Koulong River
First of all, the network has brought great changes to the secretary's communication style.
Case: Secretary Gao works in a foreign-funded enterprise in Guangzhou. The first thing she does when she gets up every day is to turn on her laptop. First of all, she checked her email online and browsed the company bulletin board's work schedule for the day. Then, according to the arranged work schedule and the instructions of the leader, she posted the notice of important work items on the company's BBS, or sent the information reminding the leader to the mailbox by email.
In recent years, people who use the network to work like Gao Shuji have become very common, which is also the general trend. The secretarial work under the modern network environment is quietly undergoing revolutionary changes, and the network has brought great changes to the communication methods of secretaries.
First of all, the network improves the quality and efficiency of communication among secretaries. The networking of secretarial work enables secretaries to exchange information with the outside world quickly. Network information services, search engines, online banking, online video and mail services provide rich resources for secretarial work, which greatly facilitates the work of secretaries and improves the efficiency of secretarial work. For example, the use of search engines in network communication not only solves the problems of slow information collection, backward transmission means, waste of information resources, poor information enjoyment, low storage function, complex retrieval, strong subjectivity, etc., but also enables secretaries to master a large amount of information through the network, so as to truly "see all directions and listen to all directions" and implement information processing affairs and personnel assistance work. In terms of information release, in the past, the notices and rules and regulations of institutions were printed into written materials, posted or distributed, which not only consumed a lot of manpower and material resources, but also often could not be updated in time. Now through the network, especially the local area network, the notification of some important situations and the communication of the spirit of instructions from superiors can be completed at that time and on the same day through information channels, which not only saves costs, but also improves efficiency.
Secondly, the network has achieved a new leap in communication between secretaries. Secretarial staff can not only use the network to send and receive e-mails and learn relevant news, but also use office software and other practical software to communicate and transmit information. For example, QQ, MSN, E-mail and BBS are convenient and quick, with rich and diverse functions, which greatly improves office efficiency. In addition, multimedia technology integrates many functions such as computer, voice, text, image, animation, video and communication. The combination of multimedia technology with office automation, image processing technology, animation technology, audio technology, video technology, multimedia expansion equipment, Word word processing technology, Excel spreadsheet processing technology and Powerpoint presentation production can greatly improve the quality of word processing and information exchange.
Third, the network has promoted the change of secretarial work. Network communication has greatly impacted the traditional copying and writing methods, and the secretary's working style should also be adapted to it. For example, when dealing with information, secretaries can look up the required information from the office computer, read the letters and various documents in e-mail, receive instructions from leaders through the computer, and perform necessary word processing on the computer as needed. When holding meetings, traditional meetings are often held in conference rooms, offices or other specific meeting places. With the development of the network and the application of various communication technologies, participants can participate in the whole process of the meeting through online meetings without leaving home. Through the video conference system, you can attend regional or wider meetings without going on a business trip. Using mobile communication and network, secretaries can keep in touch with leaders and staff who go out at any time, which can greatly reduce the number of business trips and business expenses.
Finally, the network has promoted the expansion of secretarial functions. With the development of network, the content of secretarial work has been greatly expanded than in the past. For example, video conferencing requires secretarial staff to deal with various technical problems and the connection of communication equipment. For another example, it is often an important job for secretaries to put the brief introduction and development overview of their own units on the website for public inquiry, collect the latest information of their own units in a timely and effective manner and publish it online, prepare briefings regularly, summarize the phased achievements and publish them online.
Second, the awareness that secretaries should have in the era of network communication
First, we should realize that there are more intellectual compensation tasks that need to be implemented and completed by ourselves. With the rapid development of the network and the use of new office equipment and software, the physical labor of secretaries is greatly reduced and the intellectual affairs are increasing. Because leaders don't have much time and energy to know how to use these devices and software, it requires secretaries to make great efforts to learn and master the use of these devices and software, so as to provide intellectual services for leaders at any time.
Second, we should realize that there are more service modes and service ranges that we need to explore by ourselves. With the development of the network, secretaries can serve their leaders with the help of various office equipment and software, with various service modes and wider service scope. Secretarial staff should pay close attention to the development of contemporary science and technology, more keenly discover new products and achievements of office automation, constantly collect and summarize data, find out valuable information from them, and provide it to relevant leaders in time as a reference for leadership decision-making.
Third, secretaries use e-mail communication methods
Sending and receiving e-mails and dealing with them in time have become one of the main tasks of secretarial staff's daily work. At present, more and more companies have managed e-mails as official documents, and the management of archives is not limited to all kinds of paper documents, but also includes all kinds of e-mails. E-mail communication is essentially written communication. When writing an email, you should use proper wording and pay special attention to your position and role. It seems simple for secretaries to send and receive emails, but in the process of sending emails, they often encounter special circumstances of uploading files, which requires secretaries to master certain methods and skills.
(A) the method of uploading photos with special requirements
High-pixel pictures taken by digital devices such as digital cameras are inconvenient to send directly to the internet because of their large capacity; If the other party has requirements on the size of the transmitted photo, it should be compressed. For example, a photo with a width of 480x, a height of 640, a size of ≥30KB and ≤60KB and a file format of "jpg" can be processed by the following methods.
Method 1: Use the "drawing" tool that comes with Windows.
Select the photo to be processed with the mouse, click the right mouse button to pop up the menu, and click Edit (E) to open the photo with the Drawing tool. Click "Image-Stretch Deformation" to pop up the "Stretch Deformation" dialog box. In the Stretch unit, you can adjust the photos according to the requirements of "landscape" and "portrait". If the value is set to "30%", click "File-Save As" to open the "Save As" dialog box, just select the picture to be saved in "jpg" format.
Method 2: Using widely used ACDSee software.
This method is quick and easy to operate. The general system will be equipped with ACDSee software.
First, open the image to be modified with ACDSee, click Tools-Convert Format, select jpg format in the format box, click Options to set the output path of the converted file, and click OK to complete the conversion.
Then open the picture to be modified with ACDSee and click "Tools 1 Resize". Set the pixel values for Width and Height at Pixel. This number is up to you. The smaller the number, the smaller the output screen. Click "Options" to set the output path of the converted file, and click "OK" to complete the conversion.
Method 3: Use computer software such as Light and Shadow Magician, Meitu Xiu Xiu (Meitu Master) and so on.
These softwares often have the functions of picture special effects, beauty, ornaments, borders, scenes, puzzles and so on. , and can make studio-level photos, as well as non-mainstream pictures, flash pictures, QQ expressions, QQ avatars and so on. Take the light and shadow magician as an example:
Open the light and shadow magic hand software → open the picture to be edited → click the "Zoom" button on the toolbar, enter a new picture pixel → click to start zooming → click to save after zooming → click to estimate the size, and you can know the current size of the picture (you can edit it again if you are not satisfied).
(2) Fill in relevant contents and uploading methods according to the requirements of Macro.
Secretarial staff, especially scientific research and teaching secretaries, often fill in relevant contents for leaders and upload them online. Take the declaration of scientific research projects of the Ministry of Education as an example, the other party often requires that the security of Word or Excel macros be set to "medium".
Why does the secretary set up and enable macros? When a macro is set, when uploading a file, the file virus will be automatically protected. Unless the macro program is enabled, the other party cannot open the file. Because the macro will control the corresponding format of the file, if you don't enable the macro, the file format will not be uploaded, and the file received by the other party will not be the format you set, which will have an impact on the file content, so you must enable the macro when uploading the file.
First of all, we should do a good job in macro security settings. The method is to control the security level in the security dialog box (Word2003: Tools menu, options command, security tab, macro security button). There are four security levels: very high, high, medium and low. General reports and documents require a macro security level of "Medium". When you use this level, whenever you open a workbook that contains macros, Word or Excel will display a dialog box asking if you want to enable macros. Click Enable Macros to open the document or workbook and allow macros to run in the document or workbook.
Users of Word2007 and Word20 10 can click "Enable this content" in the "Options" in the "Security Warning" in the upper left corner of Word.
Four, the use of e-mail communication management should pay attention to matters
E-mail may become the main channel for revealing secrets intentionally or unintentionally. According to the survey, about 3/4 large enterprises in the United States use special software to check employees' emails to prevent company secrets from being leaked. For this reason, the secretary should first guard against email viruses when managing emails. Computer viruses can spread quickly through the network, especially email, which is very harmful. To deal with email viruses, the first thing is prevention, such as rejecting emails from strangers and not downloading files from strange websites; The second is killing. If you accidentally download the email virus, you can use anti-virus software to kill the email virus. At the same time, we should pay attention to the following matters.
First, try using a special mail management program. At present, some websites provide free email service mainly for personal use, but it is not safe and convenient for office business. A special email management program can write emails offline, write several emails at a time, and then click the "Send" button to send them automatically after all. After all the letters are received, they are automatically retrieved immediately, and then they can be read offline. Automatically disconnect after receiving and sending work is completed. So online time is all about delivering letters, and the efficiency will be greatly improved.
Second, set up email software correctly. Set E-mai software correctly, such as using the functions of "automatically hang up the link after sending and receiving mail" and "prompt whether to hang up before hanging up" provided by Outlook, OutlookExpress and other software, and the connection will be automatically disconnected after sending and receiving mail.
Third, apply for more free mailboxes for different purposes from different sites. For example, a mailbox is dedicated to receiving private letters, a mailbox handles official letters, and a mailbox subscribes to electronic publications.
Fourth, cancel mailing lists and electronic publications in time. If you are sure that you no longer need the mailing lists and electronic publications you subscribed to, you should cancel your subscription in time, otherwise your email will be full of irrelevant information.
Fifth, fill in personal information as little as possible in public. In chat rooms and some places where personal information needs to be registered, fill in personal information as little as possible to avoid being attacked by spam.
Sixth, organize the mailbox in time. Check the mailbox and delete the downloaded mail in time, and delete the unread mail that is definitely useless, saving time and mailbox space.
Seventh, pay attention to clearing the browser's history and cache. When sending and receiving e-mail on a public computer, you should clear the history and cache in the browser to prevent people with ulterior motives from viewing this information.
References:
[1] Zhou, Lian Weimin. Practical course of office automation [M]. Beijing: Higher Education Press, 20 10.
[2] Cai Chao, secretary network practice [M]. Beijing: Higher Education Press, 2005.
[3] Guo Jianqing. The secretary introduced [ml. Beijing: Higher Education Press, 2008.
[4] Huang Ruoqian, Chen, Secretary Theory and Practice [M]. Beijing, Tsinghua University Publishing House, 2007.
(Author: Dalian University)