Information
■What manners are required of secretaries?
In the work of a secretary, there are opportunities to perform various tasks on behalf of the boss, and external relationships also arise. Secretaries are, so to speak, the face of the company. In order to behave in a manner that is not embarrassing as a person who carries the image of the company, they must have appropriate business manners. This time, we will explain the business manners required of secretaries by situation.
1. Necessary business manners
In the job of a secretary, there are many situations in which they perform various tasks on behalf of their superiors. In other words, they are in a position of heavy responsibility, and appropriate business manners are required. From here, we will explain the business manners required of secretaries by common situation.
1-1. Answering the phone
Telephone calls are directly related to the company's image, so they are required to respond in a manner that is not rude to the other party. First of all, when answering a phone call, it is basic to answer within three rings. After the greeting, state the name of the company and the name of the department you belong to, and confirm the name and company of the other party. The best time to switch from "Good morning" to "Thank you for calling" is around 11:00 a.m. If you have difficulty hearing the other person's voice, try to avoid direct expressions by saying something like "It seems like the phone is a little far away."
As a secretary, you also need to be careful not to use incorrect language. It is also important not to give away your boss's schedule or personal information without your boss's permission. If your boss is not available, answer "I have a visitor or am on a business trip" and check whether they will call you back.
1-2. Hospitality
Hospitality is used to mean adding special hospitality to general customer service, and secretaries will be required to do this in many situations. Hospitality is something that affects the impression you make on others. It is important to be able to use hospitality terms flexibly depending on the person you are dealing with, and it takes a certain amount of experience to become natural with it. It is also important to avoid direct expressions when asking for something and to add cushion words such as "I'm sorry to bother you" so as not to make the other person feel uncomfortable.
There are also some rules for how to address company names and job titles. Do not confuse "our company" when referring to your own company with "your company" when referring to the other company. When introducing someone from your company to an outsider, it is correct to address them by their surname, even if they are your boss. Also, even if the person is from another company, calling them "department head" is double honorific, since the job title itself is originally a title of honor. In addition, when knocking on the door, try to knock three times slowly, and approach all interactions with a spirit of thoroughness.
1-3. Cancellation
When dealing with people every day, there are times when you cannot meet the other party's wishes, but the way you turn them down also tests the qualities of a secretary. The most annoying thing for the other party is to delay your response and then turn them down, so it is important to quickly forecast the schedule and turn them down if you determine that adjustments are difficult. Also, it is good manners to call the person to turn them down in person. Emails are one-sided and may come across as cold. Make two-way communication over the phone the basis, and be sincere by clearly conveying the reason and your feelings of apology.
1-4. Small talk
Secretaries have the opportunity to chat with the other party during travel time, but there are manners there as well. It is also important to be considerate and sometimes include private topics to create a relaxing atmosphere. In addition, the basic attitude of a secretary is to speak frankly to anyone. Answer any questions honestly, provided that confidential information is not touched upon. When accompanying your boss, you also need the sense to determine your boss's mood and state and choose appropriate topics. If you have the opportunity to interact with a large number of people at a business party, etc., the secretary should also take the initiative to bring up topics that will lead to the company's PR, as they are in a position to carry the company.
Use manners flexibly
Learning business etiquette is the minimum requirement that a secretary must meet. Furthermore, since it is a job that involves interacting with people in various positions both inside and outside the company, you are also required to have the ability to apply manners flexibly depending on the person. However, it is assumed that you will treat everyone fairly. As a secretary, it is important to maintain a humble attitude and be flexible in your etiquette when dealing with others.
【 TransACT Group 】
■Is it okay to ask for shopping? What is the scope of work of executive drivers?
It is common for large companies to own an executive car and hire an executive driver. What is worrisome is the scope of work of executive drivers. For example, is it okay to ask for shopping? Therefore, we have summarized the scope of work of executive drivers.
■ Basic work is from driving to vehicle management
First, let's understand that the basic duties of an officer driver are from driving to vehicle management. The day's work begins with the pick-up at the officer's home. At night, they are often delivered to their homes after dinner. You can also request work on holidays when an officer goes to a business partner or has golf. In addition to safe driving, vehicle management is also important to maintain the image of an officer's vehicle. Regardless of whether the car is stored indoors or not, it is also a business to keep it shiny at all times. In addition to performing start-up inspections and maintenance before leaving the car in the morning, it is also the driver's job to pay close attention to dirt inside and outside the car. When officers do not use the car, it is common to have them wait in the driver's waiting room.
■ Some chores can be done
An executive driver is the job of supporting an executive through driving a car. In addition, since we often guide officers to our business partners, it is ideal for someone who can build good relationships with them. In general, younger hires may be better, but for this industry, some older people are preferable. The work content varies from company to company, but you can ask for some chores. For example, you may have an officer wait in the parking lot while shopping, or you may have an officer do the shopping for you. By the way, "exclusive driver" may include "general affairs / miscellaneous work included" and "shopping / outing transfer to central Tokyo", so please contact the temporary staffing company before requesting. It's a good idea to consult.
■ In case of dispatch, let's consult with the dispatch company
Having an officer's car is not only convenient for officers to carry out their daily work, but it is also important for maintaining a good image externally. In addition, the form of hiring temporary staff who can request only when necessary to save costs is attracting attention. We recommend that you consult with the temporary staffing agency regarding the specific work content. In addition, since the work content is also posted in the company guide for dispatching executive drivers, it can be used as a reference when considering a request. You can request a driver from a short term to a long term, but if you have many opportunities to use an officer's car, you have the option of hiring a dedicated driver. This is because there is a possibility that it will be more profitable in terms of cost, and there are also great advantages such as establishing a relationship of trust with the driver.
【 TransACT Group 】
■For health care! Thorough explanation of the regulations set for drivers
Since the body is the capital for the driver, health management is more important than other industries. It will be difficult if you repeatedly drive for a long time and cause an accident due to poor physical condition. To prevent this from happening, you will need to have a good understanding of the appropriate working hours for your driver. This article summarizes the rules for protecting the health of drivers and the points to maintain their health.
1 Health management regulations
In this paragraph, we will explain the driver's health management regulations such as continuous driving time, restraint time, rest / holidays, etc.
1-1 Continuous possible operation time
The driver's continuous driving time is 4 hours. In other words, if you continue to drive for more than 4 hours, you should immediately have a break of 30 minutes or more. It is possible to divide the break time into 30 minutes, but if you stop driving within 4 hours, you need at least 10 minutes for each break. You can take three 10-minute breaks during the four-hour period, or you can take two 15-minute breaks. Observe the rules for continuous operating hours and take a break depending on the work situation.
1-2 2days average operating time
As a long-distance driver, it will often be difficult to determine the daily driving time. Therefore, the limit is set by the average operating time for two days. The average driving time for two days is set at 9 hours and the driver cannot exceed this. Also, this does not mean that you can drive for 9 hours in a row, and it is essential to have a break in between.
1-3 Restraint time
The maximum driver restraint time is 13 hours. Depending on the situation, the upper limit can be 16 hours, but detention for more than 15 hours is limited to twice a week. If you drive for a long time, it may take more than 15 hours one way. However, such a response is only possible twice a week. The time is clear for route delivery that runs within a fixed range, but long-distance drivers who do not have to be careful about restraint time.
1-4 Rest / holiday
Rest and holiday are similar words at first glance, but there is a clear difference between them. The rest period is the free time you have before you get to your next job. The rest period is required to be at least 8 hours a day and cannot be divided. It is not possible to take it twice in 4 hours, but it will be given for 8 consecutive hours. Holidays are defined as holidays that are longer than the rest period. Holidays are rested for 24 hours plus the rest period. It is a rule that holidays should not be less than 30 hours under any circumstances.
1-5 Health check
The driver is obliged to undergo a medical examination. First, you will have a medical examination to prove that you are in good health when you are hired. After that, it is a regular health checkup. The content of the regular health checkup should be based on the image of a general health checkup. In addition, if you are engaged in late-night work, a health checkup will be conducted for specific work employees. Keep in mind that this applies to drivers who work late at night.
2 Health management that the driver can do by himself
This paragraph describes how drivers can manage their own health. First is the eating habits. Drivers tend to eat irregularly, and relying solely on the service area can lead to poor nutritional balance. As a countermeasure, drink vegetable juice regularly and be aware of a well-balanced diet on holidays. Good sleep is also essential for maintaining the health of the driver. If you have irregular or insufficient sleep time, you may have "sleep apnea syndrome" that makes you sleepy suddenly while driving. You should also do as much exercise as you can. Especially for long-term drivers, blood circulation tends to get worse, so exercise to prevent it is meaningful.
Follow the rules!
It is common for drivers to be in an accident because of their poor health. Even if you are a veteran driver, it can be quite dangerous to work while you are in poor physical condition. It is important to always be careful about your health care. If you adhere to the regulations and be aware of your own health care, the risk of getting sick will be greatly reduced.
【 TransACT Group 】
■What is the stress countermeasure for management?
Management tends to be stressed on a daily basis, such as the pressure of "having to do business," and the challenges of funding and securing human resources. Therefore, it is important to actively take stress countermeasures, but in many cases you do not know what to do. This article specifically explains the stress that managers often feel after entrepreneurship and how to relieve those stresses.
1. What is the stress that the manager feels?
If you are an employee of a company, it is easy to switch on and off if you leave the workplace, but if you become a manager, everyday life tends to be the company's center. In particular, for one to three years after starting a business, there are many managers who say that they were so busy that they could not secure time to sleep. In many cases, it is difficult to say that it is inevitable before you start a business, but if you can not secure sleep time, it will be difficult to take time to change your mind, and as a result it will be easier to accumulate stress.
Especially stressful accumulation is the fields and relationships related to business performance. Managers are the top of the company, and in many cases they sacrifice their time to achieve their performance. In addition, from the perspective of the decision -making person, the management is considerable. Regarding human relationships, as a result of priority on the profits of the company, the burden on employees increases, and the relationship with employees is often lost, so it is essential to take measures against such stress.
2. Stress measures for managers that can be done right now
In order to relieve stress well, it is important to look for a way to suit you, improve your life rhythm, review your mindset, and practice it from familiar things. In some cases, the help of an expert is also effective. Here, we will introduce the stress countermeasures of the president that can be done right now.
2-1. Find a stress relief method that suits you
The important thing in considering stress measures is to find a stress relief method that suits you. However, smoking and excessive drinking can be more likely to lead to unhealthy habits, even if they are aimed at relieving stress. In the long term, the possibility of hindering health cannot be denied. Therefore, we recommend a healthy stress relief method. Moreover, it is important to find an easy way to do it. That makes it easier to release stress on a daily basis.
For example, it is also effective to incorporate light exercises in your life. Exercise improves your mood and leads to health promotion. Even if you can't go to the gym, you can start with a small thing, such as getting off at the station in front of you. If you have a lot of time, you can expect a refreshing effect on your trip. In addition, creating time to immerse yourself in your hobbies, such as reading and watching movies, can also help stress.
2-2. Raise your life rhythm
Regular life is indispensable not only for stress measures but also for maintaining physical and mental health. To keep a healthy body and rest your brain, you need a moderate sleep time. Even if you continue to work in a lack of sleep, you will be in poor efficiency. It is also important to secure the meal time. If you miss a meal, your life rhythm may be disturbed, and if your nutritional condition is poor, you will have a bad effect on your health. It is important to review whether you have the necessary time to live.
2-3. Change your mindset
In order not to be stressed, you need to change your mind. Management must consider various issues, such as business strategies, human resources, and cash flow, but it is important to keep as positive as possible. If you think negatively, your thoughts will be visible and your horizons will narrow, and your mood tends to depress. Thinking positively makes you feel easier and easier to find solutions. Rather than thinking "I couldn't achieve my goals," always make a positive thinking, such as "I could do this."
2-4. Consultation with experts
If you can't realize the effect even if you try your own stress relief method, consulting with an expert is one of the options. Even if you hold it alone, the problem will not be solved. It is important to consult an expert before the management of the manager himself grows and find a solution. Listening to a third party about your worries can reduce stress itself. If you have an external consultation desk for employees, you may use the window.
Let's create time to review your lifestyle and relieve stress
In order to create time to relieve stress, it is also effective to use outsourcing drivers and secretary dispatch. Doing so makes it easier to secure time to use freely every busy day. The Trans Act Group is a company that dispatches drivers and secretaries that are optimal for the company. Ensuring private time can help you for mental care for managers. Why don't you consider outsourcing drivers and secretary dispatch.
【 TransACT Group 】
■The job of an executive secretary! What is the difference between a personal assistant and a group
There are two types of executive secretaries: "individual secretaries" who support officers by themselves and "group secretaries" who support officers by multiple people. There is also a way of thinking that the group secretary is in charge of the department of the company. Here, we have summarized the characteristics of those jobs.
■ Recommended for general companies! Group secretary
There are various forms of employment as a "secretary", but it seems that it often means "executive secretary". It is recommended to assign a group secretary to general companies. In particular, becoming an executive secretary of a large company requires a huge amount of work, which makes it difficult for one person to handle it. Therefore, it is desirable that the personnel assigned to the "Secretary Division" and "Secretary Office" form a team to support the officers. The work of a secretary is wide-ranging, such as dealing with visitors and dealing with business partners, managing the schedule of officers, writing daily documents, and preparing for a general meeting of stocks. In addition to the full-time hiring method for professionals, there are also cases where a secretary is assigned as a secretary after joining the company. In addition, the method of hiring as a temporary worker is also attracting attention.
■ Recommended for law firms and university professors! Personal assistant
On the other hand, personal assistants are recommended for law firms and university professors. Ideally, you should have a high level of work knowledge to hire a personal assistant. Of course, it goes without saying that they have the skills to support external activities. For example, a law firm's personal assistant must be familiar with the duties of an attorney and be able to provide extensive support, including external paperwork. At major law firms, there are paralegals that specialize in legal affairs. We also recommend a personal assistant as a university professor's secretary. The work content can cover general office work, including the preparation of research fund application documents. In addition, it depends on the professor's area of expertise and the requirements of the professor for his secretary.
■ Use properly according to the purpose!
There are two types of secretarial work, individual secretaries and group secretaries, which are hired according to each department. For this reason, group secretaries are recommended for general companies, but foreign-affiliated companies also have many individual secretaries. Also, when hiring a secretary, it is important to decide what kind of use you want. By doing so, the direction to be adopted will be decided. You don't need any special qualifications to become a secretary, but there are some qualifications that give you a job advantage. One of them is the "secretary test", which can be expected to be effectively used not only as a secretary but also in many workplaces including general clerical workers. There is also a known "medical secretary skill test" that supports doctors. In addition, since a lot of secretary's job information is posted on the site related to temporary staff, we recommend that you refer to it when hiring.
【 TransACT Group 】
