PL SECRETARY

PROCESSING THE LETTER BY AGENDA SYSTEM

DEFINITION

• Incoming letter is a letter which coming in office and organization, it comes from other office and organization. It’s usually delivered by the post office or delivered by special delivery when the amount is very large. For an office or an organization, it is very essential that the letter must be handled efficiently so that correspondence is rapidly available fro internal distribution. We remember that all letters are important.
• Out going letter is a letter which is delivered to other office and organizations. In a small office, replies will be typed to letters.
• Agenda Book is a book to write the identity of letter.

1.      INCOMING LETTER

Ø       Process of Incoming letter:

1.      Receiving

2.      Shorter

3.      Opening the envelope of letter

      Writing in Agenda Book that consists of:

ü  Number

ü  The date of receiving

ü  The date and number of letter

ü  Sender

ü  Subject of letter

ü  Code

4.      Enclosing the disposition slip

5.      Follow up

2.   OUT GOING LETTER

Ø  Process of out going letter:

1.      Making draft, there are two kinds of draft based on production aspects, they are:

      Centralization: all draft should be centered in one unit, for example: in mail department, in centre office, etc.

      Decentralization: draft could be made by each unit that suitable with its necessary and then the director would give agree.

2.      Write the letter to the agenda book

3.      typing draft

4.      Checking draft (this is doing by typist, and conception

5.      Give signature to the letter; if the letter is correct, so the director gives signature to the letter)

6.      Give stamp of department (the stamps in left side of signature)

7.      Fold the letter

8.      Give an envelope for the letter

9.      sending letter

There are two kinds of sending letter, they are:

a)      Direct sending, is a letter could be sent by our self or curer

b)      Sending letter by post or e-mail.

10.  Saving letter

The example of agenda books form

No	The date of receive	The date of letter	The no. of the letter	Sender	Subject of left	Code

     

HT SECRETARY

HANDLING TELEPHONE

Honorable adjudicator, and all of the member of this house. First of all I beat Assalamu’alaikum Wr. Wb and good morning for the other religion. Firstly a would like to introduce my self, my name is Dewi Kusumanigrum but you can call me just dewi, in this opportunity I would like to delivere my presentation with the title HANDLING TELEPHONE,. In my presentation I will explain about definition of telephone and method to handling telephone. Well ladies and gentleman let me start now.

è  DEFINITON

Telephone is a communication tool with long distance between two people or more. There are two kinds of telephone relationship, such as:

• In coming call
• Out going call

1. Incoming call

As a secretary, in handling in coming call we must give excellent service to the Caller, because it can make good image for our company, beside that we must know good method to handle  in coming call, such as:

            # When the telephone ringing, pick up telephone the before third ring with left             hand, while right hand is ready with writing tools.

            # Give familiar Greeting to the call and say your company,

                Ex:  - PT Surya Jaya, Good morning, May I help you?

                       - Good Morning, PT Surya Jaya, what can I do for you?

            # Ask identity to the caller if the caller doesn’t mention her identity.

               Ex: Sorry, May I Know who is speaking please?

         # Ask the necessity of caller, if she wants to be connected to some one, connected as soon as possible, but if the people that direct is not in his room, ask to the caller to leave a message or ask to the caller to call again in few minutes.

               Ex: -  Sorry Mrs. Erna, Mr. Joko is in a meeting, whould you like to leave a  

                         message?

-          Sorry Mrs. Erna, Mr. Joko is not in his room can you call again in 10 minutes?

# Write the message carefully, and replay the message to correct if there are falses messages.

Ex: Your Company order 10 Unit Computer and 12 Unit Printer Epson, is it correct, Sir?

# Ask again to the caller if any other message.

Ex: well Mrs. Erna, any other message?

# If, there aren’t other message, close conversation with familiar greeting and don’t forget to say thank you.

Ex: Thank you Mrs. Erna, I would like to deliver your message as soon as possible, Good morning.

# And, the last put the telephone after the call.

2. Out Going Call

            Method in handling telephone are:

# Prepare writing tools, message that will delivery and telephone number that will we call in order to not false.

# Dial the telephone number.

-          If in local area, we just dial telephone number.

Ex: 332630= Telephone Number

-          If to other area, firstly we must dial code area and then telephone number.

Ex: (0341)           = Malang code

      326630          = Telephone number

-          And, if to other country, we must dial: International code + Country code + Area code + Telephone Number

Ex:      (001)        = International code

            (61)          = Country code( Malaysia)

             (2)           = Area code

       8180744       = Telephone Number

# Wait until our call answered.  And then, mention our identity and deliver our necessity concisely and clealy.

# Write all answer that we receive

# if the people our direct is not in his room, we can leave a message to the receiver or we can call again.

# if conversation is finished don’t forget to say thanks and give familiar greeting.

# Put the telephone slowly in order to not to make bad image.

Conclusion: by mastering method of handling telephone, of course our job as secretary in handling telephone will be easier

HG SECRETARY

HANDLING GUEST

Guest is a person who comes in office with many kinds of purposes.

As secretary we must prepare our self to help the manager in handling the guest, there are something important that should be had by secretary, such as:

• Giving greeting
• Having good performance
• Being polite
• Being friendly, etc.

Usually, the guest come to the office to meet our manager, secretary should know who the guest is? Commonly the guest is dividing in 3 kinds;

1. Guest that could handled by secretary (the guest who asking for aid, salesman, family’s manager, etc.)
2. Guest that could handled by manager (the person who have appointment before with manager)
3. Guest that could distributed to the other staff (the person who ask about information, and we can distributed her to the customer service)

Beside of them, secretary should be able to giving direction and information for the guest also keeps confirmation well.

Well, there are two kinds of guest:

1. Guest with appointment is the person who makes appointment before, so her coming is expected by manager, and usually she has important thing to be discussed.
2. Guest without appointment is a person who comes to the office without appointment, and it’s usual suddenly. So as secretary, we should know her identity and asking what her coming for?

There are something important that should be pay attention by secretary in handling guest:

1. Show that you are professional secretary, to give the first image to the guest.
2. Make your secretary room looks clean, neat, also fresh when the guest comes to your room.
3. Give familiar greeting to every guest who comes to your room.
4. Stop all activities in our room, such as writing, typing, making archive, etc.
5. Don’t make new conversation with other staff to make the guest respected.
6. If there is a guest who comes to your room, while you are receiving a phone, give smile as a symbol that you know her coming
7. Ask the guest take a sit on the chair politely, and give information that guest need.

Conclusion: with excellent service to the guest, it can make good image of company.

IT SECRETARY

IT IS SIMPLIFIES SECRETARIAL WORK

1. Definition

A. IT is technology that mixes computation with computer access that brings voice, video, and data. For example is Internet, 3G, etc.

B. Secretarial work is a job that should be finished by secretary effectively and efficiently. Such as: sending letter, filling system, banking, etc.

2. Secretarial Work.

There are many kind of secretarial work that can be finished effectively and efficiently by IT Such as:

A. Sending letter.

Usually we need much time and money to send letter. But now we can use IT to send letter such as E-mail, with E-mail we can send letter faster easier, and don’t out side much money. So we can finish our job in sending letter effectively and efficiently. 

B. Electronic Filling System

In our company usually use manual filling system, so we need much time and much and many kind of document for filling system, but if we use electronic filling system we can find archive faster, just write code of archive we can know location of archives mustn’t open many document or book. Beside that we can economize place and money to buy many books to write the identity of archive.

C. 3G

Now there are facilities in HP that can give ease such as: we can hold direct conversation long distance, so if our director is want hold a meeting with client or colleagues in other city but he can’t come to this city he can hold a meeting with facility in 3G.

D. Banking service.

Previously if we want to make transaction, for example is pay PLN or PDAM we must come to this office, but now we can use banking service to pay it just from HP, so we can economize time and energy and we can finished 2 works in same time. So is very effective and efficient if used by secretary.

Conclusion: With IT our job as secretary will be easier, effectively, and efficiently to   finished.