1. The modern secretary is a special assistant to the competent official, and an auxiliary post in the enterprises and institutions of the party and government organs to help leaders grasp the situation, study principles and policies, contact and assist all relevant parties, and conduct word processing.
2. The significance of socialization and professionalization of secretarial work:
First, guide the practice with systematic theory, make the secretarial work scientific, standardized and institutionalized, thus improving the quality and opening up the road of professional training of secretarial talents.
3. Research objects of secretarial science: secretarial activities, secretarial talents, secretarial institutions and secretarial work.
Chapter II Overview of Secretary's Work
4. The uniqueness of secretarial work: subordinate to the leader (boss, employer) and providing him with comprehensive services.
5. The combination of science and organic in the comprehensive coordination of secretaries;
Be good at coordinating the functional objectives of various functional departments and cooperate with each other to achieve the overall goal of * * * *.
6, the guiding ideology of secretarial work in the new period:
A, do a good job of "three services": directly serve the leaders of units and departments (directly and often); This system is closed.
Leading service departments at all levels; Serve the people (fundamentally)
B, four changes: A has changed from simply focusing on writing and doing things to paying equal attention to writing, doing things and making suggestions (ideological).
B from simple information transmission, into both transmission and reception of information and comprehensive processing of information (for receiving
Set information analysis and research, and put forward new information through comprehensive induction)
From pure experience to scientific management
D. Change from passive service to active service (improve work predictability)
Chapter III Establishment and Staffing of the Secretariat
7. The nature of the secretariat: it is a comprehensive service department between the leadership and functional departments, providing services for the leadership work.
8, the secretariat's own organizational form:
A. Centralization: Put all secretarial work in one department-suitable for smaller institutions and grass-roots units.
B. Decentralization: Secretarial work is scattered in several government units.
(Relatively independent nature-decentralized management under the unified leadership of the organs)
C, mixed: part of secretarial work is placed in the central unit, and a lot of other work is placed in other units of the agency.
(Multi-level organization, complicated management affairs) (suitable for large and medium-sized institutions)
(Relieve the pressure of central government departments and improve the efficiency of document processing)
PS: the key to selection: according to the situation of the unit, from the perspective of improving work efficiency, give full play to the role of personnel.
9, the basic principles of the establishment of the secretariat:
1, the principle of writing unit;
Independent responsible department (stamped with the official seal of the superior, with its own writing authority)
Equipped with a certain number of resident leading cadres and staff.
There are a certain number of sending and receiving files.
2, the principle of hierarchical management;
Leadership and being led: organs at the same level and subordinate secretariat institutions.
Guidance and guidance: higher-level secretarial departments to lower-level secretarial departments.
3, lean and efficient principle
Note: determine the size of the organization according to the needs of the work; Reasonable division of labor among departments; Clear responsibility; Concise hierarchy
10, the method of rational division of labor within the secretariat
A, reasonably determine the internal personnel structure b, implement the quota c, and continuously improve the quality of secretaries.
1 1, secretary business personnel group optimization?
1, keep the appropriate proportion of all kinds of personnel.
2, according to the needs of the work with business personnel, optimize the secretarial business personnel group, scientific and reasonable deployment.
According to the needs of the overall work, according to the nature of the overall work, according to the secretary's own business situation (intelligent structure, moral cultivation, age, body, personality, temperament and other characteristics), choose the best configuration scheme, and give full play to the advantages and specialties of each business person.
Chapter IV Secretary's Literacy
12. Independent work in secretary's organizational management ability: the core of organizational management ability
A, be good at contacting, caring and uniting people; B, familiar with communication and processing channels; C, calm and flexible when things go wrong,
Work efficiently and flexibly; D, clear-headed; E, be good at prioritizing, reasonably arrange time and space, and be methodical.
Deal with affairs in an orderly way
13. The special professional relationship between the secretary and the leader, the primary attribute (service relationship at work, consistent relationship at work) and the mandatory (organizational subordinate relationship, service relationship at work).
13, correctly handle the relationship with leaders
A, avoid conflict: suitable for the crowd-when interacting with a specific leader, it varies from person to person according to the specific situation of the parties.
Choose a place-communicate with leaders and choose a suitable place, occasion and identity.
Timely-when communicating with leaders, choose the right time (relaxed mood, good atmosphere)
Do the right thing-when communicating with leaders, choose the right way (mainly indirectly)
(praise first and then derogate; Collection method; Incentive trust method)
B. In case of contradiction: restrain yourself and handle the contradiction with the leader calmly and objectively.
14, all-round and multi-functional new secretary: with many abilities and wide work adaptability.
Chapter V Secretary's Assistant Decision-making Work
15, scientific decision-making, empirical decision-making and their main differences
A. empirical decision-making: based on the experience of a few leaders.
Features: based on experience, subjective and one-sided; B personal participation, arbitrary; Emotional, casual
B. Scientific decision-making
Features: Subjective investigation, based on sufficient and accurate objective materials-objectivity.
B multi-person participation-group.
C follows strict procedures and has legal power constraints.
16, the main link of scientific decision-making procedure
A collect information, find problems and determine decision-making objectives.
Design and draft alternatives to solve the problem, and demonstrate each alternative by modern means. We should make plans from different ways and angles.
Solution C: Many people discuss it democratically, weigh it repeatedly, compare the advantages and disadvantages of each scheme and choose the best one.
carry out
E. Feedback decision implementation information (adjustment and modification, follow-up decision-making, report implementation)
17, how does the secretary support all aspects of scientific decision-making?
Assist leaders to conduct investigation and study, and find problems that need decision-making.
Through investigation, all kinds of contradictions in work practice are fully revealed.
Provide reliable data, information and materials for decision making?
First, including classical theory, superior principles and policies (policy information)
B, centralized processing department related information (data chart and its analysis)
C, provide some historical facts related to the decision-making objectives.
Assist in the selection of design decision.
Three situations: a, lead the design by yourself (provide reliable material information and help the leader draft a feasible research report)
B, directly designed by the secretary department (requiring the secretary to make a more in-depth analysis of specific time and things and design several alternatives).
C. Experts study major decision-making plans (knowing the situation, the secretary should assist the leaders in selecting expert institutions, understanding the institutions, comprehensively evaluating the strength of consulting institutions, comparing the best and determining the cooperative relationship. )
D. Auxiliary leadership selection (pay attention to the discretion of auxiliary decision-making alternatives)
Requirements: Provide relevant information actively and objectively, and do not interfere with the determination of leaders.
E. assist leading organizations to implement decision-making plans.
F feedback decision implementation information, assist leaders to take measures to correct deviation.
Collect and feedback information about the control points of overall management, and focus on monitoring exceptions (a, mistakes in a certain link of the decision itself, b, loopholes in management, and c, major interference in decision implementation).
Chapter VI Information Work of Secretaries
18, the central task of the secretary's information work: using information to serve the leadership work.
19, the key issues of secretarial information work?
Be familiar with your information family and collect and accumulate information selectively.
B be familiar with leaders and actively provide information for leadership management in time.
C is absolutely true and well prepared.
20. The key point for the secretary to collect correct information.
Correct information refers to information useful to leaders (policy information, strategic guidelines; Represents information, from point to surface, "small" has the same, tendency and sign)
Comprehensive information materials;
Direct information related to the business of the unit;
Grasp the mobile information based on the stable information.
2 1, Practice of Secretary Information Link Processing
A screening and inspection to make information more refined and accurate (preliminary analysis and research on a large number of original information collected, leaving new, valuable and useful information-refining; Check and verify the useful information left to ensure authenticity-accuracy)
B. Comprehensive analysis, refining and processing-digging the depth of information
C. compiling concise information materials (methods: abstract; Analytical type; Comprehensive)
Chapter VII Investigation and Research Work of the Secretary
22, the investigation should pay attention to adhere to the principle of seeking truth from facts, at the same time investigation and study.
23, the traditional commonly used survey methods how to do:
1. Census: Census all objects within a certain range.
2. Non-universal survey: select some objects within a certain range for investigation.
A. hold a research meeting: 7-8 people are appropriate. Make good preparations before the meeting, master the atmosphere of the meeting, and pay attention to the host's speech attitude and art.
Speak naturally.
B, individual talk (interview): choose the right person, prepare for the interview, and stress the art of investigation.
C. On-the-spot observation method: keep a clear head and prevent prejudice (slightly, comprehensively and roughly; Close inspection: grasp the representativeness and key details at a glance)
D. Key investigation: select key objects (objects that play a major and decisive role in the whole) within a certain scope of investigation.
E. Typical survey: a representative survey of a specific object within a certain survey scope.
Chapter VIII Official Document Writing
24. What is the difference between official documents, official documents and documents?
Documents: written materials for handling official business, which are divided into official documents and private documents.
Official document: written materials recorded when handling affairs. Divided into general documents, special documents and technical documents.
Official documents: official documents with complete format formed by party and government organs in their official exchanges.
25, the main characteristics of practical writing,
A directly serves working life; B the materials used must be absolutely true; C. The expression of ideological content and basic viewpoints should be direct and clear; D has a fairly fixed stylistic structure format; E language expression has its own unique stress: (a) strive for accurate words, unambiguous words, uncommon words and abbreviations, and it is not suitable to use spoken language; B. sentences should be complete and objective; C. it is not appropriate to use exaggerated and semantically implicit rhetorical devices)
26, the main items included in the official document format and how to write.
Wentou
title
Receiving part
begin
primary
final result
The names of the sender and the recipient written on the picture.
time
Wen Wei
27, understand the leadership intention in the official document writing, understand both ends, enrich the writing style, novel, concise and to the point.
Have a specific and clear understanding of leadership intentions (clear intentions, implied intentions, uncertain intentions)
B carefully conceived (understand both ends and find problems; Draft a writing outline)
C The drafting content is substantial, novel and concise (Note: A requires both information and analysis; B grab the material.
Sign and highlight the key points; C the details should be appropriate; D has distinct layers and clear eyes. E, the language is accurate, concise and clean)
28. Prompt notices, transitive reports and complex instruction writing in common official document styles.
Indicative notice: arrange important specific matters for deployment.
Beginning: explain the reasons and introduce the purpose, significance, reasons and basis of the notice.
Text: Explain the arrangement and deployment of countermeasures (basic principles, tasks, specific measures and precautions). End: Ensure that the notice implements the requirements.
B. Referral: When making arrangements for general problems existing in the work, the organs and competent business departments only report the solution of a certain problem to the superior, put forward specific handling opinions, request the approval of the superior, and refer them to the subordinate departments and units for reference and implementation.
Introduction: the reason, background, purpose and basis of the report.
Subject: Report Notes
Conclusion: Specific conclusion (if there is nothing wrong with the above report, please forward it to all regions and departments for implementation)
C complicated instructions writing: the first reason: briefly explain the background and basis of instructions (leading to the questions of instructions)
Subject: Request, around the request,
1, clearly state the situation (put forward)
2. Concise statement of relevant reasons (analysis)
3. Put forward feasible treatment opinions (solutions) concretely and clearly.
Conclusion: If the above instructions are negative, please indicate.
Chapter IX Handling and Filing of Official Documents
29, writing system and requirements
Establish a correct writing relationship; B writing should meet certain requirements (not easy to leapfrog writing, pay attention to routine writing, and separate party and government writing); Define the main powers within the organization; (issued in the name of the agency: comprehensive and comprehensive; Issue a document in the name of the business department: daily affairs; If you send documents to the outside world, you can only send them in the name of the agency. D writing should be divided into primary and secondary (distinguish between the main sending unit and the cc unit); E authorities at the same level can jointly issue a document; F. Strictly control the number and scope of documents and strive to streamline them.
30. Receipt processing program
1. Receiving files: receiving, registering and sending files for reading.
2. Planning: Preliminary planning. The head of the secretariat department puts forward preliminary opinions on how to deal with the official documents to be submitted to the leadership for approval.
3. Examination and approval: the leaders of the organs instruct how to handle official documents.
4. Undertaking: Relevant departments of relevant units handle and implement communication according to the approved opinions.
5. Supervision: Supervise and inspect the organizer according to the processing time limit. Avoid delays and document backlog.
6. Make it complicated
3 1, basic requirements, basic methods and specific practices of document filing.
A Basic requirements: follow the natural law of the formation of official documents and materials, maintain the * * * relationship between official documents and materials, reflect the historical characteristics of the work of organs (the purpose and standard of filing), and facilitate storage and search.
B Basic method: scientifically classify and arrange documents (carefully analyze the characteristics of each document and find out the similarities between them), and form many documents with the same characteristics and close ties into a file.
C specific practices for filing:
A according to the document characteristics recording method (6 characteristics: author characteristics; Characteristics of the problem; Name characteristics; Time characteristics;
Regional characteristics; Communication characteristics)
According to the characteristics between documents, highlight one main feature, and combine two or three features to file at the same time.
Distinguish the reference value of documents appropriately and file them according to different retention periods.
B write the title of the case file, and fill in the items in the volume and the reference form after the volume.
Chapter X Meeting Work
32. Features of the meeting: Time constraints; Concentrate personnel. Government affairs are centralized and contradictions are concentrated.
33, the guiding ideology of the conference work
Make full preparations, dissolve passivity and turn it into service.
B. Organize closely, divide work and cooperate, clarify responsibilities, and decompose complicated affairs.
Thoughtful service, comprehensive vision, and effective control.
D meticulous, to ensure the smooth progress of the work, but also can not lead to a chain reaction.
34, the three stages of the conference work
(A) the preparatory work before the meeting
A make a meeting plan (arrange topics? Nominate participants)
B Notice of the proposed meeting (7 elements: name of the meeting, duration of the meeting, start time of the meeting place, attendance pass? prepare
Contact the unit or individual holding the meeting)
C. set up a preparatory group for the meeting and define the division of labor.
D, do a good job in registration, venue layout, seating arrangement and other specific work before the meeting.
(2) organizational services during the meeting
Do a good job in meeting scheduling. Proceed normally according to the agenda and schedule of the meeting? B do a good job in reasonable scheduling of large and small meetings C print and distribute meeting documents D do a good job in life management and security? E emergency and command work under special circumstances? Do a good job at the end of the meeting (closing remarks, etc.). )
(iii) Post-meeting management
1) summary work: meeting summary, meeting work summary?
2) Arrange the participants to leave the meeting.
3) Handling all kinds of meeting documents (sorting, destroying and filing)
35. The preparation notice before the meeting explained the "seven cleanups" and "two counterparts" in the division of labor.
A "seven definitions": the name of the meeting, duration, meeting place, start time, participants, admission tickets, contact units or individuals to prepare for the meeting.
B "two counterparts": a, according to the organization, documents, life management and security of the meeting, the members of the preparatory group for the meeting are formulated.
After the division of labor meeting, the division of labor of secretarial service personnel is relative (person to person)
B. The members of the preparatory team hold talks with all the items in the meeting plan (personnel have been confirmed)
36. How to dispatch six rooms?
A according to the meeting agenda, the schedule is normal; B. Do a good job in reasonable scheduling of large and small meetings;
C. printing and distributing parliamentary documents; D do a good job in life management and security;
E. Emergency response and command under special circumstances; F. Do a good job at the end of the meeting;
Supplement:
1. Secretary's working principles: accurate (no mistakes in work), prompt and confidential (no leaks, no losses).
2, secretary business personnel group optimization:
First, the deployment is scientific and reasonable, according to the needs of the overall work and the nature of the work (comprehensive)
B, the specific situation of the enterprise to the secretary business personnel themselves (intelligent structure, moral cultivation, age, body, personality and other characteristics)
C, choose the best equipment scheme that can give full play to the advantages and specialties of all business personnel.
3. The special professional relationship, basic attributes and compulsion between the secretary and the leader.
Among the interpersonal skills of the secretary, the relationship with the leader is special, including: the relationship between the superior and the subordinate in the organization (subordinate relationship); Work is a service relationship; Consistent career; Personality is equal. ? The relationship between organization and work is mandatory; The relationship between work and career has the first attribute (using the first attribute to weaken compulsion, that is, high communication frequency and close relationship with leaders)
4, the difference between official documents, official documents and official documents:
Paperwork: written materials for handling records? Official document: written materials for handling official business? Official documents: official documents with complete format formed by party and government organs in their official exchanges.
Book making: the formation of official documents? Processing (operation) of documents? File management (archiving? Archive)
PS: related:
Official documents are divided into official documents (official documents have complete formats, namely 13 types stipulated by the state; Internal transaction file)
B. Private documents
In the case that the scope of application of official document A is universal, general official document B is a unilateral special official document.
Official technical documents (design specifications, etc.). )
5. Three stages of the work of the conference
(A) the preparatory work before the meeting
A make a meeting plan (arrange topics? Nominate participants)
B Notice of the proposed meeting (7 elements: name of the meeting, duration of the meeting, start time of the meeting place, attendance pass? prepare
Contact the unit or individual holding the meeting)
C. set up a preparatory group for the meeting and define the division of labor.
D, do a good job in registration, venue layout, seating arrangement and other specific work before the meeting.
(2) organizational services during the meeting
Do a good job in meeting scheduling. Proceed normally according to the agenda and schedule of the meeting? B do a good job in reasonable scheduling of large and small meetings C print and distribute meeting documents D do a good job in life management and security? E emergency and command work under special circumstances? Do a good job at the end of the meeting (closing remarks, etc.). )
(iii) Post-meeting management
1) summary work: meeting summary, meeting work summary?
2) Arrange the participants to leave the meeting.
3) Handling all kinds of meeting documents (sorting, destroying and filing)