The Technology Used by a Secretary Essay

Introduction

The secretary uses computers, printers, scanners, fax machines, telephones while performing her different tasks. The technology at hand is the use of computers and various programs that help in doing the various tasks. The computers contain programs such as word processors, excel and access that is used for correspondence, making spreadsheets and making records. The secretary, in this case, drafts the company's correspondence together with typing work that is needed by the administrator. Furthermore, the technology helps in drafting correspondence in the organization together with that outside the organization. Printers and copiers come in handy when making may letters that are to be spread throughout the organizations or even coming up with notices. Scanners come in handy when saving various important hardcopies to the computer that are stored in digital format for later use. Fax machines on the hand are used to send correspondence between organizations or institutions among others. Cloud computing has brought great benefits and the secretary uses cloud technology to store the information of the company. the company has a private cloud for storing confidential company information together using a public one for filing other data and providing a functionality where customers can access the company's business management software and access various services. The computer in the companies has an intranet that helps the secretary send correspondence more easily. Each person in the organization is registered on the intranet which helps them access various correspondence from the administrator through the secretary. The customers can further open accounts through the guidance of the secretary through online chats that guide them. The use of technology in the company is thus widespread.

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I take pleasure in talking to people, and I love to be accountable for scheduling and organizing for someone. I have done this job for many years and have the ability. From my point of view, I am a very important for the business. I would like to keep my boss informed about vital things; take care of the schedule as well as represent a first line of contact for lots of guests. What is more, as a good secretary I should do their best to keep a constructive and welcoming atmosphere in the office.

Conclusion

Through the interview, I learned the importance of the role of a secretary. Though there are many functions associated with the office, I found that the secretary was able to handle them all. Functions ranging from abrupt changes in schedule and various tasks provided to the secretary by the administrator together with the orientation of new employees in the workplace while at the same time guiding the different individuals accessing the office to the appropriate places. There are many tasks that have been made easier by technology as I have to experience fast hand. I was shown the old typewriters that were used before and that has been replaced by computers showing a shift from the traditional way of doing things which were quite tedious at the time to the easier ways of using printers and computers. I understood the importance of technology and its improvement on the various duties and functions of the secretary and the employees in the organization. The filling has been made easier particularly through the use of cloud computing where secretaries cannot just rely on their computer storage in storing data but can use cloud options where in case of the loss of information they can be able to retrieve it. Such shifts in technology have provided companies safer options to store data as I noted in an interview where data had been lost in the past and it was hard to retrieve it. As such, the role of a secretary is quite important and should be given more consideration particularly since the secretary represents the image of the company and their role cannot thus be wished away.