Managing a business in the twenty-first century is a difficult task that has requirements it has never had before. The process of managing a business has remained pretty much the same in principle since the invention of business. In fact, managing a business is probably older than money itself because the first transactions were trades. The thousands of years old profession still remains largely the same as ever, but the tools of the trade have changed significantly.
Businesses now operate on the Internet for large amounts of their operations. In fact, even brick and mortar businesses probably operate on the Internet as much as they exist in physical space. That means that a business manager has to be well-versed in running a business in the physical world as well as on the Internet. However, running those two branches of a business at the same time can be very complicated. Not all managers can pull it off alone, nor should they be expected to.
The Internet has also served to globalise businesses like never before. A person selling a product in Yorkshire could have customers in the United States and Thailand. As your business grows larger and your customer base increases, you might find yourself called away to do business more often. What do you do if you have to leave the office?
On a smaller scale, a manager will likely become ill at some point. Most people catch colds during cold and flu season. These illnesses could take you out of the office for a few days. You could try to work from home, but you will not have the eyes and ears on the office the way you normally do.
In any circumstance that requires you to be out of the office, you need an effective surrogate who can step in and effectively manage the business. This is why you need an effective secretary. A good secretary will serve as a temporary replacement for the manager. Many people might think of a secretary as a low-level position or a very easy one, but this is simply not the case. Secretarial skills courses can teach someone to be a more effective secretary.
Normally, a secretary will work as the support staff for a manager. Secretaries are expected to answer phones, take messages, respond to customer questions, and basically act as the public face of a business. This is very important in and of itself because a secretary is likely the first person a potential customer meets. Making a good first impression is incredibly important to the success of a business. The customer needs to feel as if a business is a professional, personable, and effective establishment.
It is likely that a secretary will be well-versed in most of the different areas of a business. He or she needs to take notes, assign tasks and communicate with every arm of a business. To communicate clearly and precisely with his or her co-workers, the secretary has to understand what it is they do.
One of the simplest but most challenging aspects of a secretarial job is dealing with unhappy customers. When customers call to complain about something, they will typically leave their complaints with the secretary. Dealing with a phone call seems like a fairly simple task, but it is actually quite complicated. One of the biggest difficulties with dealing with irate customers over the phone is the lack of face to face communication. Relying completely on inflection and no body language means that misunderstandings will be more common. An employee has to be trained on how to handle phone calls properly.
Also, dealing with an upset customer or even a happy one requires that the secretary understand the different aspects of the business. He or she has to quickly assess the validity of a customer’s claim so that he or she can know how to rectify it. That requires intimate knowledge of the production.
Running the office also requires ordering new supplies from time to time. The secretary will need to know how to properly assess the needs of the office. That means gauging how quickly a certain resource is being used, as well as how to find the best deal to replace it. Ordering resources for a business involves using the company’s money as effectively as possible while still ending up with the best products.
It is a well-known fact that secretaries often assume most of the tasks that are not completed. They are typically considered support staff for a business, but in reality, they are more like the backbone. Because secretaries have to understand the ins and outs of most parts of a business, they are usually capable of filling in for different co-workers.
One of the most important functions of a secretary is filling in for a business manager. When a manager is called away for whatever reason, he or she will oftentimes leave the office in the control of the secretary. In some businesses, the secretary is actually the office manager. The business manager is in charge of running the day to day operations of the business, but the secretary is responsible for running the office itself.
Since the secretary has to be knowledgeable in all of the different areas of business, he or she is oftentimes asked to train new employees as well. This involves introducing a new employee to where he or she will be working, teaching that employee the basics of the job, and introducing him or her to the new co-workers.
In certain circumstances, the assistant will be required to stand in for the manager at official functions. This means that the assistant might need to travel to a conference or attend a meeting. He or she will need to be able to speak fluidly and be informed about a variety of the aspects of the business.
Essentially, a personal assistant should be able to step into the role of the manager for a limited amount of time.2015-07-22