THE SECRETARY’S THE SECRETARY’S DAYDAY

Dr. Nasser Al JarAllahDr. Nasser Al JarAllah

THE SECRETARY’S DAYTHE SECRETARY’S DAY Prepare the afternoon before.Prepare the afternoon before. Prompt morning start.Prompt morning start. Priority of duties.Priority of duties. Importance of the memo pad.Importance of the memo pad. Keeping an appointment Keeping an appointment

book.book. Developing familiarity with Developing familiarity with

sources of information. sources of information. Time and work saving.Time and work saving. THE FUTURE.THE FUTURE.

Prepare the afternoon beforePrepare the afternoon before

To determine exactly what must To determine exactly what must be done the next day by going be done the next day by going through the follow-up file.through the follow-up file.

The follow-up file should be set up The follow-up file should be set up in convenient way to the in convenient way to the secretary.secretary.

The follow-up file can be The follow-up file can be yearly ,monthly, a desk calendar.yearly ,monthly, a desk calendar.

A list of items ,must be taken care A list of items ,must be taken care of next day.of next day.

To conclude the day , turn off To conclude the day , turn off equipments and clear the desk , equipments and clear the desk , for maintenance staff. for maintenance staff.

Prompt morning startPrompt morning start

The office must be ready to function The office must be ready to function at whatever time it opens.at whatever time it opens.

Make a list of certain jobs must be Make a list of certain jobs must be performed each day.performed each day.

After opening the mail , putting the After opening the mail , putting the most important items to the top.most important items to the top.

Call certain items to executive’s Call certain items to executive’s attention.attention.

Mail must be moved quickly to Mail must be moved quickly to correspondents.correspondents.

Priority of dutiesPriority of duties

Using time Using time management management techniques (e.g. techniques (e.g. 4*4).4*4).

Deciding the Deciding the importance by importance by mental exercise.mental exercise.

Putting down Putting down small jobs is a small jobs is a dangerous dangerous game to play.game to play.

ImportanceImportance

timeliness

timeliness

Import.Import.

ImmedImmed

(1)(1)

NimporNimpor

ImmedImmed

))3)3)

Import.Import.

NimedNimed

(2)(2)

NimporNimpor

NimedNimed

(4)(4)

Importance of the memo padImportance of the memo pad.. Everything must be written down Everything must be written down

on memo pad, at hand, all time.on memo pad, at hand, all time. Depends upon the nature of the Depends upon the nature of the

job and the size of the company.job and the size of the company. Function as an added memory.Function as an added memory. The basic tools are a memo The basic tools are a memo

pad, a calendar , an pad, a calendar , an appointment book, and a appointment book, and a telephone-address book.telephone-address book.

Keeping an appointment bookKeeping an appointment book

In automated offices ,it’s In automated offices ,it’s electronic calendar.electronic calendar.

In the executive’s desk, with In the executive’s desk, with accurate duplicate maintained accurate duplicate maintained by secretary.by secretary.

Familiar with office Familiar with office procedure.procedure.

Entered under the day ,hour Entered under the day ,hour and notes to produce and notes to produce documents .documents .

Developing familiarity with Developing familiarity with sources of informationsources of information..

Secretary can find not only Secretary can find not only names reached frequently , names reached frequently , but :but :

• Names , Addresses , and Names , Addresses , and Phone numbers for services , Phone numbers for services , emergencies , and sources of emergencies , and sources of information valuable to office.information valuable to office.

• Various sources of Various sources of information listed in the information listed in the offices.offices.

Time and work savingTime and work saving..

Make efficient use of your desk.Make efficient use of your desk.• Surface clear except immediate Surface clear except immediate

work.work.• Using filing folders for temporary Using filing folders for temporary

work. (.e.g. in progress, incoming , work. (.e.g. in progress, incoming , outgoing , for additional outgoing , for additional information).information).

• Keep folders in the file drawer of Keep folders in the file drawer of your desk, instantly accessible.your desk, instantly accessible.

Time and work saving. (cont..)Time and work saving. (cont..)

Plan your time , never waste it Plan your time , never waste it ..

• Relieve the workload at peak Relieve the workload at peak time.time.

• Try to learn about your Try to learn about your company’s operations.company’s operations.

• Learn how to use references.Learn how to use references.• Up-to-date the address book.Up-to-date the address book.• Get to know the filing system.Get to know the filing system.

Time and work saving. (cont..)Time and work saving. (cont..)

Learn to schedule your time Learn to schedule your time realistically. Expect interruptions realistically. Expect interruptions and it’s required place in your and it’s required place in your schedule.schedule.

Be part of the team. Your ability to Be part of the team. Your ability to function as a professional will be function as a professional will be remembered when you wish a remembered when you wish a promotion.promotion.

THE FUTURETHE FUTURE

“ “ The professional secretary who will The professional secretary who will assume an important place in assume an important place in business and society will need;business and society will need;

to be able to respond to the to be able to respond to the concept and technology of concept and technology of information processing.information processing.

possess decision-making ability possess decision-making ability and human relation skills, and and human relation skills, and

be adaptable to learning new skills be adaptable to learning new skills in a rapidly changing office in a rapidly changing office environment .environment .

To take more responsibility.To take more responsibility.