Daily Routine of An Administrative Assistant / Secretary

Your Office
Office conditions for administrative assistants vary. Your employer may be an entrepreneur working from a small office or even from home. You may find yourself in a law firm, a doctor’s office, a sales office, a warehouse front office, a retail business, or a service business. Your company may have branches in several states or even several countries. The general activity of the business—selling, servicing, or perhaps manufacturing—may be located in the same area where you’re expected to perform your job, or it may be far removed from where you work. All these conditions may change over time as the company does.

Your Workstation
The location and conditions of where you do your day-to-day work can be critical to how effectively you perform. Look first at how your workstation is placed physically within the entire office setup. Is there a reason your desk is where it is? Analyze the traffic patterns around and through your workspace. Do coworkers have to pass through it to get from one operation to another? Study your own work patterns. How often do you go back and forth to the filing cabinets each day? How far away from your desk are they? Do other workers share these files? Is there a more efficient way to organize the office?
You may find it helpful to draw a sketch of your office and try out alternative arrangements on paper before you make suggestions to your employer. Each proposed change must consider two questions: (1) Will you work more effectively in a different office layout? (2) Will your proposed changes affect another worker’s effectiveness?
Whether or not you have input on the physical placement of your workstation, your desk and immediate workspace are yours to organize in a way that makes you comfortable and allows you to be as productive as possible. Your immediate workspace may include a desk, chairs, files, bookshelves, credenza, and portable tables. As you arrange these items, plan a layout that considers your work habits as well as the traffic patterns for yourself, other employees, and clients.

Here are just a few factors to consider:
- Desk chair. Your chair should help promote good posture and back support, and it should be adjustable so you will not tire quickly. If possible, try to obtain an ergonomically designed chair.
- Lighting. Proper lighting is highly important in any office. Your work area should have sufficient lighting to avoid causing you eyestrain and headaches yet be positioned to minimize glare on your computer monitor.
- Desk. Your desk should be large enough to hold the office supplies and equipment you work with most often and to provide a clear area on which to work. Keep your most often used supplies and equipment (such as your telephone, memo pad, in-and-out box, and stapler) within easy reach when you are seated at your desk. Any reference books that you use frequently should also be easy to reach, as well as a desk reference organizer. A desk organizer with slots is useful to store various work-in-progress folders so they can be quickly found when needed.
- Supplies. In your own desk, keep enough frequently used supplies to last for a week. At the beginning of each week, restock your supply. Neatly arrange these materials in drawer organizers, small boxes, or other containers. Store ink pads upside down.
- Computer. Your computer should be on a surface apart from your desk, preferably its own desk or table. In any case, you should be able to fit your legs under this surface comfortably as you work. Power cords should be kept out of the way so you will not inadvertently disconnect them with your feet. Multiple power cables can be connected together with twist-ties.

Besides a computer, keyboard, monitor, and printer, your computer workstation will most likely also be equipped with a mouse, a good-quality mouse pad for extra traction, a network card for communications and file sharing, a hard disk drive, a DVD-ROM storage system, a printer, and software. Other useful accessories to help organize and protect this equipment include plastic dust covers for both the computer and keyboard when they are not in use, along with an antiglare monitor cover to reduce eyestrain. All expensive office equipment such as computers, monitors, and printers should be plugged into a surge protector.
If you work for a small company, you may have to arrange all these elements so they can also be used by fellow employees without interfering with your other work.

Office Supplies
Depending on the size of the company and your own responsibilities, you may have to order office supplies for yourself, your department, or the entire business. You can purchase supplies at an office supply store, in person or by ordering over the phone, by fax, or by mail from an office supply catalog. You can also use office supply websites such as Staples.com, Officemax.com, or OfficeDepot.com to order online. Purchases can be shipped or delivered.
When preparing an order, do not overestimate your needs. A multiple-item discount is not always useful because certain items (such as beverages and snacks) cannot be stored too long. Keep an inventory of your supplies and when you use them. A logbook is a useful way to keep a record of supply use.
In addition to everyday supplies like pens, pencils, staples, paper clips, and file folders, some items may need special consideration. For example, printer and copier paper, computer printer toner or ink cartridges, and copier replacement cartridges or toner, must be ordered with your exact office equipment in mind. Add the replacement model numbers for these items to your logbook for easy future reference.
Office supplies should be kept in a supply cabinet, shelf, or file cabinet. If coworkers have access to these supplies, consider labeling the shelves to keep them organized. Keep the supply storage area orderly and clean. Items that you use most often should be stored at eye level, where they will be easy to see and reach. Liquids that might spill should be kept on the bottom shelf. Try to keep the label from the original packaging attached to the supplies; the information will be helpful when reordering the item. For the same reason, keep opened reams of copier and office paper inside the wrapper, leaving the label on one end. There are many different types and weights of office paper, and some are better suited for certain applications than others. For example, most copiers work best with 20-pound uncoated paper stock. Saving the label will help ensure that you have the right product for the job.

Reference Works
Every office should have a minimum number of reference works and other sources of information. These are invaluable in writing, taking dictation, and transcribing, and will help you improve your work by enlarging your knowledge of the subjects covered in correspondence or reports.
The book you are likely to consult most often will be an abridged dictionary, and it should be on your desk. There are a number of good dictionaries. The one we recommend is Merriam-Webster’s Collegiate Dictionary because it contains most of the information an administrative assistant requires for daily work: spelling, syllabication, pronunciation, meaning, usage, derivation, and even synonyms in many cases. Occasionally, Roget’s Thesaurus may also be of value, though in a busy office there is seldom time to consult it.
If you do most of your work on a computer, you may elect to use a software-based dictionary. These programs can be installed on your computer and allow you to look up word spellings, definitions, synonyms, and antonyms with the click of a mouse. You can use an online dictionary such as Dictionary.com.

Work Planning
The first thing to do when you arrive at the office every day should be to air the rooms and regulate the heat or air conditioning (unless it’s set on a permanent basis by building maintenance). Then arrange your desk for maximum efficiency, and replenish your supplies. Prepare your notebook and pencils for taking phone messages or to be ready if your employer gives you a task that requires taking notes.
Consult your calendar book or your computer’s calendar to be sure you’re aware of all you must do during the day. Check your list of recurring matters: appointments, meetings, payroll dates, bill payments, and tax or insurance deadlines. Give your employer a reminder list of appointments and other activities, and prepare any material from the files he or she will need.
As part of your normal daily routine, try to order your activities in the most productive way. When you have to leave your desk to run an errand, for example, do other errands at the same time. Whenever possible, use the telephone instead of delivering a message in person (unless, of course, your employer asks you to do so). You may also use email.
If you have tasks that involve mailing or shipping, plan them with pickup and delivery times in mind. Maintain a daily to-do list on paper or in your computer, and check off each item as it is accomplished. When new projects come in, try to complete them as quickly as possible. Prioritize your work. If you have several ongoing projects and a new one comes in, ask your employer which one has the highest priority.
Each evening before you leave the office, make a list of what you need to do the following workday. Then put away all of your work and work-in-progress files, either in your desk drawers or in a filing cabinet. Work that is especially sensitive, such as client lists or accounting records, should be put away in a locked file cabinet.
Your regular routine includes keeping your work area clean. Clean out your desk drawers periodically. Your computer and other office equipment should be cleaned using a slightly damp towel. Compressed air in a can is useful for blowing dust off your computer keyboard and monitor screen. Disk-drive cleaning kits use a special diskette to clean the internal working parts.
In addition to maintaining your immediate area, schedule regular servicing for all office equipment as part of a preventive maintenance program. You do not want to wait for equipment to break down in the middle of a big project with a firm deadline. Here, the old adage is so important: An ounce of prevention is worth a pound of cure.
Finally, always be thinking of ways you can improve your own performance and the efficiency of the office. Look for problems and try to find ways to solve them. An orderly, smoothly running business has a greater chance for success, and your company’s success will help ensure your own.

Dictation and Transcription
Besides storing notebooks and pens in your own desk, keep a notebook, pencil, and pen in an inconspicuous place in your boss’s office so you’ll always be ready to take dictation, even if you’ve just looked in to announce a caller or deliver a message. You will save your boss valuable time, since you won’t have to retreat to your own desk for supplies.
Each day, when you begin dictation, first write the date at the top of the notebook page. When the dictation is over, write the date once more at the end, and draw a line across the page. Though there may be several dictation periods each day, you will find this notation helpful, if only in times of emergency; you will be able to refer to your notes rapidly should questions arise.
If you take dictation from more than one person, keep separate notebooks with the name of each person on the outside in a prominent place. If you are asked a question about one of the letters, you will be able to reply without hesitation, especially if you’ve remembered to write the date before and after each session of dictation.
During regular dictation, your employer will often include faxes, emails, or other communications that should be sent out promptly, though he or she may continue dictating for an hour or more before you can take care of them. In such an event, immediately after taking the dictation of the fax, email, or urgent letter, turn down the corner of the page in your notebook so that you can find the material as soon as you reach your desk. Occasionally, your employer may dictate a remark that you cannot hear distinctly. It’s imperative that you ask your boss to repeat the statement before continuing. Accuracy is more important than an unwillingness to interrupt, and your employer will respect you all the more.
When the dictation contains names of correspondents, companies, and products that are unfamiliar to you, ask if these names are in the files or whether there are explanatory papers you should have. Ask this before you close that bit of dictation, and plan to refer to those papers before transcribing your notes.

Dictation Equipment
In many offices, administrative assistants do not take dictation or use shorthand. Instead, the employer uses a digital recorder. These machines save you the job of taking dictation before transcribing the letter. While your employer is dictating into the recorder, you can finish other tasks that would otherwise have to be neglected. In addition, some employers have difficulty dictating to another person but can speak into a machine with ease; therefore, their dictation is actually easier to comprehend this way.
The digital recorders connect to a computer in order to transfer the audio file for transcription. Specialized software is available that allows an administrative assistant to listen to the audio files on the computer for transcription. Some systems include a foot pedal that connects to the computer for pausing the audio playback. Digital recorders typically include built-in memory for storing several hours of audio.
Voice messages can be attached to an email message and listened to using speakers or headphones connected to your computer. Your boss may leave voice messages or forward voice messages from other callers that need to be transcribed. Integrated messaging allows for telephone voice messages to be forwarded to your email system. To listen to the message, simply open the email and press the play button. Figure 2-1 shows an email containing a voice message.

Figure: Email message containing a voice message.



Transcription
Transcription involves good typing skills, knowledge of grammar and punctuation, mastery of word-processing software, and familiarity with transcription software, as well as good formatting, proofreading, and listening skills.
If you find that your skills are weak in any of these areas, try to improve them. Be sure you have the right equipment that will make the job easier. For example, purchase a foot pedal so you don’t have to start and stop the recording by pressing a button or clicking your mouse. This takes your attention away from the transcription document and makes the process more tedious. Always use effective English and sentence structure, even if the speaker on the recording didn’t follow the usage rules.
After transcription of your notes, be sure to read over what you’ve typed. If there is even one error, it’s better that you find it rather than another person. As you proof your work, check to make sure the transcription makes sense. Are there any inconsistencies to references? Is the grammar, punctuation, and formatting correct? Have you used the correct words? And, of course, run a spell-checker and proof the document for typos.

Your Employer’s Office
Some employers consider their offices sacred ground that is not to be touched; others appreciate having their assistants dust and straighten up. You’ll soon learn your own boss’s preferences. If he or she doesn’t mind, start by stacking the files being consulted and replacing those already consulted in the cabinet. Ask, however, before removing papers or documents from your boss’s desk, especially those you have noticed there for quite some time. Discretion is always necessary. You must not overstep your role by touching or mentioning papers that your employer considers personal or private. In addition, many employers maintain their own unique filing system atop their desks and will advise their administrative assistant not to touch those stacks unless absolutely necessary. One such necessity may be if the boss telephones from out of the office and asks you to retrieve a letter or document from atop the desk. If this happens, turn the stack to the side at the point you found the letter, so that you can later replace it exactly where it was.
When you make appointments for your employer, record them on both your boss’s calendar and your own. Be sure to remind your employer of these appointments—even though they’re clearly on the calendar—so that he or she won’t schedule too much work, for example, on the morning of a conference.

The Intangibles
Besides performing the usual office duties, all administrative assistants encounter many situations that are a test of character, judgment, and memory. The administrative assistant must know exactly what the employer wants kept confidential. In some instances, your employer may frankly explain when something is not for public consumption, but do not assume otherwise if he or she says nothing. When someone asks you about a confidential matter, it should never be necessary to lie. A graceful “I couldn’t say” is sufficient, especially in response to those who understand and respect your position.
An administrative assistant must exercise self-control every moment, even when courtesy is strained. While on the job, you are not living your personal life but, rather, representing your employer. Because of this, you cannot succumb to mood swings or to criticism of those around you. You must always think before speaking and keep yourself open like an impersonal channel for the fulfillment of your role as administrative assistant. Think of how a diplomat must act while representing his or her country in a foreign land.
A great many little matters between an administrative assistant and his or her boss will be left unmentioned by both of them. In a good working relationship, a type of telepathy develops between employer and administrative assistant. Their understanding of each other contributes to their mutual success.