Here is a little background of how I found this enlightening piece of work. For the past month our receptionist has been out "sick". She had, what I call, a psychotic episode. This woman is a nut job, certifiably crazy. The first Friday of August she found out her friend was sick and she had a nervous breakdown. Well, that's what Dr. Brooke has diagnosed her with. So while she's been enjoying the ENTIRE month of August off, me and my two co-workers have been taking turns every single day watching the devil's invention called the telephone. The person who coined the phrase "The customer is always right" was either high or stupid. Anyway, enough ranting. I found the book when I was organizing the reception area, or what you'd call "a disaster area". This woman is the most unorganized human being on the face of this planet. I think one day I will see her on the TV show "Hoarders".
While flipping through this masterpiece I found a few helpful tips for the New World Secretary. These tips will help him/her succeed in the high paced, fairly complicated world that is known as an office. Before I start off describing these secrets of a secretaries job (I think a monkey could do that job) let me say that this book was published in 1981. So here are a few excerpts I found that might be useful.
To begin the book describes a secretary as being responsible for carrying out the executive's wishes, or being one's bitch.
The tools of the profession
Keyboarding, shorthand, transcription, filing, office procedures, and knowledge of word processing systems and equipment are the skills for which the secretary was hired.
How the Secretary's day should be organized:
1- Prepare the afternoon before by making a list of the executives appointments for the next day.
2- Conclude the day by turning off equipment and clear your desk so that the maintenance staff will be able to work.
3- In the morning the office must be ready to function at whatever time it opens, and the secretary should be at work in the office, not returning from the washroom or talking in the next office.
4- The previous afternoon the secretary should have made a list of tasks for the following day by using techniques of time management. Tasks fall into three categories: those that must be done immediately, those that may be done, and those that may be put off.
5- The memo pad is very important. The secretary must keep track of the employer's appointments and maintain a filing system.
6- Keep an appointment book. The appointment should be entered under the day and the hour agreed upon by the person requesting it and the secretary. If the appointment is canceled, arrangements for a new appointment should be made immediately.
7- Develop a familiarity with sources of information. The secretary would do well to become familiar with the area's Yellow Pages and with various sources of information listed in the section on reference materials.
Office Equipment and Supplies: Photocopiers
The photocopier is perhaps the most commonly used office machine for reproducing documents. After a document is printed, additional copies are generally photocopied unless multiple originals are needed. This frees the printer for additional jobs.
Communication Techniques: Telegrams
A telegram is a message sent via a Telex network to someone without a Telex-receiving piece of equipment. The intermediary connection is Western Union, which receives the message by telephone or Telex. After the message is received, Western Union calls the recipient, reads the text, and sends a printed copy if requested.
The Telephone
Despite the vast number of devices, methods, and alternatives for communicating information, the telephone remains the most popular means of communication. Since the telephone is such an important communication device, it is essential that the secretary use it to maximum effectiveness and be familiar with its peripheral equipment.
Taking Messages
In recording the call, the secretary should indicate the the time the call was received; the name, business affiliation, and telephone number of the caller; and the message. If the message is from an out of town caller, the area code or the telephone operator's number should also be recorded, so that the executive can return the call in a short time and without confusion. Be patient and pleasant but persistent. Ask the caller to spell out both first and last names if necessary. If numbers are involved, repeat the sequence for verification. When a call is taken, the "phone message" slip should be placed on the executives desk immediately. At the completion of the call, indicate readiness to terminate the conversation by summing up the details. Use the caller's name when saying a pleasant "Goodbye". It is courteous to wait for the caller to terminate the call first; the secretary who is too hasty in hanging up the receiver may cost the firm money. The receiver should be placed gently in it's cradle, for the pleasantest "goodbye" can be spoiled by jarring the sound of the receiver dropped into position. It is like slamming the door after a visitor. Do not hang up until your caller has done so first.
Keys To Time Management:
1- Analyze the way you use time now
2- Live with a schedule
3- Work with a "to do list"
4- Hesitate to take on other's responsibilities
5- Handle the mail efficiently
6- Learn to use the phone efficiently
7- Avoid costly interruptions
8- Keep your desk neat and clean
9- Your filing system should be a help, not a hindrance
Office of the Future (The Secretary in 2020)
1- Every secretarial desk will have a personal computer or terminal
2- Personal computer networks will allow worldwide communication
3- The most important function of the secretary will be managing information systems.
4- Computerized filed will have created the paperless office
5- Technical skills will be more important than personal skills
This book also has a list of foreign currencies, dialing codes, distances - air and road, calendar time, US holidays, foreign travel tips, a list of dictionaries, astronomy signs, zodiac signs, biology signs, roman numerals, and weather signs.
After reading this 691 page doozie I feel that the person who wrote it is a complete buffoon.
