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While you are implementing the most appropriate management techniques and effectively delegating work to your subordinates, don’t forget that tower of strength in your office — your secretary. Most likely, she is a woman, loyal, and dedicated to her boss. If you usually dictate reports, notes and letters, never face her, and never start work first thing in the morning; secretaries much prefer an exciting rush late in the afternoon. Start dictation just before lunch and any time between half past four and five o’clock. Just before you start, make one or two telephone calls, and consult your diary or a file; this greatly improves morale. If your secretary is too busy to take dictation, write your letters as quickly as you can to prove that you can write at speed; use a blunt pencil. Keep a cigarette, cigar, or better still, a pipe, in the mouth; it assists pronunciation. Walk around the office, picking up and looking at books and papers; secretaries can follow what you are saying more easily. Speak in a quiet voice when giving names of people, places etc. There is no need to emphasise them or spell them; secretaries are psychic and, if they do not know the name, they can read your mind. If your secretary does not catch what you have said and asks you to repeat it, say it loudly, stressing each word slowly. Secretaries find this very agreeable. If, in the rare circumstance, the letter or document is very urgent, help, by standing behind your secretary every minute or so to see if it is ready. Determined breathing down the back of your secretary’s neck will also speed up matters. If you have to prepare statistical or financial statements for typing, don’t use lined paper. Never cross out figures and write in others; alter the existing ones; the heavier you make the alteration, the easier it is to see which figures have been altered. At every opportunity, keep secretaries late in the office; they have no homes to go to and are always grateful for somewhere to pass the evening. Copyright © 2005 L A Rogers
Article Source: http://www.articledestination.com
Dr Len Rogers is Professor of international business at International School of Management (Paris, New York, Tokyo, Barcelona) and director of Computer Resources International SA Luxembourg. His address is len.rogers@pandora.be and his website www.lenrogers.com/ (currently being reconstructed and updated).
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