The better secretary, more efficient, the perfect secretary; is the dream of a company for all business executives. But how to become a perfect secretary? Are there courses to be perfect secretaries? They learn or were born? What makes a perfect head an efficient secretary or is an efficient secretary which makes the perfect head? Our response is that “it is a matter of two”.
A good secretary is not only that he knows languages, serves perfectly the telephone and visits, writes letters and things by the style… is something more.
The larger companies have chosen to pool of secretaries with collective services to the who turn a section of managers or other components of the division, department, etc. And that is that the laptops, PDA and pocket, the e-mail, iPhone/Blackberry, etc. Have done that some of the functions of the conventional secretaries are substitutable…
Do they still have things irreplaceable? Some senior managers know that yes. A good secretary of senior management can make good until the him/herself President of the company. We give some advice.
Tips for having a good secretary
1. The profile of the secretary is perfect. Of course put something that all companies of human resources and personnel selection know of memory: languages, office automation, human relations and public, protocol, etc. But the perfect secretary is something more, in this we are going to focus on.
2. Secretary equal with confidence. A good secretary must be creditor of the utmost confidence. Their training, strength, discretion character, personality is key to that there is a relationship of absolute confidence and a partner of the strengths and weaknesses of the company. Its commitment, loyalty and identification with the company and the people who lead must be total.
3. The time is a very valuable resource: the art of living the agenda. For a senior /to the time is his appeal more scarce and valuable. Able to meet the maximum possible topics and do so without stress, and in “good form” is the support of a secretary intuitive and intelligent. To gain time to a senior is an art and requires a permanent attention and total. It is preparing to time all documentation for a meeting. Is the ability to cut a visit that is prolonged excessively; is to give the excuse to reach half an hour later at a forthcoming meeting; it is renting a room service during two hours in order to shower after a trip of 10 hours and arrive in perfect conditions to an important meeting… Is to give the excuse by telephone and that the head is not bad to making know what the head needs, think and anticipate to give to the safety of not to make mistakes. Is to know when a thirst, or is to send the note of thanks usual. It is to live the day care trying every minute of the head, is to help meet the agenda without stress and handling contingencies. In this regard read How to reduce stress at work.
4. The secretary as a manager. One of the secretaries of high direction that had a chance to get to know each time they took the phone transmitting the importance of the company and its maximum representative, with such mastery that became a factor of image, invaluable for the company. In another order of things, managed ably on a flight from long an upgrade to first class. It was to get three different proposals for a special dinner in London and the book on the table more special. Ensured a personalized in the Hotel and that details were impeccable in the business center. Got accelerate a delivery, managed an improvement of any kind.
5. Know to be the image. A CEO friend confess that his secretary got that in the environment of his office is up an air positive by all sides. He went out to receive visits to the elevator with a charming smile awaits you. Did feel important to which called asking the telephone by the head, although not happened. Her warmth, discretion, dress, elegance, became the mistress of the company. Respected and considered a bulwark absolutely necessary, to create a magnificent climate of confidence. Answering any challenge with a statement, with the necessary diligence, with style, transmitting the perfect image.
6. Learn, specialized courses. A good secretary needs to learn as much as the need. Must be put to the day of everything that is important in the company. Should be familiar to new things, even if they are complex call nanotechnology, biotechnology, or terminology specialized financial. Must be formed continuously, make specialized courses and it must do in extra hours without affecting the normal activities of each day.