By Kevin Wilson, Jennifer Wauson James Stroman
Among coordinating conferences, making trip preparations, and operating the telephone strains, being a qualified administrative assistant calls for an extraordinary and sundry diversity of talents related to interpersonal communique, written displays, and organizational skill. Written in a down-to-earth sort, "Administrative Assistant's and Secretary's instruction manual" presents readers with details on matters together with list conserving, mobilephone utilization, workplace machines, mail, company letters, and software program skills.Now in its 3rd version, the booklet has been thoroughly revised with increased assurance of issues together with digital files administration, interpersonal and conversation abilities, troubleshooting computing device difficulties, time and pressure administration, customer support, occasion making plans, internet conferencing, math for place of work pros, place of work administration and supervision, transcription, and masses extra. complete and entirely up to date, this can be the e-book each administrative specialist should still personal.
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Additional info for Administrative Assistant's and Secretary's Handbook ~ 3rd Edition
When you realize what the caller ’s needs are, you could say: “Ms. Johnson in our accounting department should be able to assist you with this. ” COURTESY All callers should be treated with great respect and a patient tone of voice. If another call comes in while you’re speaking, ask the first caller to hold the line, answer the second call, ask if the second caller can hold for a moment (saying that you are on another line), and then return to the first caller . Never keep a caller waiting or on hold for any length of time.
Photo by Jennifer Wauson. Have you used the correct words? And of course, run a spell-checker and proof the document for typos. YOUR EMPLOYER’S OFFICE Some employers consider their of fices sacred ground that is not to be touched; others appreciate having their assistants dust and straighten up. You’ll soon learn your own boss’s preferences. If he or she doesn’ t mind, start by stacking the files being consulted and replacing those already consulted in the cabinet. Ask, however , before removing papers or documents from your boss’ s desk, especially those you have noticed there for quite some time.
Two factors determine whether mail is considered technically compatible: (1) mail that is “machinable” or , in other words, the right size and shape to speed with ease through the equipment, and (2) mail that is electronically “readable,” or capable of being read, coded, and sorted by the equipment. The following is a list of the most common addressing problems: Not enough contrast 4 Script-type font used M A I L S E RV I C E S Address not visible through window Address slants Serif-type font—not all capital letters Characters touch Logo behind delivery address line Information below delivery address line HOW YOUR COMPANY CAN RECEIVE THE BENEFITS There are a variety of issues related to successful mail delivery such as the size of your letters, address information and location, bar-code area, the use of windowed envelopes, and print quality.