Academic goal
This chapter mainly explains all kinds of affairs that secretaries are engaged in, and requires students to master the basic ability of dealing with daily office affairs, collecting and processing information, mastering the basic methods and knowledge of investigation and research, and skillfully using modern office equipment to "do things".
Teaching emphases and difficulties
Master the basic ability of handling daily office affairs and collecting and processing information, master the basic methods and knowledge of investigation and research,
course content
Section 1 Information and Information Work
Section 2 Investigation and Research Work
Section 3 Daily Office Affairs
Section 1 Information and Information Work
I. Definition of information
Information is a direct or indirect reflection of the way things exist or the state of motion.
Second, the basic characteristics of information
(1) objectivity
(2) Heredity
(3) timeliness
(4) * * * Enjoy
(e) Development is limited by history and understanding.
Third, information classification.
According to different standards, information can be divided into many categories:
1, depending on the nature of the information source.
It can be divided into natural information and social information. Secretaries mainly accept social information.
2, according to the form of information.
Language information, written information, audio-visual information, computer language information and microform information.
3. According to the social fields involved in the information content.
Political information, economic information, cultural information, educational information, military information, scientific and technological information and sports information.
4, according to the direction of information source.
Vertical information, horizontal information
5, display information stability.
Divide static information, such as resources and statistical data; Dynamic information, such as market information
6, according to the role of information in secretarial work.
Predictive information, dynamic information and feedback information
A secretary should get all kinds of information: text, audio-visual and memory.
Third, the role of information work
1, an important work to assist decision-making.
2. Information work is an important task of the Secretariat.
From two aspects: First, from the nature of the work of the Secretariat, it is a hub department.
Second, from the work content of the secretariat, in addition to assisting the leading decision-making departments, all aspects of the office's work and contact must also rely on information. The routine work of a secretary is to draft documents and various materials, and this writing process is actually a process of collecting and processing information.
3. Information work is conducive to creating a new situation in secretarial work.
Section 2 Basic Requirements and Procedures for Information Work
First, the basic requirements of secretary information work
Accurate, timely and applicable
1, accurate:
To truthfully reflect and describe the situation, we must not arbitrarily exaggerate or narrow the situation in order to cater to the intentions of individual leaders, thus artificially causing information distortion.
2. Timely
The timeliness of information determines that the vitality of information lies in its flow. The faster the flow, the higher its value in practice. Especially economic information.
3. Application:
Applicable, targeted and suitable for leaders. Providing information serves the decision-making of leaders, and the secretary needs to know something about the situation in the organization.
(1) They are distributed in different types of organizations-the goals pursued by decision-making are different.
⑵ They are distributed in different organizational scales-leading to differences in specific work content and time.
(3) They are distributed at different organizational levels, which determines their different work priorities.
(4) They are distributed in different organizational environments-making them pursue different management philosophies and methods.
These differences determine that decision-making not only has different connotations, but also has different levels.
Therefore, the secretary must have a clear purpose when collecting and transmitting information, and always take this as a starting point to meet the needs of different units and levels. However, we should also see that the leadership work in any period has its center, and there are "hot spots" and "difficulties" of concern.
Second, the secretary's information work procedures
Include collection, arrangement, transmission, storage and utilization.
1, information collection
The process of collecting and obtaining information in different ways according to a certain purpose. Information collection is the first step of information work and the basis of information collation.
Collect content:
As far as institutions or enterprises are concerned, the information they collect is as follows:
Guidelines, policies and normative documents promulgated by the CPC Central Committee and the State Council.
(two) instructions, decisions, replies and other instructions and mandatory documents directly related to production and work issued by higher authorities or leading departments.
(three) the organization, personnel, financial resources, material resources, work and production of the organ, the enterprise and its subordinate departments, as well as production plans, indicators, statistical data, reform status, scientific and technological development, typical experience and work summary.
(4) The feedback information from the competent department on the implementation of policies, promotion work and the sales of the products of this enterprise, such as the masses' reflections, opinions, suggestions and requirements.
5 social dynamics, ideological tendency, urban and rural economic reform and other external conditions and new information related to the business of this organ and this enterprise.
[6] materials that can be compared with other regions and units with the same business nature as this unit and the same industry abroad.
(7) to collect information on scientific and technological achievements (including new products, new processes and new materials) and advanced experiences and methods related to the future development of the enterprise business of this organ.
It can also be summarized as: enterprise information, international market information, customer information, trade information and international financial information.
Legal information, communication information,
The information collected by the Secretary has the following three characteristics:
(1) Most of the information required of secretaries is overall, directional and comprehensive, which is related to the overall development of social organizations.
(2) Be prepared for unexpected tasks such as changes in the work of the center and temporary demands.
(3) Most of the collected and stored information materials have long-term use value. For example, when drafting documents, it is often necessary to look through relevant documents in the past to maintain the continuity of policies; Explain a problem or predict the future. Always looking for information about the past.
Collection method:
The first is the traditional collection.
Form: document, meeting, telephone, oral.
Channel: Collect superior information.
Through oral reports and written materials of subordinate institutions
Other systems at the same level exchange materials with each other.
Visit by letter or newspaper.
The second is the pioneer collection.
A well-organized information network
Methods: (Take the beverage market this summer as an example)
(1) observation method
Advantages: 1. The method is simple and flexible.
B, get more objective first-hand information
C is suitable for understanding the actual situation of environment, people and things.
Disadvantages: A, it is not easy to collect depth information.
B, the amount of information obtained is limited
C. The observation effect is influenced by the observation ability of the secretary.
(2) Reading methods
Advantages: A, convenient access to information
B, large amount of information, strong applicability.
C, can provide comprehensive reference information needed for work.
Disadvantages; A, newspapers and magazines have many sources of information, which may be distorted and contain impurities.
B, need to screen and judge the authenticity of information.
(3) Inquiry method
Advantages: 1. Flexible and practical.
B. Direct communication and interactive communication
C, you can get a lot of valuable information.
Disadvantages: a, the secretary is required to have certain quality and ability, and can use inquiry skills well.
B, high cost, long time and small scale.
(4) Exchange method
Advantages: A, mutual information sharing is realized.
B. timely and applicable information.
C, save information collection time
D, you can temporarily exchange information on topics of mutual interest.
E, according to the need, we can agree on the way and content of exchange for a long time.
Disadvantages:
A. information exchange is based on voluntariness and reciprocity.
B, pay attention to information confidentiality.
C, the scope of exchange of information is narrow
(5) Questionnaire survey method
Advantages: A, avoid subjective prejudice and reduce human error.
Save time, manpower and money, and have high efficiency.
C. the information collected is objective and true.
D. The collected information is convenient for quantitative processing and analysis.
Disadvantages; A, the recovery of the questionnaire is difficult to guarantee.
B, the quality of the questionnaire is difficult to guarantee.
C. Respondents are required to have a certain educational level.
(6) Network law
Advantages: A, information timeliness is very strong.
B, timely supplement the latest information.
C, quickly and widely collect information.
D, collection is not limited by time and place.
E, can collect text chart information and audio and video.
Disadvantages: A, the source is complex, and there is a lot of unverified information and information garbage.
B, need computer knowledge
(7) Method of purchase
Advantages: A, the information is relatively concentrated
B, bookstores and publishing houses have ordering business.
C, get a lot of systematic and professional knowledge.
Disadvantages: A, high cost, consuming time and manpower.
B, screening out valuable information from a large amount of information.
C, information should be used after authenticity identification.
The main channels for the secretary to collect information are:
First, the mass media
B. Library
C, receipt library
D, trade exchange
E, information institutions
F. Relationship channels
G. Investigation channels
Collection principle:
First, the value principle
B, the principle of prescription
C, the principle of hierarchy
D, aiming at the principle
E, the principle of comprehensive system
2. Arrangement of information
Information collation is a process of concentrating a large number of collected original information, improving its quality and presenting it in a form so as to facilitate transmission, utilization and storage. Information arrangement is the core of the whole information work. It includes classification, screening and proofreading.
(1) classification
Methods: A, letter classification
B, regional classification
C, subject classification
D, digital classification
E. time classification
(2) Screening
① Eliminate false information, invalid information and invalid information, and select valuable information from them.
Remove false, repetitive, outdated surface information that has little or no significance to the unit, and highlight a small amount of important information from both quantity and quality.
Screening reflects the initial identification of content, and its purpose is to let leaders get high-quality information in the least time.
② Pick out valuable information.
A. Select information that is instructive to work and closely related to business activities.
B, choose important information with tendentiousness, dynamic or sudden.
C, analysis of requirements, combined with the central work or specific problems to be solved to screen information.
D, select information that can predict the future development trend and provide advanced services for decision-making.
E, adhere to the unity of information quantity and quality.
Method:
See the place
Look at the title
Look at the text
Decide on trade-offs: a, highlight the theme
B, pay attention to typicality
C. innovation
D, with characteristics
proofread
Methods: Traceability, comparison, proofreading, logic, investigation and mathematical statistics.
③ Processing:
Information processing refers to refining the filtered information to make it of high quality.
Information processing is divided into two levels:
First of all, the information on the existing network and the information provided by various departments are preliminarily processed, which is called basic information. This information can only be used by the receiver to understand the dynamics.
The second is to summarize, synthesize, analyze and investigate all kinds of basic information and put forward the situation;
Information with analysis, suggestions and depth is called advanced information.
-This kind of information is of great advisory function to the staff.
Information processing ability is the main boundary between transactional secretary and pioneering secretary.
Processing information must start from the following aspects.
First, enrich the content.
It is to understand the nature, scope, significance and development trend of fragmentary, superficial, chaotic and useful information, enrich and enrich its content, and make it a complete, profound and systematic information. authorized strength
Information needs to be transmitted through words. Compilation is the orderly processing of written information, the last step of information collation, the premise of information transmission, and plays a key role in improving the quality and practical value of information.
type
Dynamic information
Hint information
Empirical information
Problem information
Predictive information
Steps of writing: a, determine the theme
B, material analysis
C, material combination
Second, comprehensive analysis.
It is a systematic summary, classification, qualitative and quantitative analysis and judgment of the obtained information as a whole. Through comprehensive analysis, we can often find problems that bring about regular changes and tendencies, which has important reference value for leaders to master and guide their work and predict the future.
Third, put forward opinions.
On the basis of comprehensive analysis, the corresponding treatment suggestions are put forward for the reference of leaders.
3. Information transmission
(1) single channel transmission. Information is transmitted from a source to a receiver along a single channel.
(2) Multi-channel transmission. That is to say, after information is sent from an information source, it is transmitted to the information receiver along more than two channels.
Pay attention to reasonable diversion.
The ways of information transmission are:
(1) oral communication
(2) Written transmission
(3) Telecommunication transmission
Transmission requirements: timely, accurate and confidential.
4. Utilization and storage of information
(1) Classification-Classify all kinds of information according to certain rules.
(2) Description-truthfully record (making classification cards)
(3) Establish a classified storage and retrieval system.
(4) custody-storage and protection
Thinking and practice
1. Give an example to illustrate the characteristics of information.
2. How to use information to assist decision-making?
Section 2 Investigation and Research Work
First, the significance of secretary's investigation and study
1, the secretary can make up for the lack of energy and knowledge of the leader and help him make better decisions and command management.
2. The secretary's investigation and study can closely lead the relationship with the masses.
3. Investigation is an important way for secretaries to perform their duties.
Second, the contents of the secretary's investigation and study
1. Investigation and research on providing decision-making basis for leaders
2. Investigate and solve specific problems.
3, grasp the basic situation and regular investigation and study.
Third, how to do a good job in investigation and research.
1, do a good job of investigation and research.
A. Clear the purpose and choose the appropriate goal
B. Mastering standards and preparing information
C. determine the plan and draw up the outline.
2. Common methods of investigation and research.
A. General inspection
B. Typical survey
C. Major surveys
D. sampling survey,
Fourth, the specific methods of investigation and research.
1, open an investigation list.
2. Field test
3. Questionnaire survey
4. Polls
5. Expert survey
6. Statistical survey
Step 7 collect information
8. Personal visits
Five, do a good job in the investigation and research work should pay attention to matters.
1, seeking truth from facts is the fundamental principle.
2. Make full preparations and choose scientific investigation methods.
3, scientific possession of survey data, straighten out the relationship between investigation and research.
4. Write the investigation report carefully.
Sixth, the writing of the investigation report.
(a) the meaning, characteristics and functions of the investigation report
An investigation report is a written report that investigates and studies objective things and reflects the results.
(two) the basic characteristics of the investigation report are:
1, authenticity
2. Objectivity
3. Nature of science
4. Combination of narration and discussion
(2) Classification of investigation reports
1, experience survey
Also known as a typical survey. It mainly reports the process, specific practices and achievements of economic creation.
This kind of investigation report is quite similar to the summary of experience, but its requirements are more specific. It is important to write clearly the specific situation or the process of experience, and to express the facts more carefully than the summary. In addition, experience summary is a manifestation of deepening self-knowledge, while experience investigation is an objective report of experience by a third party.
2. Situation investigation
Reflect the basic situation and development of a certain area, unit, industry or a certain aspect. It is important to fully reflect the present situation, explain the basic appearance and development trend, or dissect the crux of the existing problems, so as to facilitate macro-decision.
Pay attention to when writing this kind of investigation report:
The materials should be rich and substantial, and more data and examples should be used to reflect the basic naming or development situation; At the same time, we should also put forward constructive opinions and suggestions according to the actual situation.
3. Incident investigation
This kind of report focuses on the ins and outs of major events in history or reality. Focus on the true nature of the facts.
4. Problem investigation
In view of various problems or contradictions in reality, make a keen response and put forward measures or methods to solve them.
(C) the writing link of the investigation report
The whole process of investigation report consists of three links, namely, investigation, analysis and research, and reflection of results.
1, make an in-depth investigation and master the materials.
"Extensive possession, eclecticism, keeping the originality and objectivity of materials". Positive and negative, history and reality, concrete and general, all aspects of materials are perfect, providing a reliable basis for drawing correct conclusions.
2, analysis and research, grasp the essence.
Analysis and research is the key link to ensure that the investigation report correctly reflects the passenger transport rules and regulations.
3, accurate reflection, reasonable expression
(four) the writing requirements of the investigation report
1, the combination of materials and ideas
The stylistic requirement of the investigation report is to let the facts speak for themselves and explain the views with appropriate materials. Drawing ideas from rich factual materials is one of his writing characteristics.
Generally, the following types of materials are used.
(1) composite material
This is the material that summarizes the relevant situation after sorting out and summarizing the original materials. It is not a specific personality material, but a material that reflects general tendencies or problems, and has the universality of "face".
(2) Typical materials.
Individual concrete examples with rich personality characteristics and certain representativeness.
When using, we must carefully select typical materials and select a few examples with distinctive personalities from a large number of materials. This combination of summary materials and typical materials is somewhat convincing.
(3) Comparative materials
Materials used to illustrate opinions through vertical and horizontal, past and present, positive and negative, and contrast.
(4) Data materials
Using accurate data is helpful for quantitative analysis, and then reveals the essence of things. It must be emphasized that the use of data should be accurate, and the practice of "piecing together imaginary figures and official figures" should be resolutely opposed.
The above four layers of materials often cooperate with each other in the investigation report, reflecting the real situation and expressing opinions from many aspects.
2. The "narrative clip" theory and the combination of narrative and discussion.
Thinking and practice
1. What are the characteristics of the research work?
2. What is the content of the research work?