Information
■Introducing according to the situation from telephone response to reception
In the work of a secretary, you have the opportunity to do various tasks on behalf of your boss, and you also have external relationships. The secretary is, so to speak, the face of the company. In order to behave in a manner that is not embarrassing as a position that carries the image of the company, it is necessary to acquire appropriate business etiquette. This time, I will explain the business etiquette required of a secretary by dividing it into scenes.
1. Necessary business manners
In my job as a secretary, there are many situations where I do various tasks on behalf of my superior. In other words, you are in a position that bears a heavy responsibility, and you are required to have appropriate business etiquette. From here, I will explain the business etiquette required of a secretary according to common situations.
1-1. Telephone response
The telephone is directly linked to the image of the company, and the other party is required to respond without rudeness. First of all, when you receive a call, it is basic to answer within 3 calls. Following the greeting, give the company name and the name of the department to which you belong, and confirm the company name and name of the other party. The timing to switch from "Good morning" to "Thank you for calling" is around 11:00 am. If it is difficult to hear the other party's voice, try to avoid direct expressions by saying something like "It seems that the phone is a little far away".
As a secretary, you also need to be careful not to use the wrong wording. It is also important not to give your boss's schedule or personal information without your boss's permission. If your boss is absent, answer "visiting or on a business trip" and check if there is a call back.
1-2. Hospitality
Hospitality is used to mean adding special hospitality to general customer service, and secretaries are often required to do this. You must be aware that hospitality influences your external impression. It is important to use the terms of hospitality flexibly according to the person to whom you are dealing, and you need to have some experience before you can do it naturally. In order not to make the other person feel uncomfortable, it is important to avoid straight expressions when asking for something and add cushion words such as "Excuse me".
There are also some rules for how to call a company name and job title. Do not confuse "our company" used for your company with "your company" used for the other company. When introducing a person from your company to someone outside the company, the correct answer is to abandon your surname, even if you are your boss. Also, even if you are an outsider, the title itself is originally a honorific title, so if you call it "manager", it will be a double honorific. In addition, let's work with a spirit of thoroughness in all responses, such as slowly knocking on the door three times.
1-3. Cancel
If you deal with it on a daily basis, sometimes you may not be able to meet the will of the other party, but the secretary's qualifications are also questioned in how to refuse. It is the most annoying for the other party to postpone the reply and then decline, so it is important to forecast the schedule early and decline early if you find it difficult to adjust. In addition, it is good manners to communicate the refusal by telephone. Emails are one-sided and can give a cold impression. Based on two-way communication over the phone, do your best to convey the reason and apology.
1-4. Chat
The secretary has the opportunity to chat with the other party during travel time, but there is also etiquette there. Sometimes it is necessary to create a relaxing atmosphere with private topics. In addition, the secretary's basic stance is to speak honestly to any person. Answer any questions honestly, assuming you don't touch confidentiality. When you accompany your boss, you also need to have a good sense of how and how your boss is feeling and choosing the right topic. If you have the opportunity to interact with a large number of people at a business party, the secretary should take the position of carrying the company on his back and talk about topics that will lead to the promotion of the company.
Let's use flexible manners
Mastering business etiquette is a condition that must be cleared at least as a secretary. Furthermore, since it is a job to interact with people from various positions inside and outside the company, it is also required to have the ability to apply proper etiquette according to the person. However, it is a prerequisite to treat any person fairly. Don't forget to be humble as a secretary, and use your manners flexibly.
【 TransACT Group 】
■One of the secretarial work? ! Grooming points to check
The secretary not only supports the executives of the company, but also has a very important role to influence the image of the company. Temporary employees are attracting attention as one of the forms of employment. Therefore, we have summarized the grooming points that you should check when hiring a secretary dispatch.
■ Checkpoint ① Is there a feeling of cleanliness?
It is said that the first impression has a big impact on what kind of person you meet for the first time, but the interview test is no exception. In particular, when hiring as a secretary, it has a great influence on the image of the company, so it is essential to check the appearance of the applicant when taking charge of the interview test. First of all, it is important to check if there is a feeling of cleanliness. Of course, your clothes should be clean, but check that your cuffs and collar are clean. Of course, you can't miss the fact that the shoes are in good condition. Also, I'm worried about my mouth. After all, it can be said that a person who has good tooth care is desirable. If you're a man, check that your beard isn't growing. Some people wear perfumes and colognes, but it's also important that the odor isn't too tight.
■ Checkpoint ② Isn't the clothes and makeup gorgeous?
The clothes for the employment examination depend on the type of business, but it is common to wear a suit. Especially for those who want to be hired as a secretary, it is also a checkpoint whether they will come in a suit. Of course, you can't get a suit with a strange color or pattern. Also, make-up is not good if it is too flashy, but no make-up is also not desirable. Also check if you have a natural make-up. The impression you get from your hairstyle is also important. There are many women with long hair, but the point is that they are organized so that they do not have to brush their hair after bowing. I like people who also have hair color and nails. Also, for men, it is ideal to have a hairstyle that feels refreshing.
■ Checkpoint ③ Can you act by reading the air in consideration of harmony with the surroundings?
The work of a secretary is very diverse, such as managing the schedule of officers and writing documents. It is also important to always be a supporter. You also need to determine if you can maintain confidentiality. Of course, it is also a secretary's qualification to be able to act by reading the atmosphere of the place while considering harmony with the surroundings. To that end, it is important to choose a person with a bright and refreshing impression. Of course, you also need the skills to look ahead and get the job done. However, don't bring your thoughts to the fore, and make sure that you follow the ideas of the supporting officers.
【 TransACT Group 】
■What is the difference between dispatching a driver and hire?
If you are an executive of a large company, you often have a dedicated driver, but if you do not use it frequently enough to have it dedicated, your choice will be either a hire or a dispatched driver. Introducing the difference between a dispatched driver and a hire.
■ What is a dispatched driver?
A dispatched driver is an excellent professional driver dispatched from a taxi company or a temporary staffing agency, and drives and manages vehicles owned by customers. Depending on the dispatching agency, specialized staff may even manage the operation according to the customer's schedule, so there is no need to worry about troublesome vehicle arrangements. You are free to choose between short-term and long-term employment, as you can use it when and as much as you need. In the unlikely event of an accident, the dispatching company will take care of insurance and accident handling. Compared to hiring a driver exclusively, there is no financial burden such as salary, overtime pay, retirement allowance, and time burden to educate the appearance and attitude, leading to cost reduction.
■ What is a hire?
Hire is an individual transportation system that uses luxury cars owned by taxi companies and provides higher quality services than ordinary taxis. It features a service specialized for VIP transportation, and you can get comfortable travel time for various purposes. The use of hire is a complete reservation system, and there are facilities that can only be entered by hire, so it is a vehicle that is often used especially in prestigious situations. The driver who drives the hire can only be a high-quality driver who has deep experience and solid driving skills in the taxi company and has no problem in dealing with executives. Basically, it is used for a short period of time, but some taxi companies offer a service that allows the driver and vehicle to be fixed and used.
■ Summary of differences between dispatched drivers and hire
The biggest difference between a dispatched driver and a hire is whether the vehicle you use is yours or a taxi company. If you are a dispatched driver, you can handle it if you have a feeling for the car you are riding or if you want to use a large vehicle because of work. Hire will be less burdensome and troublesome in the sense that you do not have to manage the vehicle. Both of them do not require salary burden or labor management, but the dispatched driver can take care of the operation management, so there is no need to adjust the schedule or arrange the vehicle. Both hire and dispatched drivers are educated at a level that allows VIP support, but dispatched drivers are often hired by people with hire experience and are more likely to receive higher quality services.
【 TransACT Group 】
■ What kind of person is an excellent secretary? We will teach you the skills you need!
The job of a secretary is wide-ranging and varies from company to company. However, to be called a "good secretary" you need some common skills. Here are some important skills you should have as a secretary, regardless of your industry. If you are an executive who is considering hiring a secretary to improve work efficiency, why not use it as a reference for selecting personnel?
■Secretary duties
The duties of a secretary are wide-ranging, but the main task is to manage the boss's schedule. A secretary needs to create a lean schedule so that a busy boss can work efficiently. During business trips, the secretary makes reservations for accommodation and secures transportation, and is in charge of contacting participants at meetings hosted by the boss. Next, answering visitors and answering phone calls is part of the secretary's duties. When welcoming guests, you will be interacting with an important person who works with your boss, so polite demeanor and business manners are required. When answering the phone, try to use polite language, and you will be able to decide whether to refer to your boss or handle it yourself. It is also the job of the secretary to prepare documents for the boss to use. You may need to create meeting materials in PowerPoint and internal documents in Word, so you need to have the minimum computer skills and how to write business documents. And the secretary has to do miscellaneous tasks such as organizing the office. In this way, it can be said that the secretary's job is to handle all the work to support the boss.
1. Skills required for an excellent secretary
Having an excellent secretary not only makes the executive's work more efficient, but also has the potential to lead to the growth of the company's business. Then, what kind of skills are required for an excellent secretary who is said to be the right hand of an executive? Also, why is there a difference even if you are doing the same secretary work? Here are three key skills with specific examples.
1-1.Schedule management ability
One of the skills required for an excellent secretary is the ability to manage schedules. Many people who work as top executives and executives of companies are always busy, and sudden schedule changes can occur on a daily basis. Even in such a case, if you have an excellent secretary, you will be able to calmly deal with it and come up with an alternative plan to get through the situation. However, such skills are not acquired immediately, but are acquired through years of experience. It is also important to be familiar with the functions of office software and be able to use them. For example, it must be possible to cancel or add online reservations and changes to meetings in a timely manner. Managing officers' schedules online has many benefits, such as officers being able to check the fluctuating schedule at any time. The secretary needs to have an overview of the officers' schedules. And if necessary, they are expected to preemptively book and change their schedules.
1-2. Communication skills
Speaking of skills that are essential for a good secretary, communication skills should not be forgotten. The secretary's job is to maintain smooth communication between executives and the people they work with. It can be said that it is essential to have a personality that is loved by people, consideration for those around you, and consideration for the other person. In addition, it is important for secretaries who often attend internal and external meetings with executives to remain calm and calm in any situation, and to control themselves flexibly. In addition, it is important to treat those around you fairly, to keep smiling, and to deliver accurate and necessary information to your conversation partners. In order to do this smoothly, sociability and high communication skills are required. In addition, secretaries often come into contact with company secrets, etc., because they work as the right-hand man of an officer. Therefore, it can be said that it is essential to be sociable, but to refrain from talking about things that are not necessary.
1-3.Be able to write beautiful letters
Due to the spread of personal computers and e-mail, opportunities for handwriting in business are decreasing. However, in secretarial work, there are many situations where handwriting is required, such as filling in important documents, addressing letters, and writing thank-you notes. Therefore, being able to write beautiful characters can be said to be a great strength for a secretary. For example, when an important document such as a contract is sent from another company, if the letter is beautifully written, it will lead to a sense of trust in the company. Also, if the thank-you letter written by the secretary on behalf of the executive is beautiful, you will want to ask for the job again. On the other hand, if it's written in round or illegible handwriting, you may lose credibility. In this way, the letters written by the secretary can affect the impression of the company. It is said that the character represents the body, but it can also be said that the character of the secretary, who fills out documents and writes letters on behalf of the executive, represents the company as it is.
■Characteristics of a person suitable for a secretary
The characteristics of people who are suitable for secretaries are that they are attentive and have a high ability to guess. The secretary has to support her boss behind the scenes, but her boss doesn't have time for detailed instructions. A secretary is required to have the attentiveness to anticipate what her boss wants and prepare it ahead of time. Also, a person who can devote himself to support would be suitable for a secretary. If you don't want to be the main character, you can't stand the role of a secretary supporting her boss. At the same time, secretaries are often treated with respect along with their bosses, but don't forget to be humble. A secretary is suitable for a person who can always interact with people with a humble attitude and who can facilitate interpersonal relationships.
If you're methodical and flexible, you might want to try your hand at being a secretary. A secretary must have the meticulousness to carry out his work carefully, as a mistake in the boss's schedule management may cause a large loss to the company. However, secretarial work can be fraught with trouble, so meticulousness alone is not enough. It can be said that the conditions for an excellent secretary are to be flexible and able to calmly deal with incidents. In addition, people with high communication skills and the ability to share information smoothly are also suitable for secretaries.
■Characteristics of people who are not suitable for secretaries
On the other hand, there are some characteristics of people who are not suitable for secretaries. First of all, a person who is very self-assertive is not suitable for a secretary. Aspirations are important, but if the desire to be active is too strong, it can get in the way of your boss. Also, a person who cannot protect confidentiality should not be a secretary. While working with important people in the company, the secretary comes to know a lot of confidential information. If you leak this information to the outside, there is a risk that it will develop into a big problem. Next, it will be difficult for people who are not good at switching feelings to work as a secretary. Everyone makes mistakes, but the important thing is what you do after you make a mistake. You can't do your job as a secretary if you're rebuked by your boss and get depressed and give up your job. You are required to have a positive attitude to quickly change your mind and clean up after your mistakes.
■ Rewarding work as a secretary
There are many difficult situations in secretarial work, but it is worth it. One of the most rewarding aspects of secretarial work is being deeply involved with people involved in corporate management. If you work normally in clerical work, you don't have many opportunities to interact with important people who move companies. On the other hand, secretaries are able to learn knowledge and skills at the forefront of business by closely interacting with executives on a daily basis. Observing up close how your boss thinks and works with you will be a valuable experience that enriches your life. Next, one of the rewards of being a secretary is to be able to improve your skills related to business etiquette. As you interact with various important people, you will naturally improve your business etiquette and hospitality skills, which will make it easier for you to aim for career advancement. In addition, various incidents occur in secretarial work, and it is required to respond flexibly according to the situation. Therefore, it can be said that it is rewarding to be a secretary to cultivate judgment and the ability to respond flexibly.
■An excellent secretary contributes to the growth of the company!
In this way, having an excellent secretary at hand will not only make your work more efficient, but it will likely lead to business growth. Transact introduces human resources with excellent qualities and helps create an environment. In addition to temporary staffing and introduction of personnel, we also offer a variety of proposals that meet the needs of our customers, such as temporary staffing and outsourcing. If you are looking for an excellent secretary, please consult with Transact.
【 TransACT Group 】
■What are the costs that can be reduced by using driver dispatch?
For example, there are various benefits to switching an executive driver to a driver dispatch service person in a company. Especially when it comes to costs, it should be reasonably effective. Introducing the cost benefits.
■ Reduce labor costs!
First of all, you can reduce labor costs. The reason is very simple. You can hire people only when you need to drive. For example, let's say you have a full-time employee of your company appointed as a driver. The labor cost will be the cost of a whole day. In that respect, if you use temporary staff, you only have to hire them during the morning and night pick-up hours, so the cost merit should be reduced to less than half. If you use temporary staff, you can also reduce labor costs in indirect departments such as labor and general affairs. Furthermore, since regular employees can be effectively used for their original work, if they are used as sales staff or technical development staff, the profits of the company will increase.
■ Reduce general affairs costs related to vehicle management
Some driver dispatch services will dispatch you as a set with your vehicle. In that case, it is a big advantage to eliminate the company-owned car. If you own a company-owned car, you will be charged a new car purchase fee at the time of purchase. Automobile tax is also levied in April every year. The inspection work fee and the vehicle inspection work fee several times a year are not stupid. Furthermore, when it comes to cars for executives, you have to wash the car every day. The labor cost of the person who washes the car is also a big cost. In addition, there is no time to give details such as replacement fees for various consumables. If you ask the temporary staffing company as a set with the vehicle, you can eliminate these troubles and significantly reduce the general affairs cost.
■ Reduce job advertisement costs!
If you want to secure a driver as a company, you have to recruit in a big way using newspapers, magazines, insert advertisements, Internet advertisements, etc. However, when it comes to a return driver for executives, the qualities required are greater, such as those who have proper business etiquette and those who can manage time properly. Then, even if many people come to the interview after seeing the recruitment, there are not many people who pass. In that case, you have to keep advertising until you find the driver you want. Advertising fees at this time are very high, and newspaper advertising fees can range from hundreds of thousands to millions of yen. Even Internet advertising can cost hundreds of thousands of yen. With the driver dispatch service, these expenses can be reduced to zero.
【 TransACT Group 】
