Information
■Powerful under the edge! Introducing three attitudes to play an active role as a secretary
Many people have the image of "supporting their boss" as a secretary's job so that the work can proceed smoothly. However, in order to actually play an active role as a secretary, some people may wonder, "What kind of attitude do you need?" So, in this article, I will introduce three attitudes that you need to work as a secretary.
1. What is the secretary's job?
In order to play an active role as a secretary, it is important to first understand the details of your work accurately. The basic task of a secretary is to "provide general assistance" so that the boss can concentrate on the work in the workplace. However, the range of work that a secretary is in charge of is very wide, and the work content tends to differ greatly depending on the company and the boss who assists it. Specifically, it can be said that it is common to be in charge of tasks such as "schedule management," "answering visitors and telephone calls," and "arranging business trips." In addition to that, there are cases where "return to gifts", "information gathering", "document filing", "document management", etc. are performed.
2. Three attitudes necessary as a secretary
Although I want to work as a secretary, many people may be worried about what is actually required. So, let's check here three attitudes that are indispensable for working as a secretary.
2-1. Thorough confidentiality
When working as a secretary, it is very important to have a mindset of "strict confidentiality." Since secretaries often come into contact with people in important positions within the company, such as the president and executives, they inevitably have many opportunities to come into contact with "important company secrets and information" such as confidential matters and confidential information. In the unlikely event that such important information is leaked outside the company, it could be a huge loss for the company. Since secretaries are important tasks that often deal with confidential information, which can be said to be the core of management, thorough confidentiality is required. It is important that the information obtained through the work of the secretary is never shared with outsiders and is kept in your heart.
2-2. Be attentive
The secretary's main role is to support the boss in charge in various ways so that he / she can carry out his / her duties without delay. Therefore, it is important to keep in mind to "always be attentive". You will be required to have the ability to detect and proactively detect various things such as "what is necessary for the boss to proceed with the work" and "what points should be considered". In addition, the secretary needs to consider not only the boss in charge but also the customer and visitors. Be aware that dealing with people outside the company can give the impression of not only yourself, but the entire department and your direct supervisor. Careful response is required, such as paying attention to attitude and wording.
2-3. Being an unsung hero
A secretary is a job that supports others in the shadow without leaving you in front of you. Therefore, it is important to try to work as an "unsung hero". Secretaries are required to work diligently and naturally support them as needed. However, you should avoid fully appealing such support. This is because the secretary's main role is to "improve the results of his boss." No matter how good your skills and ideas are, it is wise to avoid insisting on them. In addition, it is basically not asking for a reward for support. The stance required of a secretary is to be sensitive to what the boss wants, respond promptly to that request, and "behind the scenes."
Secretary is important not only skill but also attitude
Did you firmly recognize the attitude necessary for the secretary's work? In order to play an active role as a secretary, not only skills but also "preparation" as a support role is important. It is important to be aware of three points: thorough confidentiality, attention, and unsung heroes. With the dispatch service "Transact", you can aim to become a secretary from inexperienced. If you are interested in working as a secretary, why not take on the challenge with a firm mindset?
【 TransACT Group 】
■If you hire an executive secretary! 3 skills to check
When hiring an executive secretary, you need to make sure that you have the skills to do the job. It's not impossible to develop talented people after hiring, but it can be time consuming and costly. Introducing the skills required of executive secretaries.
■ Think about things from a high perspective and support officers
The first skill required of an executive secretary is to be able to think about things from a high perspective and support the executives. A high perspective can be easily understood by imagining two perspectives. The first is the perspective of management and the perspective of business. Since executives are at the forefront of management, supporting operations are often important tasks that affect management, so always check your skills to think about things from the perspective of management. The second is the perspective of human relationships. You need to determine if you can trust the person before you talk to the officers. Also, I would like to check that after understanding the human relationships surrounding the officers, I definitely know who to contact in advance and proceed with the work.
■ Attention at food, drinks, meetings, and banquets
The second thing to check when hiring an executive secretary is your attentive skills, especially your ability to be attentive at eating, drinking, meetings, and banquets. At restaurants and banquets where officers attend in relation to business, even if it seems that they are talking about things that are not related to business at first glance, the attendees observe each other and show their seriousness and humanity to the project. Confirming. Executive secretaries need to have the ability to ensure that such stage meetings proceed smoothly. In particular, when it comes to entertaining people, it is necessary to avoid situations that hinder business as a result of choosing a place, food, etc., and provide topics so that attendees do not feel uncomfortable during the banquet. It is also necessary to consider such things as. It is also necessary to take measures including arrangements for return transportation, accounting, and thank-you after the end. If you're hiring as an executive secretary, it's a good idea to check if you can do this well.
■ We will handle complaints and troubles!
The third thing to check when hiring an executive secretary is the ability to respond to complaints and troubles. Officers collect a lot of information every day, which may include complaints. Instead of just reporting the content to the officers, it is necessary to have the ability to properly grasp the actual situation, raise the report, and respond well in good faith without exciting the other party of the complaint. In addition, it is possible that you will be entrusted with collecting the troubles that occur from the officers. Even in such a case, it is necessary to have the skill to calmly analyze the situation and solve the problem in the shortest distance. It is difficult to find human resources with these skills, but it can be said that it is important for the hiring side to carefully judge the necessary skills before hiring.
【 TransACT Group 】
■Advantages and disadvantages of using a dispatched driver
What kind of means is there to have a driver as an officer-only car? Many large companies have their own dedicated drivers, but the focus is now on dispatching drivers. Here, let's look at both the advantages of using temporary staffing and the disadvantages behind it.
■ Advantages of dispatching drivers
First of all, the biggest advantage that the company can get by using temporary staffing is cost reduction. You can get a driver at an overwhelmingly cheaper price than preparing a dedicated driver by hiring yourself. In the case of in-house employment, of course, bonuses, retirement allowances, welfare programs, etc. must be prepared, and human resource development costs for driver education are high. Considering these, it can be seen that a large amount of money will be required to hire one exclusive driver, but dispatching does not require payment other than the fixed fee. Overall, it seems that expenses are often about half of the company's employment. In addition, if you are dispatched to manage attendance or sudden absenteeism, they will respond promptly. The drivers who come by dispatch are basically professional drivers with abundant practical experience, so it can be said that the advantage of dispatch is that the quality of the driver is kept constant.
■ Disadvantages of dispatching drivers
There are many advantages to using temporary staffing, but of course there are also disadvantages. Due to the characteristics of an officer's car even when dispatched, employee training is thorough so that strict regulations such as confidentiality can be observed, but even so, drivers who hire themselves and set their own regulations and educate them are more reliable. Needless to say. From the perspective of reducing the risk of information leakage from the company, dispatching is more risky. In addition, although it is attractive that the fee is cheap, dispatching may be more expensive than in-house employment depending on the driver's restraint time. In-house employment may result in cheaper if the executive car is in operation on a daily basis, or if it is in operation most of the day.
■ Summary of advantages and disadvantages of dispatching drivers
We have seen the advantages and disadvantages of dispatching, but how about it? In many small and medium-sized enterprises, the opportunity for executive vehicles to operate is generally about half a month, so dispatching is basically cheaper. There are various ways to use executive cars depending on the company. It is a good idea to comprehensively consider the advantages and disadvantages mentioned here and select a driver that suits your company's usage.
【 TransACT Group 】
■Working hours that managers must know! Are you protected?
It is important for management to improve the company's performance, but it is also necessary to consider employees. One of them is working hours. Management must understand and protect the working hours of employees. In this article, we will explain the labor standards that the manager should know, and also introduce the rules for overtime and rules for each system.
1. Working hours of the Labor Standards Law
Even a company with good performance is not allowed to have employees work long -term. Employee overwork death is a problem, and as a result, there are cases where the company is to be involved in the survival of the company. The Labor Standards Law stipulates that management should not work more than 40 hours a day, eight hours a day, as a general rule. If you work more, you must pay an extra wage. The wages for working hours, 8 hours a day, more than 40 hours a week, are calculated by "overtime hours (hours) x wages per hour (yen unit) x 1.25".
2. If you have overtime, a report of 36 agreements is required
In many cases, the company's managers have been working overtime, despite being determined that employees should not work more than 40 hours a week, more than 40 hours a week. In fact, under the Labor Standards Law, if the manager reports 36 agreements to the Labor Standards Director, the employees can work overtime, that is, overtime. On top of that, you must pay the extra wages mentioned above. The 36 agreements include the content of the content that the employees work beyond the statutory time beyond the statutory time, and the content must be concluded with the union or employee representatives in advance.
If the manager asks employees to work overtime (overtime) without submitting a 36 agreement, they will violate the Labor Standards Law. Penalties have been imprisoned for less than 6 months or fines of 300,000 yen or less. Even if you pay overtime, if you do not report the 36 agreements, it will be a violation, so be careful.
3. Rules of working hours by system
Employee working hours are one of the important items to learn. There are various things in Japan's working hours system. From now on, we will introduce four labor systems.
3-1. Flext time
Until now, many companies have decided on employee working hours in many companies, but the work style that allows employees to determine their work and start hours is called flextime. Unlike the past, it is a system that has been established that various formats are needed in the way of working because the number of people's lives has increased. A major feature of flextime is that the introduction can work beyond the legal working hours of 8 hours a day and 40 hours a week. The liquidation period within one month and the total working hours within that period are determined in advance.
If you do not exceed the contract time within the settlement period, you can work more than 8 hours a day or more than 40 hours a week. Management does not need to pay overtime allowance to employees who work more than 8 hours a day within this period. Since you can set the working hours freely, it has the advantage that mothers and others can easily adjust child care. However, it is necessary to be careful because if you do not properly manage yourself, you may not be able to work.
3-2. Intracting labor system
Among the various tasks, there are cases where it is better to leave the method of execution and time allocation to employees, such as the development of new products and new technology and the design of information processing systems. In such a case, a good system to introduce is the discretionary labor system. Until now, it was usually to pay an extra wage if the manager decides working hours and overtime work is performed. However, in the discretionary labor system, it is considered that he worked for a certain period of time, regardless of the time he actually worked on a specific work. If there is time exceeding the statutory working hours as working hours, not working hours, the company will pay extra wages.
3-3. Manager
Managers (managers) must work and work for the company regardless of time or holidays. This is because there is a condition that you can freely decide your work hours yourself and have a very high salary than other employees, and have the right to be close to the manager. It is not recognized as a legal manager (management supervisor) if any of the three conditions, such as not having the authority to decide on their own working hours. In that case, the company is obliged to pay overtime pay.
3-4. Deformed working hours system
Taxis and truck drivers have a prosperity and off -season, and there are cases where working hours increase or decrease. The best thing for these occupations is the deformed working hours system. This is a way of working that does not require overtime work by adjusting working hours in a month or one year. Even in this case, if the owner works beyond working hours determined by the law, he must pay overtime.
Let's manage the labor standards well
As labor forms are diversified, managers must understand each system and manage the correct labor standard environment. Management is required to determine everything about the business itself and the fund distribution, and to improve the working environment for employees. First of all, why not hire a driver or secretary to improve your own working environment?
【 TransACT Group 】
■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 】
