Information
■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 】
■I want to ride in a car with a driver to help my work go smoothly! What are the benefits?
Some business owners may want to ride in a chauffeur-driven car to make their work more efficient. Also, driving your own car on a busy day can be stressful. There are many benefits to having a driver, both business and emotional. In this article, we will explain the benefits and costs of hiring a driver.
1. Why do executives and managers hire drivers?
First of all, it is "to make the action smoother". Executives and managers must act immediately in the event of a corporate emergency. Occasionally, we may be required to rush to the site to give instructions or have an unexpected meeting. In such cases, if there is a driver who can drive safely and deliver the business owner on time, the work will go smoothly. Additionally, even when the executives themselves are tired, they can rush to the scene.
Drivers also reduce stress on officers. Even when your schedule is packed, you can take a break at work. By taking a nap, even if it's only for a short time, you can face your next task feeling refreshed. Other benefits include being able to complete office work and phone calls during your travel time. Depending on the day, it's not uncommon for me to be unable to do the work I want to do because I'm constantly on the move. However, if you hire a driver, you can make effective use of your company's time according to your schedule.
2. Advantages of hiring executive drivers outsourced
A major disadvantage of hiring your own drivers is the training cost. It takes time and money to teach them various know-how, from etiquette to driving skills. It is not suitable for managers or executives who want to hire a driver immediately. On the other hand, if you ask a contractor to arrange a driver, you can hire a skilled driver by paying a fixed amount. You can avoid cases where officers feel stressed due to inexperienced driving or manners.
Furthermore, because the outsourcing company manages the drivers, there is less chance of sudden resignation or absenteeism. Even in the unlikely event that a driver is absent without permission, a replacement driver will be immediately available, so there will be no major disruption to the business of executives and managers. What's more, the outsourcing company also takes care of the costs associated with vehicle management. There is no need to manage driver labor in-house, which reduces the burden of accounting. Above all, the reassuring point is that you can manage your drivers with the know-how backed by the extensive experience of our outsourced companies.
3.How much does it cost?
When arranging a driver on a consignment basis, the fee will vary depending on the length of time and frequency of use, and the service requested. For example, if you are making a one-off request for just one day, the standard price is 20,000 to 40,000 yen for 8 to 9 hours of use. Alternatively, there are many outsourced companies that offer hourly rate plans such as ``3,500 yen per hour.'' And it is clear that the longer you use it, the cheaper the price will be. Depending on the company, you can sign a monthly contract for around 250,000 yen. However, there are some companies that charge more than 400,000 yen for the same period. The price will also be affected by the quality of the driver, so it is important to determine the level of service you will receive.
Furthermore, the type of car is also a big factor in determining the price. If you choose a plan that includes a luxury car, the price will be higher than a regular passenger car. Don't just decide based on the price, but consider the image outside the company and the comfort of the ride when deciding on a subcontractor.
Let's hire a driver
Executives and managers can make their work more efficient by hiring drivers. If you are an executive or above, you can say that the benefits outweigh the disadvantages of hiring an executive driver. You can move safely and smoothly, and make effective use of your time in the car. Furthermore, determining the prices, service content, quality of drivers, etc. in advance can make a big difference in the daily lives of executives.
【 TransACT Group 】
■I want to hire an exclusive officer driver! Let's know the driver's price and what kind of person
While considering the employment of an exclusive executive driver, do you get lost in what kind of person is appropriate? Also, many people may not know how appropriate about rewards. Therefore, in this article, I will explain the preferred personality and general rewards as an exclusive driver. Think about hiring exclusive drivers.
1. Price for hiring exclusive drivers
Usually, if you employ a dedicated driver, you will need a reward of about 400,000 yen a month. Of course, working on an exclusive work is not just a normal driver's license. Professional drivers know driving skills and manners to pick up smartly. But some people may want to keep the cost a little more. In that case, you can use a service that dispatches professional drivers. If it is a dispatch service, you can contract when you need it, and you do not need to hire directly.
The fee varies depending on the dispatcher and plan, but in some cases it costs around 250,000 yen to 500,000 yen per month. Prices are also set according to the contents, such as plans that only use pick -up when you go to work on weekdays, and plans that can be used in a few days in one month. If you use a taxi frequently or travel at work, hiring a dedicated driver or using a dispatch service may save you money.
2. What kind of person is the driver?
If you hire a driver, you may not know what kind of person is appropriate. Therefore, I will explain what kind of person is preferred as a driver and what the effects can be.
2-1. There are courtesy and manners
What is required for the dedicated driver of the officers is business manners and correct courtesy. If you are a driver, you will have more opportunities to interact with people outside the company, such as business partners and guests. It is important not only for basic things such as greetings, but also to be able to take natural care and do not harm the other person's mood. When picking up, it is important to open and open the door. Sometimes you may carry your luggage, and there are also rainy days. There is also a manner to carry your luggage properly in the necessary situations and give your umbrella smartly.
2-2. You can be attentive
A dedicated person who entrusts driving will be with you all the time during the movement. Therefore, it is important to be a person who can be attentive. Of course, the point is that you can thoroughly have a confidentiality, but the point is whether you can spend comfortably. You may have a trivial conversation while traveling. In that case, there is a person who does not give the ego and is willing to listen to it. Even if you are asked for opinions, you can spend comfortably if you are a supporting role in general theory, not a biased content. It is important not only to pay attention to maintenance so that you can move comfortably at any time, but also to be attentive to prepare the inside of the car before boarding.
2-3. Driving with a sense of security
The most important quality required for drivers is driving technology. If you hire a dedicated driver, you will be left for the safety while moving. In the unlikely event of an accident, it could affect your work. First of all, it is fundamental to follow the traffic rules. Of course, you can't remove the time strictly. If you can keep the time accurately, you can say that it is unlikely that you will drive unreasonably, and the risk of delaying the scheduled time can be reduced. Choose a person who can pay close attention to avoid accidents without violating traffic. For comfortable travel, starting and stopping are required to be smooth. And it is important to be familiar with geography for quick and safe movement.
Let's hire a driver
If you have a lot of movement or the frequency of taxis frequently, you can expect various benefits by hiring exclusive drivers. Even those who are dissatisfied or stressful in taxi use can freely pick them up according to their own convenience. If so, you can work without worrying about time. While traveling, you can also look at the materials. The employment of an exclusive officer driver has many benefits, so let's consider it.
【 TransACT Group 】
