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Outline

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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Outline

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  1. 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

  2. Outline A multifunctional Vs. A regular secretary An organized, social secretary Effective interpersonal communication in the workplace Research on the secretarial field

  3. Broad Objective Compile information about multifunctional secretary Hypothesis Demonstrate that this research paper will help the secretaries to clarify their roles and responsibilities

  4. Methodology Exploratory Research Primary Research Constructive Research Secondary Research

  5. A multifunctional secretary versus a regular Secretary • Clear concepts • Differences • Roles and responsibilities Specific Objective: To find clear differences between multifunctional and regular secretaries

  6. 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.

  7. MULTIFUNCTIONAL Todealwith a lot of activities: Attendingmeetings. Producingflyers. A lot of opportunities: Supervise, Makedecisions Be promoted. REGULAR Fewactivitiesand responsibilities. Fewopportunitiestobe: Promoted. Employedfromanycompany. Differences

  8. 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.

  9. 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.

  10. Howtobeorganized

  11. Good working relationship with your boss • Save time with the daily routine matters. • Familiarize yourself with company policies.

  12. 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

  13. 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. .

  14. Ways to improve communication skills • Listen and observe • Take a few moments before you respond • Using the correct body language

  15. 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.

  16. 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 .

  17. 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.

  18. The age average of the secretaries:

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

  20. 2.- Has the company provided you with rules which the personnel have to perform?

  21. 3.-Do youperformthose rules?

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

  23. 5.- Do you apply organizational skills in your: work, daily life or both?

  24. Junta de Beneficencia de Guayaquil 6.- How you see yourself?

  25. Corasa 6.- How you see yourself?

  26. Profeinsa 6.- How you see yourself?

  27. Summary of the three companies6.- How you see yourself?

  28. Conclusion • A multifunctional secretary has to: • Know about the role of each member of the company. • Be in constant training.

  29. Recommendation • Developmultifunctionalcommunicationskills. • Train in courses: Administration of companies, financemathematics. • KnowEnglish´slanguageand otherlanguages.

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