Q&A for How to Be an Efficient and Organized Secretary

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How do I multitask effortlessly?

Community Answer

Humans aren't built for multitasking, but if you prioritize tasks, then you will be able to get work done efficiently.

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Question

How do I remember my notes?

Community Answer

Always use the same notebook or ledger and do not jump into another notebook unless the one you are using is full. By having the same notebook, you can backtrack your other notes and get reminded of what you need to do. Review your notes throughout the day to keep their contents fresh in your mind.

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Question

What is the best way to keep notes of daily duties and messages if I work two different jobs?

Community Answer

You could try buying a multi-subject notebook or label them in your phone, tablet, or computer's notepad.

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What do I say when I don't have an answer?

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You could try apologizing and letting the person know that you are not sure but could ask one of your colleagues.

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How do I handle a caller who is angry on the phone?

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Answer as calmly and nicely as possible, and apologize for whatever they are upset about.

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How do I handle a non-cooperative colleague?

Community Answer

Ask them how they are feeling and if there is anything you are able to help them with. Try to calm them down by speaking to them calmly but firmly, to show that you mean business but you're being nice about it. If they continue to be uncooperative, make the consequences of their non-involvement clear, like "you're letting down the team", "you will get a black mark on you record", or "you won't be part of the bonus/office outing/getting your name recorded as having participated, etc."

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How do I bring something to the table as a secretary?

Community Answer

If you know before the meeting you would like to say something, speak to the Chair before the meeting. Otherwise you just need to be prepared to clearly say 'Could I add something please?' when the time comes.

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