THE SECRETARY’S DAY Dr. Nasser Al JarAllah

THE 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 book. Keeping an appointment book. Developing familiarity with sources of information. Developing familiarity with sources of information. Time and work saving. Time and work saving. THE FUTURE. THE FUTURE.

Prepare the afternoon before To determine exactly what must be done the next day by going through the follow-up file. To determine exactly what must be done the next day by going through the follow-up file. The follow-up file should be set up in convenient way to the secretary. The follow-up file should be set up in convenient way to the secretary. The follow-up file can be yearly,monthly, a desk calendar. The follow-up file can be yearly,monthly, a desk calendar. A list of items,must be taken care of next day. A list of items,must be taken care of next day. To conclude the day, turn off equipments and clear the desk, for maintenance staff. To conclude the day, turn off equipments and clear the desk, for maintenance staff.

Prompt morning start The office must be ready to function at whatever time it opens. The office must be ready to function at whatever time it opens. Make a list of certain jobs must be performed each day. Make a list of certain jobs must be performed each day. After opening the mail, putting the most important items to the top. After opening the mail, putting the most important items to the top. Call certain items to executive’s attention. Call certain items to executive’s attention. Mail must be moved quickly to correspondents. Mail must be moved quickly to correspondents.

Priority of duties Using time management techniques (e.g. 4*4). Using time management techniques (e.g. 4*4). Deciding the importance by mental exercise. Deciding the importance by mental exercise. Putting down small jobs is a dangerous game to play. Putting down small jobs is a dangerous game to play. Importance NimporImmed )3) Import.Immed(1) timeliness NimporNimed(4)Import.Nimed(2)

Importance of the memo pad. Everything must be written down on memo pad, at hand, all time. Everything must be written down on memo pad, at hand, all time. Depends upon the nature of the job and the size of the company. Depends upon the nature of the job and the size of the company. Function as an added memory. Function as an added memory. The basic tools are a memo pad, a calendar, an appointment book, and a telephone-address book. The basic tools are a memo pad, a calendar, an appointment book, and a telephone-address book.

Keeping an appointment book In automated offices,it’s electronic calendar. In automated offices,it’s electronic calendar. In the executive’s desk, with accurate duplicate maintained by secretary. In the executive’s desk, with accurate duplicate maintained by secretary. Familiar with office procedure. Familiar with office procedure. Entered under the day,hour and notes to produce documents. Entered under the day,hour and notes to produce documents.

Developing familiarity with sources of information. Secretary can find not only names reached frequently, but : Names, Addresses, and Phone numbers for services, emergencies, and sources of information valuable to office. Names, Addresses, and Phone numbers for services, emergencies, and sources of information valuable to office. Various sources of information listed in the offices. Various sources of information listed in the offices.

Time and work saving. Make efficient use of your desk. Make efficient use of your desk. Surface clear except immediate work. Surface clear except immediate work. Using filing folders for temporary work. (.e.g. in progress, incoming, outgoing, for additional information). Using filing folders for temporary work. (.e.g. in progress, incoming, outgoing, for additional information). Keep folders in the file drawer of your desk, instantly accessible. Keep folders in the file drawer of your desk, instantly accessible.

Time and work saving. (cont..) Plan your time, never waste it. Plan your time, never waste it. Relieve the workload at peak time. Relieve the workload at peak time. Try to learn about your company’s operations. Try to learn about your 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..) Learn to schedule your time realistically. Expect interruptions and it’s required place in your schedule. Learn to schedule your time realistically. Expect interruptions and it’s required place in your schedule. Be part of the team. Your ability to function as a professional will be remembered when you wish a promotion. Be part of the team. Your ability to function as a professional will be remembered when you wish a promotion.

THE FUTURE “ The professional secretary who will assume an important place in business and society will need; to be able to respond to the concept and technology of information processing. to be able to respond to the concept and technology of information processing. possess decision-making ability and human relation skills, and possess decision-making ability and human relation skills, and be adaptable to learning new skills in a rapidly changing office environment. be adaptable to learning new skills in a rapidly changing office environment. To take more responsibility. To take more responsibility.