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Research Project prior to the graduation from: Bilingual Secretary in Information Systems Research Title: CHARACTERISTICS A MULTIFUNCTIONAL SECRETARY SHOULD HAVE IN ECUADORIAN COMPANIES Author : Susana Andrea LLiguisaca Mendoza 2010-2011. Outline. A multifunctional Vs. A regular secretary

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Research Project prior to the graduation from:Bilingual Secretary in Information Systems Research Title:CHARACTERISTICS A MULTIFUNCTIONAL SECRETARY SHOULD HAVE IN ECUADORIAN COMPANIESAuthor: Susana Andrea LLiguisaca Mendoza 2010-2011


Outline
Outline

A multifunctional Vs. A regular secretary

An organized, social secretary

Effective interpersonal communication in the workplace

Research on the secretarial field


Broad Objective

Compile information about multifunctional secretary

Hypothesis

Demonstrate that this research paper will help the secretaries to clarify their roles and responsibilities


Methodology
Methodology

Exploratory Research

Primary Research

Constructive Research

Secondary Research


A multifunctional secretary versus a regular secretary
A multifunctional secretary versus a regular Secretary

  • Clear concepts

  • Differences

  • Roles and responsibilities

    Specific Objective: To find clear differences between multifunctional and regular secretaries


The secretary

Concepts

The secretary

Comes from:

The latin word secernere.

The passive participle (secretum).

A secretarius

The regular secretary

Has limited tasks: typing, making telephone calls, filing documents, attending meetings.

The multifunctional secretary

Has to deal with different tasks and has more responsibilities.


Differences

MULTIFUNCTIONAL

Todealwith a lot of activities:

Attendingmeetings.

Producingflyers.

A lot of opportunities:

Supervise,

Makedecisions

Be promoted.

REGULAR

Fewactivitiesand responsibilities.

Fewopportunitiestobe:

Promoted.

Employedfromanycompany.

Differences


Roles and responsibilities
Roles and responsibilities

A secretary´s role is to keep information about meetings, contacts.

Responsibilities

  • Ensuring meetings are organized.

  • Maintaining effective records and a good administration in the office.

  • Handling with communication and correspondence.


An organized social secretary
An organized, social secretary

  • How to be organized

  • Good working relationship with your boss

    Specific Objective: To describe the organizational skills and management skills with the daily activities.


How to be organized
Howtobeorganized


Good working relationship with your boss
Good working relationship with your boss

  • Save time with the daily routine matters.

  • Familiarize yourself with company policies.


Effective interpersonal communication in the workplace
Effective interpersonal communication in the workplace

  • Types of communication

  • Ways to improve communication skills

    Specific Objective: To describe how to improve the communication with the whole office staff


Types of communication

Based on communication channels

Verbal : writing and oral communication .

Non-verbal : body language, facial expressions.

Based on communication style

Formal: It is straightforward, precise and has a rigid tone.

Informal: It builds relationships with a similar wavelength. .


Ways to improve communication skills
Ways to improve communication skills

  • Listen and observe

  • Take a few moments before you respond

  • Using the correct body language


Research on the secretarial field
Research on the secretarial field

  • Objective

  • Statement of the problem

  • Methods

  • Hypothesis

  • Data collection-Graphs

  • Conclusion

  • Recommendation

    Objective of the survey:To demonstrate there are multifunctional secretaries in Guayaquil Companies.


Objective
Objective

Find if the duties of a multifunctional secretary are likely to be carried out.

Statement of the problem

*No duties’ manual .

*All the companies have rules.

* Social environment .


Methods

Exploratory: structures and identifies new problems.

Quantitative: shows the results analyzed through graphs.

Hypothesis

I would like to find more multifunctional secretaries than regular secretaries.



1.- When you were recruited in this company, did you receive a manual of duties or procedures to perform the company activities?



3 do you perform those rules
3.-Do personnel have to perform? youperformthose rules?


4 personnel have to perform? .- What kind of communication do you think, there is in the company where you work? Professional or friendly.



Junta de beneficencia de guayaquil 6 how you see yourself
Junta de life or both?Beneficencia de Guayaquil 6.- How you see yourself?


Corasa 6 how you see yourself
Corasa life or both? 6.- How you see yourself?


Profeinsa 6 how you see yourself
Profeinsa life or both? 6.- How you see yourself?


Summary of the three companies 6 how you see yoursel f
Summary of the three companies life or both?6.- How you see yourself?


Conclusion
Conclusion life or both?

  • A multifunctional secretary has to:

  • Know about the role of each member of the company.

  • Be in constant training.


Recommendation
Recommendation life or both?

  • Developmultifunctionalcommunicationskills.

  • Train in courses: Administration of companies, financemathematics.

  • KnowEnglish´slanguageand otherlanguages.


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