Information
■Will the executive secretary do this? 3 selections!
Regardless of whether the work of the executive secretary is an employee or a temporary worker, the routine work is common. Executive secretaries may be required to take a step ahead in their work. It is also required to work flexibly, accurately and quickly.
■ Customer support / telephone support
When working with an officer, you have to deal with a variety of visitors, including outside and inside people. In addition, you will receive many calls, so you need to be very careful not to make the other person feel uncomfortable with a polite response. It may not be possible for you to act as an executive secretary just by responding. Depending on the situation, you may work while changing the response from time to time. Experienced executive secretaries can instantly understand the status of supporting executives and decide who to take over or not. Sometimes there are uninvited guests, so we sometimes deal with them well without being noticed by them. To be able to grasp the situation so far, it is necessary to build a relationship of trust with the officers.
■ Business card management / customer data management
Business card management and customer data management are one of the important tasks for executive secretaries. This task may seem monotonous, but it is the ability of an experienced executive secretary to take advantage of this information as well as to manage it accurately. Since the memory of officers alone is limited, it is the officer's secretary's effort to remember a little information about the person who exchanged business cards on behalf of the officer and what he was talking about when he met. The same is true for customer data. You may have a chat during a business talk with a customer. Only an executive secretary is good at collecting the hobbies and insistences of the business partner from the conversation. In order to facilitate business relationships, we accurately grasp what the other person is pleased with and support the work of officers under the hood.
■ Mailing arrangement management / other management
The executive secretary undertakes all routine tasks so that executives can concentrate on their primary duties. You may receive a large amount of mail every day, so officers will not have time to open all of them. It is also necessary to sort these mail items and narrow down the items to be delivered. Furthermore, depending on the content of the mail, if you do not respond promptly, you may lose the trust of the other party. It is part of the executive secretary's important job to do all this steady work perfectly and smoothly.
【 TransACT Group 】
■I understand because I am a secretary! Three characteristics of a decent person
The secretary has experience working with numerous business people through schedule coordination and business negotiations. As a result, you will be able to understand the characteristics that are common to people who have a great job. Therefore, I would like to introduce three characteristics of a person who can be understood only by a secretary.
■ Part 1 Organize
The first characteristic of a person who can be seen by a secretary is the ability to keep things organized. In a straightforward example, you can tell if you're a good job by looking at what's on your desk. If you see a pile of documents on your desk, it's likely that you're not the one to get the job done. This is because the desks of the big guys are often so organized that there is almost nothing. Some people blame the busyness of their work for not being able to keep things organized on their desks, but those who are busy with their work do so to keep things organized in order to respond efficiently. Deki people are not only good at desks, but also at managing data on personal computers, writing schedule books, and so on.
■ Part 2 Quick response to emails, etc.
The second characteristic of a person who can be seen by a secretary is that he works fast. An example of how fast work can be seen is the speed of email response. Each person's response to an email has its own characteristics, with some responding immediately and others not responding without a reminder. It is common sense in business that you generally need to reply within 24 hours, but people who are not good at work are characterized by replying the moment they see the email. The reason is that there is no room for postponement, so it is necessary to make accurate decisions in each situation and proceed with work steadily. In addition to responding to emails, it is also a characteristic of people who can start work quickly and do not accumulate work. By doing so, the evaluation from the surroundings will increase and the trust will be gained. As a result, the decent people get busier and faster, and the speed of their work increases accordingly.
■ Part 3 Make the failures and successes of the surroundings your own learning
The third characteristic of a person who can be seen by a secretary is that he can learn from the mistakes and successes of those around him. In general, work ability improves with experience. Experiences include successful and unsuccessful experiences. It is normal for you to improve your work ability as you gain experience. However, the people who are crazy are different. The feature is that you can not only learn from your own experience, but also incorporate the experiences of those around you as your own experience. The more you can learn from the experience of others, the faster you will grow and the more you will be able to differ from your surroundings. In order to learn from others, it is necessary to have an attitude of looking straight at the essence and an unobtrusive mind. It can be said that a decent person also has such qualities.
【 TransACT Group 】
■Officer driver dispatch service! 3 such merits!
It seems that there are various things that can happen when a dispatched professional driver is appointed as an officer driver. You may be able to hear valuable opinions while communicating in various ways. I tried to summarize what kind of good things can be done when welcoming a dispatched driver.
■ Creating a comfortable in-house environment
The dispatched driver is, so to speak, an outsider. Therefore, you may be able to hear valuable opinions while communicating in various ways. This is because, in the case of a dispatched driver, he may also be a driver of another company, or he may have been dispatched to another company. They will talk to you as much as they can tell you, so maybe the executives of your customers will tell you what to eat. Also, if you communicate with sales people who are active every day in company cars, you will be able to get information on loopholes that everyone did not know, and it seems that conversation will be lively. If you get along well with the dispatched driver, the atmosphere in the workplace will be fun.
■ Conversational ability to read the air
Dispatched drivers are trained in their own company, not only in driving ability but also in business etiquette and conversation ability. Therefore, the driver has excellent conversation ability and speaks so as not to offend people. We don't talk too much, we listen carefully to what our customers say, and we are trained to keep confidentiality. Also, the more experienced drivers are, the more experienced drivers will be able to talk to different people. The dispatched driver has a keen observation ability, so the longer you have a relationship, the deeper your understanding of the person will be, and the more you will be able to read the air and have a conversation.
■ Familiarize yourself with the route to your destination
Dispatched drivers are thoroughly trained in their company on how to deal with geography, road closures, and how to avoid traffic jams. They are educated to handle any situation. Its capacity may exceed the performance of the navigation system installed in the car. This seems to be refined not only by the results of the training but also by accumulating daily work experience. Also, because they have a keen observation ability, they often notice small changes even if they are on the same road. Therefore, I always get the latest information such as the new convenience store and the line up at that ramen shop. Therefore, it is possible to quickly respond to requests such as an officer suddenly wanting to eat and want to go to a restaurant.
【 TransACT Group 】
■Free yourself from busyness! What is time management for a CEO who uses the day efficiently?
When you run a company, you tend to be busy with your duties as a CEO every day. It becomes difficult to find time to study things you are interested in, devote yourself to your hobbies, or spend time on yourself. However, in many cases, you may not know the specific methods for actually creating time. In this article, we will introduce how to work efficiently.
1. Do important work in the morning when your productivity is high
When thinking about how to use your time, it is important to be conscious of the time of day. Normally, the human brain is most active in the morning, so working in the morning tends to increase productivity. Work also progresses in the morning when thinking ability is high, so it is effective to schedule important work in the morning as much as possible. When making a schedule, prioritize your work in advance. By doing so, you can schedule important work first. If the work does not take much time, you can complete it during times when productivity is low, and it is less likely to feel mentally burdened.
2. Decide what you need to do in the future and schedule it in advance
Schedule management is important to get through a lot of work quickly. If you just blindly do the work in front of you, it will only take up time. First, write out what you need to do and make a schedule that takes into account not only short-term plans but also the future. In that case, it is necessary to create a weekly and daily schedule using a notebook or something similar. By doing so, you can decide what tasks you need to do every week and what tasks you need to deal with every day, and you can also keep track of your long-term plans. Deciding what you need to do in advance is also effective in carrying out your work without missing anything.
3. The president should not try to do everything, but should delegate things well
To create time for the president himself, it is important not to try to do all the tasks that you think you have to do, but to delegate what you can to others. If the president tries to handle all the tasks, it may certainly save on labor costs, but it does not necessarily lead to direct sales. However, it is certain that your day will become extremely busy. In order to secure time to immerse yourself in your hobbies or spend time studying areas of interest, it is important for the president to review his own working environment.
There are many different tasks involved in running a company, such as dealing with customers, managing schedules, fundraising, and order processing. The key to increasing work efficiency is to change your mindset of "doing everything yourself" and hire people with specialized skills and knowledge or high abilities, or outsource tasks. Doing so will increase the company's productivity, and as a result, it will be easier for the president to free up his own time.
4. Use travel time effectively
In order to make the most of your limited time, it is important to use travel time effectively while outsourcing tasks and hiring staff. As a president, you will have more opportunities to go to various places, such as traveling from home to work, visiting clients, and attending meetings. Some people drive themselves, but the act of traveling from one place to another is surprisingly mentally and physically taxing. The longer you spend traveling, the more fatigue you will accumulate, and the more time you will waste. Many managers live near their companies in order to reduce travel time as much as possible. An increasing number of companies are providing housing allowances to not only managers but also employees in order to reduce commuting time.
However, depending on the location of the company, not all managers can live near the company. In that case, hiring a professional driver is an option. By hiring a driver with high driving skills, you can spend your travel time meaningfully and avoid risks such as accidents.
Cut down on wasted time and focus on what really counts!
In order to avoid wasting time every day when there are many things to do, try starting with the things introduced in this article. If you are conscious of the time of day you work and perform each task according to the schedule, your productivity will increase. In addition, by hiring a driver or secretary, the president himself will be able to concentrate on high-priority work. Why not consider doing this to create your own time?
【 TransACT Group 】
■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 】
