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■The mindset of a capable secretary! A thorough explanation of the necessary skills and aptitude!
Some people who are thinking about working as a secretary in the future may want to know the skills and mindset required for a secretary. If you are going to become a secretary, you want to be a capable secretary who can be relied upon by your boss. In this article, we will introduce the skills and mindset required for a secretary, and what kind of person is suitable for the job.
1. Skills required for a secretary
What kind of skills are required for a secretary?
The first is advanced business etiquette. Even ordinary working people need to learn business etiquette, but secretaries need to learn a level of business etiquette that can serve as an example for all working people.
The second is basic business skills. Administrative skills used in creating documents are also necessary, and communication skills are also important.
The third is judgment and the ability to act. In the business world, unexpected situations are bound to occur. In such cases, it is not always possible to ask your boss for a decision. You need the ability to make appropriate decisions and act on your own.
The fourth is the ability to gather information. If you can research information that your boss will need for his or her work in advance, it will be useful. Also, if you have a dinner with a client, you need the ability to gather information, such as casually finding out the other person's preferences.
The fifth is a rich humanity and attentiveness. Since secretaries may contact clients on behalf of their boss, if the secretary leaves a bad impression, the boss will also leave a bad impression. Being considerate and attentive to the other party is an important skill in becoming a secretary.
2. What kind of person is suitable to be a secretary?
What kind of person is suitable to be a secretary? The most important element is that they are considerate. This is because secretaries need to think for themselves and take the initiative to help their boss, not just follow specific instructions. Next, secretaries often manage their boss's schedules, so it is desirable for them to be meticulous. It would be even better if you were not only meticulous, but also flexible enough to deal with sudden schedule changes.
Also, people who can play a supporting role behind the scenes are also suitable for secretaries. They are the type of people who enjoy supporting others from behind the scenes rather than being in the spotlight themselves. In addition, people who can have a broad perspective on the people around them also have the potential to be secretaries. They need to be able to think not about what they would do themselves, but about what they would do if they were in the boss's position.
3. The mindset and attitude to become a good secretary
What are the mindsets and attitudes to become a good secretary?
The first is to strictly maintain confidentiality. When working as a secretary, you will often have opportunities to come into contact with your boss' private life and confidential company information. You cannot become a secretary unless you can maintain confidentiality.
The second is to acquire proper manners. If a secretary has poor business manners, it will bring shame on your boss.
The third is to be considerate. You need to be able to think about what you can do and put it into action, not just what your boss tells you to do. Also, being considerate not only to your boss but also to your business partners will leave a good impression.
The fourth is to have strong administrative skills. People who hire secretaries are generally busy people, so the more administrative skills they have, the better.
The fifth is not to exceed your authority. Even if you are a secretary, you should not exceed your authority. Even when thinking about what you can do on your boss's behalf, you need to know the extent of what you are allowed to do. And be sure to strictly follow the rules.
The sixth is not to get involved in gossip. If you reveal private information about your boss, the relationship of trust will be destroyed. You need to be completely refusing to answer questions about your boss.
The seventh is to be prepared to support your boss. If you are treated as politely as your boss, you may feel like you have become a higher-ranking person. However, it is important to remember that you are in a position to support your boss and to remain humble.
Learn the basics and skills to become a great secretary!
Find out what kind of person is suited to be a secretary, and if many of the above apply to you, why not try to become one? Of course, even if you don't fit all of them, you can still aim to become a secretary if you acquire the skills from now on. Transact is currently recruiting secretaries with good benefits. Please check it out.
【 TransACT Group 】
■Use the executive driver dispatch service! What kind of car should it be?
When using a dedicated executive driver dispatch service, choosing a vehicle model is also important. If it becomes a car for executives, it may affect the image of the company. What kind of car is good as an executive car, such as appearance and taste? There seems to be no doubt that it is a luxury car, but it seems difficult to narrow down. Let's take a look at three representative cars.
■ Rolls-Royce, dignity of executives and presidents
Rolls-Royce is a luxury car that originated in England. Moreover, Rolls-Royce is used not only in the automobile industry, but also in the aircraft industry, and the engines of passenger aircraft that are active around the world are also used. A car equipped with an engine developed by such fine engineers is attractive. Furthermore, it is also a status that it is a car of the British government. Moreover, although it is now a domestically produced Century Hyatt, Rolls-Royce was also active as a royal car for the Emperor of Japan until a while ago. A Rolls-Royce might be the perfect vehicle for a company executive, as it's more of a hospitality vehicle than a vehicle to drive.
■A longing, Bentley
Bentley, like Rolls-Royce, is a car that is active as a prestigious British company. It is a brand that has a stronger character as a sports car manufacturer than Rolls-Royce. From 1923 to 1930, the ability to win the "24 Hours of Le Mans" endurance race five times overall has been proven as a sports car and a durable car. Some of the executives are car enthusiasts, and I think there are fans who know Bentley's success in racing. Currently, there is a sedan type designed to be used for company business purposes, and it is equipped with a powerful engine. A word to the officers How about Bentley? You can ask. You might like it.
■Mercedes-Benz cannot be missed when talking about luxury cars
Mercedes-Benz is synonymous with luxury cars, which originated in Germany. Even people who don't know much about cars will buy it without thinking if they want a luxury car. Isn't there a lot of people who long for the emblem called "three-pointed star"? Mercedes-Benz is also active in endurance races such as “Le Mans 24” and touring car races. Some of the officers may be secret fans who know the success of these races. It might be a good idea to ask executives if they like Mercedes-Benz.
【 TransACT Group 】
■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 】
