Naskah 7

Understanding File System Management as A General Secretary

During the course of being a general secretary, you will begin to have files that need to be
managed in some way. In creating systems that work for the files you need and the files that you
have made for certain tasks, you will allow the entire company to have access to document when
necessary, even after you leave you position.

A. Paper Filing Systems

While the electronic filing system format continues to grow in use and efficiency, this does not
discount the need for paper filing systems. Paper files allow for:
 Hard copies of important files. When someone need a copy of a file, it will be readily
accessible in a file cabinet on the property.
 An easy-to-access system. The paper filing system in easier to access because everyone
in the company can get to it, even when you are not available to find the document.
 A supplemental system should electronic system fail. In the event that one cannot
access an electronic system or the electronic system of filing accidentally deletes a file,
the backup will be the paper system.

In a paper filing system, it can be helpful to use the same system across the board,
allowing for ease of training people in where to find certain files. At the same time, it may
become necessary to have different filing system different kinds of documents, different
departments, etc. If you are moving into a role as a general secretary , the filing system
may already be in place. When this is the case, because your role is to make things more
efficient, it can help to note any problems you might have with the current system and
suggest improvements.

B. Electronic Filing System

When you are a part of a company that has employees in different settings outside of the office,
or when you have employees that need to access files when they are on the road of in different
time zones, electronic filing can be helpful. Some simple systems for filing and storing documents
include:
 Google Docs,
 Dropbox,
 Backup systems, such as MozyPro and Carbonite

You can place electronic copies of your files into these systems and have them backed up so they
are not lost accidentally. You can also provide access to files in order to edit them as needed. The
key to using electronic filing systems effectively includes:

 Having standardized file names. When everyone in the company names files in the same
way, it becomes easier to find necessary files.
 Created folders and sub folders. It can also be helpful to have folders of certain types of
files, as well as subfolders to further categorize the files. Additionally, different
departments may want to have larger folders in which they can find specific files.
 Regularly increasing the storage space. Because electronic storage systems only have as
much space as you order, you will need to check the storage limits of the system to
ensure there is more room available.
 The only trick with electronic filing systems is that it can be easy to put everything into the file
system, even documents that are not necessary. When this seems to be the case, it can help to
have documents that you need personally in your own computer's hard drive. By saving things to
your hard drive that you use regularly, you can quickly access these files and any person that
steps into your role can also find them.

Naskah 8
Secretaries Handling of Travel arrangements

One of the most time-consuming things that a person may need to handle as a professional
is a trip. Whether this trip is for business or for pleasure, there are generally more tasks to complete
and people to talk to than one might encounter in a typical office day. This is why many general
secretaries will be assigned the role of handling travel arrangements. With this section, you will learn
how to manage the needs of one or more people who need to travel.
When you are trying to create a travel itinerary for a person, you need to find out exactly
where the person needs to be, at what time, and how long the person needs to be in every spot on
the itinerary. A good way to make sure you understand this trip is to put yourself into the shoes of
the person taking the trip. Think about how that person will arrive, get to the hotel, travel from the
hotel, eat, pay for items while traveling, find others the person needs to meet with, leave the hotel
for the airport, arrive back home.
When you begin to look at the specifics of the trip you are planning, you can begin to create
a clear list of the things you need to do. Check with the person first in a meeting lo sec what his or
her current plans are. Also, it is a good idea to ask if there are any arrangements you need to make
that might not be on the schedule, such as side trips or outings that are not planned.
Once you know the basics of the trip and what needs to happen, then you can look to see
what the preferences of the person or persons might be. The more that you get to know the person
that you are supporting, the shorter the meetings will be prior to a trip. You will begin to understand
the expectations and how you might be able to meet them. During the collection of the preferences
of the person, it might be helpful to take notes so that you can remember these tricks the next time
they travel.

Naskah 9
Effective Communication Skills

As a secretary, one of your key roles is to communicate information. No matter what you
aretrying1o do, remember that this, above all else, is what will help you succeed. Though some
people seem to be born with the ability to talk with anyone, this is also a skill that can be easily
leaned. Much of the time, you will be in situations where you need to speak with a variety of people.
All of these calls or visits will require different sorts of conversations, allowing you to help people
with a problem or to gain information.
In order to effectively communicate with everyone, it will help for you to focus on a few key
skills:
 Remember your purpose. When you are talking with the other person, remember what your
job is and what you are trying to do. This will ensure you are communicating in an effective
way.
 Focus on the person's positives. Even if a person is being less than kind to you, try to find
something positive about her or him so that you can stay focused on helping the person and
addressing the concerns.
  Be willing to be wrong. If you find that you have done something wrong, then admit to this
being the case. Then try to find a way to solve the issue.
 Be honest. No matter what happens, try to be honest with the person with whom you are
communicating. This will help the person trust you and feel that you will be helpful.

The more that you talk with others, the easier it is to relate to others and to determine how
you can help. It can be a good idea to try to make small talk during a conversation when it seems
that you need to be on a more casual level. Just the question of how people are doing and
responding to their answer can help them feel as though they are talking to a friend and not just
another customer service person.
When you are speaking to another person, you will want to be as clear as you can in your
conversation. To do this, you will went to:
 Think about what you need to say. If you need a moment or two to think about something
before responding to another person, you can let the person know this. In most cases, the
person wall be happy that you spent the time thinking, as opposed to just rattling off any
answer that comes into your mind. If you feel it might take more than a few minutes to think
about what you need to say, then ask if you can call back with an answer.
 Do not repeat what you have already said. When you are communicating effectively, you
should only be adding to the conversation what is new and relevant. Think about what you
have already said and try not to repeat it, as this can make it seem as though you do not
believe the other person is capable of listening.
 Consider what they already know. When talking with anyone, try to assess what the other
person knows so you can talk to him or her on an individual level. If you are not sure about
the person's knowledge, then ask whether you should explain something. If not, then you
can move on with the conversation.

Clarity can seem like a bit of a high-level communication sill, but it is actually something that
we do automatically with people we respect. When you can remember that you respect the person
to whom you are speaking, you can speak clearly and completely, helping the person get what is
needed from the conversation and interaction.
While communication often focuses on what you say and how you say it, you also need to be
an adept listener if you want to create a positive interaction with someone else. When the other
person to whom you are speaking sees that you are listening, that person will begin to relax, even
when upset about something.
Each day, you have a certain number of hours that you will need to fill. Depending on the
way that you work and the way that you are assigned the work you need to do, your schedule might
look different. While there are many different thoughts on what might work for an effective work
schedule, you might find that you have different ways that work better for you. By getting a sense of
how others might want you to work, you can begin to adjust your schedule to meet the need of
those you support. You need to make sure they are taken care of, after all.
One way to schedule your day is to sit down with a blank paper calendar and fill in all of the
duties you have each day at certain times. Then you can block out your lunch and other breaks.
When you look at your day like this, you can begin to arrange it in a way that makes sense for your
schedule and that makes sense for the work you need to accomplish.
Naskah 10
General Secretary

Today, secretaries are more than just the ones that handle basic tasks. They also provide the
first impression for clients and customers. By offering high-level ills, you can reach out to visitors,
customers, and clients, allowing them to see your company as being the one they should choose for
their needs. A secretary is the one that opens the door to presenting a solid reputation for their
company. With this General Secretary Course, you will gain the skills to succeed, no matter what
industry you choose.
As with every job, you might find different titles for the role of a secretary, and with good
reason. Because different companies need different kinds of administrative support, the staff is
named accordingly. These roles might have similar job duties associated with them, as well as more
market-specific duties, i.e., medical record filing for those who are in a health care-related field.
The key differences in the roles above include the idea that the executive assistant can also
be a manager of sorts in the office. This assistant might have supervisory tasks to complete, but this
can also be possible for any other titles. In addition, the legal secretary and assistant will be focused
on legal tasks, such as going to court or traveling to find certain documents of evidence for lawyers.
When you are hired in as a general secretary, it can help to get a complete list of the tasks
you wall complete, as this will determine the type of role you might have in your company. Indeed, it
is no surprise to people that a general secretary is someone who can add value to a company.
Because the upper management and other key members of the company may have more tasks to
accomplish, they need someone else to handle the basic tasks.
Of course, this is a small sampling of places where secretaries can find work that allows them to be
helpful and supportive in ways the company might not be able to handle on its own. Indeed, it can
be said that most companies could and do make use of secretaries in one way or another, no matter
what title they give them. That said, you might be concerned about the idea that a person might be
"only" a secretary when she or he starts in that role and then becomes skilled in the role. This is
certainly not the only route a person with administrative skills and experience can take.
Instead, a general secretary might become an office manager, taking on more responsibility in an
organization, or this person can also become a team leader. When you are in the general secretary
role, you are getting the experience of managing resources, while also being able to help out those
who are in bigger roles that might need further assistance in the future. That need may come with a
shiny new job title. In many companies, the general secretary role is the entry-level role, certainly,
but it is also the foot in the door that outsiders may not be privy to.