Basic knowledge and skills of secretarial work. There are various industries in society, and secretarial work is a very important occupation in the workplace. Many people are curious about what knowledge and skills a secretary needs to master. Next, I will take you to know more about the basic knowledge and skills of secretarial work.
Basic knowledge and skills of secretaries 1
First, the basic knowledge of secretaries: professional content
A competent secretary must have the ability to plan, handle affairs, investigate and study, organize and coordinate, communicate, express words and operate modern office equipment. Among them, the ability to express words is the most important and basic, and it is also the basis for realizing other abilities. It can be said that the ability of writing expression is the basic skill of secretaries and the ability of "housekeeping".
So, how can we effectively improve the secretary's writing ability? Specifically, we should pay attention to the following points:
First of all, we should have a correct attitude, cultivate interest and consciously learn secretarial writing well.
No matter what you do, you must have the right attitude and strong interest, so that you will be motivated, willing to do it, and try your best to do the work well. The same is true of studying secretarial writing. Writing is a complex and delicate spiritual production, a very serious and arduous creative mental work, and it is by no means an easy and easy thing. John Naisbitt, a famous American futurist, pointed out in his book Megatrends-Ten New Directions to Change Our Life: "In the transition from an industrial society to an information society, there are five' most important' things to remember, one of which is that in this text-intensive society, we need to have the most basic reading and writing skills more than ever before.
The' reading and writing ability' mentioned here is, first of all, the writing ability enough to cope with daily work and life, that is, the applied writing ability. "At the same time, we also need to cultivate a strong interest in learning secretarial writing, change passivity into initiative, and change learning into learning. Einstein said: Love is the best teacher. I have a strong sense of responsibility and interest in writing, and my love for writing has reached the level of "ecstasy" and "obsession". " My clothes are getting wider and wider, and I will never regret it. ""Whenever I know something, I will be glad to forget myself. "I love it, I am thirsty for knowledge, I am thinking about everything, I will persevere, I will learn well and learn.
Secondly, learn the basic knowledge of secretarial writing and learn excellent works.
Are there any rules and methods to follow in writing? Our answer is yes. The ancients said: "Writing a composition should have a key, no secrets" and "There is no fixed style, but there must be one", which is in line with dialectics. The textbook of secretary writing we have learned is a scientific summary of the previous secretary writing experience, and a theory that reveals the general law of secretary writing and guides people to master the methods and skills of secretary writing.
To improve the writing ability of secretaries, we should also consciously read some model essays for reference. Mr. Lu Xun once said: "All the great writers who have been evaluated are explaining' how to write' in their works. It's just that readers can't see it easily, so they can't understand it. We should also realize that reading is reading other people's books, and writing is writing our own articles; Reference only draws nutrition from it and becomes its own thing after digestion; Instead of copying mechanically, imitating plagiarism and "painting a gourd ladle".
Finally, we should be brave in practice and insist on practicing and revising more.
Writing is a skill, and the improvement of skills depends on practice. Experience is the mother of wisdom. Based on writing more and practicing more, this is the most effective way to improve writing ability. If you read only and don't write or write less, you will be arrogant, the knowledge you have learned will be useless, and your writing level will stop. Heaven rewards diligence, and diligence can make up for it. Only by studying hard and persevering can practice make perfect, write freely and truly learn skills.
As a secretary, it is important to write more and practice more, but every time you draft, you should carefully revise it. Revising one's own articles is also an important link to improve secretarial writing ability. Change is more in line with the law of people's understanding of objective things from shallow to deep, from one-sided to comprehensive, and it is also a manifestation of a strong sense of responsibility in writing articles. Articles change frequently, and time comes out. In fact, one more serious revision will give you one more writing experience and one more concrete gain. As a well-known secretary, we should have a high sense of responsibility, form a good habit of revising articles, listen to the opinions of leaders and comrades with an open mind, overcome the fear of criticism, and carefully scrutinize and revise every article, so as to improve our writing ability rapidly.
Second, the skills required for secretarial work
1, versatile. The secretary should know the languages of two countries or even more than three countries, and have certain language processing ability and computer skills;
2. Organizational ability. A secretary should be an organizer. She should plan and implement all kinds of meetings and activities. At the same time, she also needs to deal with a lot of work diaries, schedules, documents and electronic files;
3. Communication ability (communicator). The secretary needs to deal with bosses, colleagues and customers, and she should be good at coordinating the internal and external relations of the enterprise;
4. Ability to acquire new knowledge (profound knowledge). Secretaries must constantly increase their knowledge and improve their skills through further study, especially in office technology. She needs to keep up with the development of computer applications.
5. Teamwork ability. Secretaries have to take part in many practical projects. She needs to collect information and urge the team to work hard. Therefore, teamwork ability is also a key part of secretarial work.
Basic knowledge and skills of secretarial work 2 With the development of society, enterprises and individuals have an increasing demand for secretaries, and the requirements of the talent market for secretaries' quality and skills are different from the traditional ones. Senior secretaries who meet the needs of modern enterprises have become sought-after professional darlings. Under the general trend of paperless office and network office, more senior secretaries will gradually become senior managers of enterprises and play a decisive role in enterprises. The combination of secretary's necessary theoretical knowledge, basic skills, professional knowledge and professional skills has become a general requirement for the quality and skills of secretaries in the talent market, which also marks that China's secretarial industry has been in line with international standards. Experts predict that the biggest occupational group in the 20th century is accounting, while the biggest occupational group in the 20th century is secretary.
First, the current situation of the secretary profession
(A) the social demand for secretarial staff.
According to the statistical analysis of talent market information in recent years, the demand for secretaries in today's society can be roughly divided into the following four categories:
1. Service secretaries: such as office service personnel and life secretaries in corporate offices and grass-roots administrative institutions. Refers to the secretarial staff who provide services and help to leaders in life, usually specially equipped for higher-level leaders.
2. General Secretary: For example, office clerks, public relations clerks, file managers in enterprises and grass-roots administrative institutions, under the leadership of the office director, do a good job in daily administrative affairs and secretarial work. Timely handle the sending, receiving and expediting of superior documents; Do a good job in the recovery, repayment and destruction of documents; Do a good job in the collection, management and confidentiality of secretary files. Do a good job in all kinds of meeting minutes and meetings.
3. clerical secretary: for example, in enterprises and grass-roots administrative institutions, it is a professional secretary responsible for text drafting and word processing. The secretary whose main job is to draft and process manuscripts is what people usually call the "pen" and "scholar" of an institution or unit. Responsible for the drafting, binding and delivery of various documents.
4. Management secretary: such as assistant general manager, office director, department manager and other secretaries with management ability in enterprises and institutions. Handle and manage the recruitment, training and education, performance appraisal, promotion, salary and welfare, various insurances, statistical reports and other specific affairs of the staff of this unit.
At present, our state-owned enterprises and institutions especially need high-level senior secretaries who meet the requirements of internationalization. Building a high-quality secretarial team has become an urgent requirement of the market and will also provide better employment prospects for secretarial professionals.
(2) Secretary's own quality analysis.
1, lack of business level and weak professional skills. This is the weakest performance of the Secretary at present. With the rapid development of information technology and the trend of office automation, many tasks of secretaries, such as traditional official document writing, document management and word processing, are gradually replaced by automated office systems, and at the same time, modern office efficiency is greatly improved. Although most secretaries have a high level of education, they are not trained in professional business knowledge, so their work efficiency is low when they first join the company. They can't finish the tasks assigned by the leaders in time with good quality and quantity, and they can't adapt to the fast pace of market economy.
2. Low innovation ability and awareness. The ability and consciousness of innovation is a test of the secretary's quality. At present, many secretaries lack innovative consciousness and ability, mainly in the following two aspects: First, it is difficult to break the traditional concept of sticking to the rules. Everything and work are done according to what the leaders say, and there is no independent style and personality. Inertia thinking ahead, excessive dependence. Secondly, the work lacks initiative. Adopt passive working methods in daily work, be satisfied with following the baton of leaders, and have no initiative and pioneering spirit. At present, enterprises and institutions emphasize that secretaries should have a sense of the times and innovation, be able to effectively put forward new ideas and viewpoints, be predictive and forward-looking, actively carry out their work and give full play to their subjective initiative.
3. Old knowledge and insufficient knowledge reserve. With the advent of the information age, the traditional knowledge reserve can no longer meet the development and needs of the times, and knowledge renewal is imminent. At present, some secretaries are still confined to the traditional knowledge structure and are not good at accepting and learning new knowledge and integrating what they have learned. Some secretaries are busy with chores every day, so it is difficult to find time to study by themselves. Their knowledge cannot be updated, so they can only chew on old books. There are also some secretaries who rely on old secretaries for mentoring, so their knowledge and experience are bound to be limited, lacking comprehensive knowledge and ability of modern management.
4. Lack of "generalists" and "generalists". Nowadays, the comprehensive quality of secretaries is increasingly demanding. In addition to professional knowledge and skills, they also need industry knowledge and social knowledge, as well as high emotional intelligence and high IQ. Generalists and generalists are really hard to find.
Second, the ability and knowledge that a secretary should possess.
(a) the secretary should have the ability.
1, general ability. Mainly refers to people's IQ, including people's insight, attention, memory, thinking, understanding and discrimination, communication skills and so on. The above abilities are the basis of other abilities. Modern secretaries should have keen insight and sensitive adaptability, be good at observing affairs and finding problems, so as to strengthen the initiative of assisting leaders and really play the role of staff assistants. Thinking ability is the core of people's intellectual activities. When a person loses his thinking ability, other abilities lose their meaning.
2. General ability. Modern secretaries should master four general abilities: expression ability, research ability, management ability and transaction ability. The primary function of a secretary is to use language carriers to communicate information and assist leadership activities. Therefore, the ability to express is the most critical. Expression ability includes oral expression ability and written expression ability. Modern secretaries should be good at both writing and writing, accurate, concise and reasonable. Secretary's research ability includes two aspects: investigation ability and research ability, and the strength of secretary's research ability directly affects the role of secretary's staff assistant. The secretary's management ability includes three aspects: auxiliary planning ability, organization and implementation ability and communication and coordination ability. Modern secretaries must have strong management ability to assist the management activities of leaders and provide comprehensive and advanced intelligent services for leadership activities. The transactional work with wide scope, many contents and many clues requires the secretarial staff to have strong adaptability and flexibility; We should be familiar with the channels and procedures for handling affairs, handle affairs timely, accurately and properly, and have strong interpersonal skills, be good at creating a good interpersonal environment, and improve the efficiency of handling affairs by establishing good interpersonal relationships.
3. Professional skills. As a modern secretary, you must have strong professional skills, such as language communication skills, foreign language listening, speaking, reading and writing skills, computer operation skills, shorthand skills and so on. An important task of secretaries is to write articles and engage in the drafting and revision of a large number of manuscripts, which requires modern secretaries to have solid writing skills, be proficient in grammar, rhetoric, format and logic, master certain writing rules, and achieve the unity of content and form, with both good expression forms and substantial content. Therefore, the secretary must strengthen the writing training, master the characteristics, writing requirements and language expression skills of all kinds of practical writing, pay attention to accumulating information at any time at ordinary times, constantly improve the writing level and cultivate accurate writing expression ability. After China's entry into WTO, China's foreign trade exports have occupied a considerable proportion in the total trade of many enterprises, and foreign languages are used more or less in foreign trade, which objectively requires modern secretaries to have strong foreign language skills. Computer operation ability is another basic ability requirement that a modern secretary should have. Secretaries should be familiar with the use of office software and computer networks, and also be proficient in the use of common office equipment. Shorthand is an input ability that has been put on the agenda in recent years. When the leader makes an oral statement, the secretary should record it in the work notebook or computer as quickly as possible, thus greatly reducing working hours and improving work efficiency.
4. innovative ability. A secretary should also have certain innovation ability. Secretary's innovative ability refers to the secretary's ability to understand the leader's intention, give full play to his subjective initiative and creatively provide the best service for the leader. In the era of knowledge economy, all kinds of information are changing rapidly, which requires secretaries to be brave in exploration, reform and innovation in practical work. The so-called innovation means having new ideas, new contents and new methods in work content and working methods.
To achieve this, secretaries must attach importance to their continuing education and the cultivation of comprehensive ability, encourage themselves to increase their theoretical knowledge and practical ability as soon as possible, and make great efforts in ideological concepts, behavioral tendencies, knowledge structure, knowledge stock and application ability to meet the requirements of the knowledge economy era for talents.
(2) The knowledge that a secretary should possess.
Basic knowledge. Basic knowledge is the key to the knowledge structure of secretaries. All other knowledge is inseparable from the foundation of basic knowledge, otherwise it is "water without a source, wood without a root". The basic knowledge that a secretary should possess can be divided into two categories:
On the one hand, it is social science knowledge, which is equivalent to high school level knowledge of Chinese, politics, history, geography and so on;
On the one hand, it is natural science knowledge, that is, physics, chemistry, mathematics and biology knowledge. Besides, you should know a little about economy, law and science and technology, and be proficient in a foreign language.
1, professional knowledge. The professional knowledge of a secretary can be divided into two parts, the first part is the basic knowledge of a secretary, and the second part is the professional knowledge of a secretary. Trade knowledge refers to another part of the secretary's professional knowledge, that is, the trade knowledge of the secretary industry. This is the core part of the secretary's knowledge structure. Generally speaking, industry knowledge refers to the industry knowledge that a secretary must have in the industry, which is the "second professional knowledge" for a secretary. In the study of secretarial science, people pay more and more attention to the importance of second professional knowledge. In foreign countries, secretarial occupations have been classified according to the second major, such as legal secretary, business secretary, foreign secretary, technical secretary, medical secretary and so on.
2. Expand your knowledge. Secretaries should not only know and be familiar with professional knowledge and some basic knowledge in life, but also master some relevant marginal knowledge in order to expand their better work. Such as psychology, etiquette, public relations, business management and so on. Expanding your knowledge can make you more handy in your work. Modern secretaries should be not only professionals, but also generalists and generalists.