Clerical

Skills We’ve Lost-Lesson SEVEN

September 21, 2024 By Thomas O'Keeffe

Skills We’ve Lost-Lesson SEVEN: The role of a secretary in the modern office

The role of a secretary has dramatically transformed in today's office environment, blending essential traditional skills with modern technology. If you're curious about how secretaries have evolved from managing basic administrative tasks to becoming key players in project coordination, technology management, and team communication, this article is a must-read. It offers practical tips on integrating traditional skills like touch typing and scheduling with digital tools like Google Docs, Trello, and Zoom, ensuring secretaries remain indispensable in a fast-paced, tech-driven workplace. Discover how these insights can boost productivity and open doors for career growth! — The role of a secretary has dramatically transformed in today’s office environment, blending essential traditional skills with modern technology. If you’re curious about how secretaries have evolved from managing basic administrative tasks to becoming key players in project coordination, technology management, and team communication, this article is a must-read. It offers practical tips on integrating traditional skills like touch typing and scheduling with digital tools like Google Docs, Trello, and Zoom, ensuring secretaries remain indispensable in a fast-paced, tech-driven workplace. Discover how these insights can boost productivity and open doors for career growth!

Table of Contents

The Role of a Secretary in the Modern Office: Bridging Traditional Skills and Modern Tools

The Role of a Secretary in the Modern Office: Bridging Traditional Skills and Modern Tools

In the ever-evolving landscape of the modern workplace, the role of a secretary has transformed significantly. While the foundational skills remain essential, the integration of modern tools and technologies has expanded the scope and impact of secretarial duties. This blog post will explore how the traditional role of a secretary has evolved, highlight the importance of adapting to new tools, and provide practical tips for excelling in this crucial position.

The Evolution of the Secretary’s Role

Traditionally, secretaries were responsible for administrative tasks such as typing, filing, and managing correspondence. While these tasks are still relevant, the modern secretary’s role has expanded to include a broader range of responsibilities, such as:

Technology Management: Using advanced software and digital tools to streamline office operations.
Project Coordination: Assisting in project planning, tracking progress, and ensuring deadlines are met.
Communication Hub: Acting as a central point of contact for internal and external communications.
Information Management: Organising and maintaining digital records and databases.
Office Management: Overseeing office supplies, equipment, and facilities to ensure a smooth working environment.

Integrating Traditional Skills with Modern Tools

Touch Typing and Word Processing:
- Traditional Skill: Proficient typing and document formatting.
- Modern Tool: Advanced word processing software like Microsoft Word and Google Docs.
- Integration: Use software features for efficient document creation, editing, and collaboration.
Filing and Organisation:
- Traditional Skill: Maintaining organised physical files and records.
- Modern Tool: Digital filing systems and cloud storage solutions like Google Drive and Dropbox.
- Integration: Implement a digital filing system for easy access, sharing, and backup of important documents.
Communication Skills:
- Traditional Skill: Professional phone etiquette and letter writing.
- Modern Tool: Email, instant messaging, and video conferencing platforms like Zoom and Microsoft Teams.
- Integration: Combine traditional communication etiquette with modern platforms to ensure clear and professional interactions.
Scheduling and Time Management:
- Traditional Skill: Maintaining a physical planner or calendar.
- Modern Tool: Digital calendars and scheduling tools like Outlook Calendar and Google Calendar.
- Integration: Use digital tools for real-time scheduling, reminders, and coordination with team members.

Practical Tips for Modern Secretaries

Stay Updated on Technology: Regularly learn and adapt to new software and tools relevant to your role. Attend training sessions, webinars, and workshops to stay current.
Enhance Digital Communication Skills: Develop proficiency in email etiquette, video conferencing, and instant messaging. Clear and concise communication is crucial in a digital environment.
Organise Digital Workspaces: Create a structured digital filing system. Use consistent naming conventions and categorise files for easy retrieval and sharing.
Utilise Project Management Tools: Familiarise yourself with project management software like Trello, Asana, or Monday.com to assist in coordinating and tracking project tasks.
Prioritise Cybersecurity: Understand the basics of cybersecurity to protect sensitive information. Use strong passwords, enable two-factor authentication, and follow company policies on data security.

Real-Life Modern Workplace Examples

Executive Assistance: Modern secretaries support executives by managing their calendars, scheduling meetings, and handling confidential information using digital tools.
Team Coordination: Secretaries often act as liaisons among team members, coordinating tasks, and ensuring smooth communication through project management platforms.
Customer Relations: Secretaries handle customer inquiries and correspondence via email and instant messaging, providing timely and professional responses.
Event Planning: Organising virtual and in-person events requires adept use of scheduling tools, communication platforms, and digital invitations.

Benefits of Adapting to the Modern Secretary Role

Increased Efficiency: Leveraging modern tools can significantly improve the speed and accuracy of administrative tasks.
Enhanced Communication: Digital platforms facilitate quicker and more effective communication within and outside the organisation.
Better Organisation: Digital filing systems and project management tools help maintain organised records and streamline workflows.
Career Advancement: Proficiency in modern tools and technologies enhances your skill set, making you a valuable asset to your organisation and opening up opportunities for career growth.

The role of a secretary in the modern office is a dynamic and multifaceted position that requires a blend of traditional skills and modern tools. By adapting to new technologies and continually enhancing your skill set, you can excel in this critical role and contribute significantly to your organisation’s success. This concludes our series on Rediscovering Secretarial Skills for the Modern Workplace. We hope these insights and tips have provided you with valuable knowledge to enhance your professional journey.

Stay ahead in your career by embracing the evolving role of a secretary and leveraging modern tools to boost your productivity and effectiveness!

Hall Recruitment Job Board. Find the latest positions here! — Are you looking for a new career opportunity? Head over to our job board now. We work exclusively with clients who champion our believes for positive and diverse work culture and environments.

Skills We’ve Lost – Lesson Three

August 23, 2024 By Thomas O'Keeffe

Skills We’ve Lost – Lesson Three

Feeling overwhelmed by your chaotic desk or desktop? Imagine being able to find that critical document in seconds instead of tearing your hair out while digging through piles of paper or countless digital folders. Welcome to the art of mastering your filing system—an art that will not only save you time but also boost your productivity and impress your colleagues with your immaculate organisation skills.

In this blog post, we’ll take you on a hilarious yet enlightening journey through the world of filing. You’ll discover practical tips to tame both your physical and digital documents, turning your workspace from a disaster zone into a beacon of order. From colour-coding folders (because who doesn’t love a rainbow?) to creating a logical digital hierarchy that even your nan could navigate, we've got all the tricks you need to become the ultimate filing ninja.

So, if you’re ready to reduce stress, increase efficiency, and avoid the dreaded “Where did I put that?” panic, dive into this guide. Trust us—your future self will thank you, and your boss might even start suspecting you have magical organisational powers. Ready to become the master of your filing system? Keep reading! — Feeling overwhelmed by your chaotic desk or desktop? Imagine being able to find that critical document in seconds instead of tearing your hair out while digging through piles of paper or countless digital folders. Welcome to the art of mastering your filing system—an art that will not only save you time but also boost your productivity and impress your colleagues with your immaculate organisation skills. In this blog post, we’ll take you on a hilarious yet enlightening journey through the world of filing. You’ll discover practical tips to tame both your physical and digital documents, turning your workspace from a disaster zone into a beacon of order. From colour-coding folders (because who doesn’t love a rainbow?) to creating a logical digital hierarchy that even your nan could navigate, we’ve got all the tricks you need to become the ultimate filing ninja. So, if you’re ready to reduce stress, increase efficiency, and avoid the dreaded “Where did I put that?” panic, dive into this guide. Trust us—your future self will thank you, and your boss might even start suspecting you have magical organisational powers. Ready to become the master of your filing system? Keep reading!

Table of Contents

Mastering the Filing System: Keeping Your Workspace Organised

Mastering the Filing System: Keeping Your Workspace Organised

In a world where information is constantly flowing and tasks are multiplying, an efficient filing system is essential for maintaining a clutter-free and productive workspace. Whether you’re dealing with physical documents or digital files, being able to quickly locate and access important information can save time, reduce stress, and enhance your overall efficiency. In this blog post, we will explore the importance of mastering the filing system, provide tips for organising both physical and digital files, and discuss the benefits of a well-structured filing system in the modern workplace.

The Importance of an Organised Filing System

Quick Retrieval: An organised filing system allows you to quickly find the documents you need, reducing time spent searching for misplaced items.
Efficiency: With everything in its proper place, you can focus more on your tasks and less on managing clutter.
Professionalism: A well-organised workspace reflects positively on you and your organisation, showcasing your attention to detail and dedication to maintaining order.
Compliance and Security: Proper filing ensures that sensitive documents are stored securely and in compliance with regulations, protecting both personal and company information.

Organising Physical Files

Categorise Documents: Group similar documents together. Common categories include finance, client information, HR records, and project files.
Label Clearly: Use clear and consistent labels for all files and folders. This makes it easy to identify and retrieve documents quickly.
Use File Dividers: Within each category, use dividers to separate different types of documents, such as invoices, contracts, and correspondence.
Colour Coding: Consider using colour-coded folders to visually distinguish between different categories. For example, use blue for finance, red for HR, and green for projects.
Archive Old Documents: Regularly review your files and move outdated or inactive documents to an archive. This keeps your active workspace uncluttered and up to date.

Organising Digital Files

Create a Logical Folder Structure: Develop a hierarchical folder structure that mirrors your physical filing system. Start with broad categories and create subfolders for specific topics.
Consistent Naming Conventions: Use consistent and descriptive file names that make it easy to identify the content without opening the file. Include dates and keywords when relevant.
Regular Backups: Ensure your digital files are regularly backed up to prevent data loss. Use cloud storage solutions for added security and accessibility.
Utilise Search Functions: Take advantage of search functions within your operating system or document management software to quickly locate files based on keywords or file properties.
Delete Redundant Files: Periodically review your digital files and delete duplicates or unnecessary documents to keep your system streamlined.

Practical Test: Creating a Sample Filing System

To practice your filing skills, follow these steps:

Select a Category: Choose a category relevant to your work, such as client information or project files.
Gather Documents: Collect all related documents, both physical and digital.
Organise and Label: Sort the documents into subcategories, label them clearly, and create an organised filing system.
Review and Adjust: After setting up your system, review it to ensure it meets your needs. Make adjustments as necessary to improve efficiency.

Real-Life Modern Workplace Examples

Client Management: A well-organised filing system helps maintain comprehensive records of client interactions, contracts, and correspondence, ensuring you can quickly access vital information when needed.
Project Coordination: Efficient file management allows project teams to store and retrieve project plans, timelines, and progress reports easily, facilitating smooth collaboration and communication.
HR Departments: Keeping employee records, performance reviews, and compliance documents organised is crucial for HR professionals to manage their responsibilities effectively.
Finance Teams: An organised system for invoices, receipts, and financial statements ensures accurate record-keeping and simplifies audits and financial reporting.

Benefits of Mastering the Filing System

Increased Productivity: With quick access to necessary documents, you can complete tasks more efficiently and reduce downtime.
Reduced Stress: A clutter-free workspace and organised files contribute to a more focused and less stressful work environment.
Improved Collaboration: An organised filing system facilitates better communication and collaboration among team members by making shared documents easily accessible.
Enhanced Professional Image: A tidy and organised workspace reflects positively on you and your organisation, demonstrating your professionalism and attention to detail.

Mastering the filing system is a key component of maintaining an organised and efficient workspace. By implementing these tips and techniques, you can ensure that both your physical and digital files are well-organised, easily accessible, and secure. Stay tuned for the next post in our series, where we will explore professional communication skills, including letter writing and email etiquette, to further enhance your effectiveness in the modern workplace.

Take control of your workspace today by mastering the art of filing and watch your productivity soar!

Click Here to Read Skills We’ve Lost – Lesson Two: Effective Note-Taking: Enhancing Your Organisational Skills

Skills We’ve Lost – Lesson Two

August 16, 2024 By Thomas O'Keeffe

Skills We’ve Lost – Lesson Two

Table of Contents

Effective Note-Taking: Enhancing Your Organisational Skills

Effective Note-Taking: Enhancing Your Organisational Skills

In an era dominated by digital communication and information overload, effective note-taking remains a vital skill for staying organised, retaining information, and enhancing productivity. Whether you’re in a meeting, attending a lecture, or brainstorming ideas, the ability to take clear and concise notes can significantly impact your efficiency and success in the workplace. In this blog post, we will delve into the art of effective note-taking, discuss various techniques, and explore how this skill can benefit you in real-world scenarios.

The Importance of Effective Note-Taking

Retention of Information: Taking notes helps reinforce the information being presented, making it easier to remember and understand later.
Organisation: Well-organised notes allow you to quickly locate important information when you need it.
Focus and Engagement: Actively taking notes keeps you engaged with the material, improving concentration and understanding.
Reference and Review: Notes serve as a valuable reference for future use, aiding in review and preparation for tasks or exams.

Techniques for Effective Note-Taking

The Outline Method: This involves structuring your notes in a hierarchical format, using headings and subheadings to organise information.
- Pros: Easy to follow and review.
- Cons: Requires quick thinking to organise information on the fly.
The Cornell Method: Divide your page into three sections: a narrow left-hand column for cues, a wider right-hand column for notes, and a summary section at the bottom.
- Pros: Encourages active engagement and review.
- Cons: May require additional time to set up.
The Mapping Method: Create a visual representation of the information using diagrams and arrows to show relationships between concepts.
- Pros: Great for visual learners and complex information.
- Cons: Can be time-consuming and may become cluttered.
The Charting Method: Organise information into columns and rows, similar to a table.
- Pros: Ideal for comparing and contrasting information.
- Cons: Less effective for unstructured information.
The Sentence Method: Write every new thought, fact, or topic on a separate line, numbering each line.
- Pros: Simple and easy to use.
- Cons: Can be disorganised and difficult to review.

Practical Test: Note-Taking Exercise

To improve your note-taking skills, try the following exercise:

Select a Method: Choose one of the note-taking techniques mentioned above.
Watch a Lecture or Presentation: Find a video on a topic of interest.
Take Notes: Use your chosen method to take notes during the video.
Review and Reflect: After the video, review your notes. Assess what worked well and what could be improved.

Real-Life Modern Workplace Examples

Effective note-taking is crucial in various professional settings:

Meetings: Capture key points, decisions, and action items during meetings. This ensures that you have a clear record of what was discussed and agreed upon.
Training Sessions: Taking notes during training sessions helps you remember important details and procedures, making it easier to apply what you’ve learned.
Project Planning: Use note-taking to brainstorm ideas, outline project plans, and keep track of progress.
Client Interactions: Document client needs, preferences, and feedback to provide better service and follow-up.

Benefits of Effective Note-Taking

Enhanced Productivity: By keeping your notes organised and easily accessible, you can quickly reference important information, saving time and effort.
Improved Communication: Clear notes can be shared with colleagues, ensuring everyone is on the same page and reducing misunderstandings.
Better Decision-Making: Comprehensive notes provide a solid foundation for making informed decisions based on accurate and complete information.

Effective note-taking is a skill that can greatly enhance your organisational abilities and productivity in the workplace. By mastering various note-taking techniques and applying them in real-world scenarios, you can improve your focus, retention, and efficiency. Stay tuned for the next post in our series, where we will explore the importance of mastering the filing system to maintain a clutter-free and efficient workspace.

Enhance your note-taking skills today and see the positive impact it can have on your professional life!

Click Here to Read Skills We’ve Lost – Lesson One: The Art of Touch Typing: Rediscovering a Lost Skill

What is a Senior Administrator?

January 10, 2023 By Thomas O'Keeffe

Career Guidance for a Senior Office Administrator for a Project management Team

Table of Contents

What does a Senior Administrator do for a Project Team?
Some of the key responsibilities of a senior administrator may include:
How to be successful in the role?

What does a Senior Administrator do for a Project Team?

A senior administrator for a project team is a highly organized and experienced individual who supports the project manager and project team by handling administrative tasks and ensuring smooth operation of the project. They are responsible for coordinating meetings, scheduling resources, tracking project progress, managing project budgets, and maintaining project documentation.

Some of the key responsibilities of a senior administrator may include:

Coordinating and scheduling meetings, conference calls, and project-related events
Managing project documentation, including project plans, status reports, and meeting minutes
Tracking project progress and managing project budgets
Assisting with project communications and ensuring that all project stakeholders are informed and engaged
Collaborating with other team members to resolve project issues and ensure smooth operation of the project

How to be successful in the role?

In order to be successful in this role, a senior administrator should have strong organizational and communication skills, be able to multitask and manage multiple projects simultaneously, and have a proven track record of successful project management. In addition, they should have a good understanding of project management methodologies and tools, and be able to work well under pressure and meet tight deadlines.

They will work closely with the project manager to create a cohesive and productive work environment to deliver the project as per expectation and on time

CVTips – Applying for a Job

July 14, 2022 By Thomas O'Keeffe

When it comes to recruitment, Catherine & Vivienne, the directors of Hall Recruitment, have a wealth of knowledge and experience that they are always willing to impart on their candidates. Here are their…

Best Practice Tips When Applying For A Job

Table of Contents

Best Practice Tips When Applying For A Job
There are several common misconceptions,
Misconception #1:
So, What Does This Mean?
Advice?
Misconception #2:
So, What Does This Mean?
Advice?
Misconception #3:
So, What Does This Mean?
Advice?

There are several common misconceptions,

that circulate amongst the public when it comes to job applications. I’m sure you have heard people say:

1.       Sure, you’ve nothing to lose by throwing your hat into the ring.
2.       Just use the CV template on Indeed/LinkedIn/Facebook, you don’t need to do it yourself.
3.       Chance your arm in the interview, it’s no harm to ask!

While our friends and family who give this advice have only our best intentions at heart, unfortunately in a survey amongst 100 businesses and jobseekers we have found these misconceptions are an underlying cause why most candidate applications have either not progressed or have been disregarded. And here is why…

Misconception #1:

Sure, you’ve nothing to lose by throwing your hat into the ring.

Many of us have fallen prey to the pitfalls that surround this common FOMO misconception. In our survey, 80% of active jobseekers confirmed they applied for more than 10 jobs a day and 60% admitted to not looking at the job spec before they applied. This is in line with the businesses surveyed, where 90% of applications they receive are rejected as being unqualified or unsuitable for the position advertised.

However, when we asked them about their hiring process, more than 95% of employers confirmed that they use recruitment software which allows them to follow up with applicants, score them, write notes, and keep a record of each applicant for future reference.

So, What Does This Mean?

This means that a poor application or follow-up phone screening interview, may affect your future applications, as companies keep records of all applicants.

Advice?

Read the job specification and self-evaluate before you throw your hat into the ring.
Ask yourself:

1. Can I handle the responsibilities advertised in this position?
2. Do I have enough of the skills, education or experience required for this role?

If the answer to these questions is yes, then apply

Pro Tip:
Keep a list of all the jobs you apply for: The Job Title, The Name of the Employer, Location for the Job. Keep that list somewhere you have easy access to it. Unfortunately, when you apply for multiple jobs daily it can be hard to remember each one, and if they make a screening phone call to you the last thing you want is a potential employer to think, “Do they even know they applied for this job?”
Another reason to keep track of your applications is so you can follow up with them. Best practice recommends doing this one week after your initial application and has been proven to impress potential employers.

Misconception #2:

Just use the CV template on Indeed/LinkedIn/Facebook you don’t need to do it yourself.

100% of jobseekers confirmed that they have used autogenerated CVs from platforms like Indeed or LinkedIn in the past. When employers were asked “What do you think of autogenerated CVs from platforms like Indeed, LinkedIn, etc?” 85% confirmed that they don’t like them for multiple reasons.

It does not show any knowledge of Microsoft Office, CAD or general PC skills, which are usually mentioned as skills required in the job specification that they are applying for.
The CVs are unedited. It contains reams of unnecessary information for the position they are applying to. What should be 1-2 pages max, can instead be 6-7 pages long.
It restricts how we can contact them. When we like an applicant and want to call them for interview, we are restricted to using a specific platform.
Indeed CVs value work experience over education.
It appears lazy.

So, What Does This Mean?

This means that if you want your application to be taken seriously, its best to submit a tailored CV for the position you are applying to.

Advice?

All these platforms allow you to upload your own tailored CVs instead of using the auto generated ones. By doing this you are getting the best of both worlds.

Pro Tip:
READ OUR gUIDE ON cv tIPS HERE

Misconception #3:

Chance your arm in the interview, it’s no harm to ask!

55% of jobseekers believe there is no harm in asking for more money or more benefits in a job interview. While almost all employers expect this, 50% would dismiss the candidate if they asked for more than the job advertised. This increased to 90% if they have other applicants waiting to be interviewed.

So, What Does This Mean?

Don’t chance your arm in an interview! Salary and benefits are advertised in the job specification before you apply. Asking for more is a risky game, that will most likely not pay off.

Advice?

In the last few years most businesses have faced the reality of permanent closure. The effects of numerous lockdowns caused by the pandemic and higher costs for importing and exporting due to Brexit and sanctions as the result of the war on Ukraine, mean that businesses aren’t as flush with cash as they once were. Asking for more than they can offer could be taken as a personal insult and the reason for your dismissal.

Read our other #CVTips below…