Information
■Keep it up! Learn how secretaries speak! We'll reveal the key points to making a good impression!
Secretaries often work with people in high positions in the company, so the way they speak and the choice of words are important. Depending on the workplace, they often deal with people outside the company, such as dealing with clients and visitors, and the secretary may give the company's first impression and be the center of communication. This time, we will introduce specific tips on how to speak to make a good impression as a secretary.
■The most important prerequisite for a good impression is a smile
When you want to make a good impression on others, try to always smile. Even if you are silent, just smiling will give a good impression. However, if you overdo it, you may appear suspicious, so a smile is enough.
Smiling can convey your goodwill to others. Humans have a nature called "reciprocity of favors," and when someone shows you favor, you feel that you have to return the same amount of favor. In other words, if you smile pleasantly, you can give a good impression and the other person will like you. On the other hand, if you have no facial expression, you will give a bad impression and the other person will not open up to you, so be careful. First of all, it is important to move your facial muscles and convey your feelings to the other person.
■Three factors that affect impressions
The impression you give to others is greatly influenced by three factors: "speaking style," "voice," and "conversation." First of all, people are moved by the way you speak more than the content of what you say. No matter how rich the content of your talk is, if you look down and mumble, you will not give the other person a good impression. In order to get the other person to listen to you, it is important to convey your message clearly and with passion while adding gestures.
Voice is also one of the factors that greatly change the impression. By being creative with the pitch and way you speak, you will be able to convey your story in an attractive way and give a better impression. Also, people who can liven up a conversation even on their first meeting will give the other person a good impression. It is a good idea to master the tricks to keep the conversation going and make an effort to make a good impression.
1. All the basics! Tips for speaking and listening in a way that leaves a good impression
First, let's review the basics of how to speak and listen. The basics of communication as a secretary are to use correct honorific language, look the other person in the eye when speaking, and try to interact in a cheerful atmosphere. Giving a good impression to both people inside and outside the company can make your work easier.
When speaking, be sure to use an appropriate volume of voice. If you speak too loudly, the other person may feel uncomfortable. On the other hand, if you speak too quietly, the content may not be conveyed accurately or you may convey a lack of confidence. It is also important not to speak too quickly, and to proceed while checking the other person's reaction and interest. It is also important to speak as clearly and as easy to hear as possible. When speaking yourself in a business situation, it is a good idea to choose your words with respect for the other person and be mindful of their situation and how they receive what you say.
When listening to the other person, try to naturally nod in the middle of the conversation. This will let the speaker know that you are listening with interest and understanding. However, it is important to be careful not to interrupt the other person in the middle of speaking. Secretaries need to convey accurate information to the executives, departments, and related parties in charge. In order to avoid misunderstanding the content of the communication, make sure to confirm any points you do not understand each time. If there are any points that remain unclear, humbly ask to confirm whether your understanding is correct. Also, if the other person is in trouble or has a misunderstanding in the middle of the conversation, support them. It is important to add explanations and summarize the story so as not to interrupt the conversation.
2. Tips for reporting
When reporting to people around you, especially your superiors, try to convey only the facts. It is said that the quality of a report determines your ability, so reporting is an important element in business. The trick is to report high priority items and conclusions first. This will allow you to share information without missing important matters. When reporting, it is necessary to organize the order and main points in advance. If you try to organize the content on the spot while speaking, it may not be conveyed well or it may take time, which may be a nuisance to busy people. Summarize as simply as possible so that it is easy to understand.
When reporting, be careful not to mix facts with your personal opinions, speculations, other people's opinions, or rumors. If your boss asks for your opinion or you absolutely need to include your own views, add words such as "This is my personal opinion" to make it easier to understand.
3. Tips for giving explanations
When giving an explanation, think first about how to make it easy for the other person to understand. It is a good idea to start by giving an overview of what you are going to talk about. When explaining, starting with the conclusion will also improve the other person's understanding. Explain in detail the particularly important points or parts you want to highlight in your explanation. If you want to make it more persuasive, try to add examples, images, and data. At the end of the talk, it is also recommended to add a brief summary of what you have talked about. In addition, it is kind to check if the other person has any questions. If necessary, try to provide additional explanations so that the other person can understand.
■ What is necessary for a voice that makes a good impression
Voice is one of the factors that affect impressions, but many people are not confident in their own voice. However, the impression of your voice can be improved through training. Abdominal breathing is particularly important when aiming for a voice that gives a good impression. Abdominal breathing is a method of breathing using the abdominal muscles instead of the chest. Professional voice actors such as singers, announcers, and stage actors basically use abdominal breathing to produce their voice. If you master abdominal breathing, you will be able to produce a stable and energetic voice.
In addition, good pronunciation is also important to give a good impression with your voice. Even if you have problems with your pronunciation, you can improve it with daily training. It is a good idea to be conscious of the muscles around your mouth and train your mouth to move smoothly when you speak.
■ Techniques for speaking that give a good impression
From here, we will introduce practical techniques for giving a good impression with your speech. Before you devise a way of speaking, it is important to first keep your mood bright and create an atmosphere that is easy to talk in. If you are feeling gloomy, the other person will also feel gloomy, and you will not be able to have a smooth conversation. Get into the habit of seeing things positively and make efforts to always stay in a bright mood. If you truly feel "fun," that will be conveyed to the other person, and the conversation will be more lively.
Next, it is important to increase your vocabulary so that the conversation does not come to a halt. If you have a small vocabulary, you will not be able to express what you want to say well, and the conversation will inevitably come to a halt. If you are not confident in your vocabulary, read as many words as possible to build up your knowledge. Also, even if you increase your vocabulary, it is meaningless if you do not know how to use it. It is a good idea to read novels and steal expression techniques from professional writing.
Another effective method is to ask questions that cannot be easily answered with "yes" or "no." By encouraging the other person to talk for a long time, the conversation will not come to a halt. And it is also important to be conscious of speaking logically while incorporating gestures in order to make a good impression.
■ Learn to speak nicely and build relationships!
For a secretary, speaking style and choice of words are part of manners, and also a way to make a good impression on those around you. In addition, to be a strong ally to your busy boss, it's a good idea to remember not only how to speak, but also how to report and explain things. If you master the basics introduced here and make it a habit, you will be able to build friendly relationships with your boss and those around you, and be able to play an active role as a valuable asset to the company.
【 TransACT Group 】
■Is it difficult? Introducing the work of executive drivers!
If you're looking for a new job, you may see an announcement about recruiting executive drivers. Although I was interested in seeing it, many people may hesitate to apply because they do not know the specific work content or the degree of difficulty. Therefore, in this article, I will explain the work content and points that are different from other drivers so that it will be helpful for those who are considering challenging executive drivers.
1. Job description of executive driver
Unlike taxis, executive drivers do not carry an unspecified number of people. Only officers who belong to a company work exclusively for the company and can drive in the car. The officers here include the president, and their main job is to pick up and drop off those people. Of course, you don't just have to pick up and drop off from your home to work, you're required to drive throughout the day at the request of the executives. Therefore, the specific working hours will be decided by the convenience of the officers. It is important to note that you cannot go to work at the same time every day.
By the way, after the officers are delivered to their destination, there will be a waiting time until the officers' errands are completed. However, there are many cases where errands are completed earlier than planned, so it is not possible to use the waiting time to go somewhere.
2. Special points of executive drivers
Executive drivers have some special features other than being limited to the executives of the company in which they provide services. If you want to be an executive driver, it's important to have a good understanding of them. I will explain the characteristics and precautions unique to executive drivers so that I will not regret that it should not have been like this since I got a job.
2-1. Heavy responsibility
The most important thing for an executive driver is a sense of responsibility. This is because getting in a car is a very important person in a company. In addition, it is important for executive drivers not only to drive their vehicles to their destinations, but also to deliver them safely and comfortably. Therefore, having high driving skills as a professional driver is a major premise for doing this job. By the way, since the movement of officers is wide-ranging, we often use the Shinkansen and airports. At that time, the situation such as being late for the departure time is not tolerated by any chance.
In addition, by carrying important people from the company, you will have more opportunities to come into contact with various information within the company. For example, conversations heard on the phone or in the back seat. Needless to say, that information cannot be leaked to the outside, so no matter what you ask in the car, you must keep the "confidentiality". From the above points, executive drivers are required to have a high sense of responsibility.
2-2. Attentiveness is required
Executive drivers carry important people for the company. Therefore, polite behavior and concern for the other party are required at any time. For example, when you park your car, you have to choose a place where you can easily get in and out of the back seat, and when it's raining, you have to get off first and put your umbrella on. There are many other points to keep in mind, such as carrying luggage and opening the door as soon as you park your car.
If possible, it would be perfect if we could analyze the personality and behavior patterns of the officers and presidents who are always on board and be able to give careful attention to the person. Of course, it is important not only to worry, but also to follow the minimum etiquette.
2-3. Work like a secretary
Needless to say, the main task of an executive driver is to drive the car to its destination. But that's not all, and sometimes you have to play a secretarial role. Schedule management is a typical example, but in addition to that, some skill as a secretary is required, including various attentiveness. Therefore, as a rough idea, you can think of an executive driver as a secretary who mainly drives.
It's not a difficult job!
Did you understand how special the work of an executive driver is? In short, more skills than a normal driver are required to carry important people in the company. But it's not a difficult task. Although the human power to support officers is important, it is a job that anyone can challenge regardless of their educational background. In particular, Transact allows you to take on the challenge of favored executive drivers.
【 TransACT Group 】
■Do you outsource your secretary? !! Introducing methods and advantages / disadvantages
An increasing number of companies are outsourcing secretarial work. Hiring a secretary is costly and takes time to educate, so some companies find it difficult to hire, but outsourcing can solve that problem. Here, we will introduce not only the advantages of outsourcing secretaries but also the disadvantages.
1. Outsourcing secretarial work
In the past, it was common for the president to hire a secretary as if he were a full-time employee. However, with the development of the Internet, the methods of hiring secretaries have diversified, and it has become possible to outsource or dispatch secretaries remotely. When outsourcing secretarial work, all work is completed online, freeing you from the hassle of face-to-face work. Interviews can also be done online, so there is no hassle in hiring procedures. There are several companies that outsource secretaries, so make a good comparison of costs and services.
2. Benefits of outsourcing secretaries
Here are the benefits of outsourcing your secretary.
2-1. The cost of hiring can be significantly reduced.
Hiring a secretary incurs labor insurance premiums, employment insurance premiums, social insurance premiums, transportation expenses, welfare expenses, severance pay, recruitment expenses, education and training expenses, etc., which puts a heavy burden on the company. Outsourcing can significantly reduce these costs and reduce the burden. You only have to outsource the necessary work, so there is no extra cost. Even small businesses and start-ups that cannot afford to hire a secretary can easily use outsourcing.
2-2. It is possible to hire a secretary with the required knowledge and skills
When outsourcing a secretary, you can pre-designate personnel with specialized knowledge and skills. It is attractive to be able to request a wide range of tasks, from highly specialized tasks such as system development to simple tasks such as writing. By outsourcing the work, the president can concentrate on his work. It will also help improve work efficiency because it saves you the cost of developing human resources in-house and the trouble of hiring a good secretary.
2-3. Avoid risks such as leave of absence
When hiring a secretary, there are risks such as urgent need, sudden illness, retirement, and leave of absence. If you retire due to marriage or childbirth, you will have to retrain your secretary from scratch. Outsourcing can avoid such risks. The online secretarial service is a team system that bundles multiple people, so even if one person is missing due to sudden illness or retirement, there is no worry that work will be hindered. Therefore, you can always receive stable service while preventing business delays.
3. Disadvantages of outsourcing secretaries
When it comes to outsourcing a secretary, there are outsourcing costs. The standard is 3000 yen per hour. It may seem expensive at first glance, but outsourcing does not incur hiring or education costs. Considering that there are no transportation costs, uniform costs, and the risk of retirement can be avoided, it cannot be said that the amount is high. The quality of work is also high, so the cost performance is better than when hiring a secretary. However, for those who are not accustomed to online, unfamiliarity can hinder their work. Over time, you'll get used to online, but it can be a little stressful at first. Since we cannot outsource tasks that cannot be handled online, such as mailing and document arrangement, it may be necessary to hire a part-time job. The scope of work of the secretary varies depending on the vendor, so it is a good idea to weigh multiple vendors in advance.
【 TransACT Group 】
■What are the working hours of an executive driver?
The job of an executive driver allows you to interact closely with people in high positions, such as the company president. For this reason, some people may be interested in this job. So let's take a look at how many hours an executive driver works in a day.
■Executive driver's work content
If you are aiming to become an executive driver, first let's understand the basic work content. The basic job of an executive driver is to get the executives in charge into the car and transport them to their destination. In addition to transporting them from home to the company, you will be responsible for driving in all situations where the executives move, such as business meetings, golf entertainment, and social gatherings. Since you will be responsible for the lives of the executives, who are important people in the company, it can be said that this is a job that comes with heavy responsibility. Compared to other driver jobs, the waiting time is longer, but internal maintenance and route confirmation while waiting are also part of the job. In addition, executive drivers may be employed by the company or belong to a dispatch company. In the case of in-house employment, the company you work for is fixed, but in the case of a dispatch company, the working style will change depending on the dispatch destination.
■Average working hours of an executive driver
Executive drivers basically work 8 hours a day. Including a one-hour break, you will likely be on duty for an average of nine hours. Working hours are the same as for employees of other companies, generally from 9:00 to 18:00. However, there are many cases where you will be on duty outside of normal working hours. For example, if an executive entertains a client on a golf outing on a holiday, you will be on duty from morning to evening to drive the executive to the golf course. There are also times when you will be on duty unexpectedly. For example, if a client suddenly passes away, the executive will also attend the wake. Therefore, the executive driver must drive the executive to the wake venue. In this case, the time from when the executive attends the wake to when he returns home will be taken care of.
■Driving hours per day
The executive driver drives the car when he drives the executive to and from work. When the executive comes to work, the executive driver drives him to and from work. In that case, the executive driver will generally visit the executive's home and then take the executive to and from work. Depending on the distance, you will probably drive for about one to two hours. The executive driver will also drive the executive to and from work when he finishes his work for the day. Therefore, the driver will be driving for at least 2 to 4 hours a day. In addition, when the executive goes out to visit a client, the driver will drive the executive to the destination. In such cases, the driving time per day will be about 1 to 2 hours more. When the executive travels domestically or internationally by airplane, the executive driver must drive the executive to the airport. In this case, depending on the distance to the airport, the driving time per day will be significantly longer.
■Daily standby time
Executive drivers are on standby during work hours other than when they are driving the executive. During standby time, they generally check the executive's schedule and engage in cleaning and maintenance work on the car. Another important task of an executive driver is to make sure that the executive can work comfortably and with peace of mind. Therefore, these tasks are just as important as driving the executive. An executive driver's daily standby time is the time he or she is on duty minus the driving time per day. The average on-duty time of an executive driver is 9 hours, and the normal driving time per day is about 2 to 4 hours, so the daily standby time is generally about 5 to 7 hours. However, if the driving time increases due to the executive going out during work, the waiting time per day will be reduced accordingly.
■The daily flow of an executive driver
Here, let's take a look at the daily flow from picking up the executive at home to dropping him off after work. First, the executive driver picks up the executive's car at the company at 7:00 a.m. and heads to the executive's home. The executive driver picks up the executive at 8:00 a.m. and arrives at the company at 9:00 a.m. The driver is on standby from 9:00 a.m., and then heads to the client at 11:00 a.m. The driver arrives at the client at 11:30 a.m., has lunch, picks up the executive again at 1:30 p.m., and returns to the company at 2:00 p.m. The driver is on standby again, and at 5:00 p.m., the executive finishes work and is taken home by the executive driver at 6:00 p.m. After that, the executive driver returns the car to the garage, cleans and inspects it, and writes the daily driving log, and then the work is finished. If the executive driver is late due to circumstances and misses the last train, the driver may go directly home in the executive's car.
■Can an executive driver work on a daily basis?
Many people may be wondering whether executive drivers can work on a daily basis. Drivers employed by a company basically work full-time. Therefore, it will be difficult to work on a short-term basis such as on a daily basis. On the other hand, driver dispatch companies have a system called spot contracts. A spot contract is a service that uses a driver dispatch on a one-off basis, rather than on a monthly or yearly basis like a regular contract. In other words, if you register with a driver dispatch company, you may be able to work on a daily basis through a spot contract.
■How you spend your waiting time is important for an executive driver's day
Executive drivers are on duty for about 9 hours a day, but this can be longer depending on the executive's circumstances. Also, since there are many days when the waiting time is longer than the driving time, it can be said that how you spend your waiting time is important. It is important to make efforts to make executives feel comfortable during their travel time, such as cleaning the interior of the car and checking the route in advance. Also, if you register with a dispatch company, you may be able to work on a daily basis, so if you want to work flexibly, you should register.
【 TransACT Group 】
■What is the communication ability that the secretary knows? Part2
What should I be aware of when hiring a dispatched secretary? Work experience is important, but the first thing that is essential is whether or not you are a secretary. It will be important to be able to communicate appropriately according to every situation and situation.
■ Can you keep a secret? Do not leak private information around you
Some of my secretary's work is confidential, big money is involved, and I have to deal with the complexity of internal and external relationships all the time. It's commonplace for a story to have a tail fin or a guess to be transmitted in a different direction with just a slight slip, and many people are interested in confidential information. With a little extra word, the impact on the surroundings is immeasurable. In some cases, it can lead to the loss of customers. In particular, if you make a mistake in communicating with external customers, you can instantly lose the credibility you have built up. It can be said that the communication skills required of a secretary are those who can always respond calmly according to the situation even under such circumstances. It can be said that a person who has a good mouth to the surroundings is suitable for a secretary's job.
■ A smile that never ceases for anyone! Can be treated fairly
People who have a nice smile have a good influence on their surroundings. If the secretary can keep calm at all times, it will naturally make people feel calm. People who can treat everyone in the same way on a regular basis are less likely to build walls and are suitable as secretaries. Words are not the only means of communication, and it is said that this attitude speaks more than words. It can be said that it is an indispensable communication ability as a secretary. Elders and executives with a wealth of social experience are often good at observing people, so even if you repair only on the surface, you will know immediately. Anyone who has experienced a job that requires fair treatment for any person may be a good secretary to keep things running smoothly in the company.
■ Proposals and advice to officers are accurate and easy to understand
When explaining something to seniors or officers in a position, a person who can give various thoughts and ingenuity, use polite language, and can speak clearly is suitable as a secretary. Also, the timing to bring the story and how to assemble the story are important. It is also necessary to have the ability to judge the situation in which busy officers can easily hear the story. All of this is included in communication skills. The most important point is that you can give advice and advice based on an accurate grasp of what kind of information the senior executives and officers are looking for. It can be said that a person who can do this is a secretary with high communication skills. It may be a good idea to hire someone who has a lot of experience in assembling presentations and doing it yourself.
【 TransACT Group 】
