New secretaries can improve their work abilities from four aspects and get started easily
Secretarial work is an important part of office work. For a secretarial staff who has just entered the workplace, how to improve their own quality and professional level, and continuously enhance work efficiency and service level are issues that every junior secretarial worker must think about and solve. As the saying goes: If a worker wants to do his job well, he must first sharpen his tools. Personally, I believe that junior secretaries should start from establishing goals, strengthening learning, improving writing skills and communication skills, and constantly improve their understanding of secretarial positions and professional capabilities.
1. Current status of secretarial work
Due to employment pressure, many people cannot choose careers related to their majors. Therefore, it is very common for secretarial staff to not have secretarial professional qualifications. Generally speaking, many units and departments do not pay enough attention to secretarial work and do not organize effective professional qualification training. In addition, due to the cumbersome office work, many secretarial work lacks independence and is too general, and many employees do not feel a great sense of accomplishment, resulting in high mobility of secretarial staff, resulting in insufficient practical ability of the secretarial team and a weak sense of competition. The problem is outstanding. Therefore, the overall professional quality of the secretarial team is uneven. The basic quality of on-the-job secretarial staff is greatly reduced and the service level is poor.
2. Measures for junior secretaries to improve their work ability
(1) Scientific positioning and establishing clear goals
In the book "Secretary Professional Skills Standards" "Secretary" is defined as: a person who specializes in office procedures, assists leaders in handling financial and daily affairs, and serves leaders in decision-making and implementation. However, in actual work, many people do not feel the function of assisting leaders in handling major affairs and decision-making. Instead, they spend their days in sending and receiving documents, writing meeting minutes and simple written materials, file management and other daily service work. Generally speaking, different "sections" such as document sending and receiving, file management and writing materials will be assigned to different personnel. In this way, many working secretarial staff will feel that the workload is too little and they will be idle most of the time. In this way, it is easy to fall into a state of no sense of achievement or even laziness, and eventually kill most of the time with a cup of tea and a computer. But as the saying goes: It is easy for a young person to learn but hard to become an old man, and no time is worth wasting. For those who have just stepped into the workplace, this is actually the best time to learn and exercise. However, if you do not have a clear understanding of your own work and are not strict with yourself, you will often feel that you do not know what to learn and what to do. After three to five years, many people are still the same as when they first started working, with "no ideas, no skills and no skills". Personnel with the "three no's" of ability. In fact, secretaries must be divided into three categories: junior secretaries, intermediate secretaries and senior secretaries. For junior secretarial staff who have just started their job, as long as they have basic office software operation capabilities and the most basic application writing ability, they can be qualified for the job. However, for senior secretarial staff, they have higher requirements not only for work ability but also application writing ability. , and must master and understand various aspects of law, taxation, finance, etc., in order to have the ability to handle affairs and make decisions for leaders.
In addition, secretarial staff should always keep in mind their professional roles. Although secretaries have the function of making decisions for leaders, this decision-making only serves as a consultant. The nature of secretarial work to "assist leaders" has never changed. In daily work, secretarial workers cannot make decisions for leaders or exercise power without authorization. Overstep of duty. The secretary is an unknown behind-the-scenes worker.
Being a secretary is a trivial and complicated job. As a junior secretarial staff, you must have a scientific orientation towards secretarial work and truly understand the nature of secretarial work. "A soldier who doesn't want to be a general is not a good soldier." What I want to say is, a secretary who doesn't want to be an excellent senior secretary is not a good secretary. Everyone’s life is short, and the time that can be used for work is even shorter. We should have the professional ethics of doing what we do and loving what we do. In ordinary positions, we can not only work hard, but also pioneer and innovate, and do our best in society. Make your own contribution.
(2) Be diligent and pragmatic, and practice and grow from every little experience
Due to the current employment situation, many college graduates cannot choose a career that matches their major, but instead engage in Secretarial industry.
At the same time, due to lack of practical work experience, secretarial staff need to go through a process from unskilled to proficient, from unsophisticated to experienced in daily work. As the saying goes: There are roads in the mountain of books, hard work is the path, and there is no limit to the sea of ??learning, and hard work is the boat. We should use a delicate heart to see more, learn more, and ask more questions about our daily work. Only through unremitting efforts can we work smoothly.
On the one hand, we must seriously study relevant office skills. First, be proficient in office software and office equipment. Flexible use of office software such as office and wps for word processing, table creation, simple database operations, etc., and proficiency in operating office equipment such as fax machines, printers, projectors, and cameras. Today's world is an era of rapid development of science and technology, and the update cycle of software and equipment is getting shorter and shorter, but it is inseparable from daily affairs. This requires secretaries to study hard and use it flexibly. Because these office tools can not only optimize work efficiency, but also improve work quality. The second is to quickly master the office process and make clever use of office skills. Secretarial work is a job that tests one's attentiveness and patience. For secretaries who have just started their job, patiently learning the work process from experienced people and carefully understanding the work skills is an effective shortcut to maturity. Secretarial staff must have a good grasp of processes and techniques in daily official document processing, file management and other service work. Only in this way can they not miss the opportunity and influence the overall situation. For example, when processing official documents, during the process of downloading and archiving, one must pay attention to the urgency of the document and the intensity of supervision to ensure that it is not lost during circulation. The details require meticulous patience and related skills.
On the other hand, learn and understand relevant policies and regulations. Providing staff advice to leaders and drafting official documents are important responsibilities of a secretary, but whether it is staff advice or drafting official documents, they require familiarity with basic policy knowledge and knowledge of laws and regulations. This requires secretarial personnel to be diligent in reading newspapers and TV, diligent in understanding international and domestic situations, and mastering the relevant lines, principles and policies of the party and the country. Secretary's "speech and action" must not violate the spirit of national regulations and government policies. In order to adapt to the realization of higher goals in the future, learning and mastering the knowledge of policy formulation is a compulsory course for junior secretaries. A capable and courageous secretary is trained through continuous hard work and practice.
(3) Be diligent in practicing writing, and accumulate a lot of experience to show off
Outstanding writing ability is an important quality that secretarial staff should possess. Drafting of official documents, leadership speeches, summary plans and various publicity manuscripts all reflect the writing skills and writing abilities of secretarial staff. "Tree without roots will wither, and water without a source will be exhausted." If secretaries want to write excellent articles, they must learn to continuously accumulate materials and skills while exercising. The first is to accumulate materials. "If you don't accumulate small steps, you can't reach a thousand miles; if you don't accumulate small streams, you can't reach a river." The accumulation of materials is the basis for secretaries to write manuscripts. When you usually read books and newspapers, you can excerpt beautiful words, sentences, famous quotes, and cut out inspiring articles. When browsing the Internet, you can sort through the Internet information, save the essentials, and collect some text documents and picture materials that are helpful for your writing. At the same time, the collected materials should be classified and sorted so that they can be remembered and reviewed at any time. The second is to accumulate skills. There is an essential difference between official document writing, exam writing during schooling, and spontaneous writing. As a secretary, you must not only examine this genre objectively, but also learn to constantly summarize experience. When drafting official documents, writing leadership speeches and other materials, we must pursue the writing style of "seeking truth, seeking depth, seeking shortness and seeking freshness", learn to arm our minds with scientific theories, use Marxist methodology to guide practice, and constantly improve our writing abilities. . The "pen" of secretarial work can not only serve the leadership's decision-making well, but also better speak for the grassroots and the masses. The last step is to accumulate language sense and form agile thinking. Although the Internet age can provide us with a large amount of information for writing, it still requires continuous accumulation and cultivation to form our own thoughts and opinions. The ancients said: "If you read thousands of volumes, you will write like a god." Reading more can broaden our horizons, and reading more can allow us to perceive the charm of the language world. In your spare time, in addition to reading a wide range of books, you should also have a "unique love", because only by reading them repeatedly and familiarizing yourself with them will you be inspired at work, your thinking will be agile and active, and you will have original insights. Out of nowhere.
Accumulation and writing are important parts of secretarial life. The two complement each other. Secretaries should learn to continuously improve their writing ability through accumulation, and learn to accumulate practical materials during writing, so as to cultivate export-oriented writers. , the work literacy and ability to write down a written document.
(4) Shape the image and have generous and decent communication skills
Secretarial work must not only upload and deliver, but also receive external reception. Cultivating generous and decent communication skills is a required course. A person's temperament is mainly revealed from every move and word. For male secretaries, wearing a suit and tie, and getting a smart haircut can give them a completely new look. But it is not that simple to become an elegant and generous female secretary. As the saying goes, "One third of one's character is one's inner self and seven is one's grooming." It can be seen that clothing plays a very important role in a lady's spirit. Female secretaries should be based on this. Choose your own clothes according to different climates and occasions. At the same time, you should also pay attention to your makeup. This will not only add color and vitality to the office, but also show a decent and generous image to leaders, colleagues and customers. Secondly, learn to observe words and emotions. Secretaries must learn to understand other people's psychology by observing their words and expressions. Learning to "listen" is not only an important means to promote communication, but also an art. Whether we are listening to the leader explaining something or receiving customers, we must listen attentively and hear the intention. At the same time, using appropriate eye contact and appropriate body language can not only convey our sincerity and feelings to the other party , and more importantly, the speaker will have a feeling of respect and kindness. Finally, there is the ability to express appropriately. A person's speaking ability can reflect his overall quality level. Secretarial staff not only cover a wide range of areas, but also come into contact with complex people. They need to handle many affairs appropriately and straighten out complex relationships. Secretaries should pay attention to the conciseness and propriety of speech when expressing, and should have strong adaptability. When reporting situations to leaders or conveying instructions to colleagues, pay attention to clear, concise and logical language; when dealing with emergencies, be calm and decisive, and have the ability to reflect the overall situation; when facing embarrassing situations, be prepared The ability to smooth things over tactfully.
Remember this sentence: "A secretary has a sharp mind like a politician; is good at observing and understanding others like a psychologist; has a chic demeanor like a diplomat; has good shorthand skills and Good writing skills; familiar with the legal relationships in various business transactions; able to skillfully use various office automation equipment; possess considerable knowledge in finance and taxation; able to skillfully organize and classify various documents and materials. "It can be seen that secretarial work is a must. The work itself is rich and the demands on practitioners are comprehensive. For junior secretarial staff, strengthening learning and constantly improving their own quality and professional level are not only a booster for continuous advancement in the secretarial industry, but also adapt to the needs of continuous economic and social development.
References:
[1]Secretary Professional Skills Standards, Ministry of Labor, 1998
[2]Secretary, "Secretary" Editorial Department, 2011 ( 1), 2011 (2)
[3] Secretary’s Friends, "Secretary’s Friends" Editorial Department, 2011 (1), 2011 (2)