technologies for secretary

 The relationship between tecnology and secretary :  From juggling schedules to coordinating meetings, managing communication, to maintaining records, a secretary’s role is vital in keeping the gears of the modern workplace turning seamlessly. 

In recent years, digital technology has become an indispensable part of the workplace in terms of communication, security, and productivity software systems, and digital transformation has become a significant part of the productivity of the workplace. With that, secretaries have gained access to powerful tools that they can use to revolutionise the way they work in current workplaces.

• the impact of technology at secretary roles : The use of modern office technology has streamlined office processes for secretaries. This has resulted in reduced manual labour and repetitive work, as well as substantial reductions in paperwork and data entry. 

Example : Imagine organising a meeting for internal stakeholders; one change from one stakeholder would mean that the secretary has to make multiple calls to nail down the specific timing of the meeting. However, with calendar software, the secretary doesn’t have to call anyone and can access everyone’s calendar with the software suggesting availabilities for all parties.

• digital tools usually secretary use : 

1. Communication tools : Various communication tools such as video conferencing software, team collaboration platforms, and instant messaging applications (like Zoom, Microsoft Teams and Skype) have become essential in the modern office. These digital technologies enable real-time communication, allowing teams to collaborate and communicate effectively, irrespective of their physical locations.

2. Cloud computing : Cloud computing has revolutionised the modern office by providing scalable and flexible computing resources that can be accessed remotely. Cloud-based services like cloud storage, applications, and backup solutions like Dropbox and OneDrive have become integral to everyday office operations, enabling seamless collaboration and data accessibility from anywhere.

3. Productivity tools : Various productivity tools such as project management software, task management applications, time tracking tools, and automation software streamline workflow processes, enhance productivity, and optimise time management in the modern office environment.

Some examples of productivity software include Microsoft Office, LibreOffice, Google Workspace, Zoho Office Suite, Power BI and Apple iWork.

• why technology : (1)Information technology plays an important role in the job performance of a secretary such as storing and retrieving of information, easy access to information (2) Information technology improve the secretaries performance when the quality of work produced using information communication technology is far better than manual and also saves time, improve efficiency in output and performance, increase speed and accuracy, (3) secretaries encounter some challenges like: technology changes the job of  the secretary and inability to grow with the use of computer, (4) changes in technology can cause job displacement of secretaries.

• how to advance in technology : 

Career Guide

Career development

12 Essential Technology Skills (And How To Improve Them)

12 Essential Technology Skills (And How To Improve Them)

Updated February 28, 2023

Professionals in a variety of industries, such as business, education and entertainment, may use technology skills to complete their job duties independently and efficiently. Possessing these competencies can help individuals distinguish themselves from other candidates when applying for a position and highlight their ability to learn new information and systems. Understanding what they are and how to develop them can allow professionals to improve their performance and advance in their careers.

In this article, we define what technology skills are, provide a list of examples, describe how to improve them, list tips for developing them in the workplace and explore how to highlight them throughout the application process.

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What are technology skills?

Technology skills are competencies professionals can develop to help them handle a variety of digitally mediates aspects of their role. Technology is an important component of many modern careers because it can help individuals perform certain job tasks efficiently and independently.

Developing these skills may help increase a candidate's eligibility for promotion and strengthen their overall job security. Gaining technology skills can also help them demonstrate an ability to learn new information quickly and handle complex processes, such as completing projects using a specific software program or operating specialized equipment.

Examples of technology skills

Here are 12 vital technology skills that individuals can use in their professional lives:

1. Word processing

Word processors are software programs that allow individuals to type, organize, edit and share writing on a computer system. Many companies require their employees to use these programs so they can compose important documents, save them on digital filing systems or share them internally. They may also use a word processor to check a document's spelling or grammar, as many programs can review errors automatically.

2. Emailing

Emails are another essential skill for many workplaces, as companies often require employees to compose and send messages to their colleagues, supervisors or clients. Depending on their role, staff members can manage multiple accounts for the same company. Some organizations also prefer a specific emailing platform to meet security or communicated-based requirements, so it may be helpful to improve your emailing skills using different programs and websites.

Other specific emailing skills include:

Using folders to organize messages

Archiving emails

Attaching files to messages

Curating email lists

Sending mass emails

Related: 16 Best Practices for Email Etiquette in the Workplace

3. Video conferencing

The ability to schedule and conduct a video call is an important technical skill in many industries, as employees often work remotely or from separate locations. Preparing to lead a video conference may involve several critical steps, like downloading software, inviting people to meetings online and coordinating with attendees to ensure they have access.

Many companies require employees to learn how to use certain hardware, like a microphone, camera or speaker system. Knowledge of these devices can also help you monitor the video conference and troubleshoot any technical issues that may emerge.

4. Audio and video editing

Knowing how to alter video and audio files can be a useful skill, especially for jobs in marketing and entertainment. This capability often requires expertise in editing software, which allows you to manipulate individual clips or add special effects.

For example, you can use an audio editing program to eliminate background noise, remove pauses or layer multiple sound clips together. Video editing programs can involve selecting the most useful clips, changing their color scheme or enhancing their image quality. This skill may also involve changing files into different formats or backing them up into a storage system.

Read more: Video Editing Skills: Definition and Examples

5. Data management tools

There are several data management programs that can help you record, organize and store information on a computer system. Understanding these tools can allow you to process and analyze data efficiently, which can increase your workflow speed overall.

For example, spreadsheet software can help you perform math equations, arrange information in columns or rows and create graphs automatically. This often makes using data management tools a valuable skill for professionals in varied industries, especially those working in business or finance.

Related: What Is Data Management?

6. Social media

Social media can be a useful way for individuals or companies to connect with others and manage their brand identities. It can also help you connect with new professional contacts or search for new job opportunities efficiently.

Using a social media account often involves certain technical capabilities, like setting up multiple accounts, scheduling posts, uploading images and using hashtags. If you're a marketing professional, consider learning how to connect different social networking profiles and design a cohesive brand message using a website's dashboard.

Related: 67 Useful Social Media Terminologies (With Definitions)

7. Search engines

Many professionals use a search engine to conduct online research, as it allows you to find specific websites and information. Understanding how to perform certain technical tasks, like inputting terms or filtering articles, can help you expand your search criteria and find solutions more efficiently.

You may also learn specific coding techniques that optimize your queries. For example, if you place quotation marks around a word or phrase, you can receive more results that match its exact order and structure.

8. Customer relationship management

Customer relationship management (CRM) is a digital process that allows companies to compile, organize, store and analyze consumer data. Learning how to use CRM software can benefit individuals and organizations aiming to expand their customer base.

These programs can help you determine which demographics are most responsive to certain marketing tactics and who to target in the future. CRM can also be a useful way to track current customers and schedule automatic messages, which may encourage them to stay interested in a company's activities.

Read more: What Is a Customer Relationship Management (CRM) System?

9. Search engine optimization

Search engine optimization (SEO) is a digital marketing strategy that allows companies to improve their website content so it might appear higher on the first page of a search engine's results. This may involve using best technical practices to compose text, select image formats and include links that connect between two separate pages on a website.

You can also study search engine algorithms to increase the number of times an external website links a company's information. It's often an important skill, as it allows companies to expand their industry influence and customer base.

Related: Guide: What Is SEO?

10. UX and UI

User experience (UX) and user interface (UI) skills involve using specialized software to develop functional, efficient and aesthetically pleasing online content. Learning how to use these digital tools can be important, as a company's website can reflect its professionalism and industry status.

Having an enhanced system often affects the opinions of potential customers, encouraging them to engage with a company's content more regularly. UX and UI skills typically require a combination of technical capabilities, including computer programming, website design and data analysis.

Related: UI vs. UX: What's the Difference?

11. Analytics

Analytics involves identifying, evaluating and communicating patterns in data. This can help professionals gain a better understanding of how consumers interact with digital marketing materials or a brand. Possessing this skill can allow individuals to improve consumer engagement and grow a company's client base by identifying successful branding strategies.

Related: A Guide to Digital Marketing Analytics: Definition and Types

12. Digital marketing

Digital marketing skills can allow a professional to use a variety of tools, including computer software, mobile devices and tablets to create content to inform and attract consumers. They can use these competencies to develop visual, audio and written materials to share with members of a brand's target audience. These skills can help them design content for websites, promotional newsletters and social media posts.

Related: Learn Digital Marketing in 9 Steps (With Tips)

How to improve technology skills

Here are steps you can follow to improve technology skills to advance your career:

1. Identify areas where you can improve

To begin to develop your technology skills, you may benefit from identifying the competencies that you want to develop based on your existing strengths and your profession. For example, if you know your role may require you to develop multimedia advertising materials, you may want to familiarize yourself with social media and become more skilled at digital marketing. Determining which skills you want to improve can help you set and achieve your goals.

2. Ask your supervisors and colleagues for feedback

After identifying the skills you want to gain, you can ask your managers or colleagues for their feedback. They can help you identify the technological strengths and skills you already possess and the areas in which you can improve, depending on your role.

For example, a supervisor may highlight your strengths with writing social media copy but show you how you can continue to develop your skills regarding client relationships and replying to followers' comments on social media posts. This can allow you to understand how to boost social media engagement and improve your technology skills.

3. Take a relevant course

Whether you're interested in learning more about audio and video editing or search engine optimization, you may want to complete a course to help you develop your technology skills. You may be able to find classes online, at a community college or provided by a professional organization. Taking a course can help you improve your proficiency by gaining hands-on experience and instruction from an educator or professional in your field.

The role of digital technology is crucial to the work of modern secretaries, and adapting them is essential for any secretarial personnel who wants to excel. Technology has shaped and continues to shape the role of a secretary and has become an indispensable asset in today’s dynamic and ever-evolving workplace. And while technology plays a critical role in secretarial positions, it is essential to note that secretaries need to maintain their interpersonal skills, professionalism, and ability to communicate effectively with clients, colleagues, and stakeholders, even in the digital world.

Grooming

 a) Understanding :

Grooming means self appearance, well groomed is an english term that discribes good and attractive 

formal dress.

Good formal dress means neat, polite, harmonious, and attractive apperance in accordance with ethics 

and social manners.

b) There are two factors that support the apperance of a secretary , as follow :

Physical facrtors, as follows :

 Eat foods that are sufficiently nutritious

 Sport

 Rest Regularly

Body Care Factors, as follows :

 Hair care , such as : use shampoo every two days, using hair mask and other.

 Facial care, such as : you can do facial , using facial wash and other.

 Hand and Foot care, such as : using scrubs, using hand body after take a bath and other.

c) The Attractive Secretary Apperance can be seen from :

Hair dressing

make up

fashion

d) In addition to the Apperance, secretary must pay attention to attitudes :

1. the Attitude of Sit :

o Set your feet neat as possible, by means of legs tilted.

o If you sitting in a guest chair, try not to lean.

o If you’re behind the desk, keep your body upright

2. the Attitude of Understanding , Such as stand tall but do not bow

3. The Attitude of Talking :

 Don’t be careless

 Avoid gossip

 Don’t cut off conversation

 Use a polite leanguage

 Don’t offend others

4. The Attitude of Walking :

 Straight view

 Upright your body position

 Not pinnate pinnate shoes

 When you walking chin do not to be too lifted

5. Characteristics of a good secretary , as follows :

 displaying company image

 good and responsible

 good at keeping secret

 Attractive apperance

 Mastering of technology

 Deft, skilled, careful and clever.

6. Things that should not to be do’t by a secretary, as follows:

o Don’t wear dress to short

o Don’t testify sexy with clothes that are too short

o Don’t fix the make up on the table, do it in the toilet

o Don’t replace shoes with sandals, let alone use while walking around the office. Because 

it’s very rude.

Appearing attractive can be the key to success in social life. As a secretary appearing attractive is 

important, because a secretary will meet with company relations. His appearance is an image for the 

company. Looking attractive doesn't mean luxury. But harmonious, clean, neat and beautiful to the 

eye.

Time management

 Time management skills is the ability of an individual to know the

amount of time he has and the task to be appropriately accomplished with

the available time. This implies that everything needed in the business

organisation depends on the secretary’s ability to manage time.

The important : 

Time management is more than just managing time. It is about

controlling the use of the most valuable and undervalued resource. It is

managing oneself in relation to time. It is setting priorities and taking

charge of the situation and time utilization. It means changing those

habits or activities that cause waste of time. It is being willing to adopt

habits and methods to make maximum use of time.

Time management enables office workers or business men and

women to know the right time for a particular thing and to follow them up

in that manner in order for such person to meet up with the set task for

both the day and the week.

The Time Management Skills Required by Secretaries in Business

Organisation :

Evaluation Skill /plan your work in an orderly manner.

Evaluate how time is used as well as plan your work in an orderly

manner like writing down what you must do as the business

organisation’s secretary. The first step of effective time management is

identifying how a secretary is using his time. This can be done in two

ways which are:

To Do List or Activity Time Log.

A. To do list in many occasions enables secretaries to use their desk

calendars or a small note book for this purpose. Writing down their task

helps them in certain priority.

Example of a to do list;

a. Prepare a memo to Mr Odoh in connection with the building with

audit signature. 

b. Book conference room for September meeting.

c. Call Mr Johnson for budget provision request.

d. Prepare master letters for photocopies.

B. While activity time log is the skill that aims at how secretaries are

currently spending their time. This skill as an evaluator enables the

secretary to make the list of the activities or tasks that they spend time on.

The very act of measuring is often enough to raise their unconsciousness

where they then have a chance to scrutinize and change them. This log is

a valuable tool for scrutinizing time usage.

Activity time log requires that secretaries track all tasks, including

the routine tasks such as commuting reading, eating and attending to

telephone etc. In a systematic way and note the successive sequence from

the start, through the end of the day.

Pick activity category or categories that will encompass the entire

day. Label those below and add up the total time spent on that particular

activity category. Also include a miscellaneous category for thing that

does not fit well into typical categories. Keeping the activity log for

several day helps secretaries analyze their time and answer question like:

i.

What is the most and least productive time?

ii.

Did they achieve their goals?

iii.

How could they done what they were doing more effective.

Goal Setting or Establishing Priority Skill.

After you know what you want to do or accomplish as a secretary,

you must determine the order in which the task is to be accomplished.

Goal setting is so essential as a person’s life is a sentence of a big

and small choices that a secretary manages as regards to time. The

difference between a successful and unsuccessful secretary is the

availability and practicality of the goals they set for themselves or their

ability of establishing priority.

Goal setting is the wisdom that comes from practical experience

that helps secretaries direct their conscious and subconscious decisions

towards success, knowing that goal setting states clearly the measurable

and specific results. To be accomplished by the secretaries and time

frame to attain them.

There are two types of goals secretaries can set for themselves

which are:

• Rational goals and 

• Directional goals

Rational goal are specific and a short term goals which ask the

following questions:

* What do I want to accomplish?

* Why am I doing this task?

* Who are all involved in the task?

* What are the expected outcomes of this task?

* When can this task be expected to be complete?

Directional goals as well as domain planning are long term goals

with no predictable outcome focusing on the question. What do I want to

accomplish to stay focus secretaries in a business organisation should aim

and visualized these goals.

To manage time well, the secretary should make sure the set goals

or to be set goals are working for what he really wants but not just

something that sounds good. The goals should be high enough though

practicable. This is because high goals are pointers to the zest secretaries

have towards their work. 

Scheduling Activities /Accessing The Time Needed For Each Task To

Accomplished

After identifying the activities and prioritizing them, it is time to

create a schedule. When scheduling, it is important to plan both weekly

and daily schedules. Weekly schedule is important for the over all success

of the activity and tasks, but it is the daily scheduling or planning that

will help one to track one’s progress and determine whether or not is on

schedule.

This skill is such a sensible and calculative one in the sense that,

the right time for each task will really be or adequately be apportioned to

it after the consideration of how a visitor’s visitation might distract,

receiving of phone calls and other corrections on the task that will give it

a professional look. This is to prove the skilfulness of the secretary as

well as his confidentiality before his manager.

Developing Strategies for Avoiding Time Wasters

This is another skill that must be strictly adhered to so as to be able

to meet up with the previous skills. Obviously, distraction must set in as

far as office work if concerned but the secretary responds towards it is the

determinant.

It can be maintained through the following:

♦ Tell friends or colleagues that while you indulge talking with them,

because you have urgent task to complete. 

♦ Keep your attention and your effort on the work at hand as a way

to eliminate procrastinating during the day refer to your ‘To Do

List’ which can act as motivation to working deli gently during

each work day. 

♦ The secretary in the business organisation aught to avoid false

starts by first getting an overall understanding of what you are to

do but to as much as possible get the comprehension of tasks. 

♦ Be sure of what you are to do and have all the information and

supplies required for a task before you get under way. 

Time management skills are acquired through education which is the

key and strength to every forms of development which enable

individuals’ livelihood, business organisation and the world at large.

Neat Appearance And a Good Performance for secretary

 the secretary is the one of a company representative, so neat apperance and good performance be a powerful weapon to be a professional secretary.

appearance at work sends many messages about how you view the environment, how much respect you have for yourself and your work, what groups you identify with, and where you think you belong within the organization

There are several reasons why a secretary have to own a neat appearance and good communication : Create a good impression in the eyes of superiors and customers, Good appearance will affect the quality of service, can help build relationships with clients, 

neat eppearance will reflect that secretary able to take good care themselve. Good performance will reflect that secretary have a good skill which can help the company especially the director.

Implement a Good Work Culture for Secretary

 Work culture is the values, characteristics and attributes that belong to a company and are carried out by every employee especially a secretary. 

How to implement a good work culture : create efective communication , cultivate tolerance with other employee, carrying put vision and mission the company such as enforce company rules, motivate each other, recognize one's own emotion.

if a secretary is good at implementing the company's work culture, the value and loyalty of the secretary to the company will also be better

Competency For Secretary

 a professional secretary must have some competency to help the company and director to finish his job. there are several competency for secretary : 

-communication, Communication be it oral or written, must be mastered by the secretary because the secretary's job will not be far from communicating with other people.

-ability to organize things, This is necessary because they have to take care of quite a lot of administrative tasks such as answering emails, scheduling appointments, and so on. Without good organizational skills, of course a secretary will be quite at a loss in carrying out her duties.

-knowing technologies, The secretary must also always participate in monitoring technological developments. The reason is, their work is also very dependent on technology.

-problem solving, A secretary will certainly get quite a lot of challenges in doing her job.For example, facing a complicated boss or other administrative problems in the office. In fact, not a few superiors sometimes ask for opinions from their secretaries before making decisions. Therefore, a secretary must have problem solving skills so that when we get a question, we can answer it properly and logically.

-Flexible and reliable, Usually the secretary's working hours can be longer because they have to always follow the work rhythm of their superiors.

-Able to be more proactive, Always having initiative and being able to take a proactive approach are skills that secretaries also need to have. When a secretary is only waiting for orders, of course he will not develop. In fact, to be successful in this profession must always be proactive and flexible.

the competence of a secretary is not only about how she behaves but also how she looks and is able to be a good helper when working

Hai, aku kembali

Rasanya setelah bertahun-tahun menghilang, kerinduan untuk bisa mengutarakan mulai kembali muncul.

Mungkin terlihat satu arah, tapi dari sinilah semua tercurah.
Tak banyak yang bisa terucap dan tersampaikan,
kepadanya yang seharusnya mengetahuinya.
Bukan karena tertekan,
hanya tak sampai hati untuk berbicara dan menatapnya.

Jika diingat-ingat kembali pada masanya
Rasanya sudah terlalu jauh berbeda kehidupan sekarang
Dunia yang dipikir sama, ternyata tak seindah itu

Dan manusia dipersimpangan itu kini telah menemukan jalannya
Mengikuti arus yang seharusnya ditempuh,
Menciptakan bahagianya sendiri
Bahagia dengan pilihannya masing-masing
Berharap ini akan menjadi rumah yang sebenarnya

Hai, manusia yang sedang berjalan bersama
Semoga langkahnya selalu mengiringi
Membersamai disetiap duka dan tawa
Dalam gelap terang saling mengisi