Dear Colleges you are requested to drop your comments and suggestions in the Comments Box.
thanks
Khalid Riaz
thanks
Khalid Riaz
Tuesday, 5 April 2011
Implementation Appeal in Upgradation of Steno-typist, Stenographer and Private Secretary
(((( NEW )))) IMPLEMENTATION PETITION/CONTEMPT OF COURT FILED IN THE FEDERAL SERVICE TRIBUNAL ISLAMABAD IN ORDER SHEET ISSUED ON 06.12.2010 AND CORRIGENDUM NO. 3561 DATED 24.03.2011 IN APPEAL NO. 774 TO 778 (CS)/2010 FILED BY MR. KHALID RIAZ & 4 OTHERS VS ESTT:DIVISION, FINANCE DIVISION, CONTROLLER GENERAL OF PAKISTAN AND ACCOUNTANT GENERAL KHYBER PAKHTUNKHWA. YOU ARE REQUESTED TO CONTRIBUTE YOUR SHARE AS EARLY AS POSSIBLE TO MEET THE EXPENSES OF THE COURT.
Monday, 4 April 2011
WHAT IS STENOGRAPHER, PA/PS?
Definition:
A stenographer often thinks of himself/herself as a Secretary and being a Secretary to the head of office, he/she has to do a lot at his/her own and also on behalf of the boss. The reason is quite evident that a boss, being the head of an organisation, does not have enough time to deal with all the matters. For this purpose, he delegates some of his pwoers to his Secretary to run daily routine job. Therefore, the presencce of a Secretary has certain importance for a boss and he has to depend upon his Secretary in so many matters of routine nature.
Many Executives have tried to define a PA/PS in a word or two. An Executive calls his PA/PS a "top-assistant-in-charge-of details'. An "Anonymous" in a memo to a wonderful PA/PS, refers to him as a "Junior Partner". They all imply a working-together relationship of mutual respect and confidence, but they do not tell us what a PA/PS actually is?
Webster's New Collegiate Dictionary defines a PA/PS as a "Confidential Clerk", especially one who attends to correspondence, especially one who attends to correspondence, records, etc, of a private or confidential nature. The American College Dictionary honors it with a separate entry "private Secretary", one who handles the individual or confidential correspondence, etc, of a person or business organization. This definition makes a good beginning but the "etc". represents a multitude of duties.
The Dictionary of Occupational Titles of 1949 defines a PA/PS as one who:
SPECIFIC DUTIES.
After thorough study, the specific duties of PAs/PSshave been determined. In the earlier research made by Charters and Whitely in 1924, the essential qualitiesof an efficient PA/PS can be listed at a ten-minutes' interval. As result, 871 different duties can be imagined/expected by a PA/PS. According to a rough estimate, a PA/PS performs only 232 dutes out of 871.
At present only 40 duties can most frequently be seen in a PA/PS, a given below:
- A skillful and competent in performing different duties, related to his/her field.
- An attractive, pleasant-to-work personality.
A stenographer often thinks of himself/herself as a Secretary and being a Secretary to the head of office, he/she has to do a lot at his/her own and also on behalf of the boss. The reason is quite evident that a boss, being the head of an organisation, does not have enough time to deal with all the matters. For this purpose, he delegates some of his pwoers to his Secretary to run daily routine job. Therefore, the presencce of a Secretary has certain importance for a boss and he has to depend upon his Secretary in so many matters of routine nature.
Many Executives have tried to define a PA/PS in a word or two. An Executive calls his PA/PS a "top-assistant-in-charge-of details'. An "Anonymous" in a memo to a wonderful PA/PS, refers to him as a "Junior Partner". They all imply a working-together relationship of mutual respect and confidence, but they do not tell us what a PA/PS actually is?
Webster's New Collegiate Dictionary defines a PA/PS as a "Confidential Clerk", especially one who attends to correspondence, especially one who attends to correspondence, records, etc, of a private or confidential nature. The American College Dictionary honors it with a separate entry "private Secretary", one who handles the individual or confidential correspondence, etc, of a person or business organization. This definition makes a good beginning but the "etc". represents a multitude of duties.
The Dictionary of Occupational Titles of 1949 defines a PA/PS as one who:
- perform general office work in relieving executives and other company officials of minor executive and clerical duties;
- transcribes dictation or the recorded information reproduced on a transcribing machine;
- makes appointments for the executive and reminds him about them;
- interviews people coming into the office, conveys the boss's instructions to those workers who do not consider appropriate to see him directly;
- attends telephonic calls and passes on boss's oral instruction to the concerned quarters;
- handles personal and important mail, writing and routing correspondence on his/her own initiative;
- supervises his/her helping staff;
- maintains boss's personal and confidential record.
SPECIFIC DUTIES.
After thorough study, the specific duties of PAs/PSshave been determined. In the earlier research made by Charters and Whitely in 1924, the essential qualitiesof an efficient PA/PS can be listed at a ten-minutes' interval. As result, 871 different duties can be imagined/expected by a PA/PS. According to a rough estimate, a PA/PS performs only 232 dutes out of 871.
At present only 40 duties can most frequently be seen in a PA/PS, a given below:
- Taking dictation and its typing
- Taking dictation during boss's meeting
- Typing of dictation through audio cassette
- Filing (general and personal)
- Reading and sorting mail
- Handling outgoing/incoming telephone calls
- Making and keeping recrds of appointments
- Receivig visitors.
- Composing of written communication at own initiative or on oral instruction of the boss
- Demanding different requisitions
- Typing boss's longhand notes
- Booking of Air/Train Tickets
- Lodging arrangements
- Transport Arrangement
- Preparation of TA bills
- Maintenance of boss's tour record
- Operating "adding and calculating machines"
- Typing of written reports
- Collection material for reports
- Assistance for the preparation of reports etc.
- Keeping record of day to day official expenses of boss
- typing & indexing minutes of different meetings
- Arranging publication of minutes.
- Arranging logistics support for meetings.
- Issuance of different Orders/Circulars/Notes, on behalf of the boss.
- Boss's personal banking on his behalf
- Keeping boss's personal and other records
- Flagging the relevant pages of all the files
- Preparation of Pay bills of the boss
- Helping boss in filling in his income tax returns.
- Acting as a 'contacing person' of the boss.
- Supervision of the helping staff
- Helping in organising social affairs of the office.
- Keeping tidy room of the boss
- Indexing telephone nos.
- Secrecy of all confidential matters.
- Protection of Boss's room as well as of his/her own room(files,books,confidential papers).
- Maintain Files/Letters Movement Registers to avoid delay and missing.
- Acting as Office Manager.
- Acting as Public Relations Officer.
A COURTEOUS STENOGRAPHER PA/PS
If you answered 'Yes" to 10 or above of the questions, " Congratulation' your performance is appreciable. If you answered 'Yes 7 to 9 times, it is time to convene a meeting to sort our problems and find ways & means to improve your behaviour. And if you answered 'Yes" less than 7 times, a training course is needed to build skills in handling a telephone for more effeiciently.
HELPING TWO PERSONS IN COURTEOUS COMMUNICATION
- Do you attend/answer within two rings? Yes/No
- Do you give your name, or unit name while answering ? Yes/No
- Do you speak slowly and clearly in a friendly tone of voice? Yes/No
- Do u listen attentively a caller? Yes/No
- Do you politely or courteously ask the callers name and his purpose. Yes/No
- Do you tell the caller whether the intended information can be Yes/No
- answered or he/she shall contact other concerned agency/person,
- because the required information is not available with you?
- Do you reuest the caller to wait/hold till the boss is available to talk Yes/No
- Do you check after every 5-10 seconds that the caller is online Yes/No
- Do you thank/regret caller for holding and tell him when he/she
- is putting the call through?
- When a caller cannot be connected, do you fill a message slip
- getting information for boss record?
- Do you keep a record of all incoming and outgoing telephone calls?
USEFUL TIPS FOR A STENOGRAPHER, PA/PS
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.
Sunday, 3 April 2011
VISITOR HANDLING (STENOGRAPHERS PA/PS)
In Government Offices and private organisations, head of offices have to meeti with so many people relating to their fields in order to run the office/organisation more effectively. Visitors include persons from head office, sister offices, field/zonal offices, concerned ministries, companies/firms, foreign delegates, family members, relatives and firends of the boss. it is also one of the PA's duties that he/she has to handle visitors. The follwing arrangement may help a PA/PS to deal with persons visiting the office to see the boss:
SCHEDULE
PA/PS should prepare a tentative schedule for visitors. The schedule should contain the name of office, name of the visitor, designation, date, time and place etc. PA/PS can prepare this chedule weekly, fortnighly, or monthly. It depends upon the office dimention. If the area of an office/organisation is very vast, monthly schedule may be prepared. Information is must for the preparation of the schedule. It can be got through a letter, telephone, Email, Fax etc. After the preparation of the tentative schedule, approval of the boss is essential. In both the cases that the boss approves the schedule as it is or he make certain changes, PA/PS should issue confirmation to all concerned through different ways of communication as mentioned above. It is possible that the boss may change/postpone/cancel the appointments due to some reason. Then it is PAs responsibility to inform the concerned officers accordingly. PA should remind his/her boss about the meeting well in time and also help the boss in the preparation of relevant material.
PURPOSE
A visitor will certainly has a particular purpose to see the boss. Acolumn for noting the purpose of the meeting may be included in the schedule form above. Purpose should clearly be written to avoid misunderstanding or other ambiguities.
PRIORITY
PA/PS should prioritiese the appointments with visitors, in consultation with the boss, to achieve the objective of the improvement of the efficientcy and effectiveness of the office job.
TRANSPORT & ACCOMMODATION.
If the visitors are coming rom outstations and have requested the PA/PS to please make arrangements for their transportation & accommodation, PA?PS should do so for courtesy sake.
REFRESHMENT
PA/PS is responsible for refreshment during boss's meeting with visitors. He/She should assign this duty to the relevant person and supervise the arrangements.
TA/DA
If the visitors are from subordinate offices, they will submit their TA/DA bills after their tour. PA/PS should get those bills countersigned by the boss and arrange to despatch immediately.
LOCAL VISITORS
PA/PS should issue date and time to the local visitors in consultation wit the boss. Local visitors should not creat rush for the boss. They should wait for their turn and avoid irrelevant discussion with PA and with the boss because while doing so they will disturb other visitors. PA/PS should also ask the visitors about thir purpose to see the boss. If PA/PS does not consider the visitor/s purpose to be discussed with the boss, he/she should deal with the visitor him/herself so that the precious time of the boss can be saved.
MINUTES
The boss can ask his PA?PS to be present in his room during the meeting to note its proceedings. PA/PS is responsible to type and present a draft of minutes of the meeting to the boss. It depends upon the boss whether he approves the draft as it is or makes certain modifications. After the minutes are finalised, PA is responsible to get a fair copy and arrange to despatch a copy to the concerned. He/She should also maintain a record of the minutes in a chronological order.
SCHEDULE
PA/PS should prepare a tentative schedule for visitors. The schedule should contain the name of office, name of the visitor, designation, date, time and place etc. PA/PS can prepare this chedule weekly, fortnighly, or monthly. It depends upon the office dimention. If the area of an office/organisation is very vast, monthly schedule may be prepared. Information is must for the preparation of the schedule. It can be got through a letter, telephone, Email, Fax etc. After the preparation of the tentative schedule, approval of the boss is essential. In both the cases that the boss approves the schedule as it is or he make certain changes, PA/PS should issue confirmation to all concerned through different ways of communication as mentioned above. It is possible that the boss may change/postpone/cancel the appointments due to some reason. Then it is PAs responsibility to inform the concerned officers accordingly. PA should remind his/her boss about the meeting well in time and also help the boss in the preparation of relevant material.
PURPOSE
A visitor will certainly has a particular purpose to see the boss. Acolumn for noting the purpose of the meeting may be included in the schedule form above. Purpose should clearly be written to avoid misunderstanding or other ambiguities.
PRIORITY
PA/PS should prioritiese the appointments with visitors, in consultation with the boss, to achieve the objective of the improvement of the efficientcy and effectiveness of the office job.
TRANSPORT & ACCOMMODATION.
If the visitors are coming rom outstations and have requested the PA/PS to please make arrangements for their transportation & accommodation, PA?PS should do so for courtesy sake.
REFRESHMENT
PA/PS is responsible for refreshment during boss's meeting with visitors. He/She should assign this duty to the relevant person and supervise the arrangements.
TA/DA
If the visitors are from subordinate offices, they will submit their TA/DA bills after their tour. PA/PS should get those bills countersigned by the boss and arrange to despatch immediately.
LOCAL VISITORS
PA/PS should issue date and time to the local visitors in consultation wit the boss. Local visitors should not creat rush for the boss. They should wait for their turn and avoid irrelevant discussion with PA and with the boss because while doing so they will disturb other visitors. PA/PS should also ask the visitors about thir purpose to see the boss. If PA/PS does not consider the visitor/s purpose to be discussed with the boss, he/she should deal with the visitor him/herself so that the precious time of the boss can be saved.
MINUTES
The boss can ask his PA?PS to be present in his room during the meeting to note its proceedings. PA/PS is responsible to type and present a draft of minutes of the meeting to the boss. It depends upon the boss whether he approves the draft as it is or makes certain modifications. After the minutes are finalised, PA is responsible to get a fair copy and arrange to despatch a copy to the concerned. He/She should also maintain a record of the minutes in a chronological order.
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