business are decreasing. However, there are many occasions when handwriting is done in secretarial work, such as filling out important documents, addressing envelopes, and writing thank-you notes. Therefore, being able to write beautiful characters is a great strength for secretaries. For example, when important documents such as contracts are sent from another company, a beautifully written envelope will give the company a sense of trust. Also, if the thank-you note written by the secretary on behalf of the officer is beautiful, you will want to ask for another job. On the other hand, if it is written in round or unreadable dirty characters, you may lose credibility. In this way, the characters written by the secretary can affect the impression of the company. The letters are said to represent the body, but the letters of the secretary who fills out documents and writes letters on behalf of the officer can be said to represent the company as it is.
■ Characteristics of people who are suitable for secretaries
The characteristics of a person who is suitable for a secretary are that he is attentive and has a high ability to detect. The secretary needs to support her boss from behind, but she doesn't have time to give detailed instructions. The secretary is required to be attentive to know what the boss wants and be prepared in advance. Also, someone who can devote himself to support will be suitable for a secretary. If you don't feel like playing the leading role, you can't stand the secretary's role of supporting your boss. At the same time, secretaries are often treated with politeness with their bosses, but don't forget to be humble. A secretary is suitable for someone who can always treat people in a humble manner and facilitate relationships.
Even those who are meticulous and flexible should try the secretary. If you make a mistake in managing your boss's schedule, you may lose a lot of money to the company, so the secretary must be careful in doing the work. However, the secretary's job is fraught with trouble, so it's not enough to be careful. It is a condition of an excellent secretary to have the flexibility to deal calmly even when a happening occurs. In addition, those who have high communication skills and can share information smoothly are also suitable for secretaries.
■ Characteristics of people who are not suitable for secretaries
On the other hand, those who are not suitable for secretaries also have some characteristics. First of all, a person with a strong self-assertion will not be suitable for a secretary. Aspirations are important, but if you have a strong desire to play an active role, it can get in the way of your boss, so someone who can step back and support your boss is suitable for a secretary. Also, anyone who cannot keep confidentiality should not be a secretary. While working with key figures in the company, the secretary learns a lot of sensitive information. Leaking this information to the outside can lead to big problems, so it is not suitable for a secretary if you slip your mouth in a chat with a friend. Secondly, it will be difficult for people who are not good at switching feelings to work as secretaries. Everyone can make mistakes, but what is important is what to do after making a mistake. If your boss scolds you and you feel depressed and give up your job, your secretary's job will not work.
■ The job of a secretary is rewarding
There are many difficult situations in the work of a secretary, but it is worthwhile. The first thing that makes a secretary's job worthwhile is to be deeply involved with the people involved in the management of the company. If you work normally in a clerical position, you will not have a chance to get involved with the important people who run the company. On the other hand, secretaries are always deeply involved with executives and can learn the knowledge and skills at the cutting edge of business. Observing the ideas of the bosses you work with up close will be a valuable experience that will enrich your life. Next, it is one of the rewards of the secretary to improve skills related to business etiquette. By interacting with various important people, you will naturally improve your business etiquette and entertainment skills, and it will be easier for you to aim for career advancement. In addition, various happenings occur in the work of a secretary, and it is required to deal flexibly according to the situation. Therefore, it is also worthwhile for the secretary to develop the ability to make decisions and respond flexibly.
■ A good secretary contributes to the growth of the company!
In this way, having a good secretary will not only streamline your work, but will likely lead to business growth. Transact introduces human resources with excellent qualities and helps to create an environment. In addition to dispatching and introducing human resources, we also offer a variety of proposals that meet the needs of our customers, such as dispatching staff to be introduced and contracting business. If you are looking for a good secretary, talk to TransACT.
【 TransACT Group 】
■What skills do you need to become an executive driver?
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 】
■What is an executive mindset? A mindset essential for success
If asked what an executive mindset is, many people may find it difficult to answer. Even among those who run companies, there are surprisingly few who have a proper understanding of the executive mindset. In this article, we will explain in detail what the executive mindset is necessary to make a business successful, and the three things that managers should have in mind.
1. The executive mindset necessary for a business to be successful
An executive mindset is the mindset, way of thinking, and awareness that managers need to develop their company management. Mental attitudes and ways of thinking are invisible and abstract, and you may feel that it is difficult to understand the impact they have on management. However, whether or not you have an executive mindset has a huge impact on the speed and accuracy of decision-making required of managers. It is important to maintain a consistent mindset when leading employees.
2. What managers should have in mind
What kind of mindset do managers need to have? Let's take a closer look at three things: having a clear vision, valuing employees, and being conscious of contributing to society.
2-1. Have a clear vision for your business
The first mindset that managers should keep in mind is to have a clear vision for their business. Even if you encounter unexpected troubles or your business temporarily falls into a slump, if you have a clear vision for your business, you will not lose your focus. You will be able to move forward toward your vision without simply changing the content of your business. The manager's vision will be communicated to employees in the form of a corporate philosophy. When hiring employees, hire people who agree with the corporate philosophy, and when training employees, repeatedly discuss the corporate philosophy. This will lead to managers and employees sharing the vision of the business, and will create a strong organization with a sense of unity.
2-2. Be responsible for and value your employees
The second is to be responsible for and value your employees. Managers have a responsibility to pursue happiness and remain honest in both the financial and mental aspects of their employees. As exemplified by the term "black company," which was nominated for the 2013 buzzword award, there are quite a few managers who think that it is okay to exploit their employees as much as they want for the sake of profit. Even if you can temporarily cut costs by making employees work long hours for low wages, few employees will stay in a poor working environment for a long time.
Many people want to work for managers who are sincere towards their employees and their families and believe that people are their greatest asset. Financially, it is important for the company to return profits to employees by achieving results. Mentally, it is important for employees to work with a sense of fulfillment and enthusiasm. If each employee is highly motivated, the atmosphere of the entire company will improve and a virtuous cycle will be created.
2-3. Be conscious of contributing to society
The third is to be conscious of contributing to society. It is important to be conscious of providing value to society, rather than just trying to make a profit. For example, developing products that make customers' lives more convenient and selling them at a fair price can be considered a contribution to society. Contributing to society may sound difficult, but all you have to do is do something that will be beneficial to society. It is not acceptable to make profits by selling inferior products to customers at exorbitant prices. Many successful business owners have ambitious goals, such as contributing to society or their local community, which ultimately lead to profits.
Don't forget your business owner mindset
When things get tough, it's easy to take a profit-first approach, but try to remember what vision you had when you started your business. It's important to always keep your business owner mindset in mind. Maintain a consistent mindset of valuing your employees and being conscious of contributing to society, and act accordingly.
【 TransACT Group 】
