A) TELEPHONE
1. Always maintain a list of telephone numbers of officials who may be needed for official business.
2.Also keep a telephone diary with phone numbers of friends, relatives acquittances of the boss likely to be call some time. Arrange them alphabetically.
3.The emergency phone numbers such as Emergency Police, Fire Brigade, nearest or approachable Hospital & Doctor and such numbers as are needed for enquiries e.g Flight enquiries, railway enquiry, electricity complaints, etc. should be recorded in a separate bracket, preferable on top of the list.
4.It is useful to maintain residential phone numbers of nearest phone on which immediate subordinates can be contracted for use in an emergent situation or to call when a person has neirther turned up nor sent a message.
5.Keep a telephone register to record calls received when Boss is not in office or is not attending the phone. Submit this register of inform Boss of the calls on first available opportunity.
6.If telephone bills is excessive, keep a record of outstation calls. This record should be destroyed after 2 or 3 weeks when telephone bills have been paid.
7.Always disclose your identity when you receive a call. For example say, For example Khalid or show your designation.
8.As a convention, the junior person is first brought on line. For example, PA of a Director calling a Deputy Director will ask the PA of Dy.Director to give the line to Dy. Director and when Dy.Director responds, he would tell him that Director wants to speak to him.
9.If Boss asks to you to call a number and either you cannot connect the number of the person called is not available, infor your Boss. Do not keep trying for hours.
10.If a telephone number gives an engaged tune, give a pause of a few minutes before redialing. If it is found engaged repeatedly, check from Telephone complaint that it is not out of order.
11.If someone is to be called urgently and his number is constantly engaged try on his mobile (with the permission of your boss) or call a nearby office and leave a message.
12.When giving a message over phone to someone, particularly to a semi-literate person, it is useful to ask the person to repeat the message.
13.Use a cultured and low voice.
B) FACING THE BOSS
1.When Boss calls or you go to him on your own, always take a note book and pen or pencil.
2.Note down instructions and errands. Do not trust your memory, howsoever wonderful it may be.
3.Attend to your appearance. Do not show dishevelled hair, open shirts or dirty nails etc.
4.Speak when spoken to unless you have a message to give.
C) PUNCTUALITY
1. You must come to the office before the Boss comes and leave after his departure. Getting the room cleaned at the opening time and doors locked on closing hours is your responsibility.
2. Leave office after Boss has left.
D) DAK, DOCUMENTS & FILes
1. While registering or diarising dak, use legible handwriting.
2. Do not delay transmission of documents.
3. Be particular, not to open private letters.
4. Open letters addressed by name only if such an arrangement has been permitted by Boss. Normally, letters addressed by designation are opened by PA/PS and submitted in a folder.
5. Keep a diary to record files Numbers etc. so as to bring these up when these are required to be put up.
6. Also note down on due dates when license are to be renewed, bills and feees to be paid or other appointments to be kept.
E) TOURS
Obtain Confirmation that:-
Always enquire type and quantity of refreshments.
1. Always maintain a list of telephone numbers of officials who may be needed for official business.
2.Also keep a telephone diary with phone numbers of friends, relatives acquittances of the boss likely to be call some time. Arrange them alphabetically.
3.The emergency phone numbers such as Emergency Police, Fire Brigade, nearest or approachable Hospital & Doctor and such numbers as are needed for enquiries e.g Flight enquiries, railway enquiry, electricity complaints, etc. should be recorded in a separate bracket, preferable on top of the list.
4.It is useful to maintain residential phone numbers of nearest phone on which immediate subordinates can be contracted for use in an emergent situation or to call when a person has neirther turned up nor sent a message.
5.Keep a telephone register to record calls received when Boss is not in office or is not attending the phone. Submit this register of inform Boss of the calls on first available opportunity.
6.If telephone bills is excessive, keep a record of outstation calls. This record should be destroyed after 2 or 3 weeks when telephone bills have been paid.
7.Always disclose your identity when you receive a call. For example say, For example Khalid or show your designation.
8.As a convention, the junior person is first brought on line. For example, PA of a Director calling a Deputy Director will ask the PA of Dy.Director to give the line to Dy. Director and when Dy.Director responds, he would tell him that Director wants to speak to him.
9.If Boss asks to you to call a number and either you cannot connect the number of the person called is not available, infor your Boss. Do not keep trying for hours.
10.If a telephone number gives an engaged tune, give a pause of a few minutes before redialing. If it is found engaged repeatedly, check from Telephone complaint that it is not out of order.
11.If someone is to be called urgently and his number is constantly engaged try on his mobile (with the permission of your boss) or call a nearby office and leave a message.
12.When giving a message over phone to someone, particularly to a semi-literate person, it is useful to ask the person to repeat the message.
13.Use a cultured and low voice.
B) FACING THE BOSS
1.When Boss calls or you go to him on your own, always take a note book and pen or pencil.
2.Note down instructions and errands. Do not trust your memory, howsoever wonderful it may be.
3.Attend to your appearance. Do not show dishevelled hair, open shirts or dirty nails etc.
4.Speak when spoken to unless you have a message to give.
C) PUNCTUALITY
1. You must come to the office before the Boss comes and leave after his departure. Getting the room cleaned at the opening time and doors locked on closing hours is your responsibility.
2. Leave office after Boss has left.
D) DAK, DOCUMENTS & FILes
1. While registering or diarising dak, use legible handwriting.
2. Do not delay transmission of documents.
3. Be particular, not to open private letters.
4. Open letters addressed by name only if such an arrangement has been permitted by Boss. Normally, letters addressed by designation are opened by PA/PS and submitted in a folder.
5. Keep a diary to record files Numbers etc. so as to bring these up when these are required to be put up.
6. Also note down on due dates when license are to be renewed, bills and feees to be paid or other appointments to be kept.
E) TOURS
Obtain Confirmation that:-
- accommodation has been booked. Arrange to collect the reservation slip if it would be needed before occupying the room.
- transport to and from has been arranged.
- obtain tickets a day or two ahead of travel day.
- check flight/train/bus is leaving in time
- When arranging meetings, ensure that following things have been provided:
- Adequate number f chairs
- papers or folder and pen or pencil
- Overhead Projector or Multimedia (if needed)
- Light (emergency light, if light failure is expected. Arrangement of Generator or UPS)
- Sound System
- entertainment
- confirmation from participants.
Always enquire type and quantity of refreshments.
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