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Modern ICT environment and secretaries
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Modern ICT Environment and Secretaries
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Modern ICT environment and secretariesThis was designed accordingac to the advices of Prof.Liyanage (Information Technology Center University of Peradeniya, Sri Lanka)
Transcript of Modern ICT environment and secretaries
Modern ICT Environment and Secretaries
Today’s Information Technology can help
an office to be more responsive, efficient
and flexible in the face of continuous and
rapid changes. Properly used information
technology will allow your organization to
streamline its processes and focus on its
core skills and abilities.
What is Information Technology
Who is a Secretary
A secretary keeps an office running smoothly.
Secretaries have a wide range of duties, depending on the offices that they work for, but as a general rule, they are extremely efficient and well organized.
Why you need a Secretary
Have taken on more responsibilities and are constantly contributing to the success of the Department. They are not just doing paperwork and answering phones; in fact both are relied upon for their computer and financial skills, and are responsible for many processes
Secretaries can change the world!
Traditional Secretary Modern Secretary
IT
Traditional Secretary
Typewriting.
Shorthand dictation.
Answering of telephone calls.
Processing of mails.
Basic Computer works.
Today’s secretaries are exposed to office technology including the internet and that make work much easier.
Machines and Equipments
(Traditional Office)
Tape recorders & Cassette players
Desktop Computers
Photocopiers
Scanning machines
Telephone equipments
1. Laptop & Notebook Computers 2. Smart Phones 3. IP Phones 4. The Duplex Scanner
Machines and Equipments – Modern Office
1. Laptop & Notebook Computers
A laptop, also called a notebook, is a personal computer for mobile use. A laptop integrates most of the typical components of a desktop computer.
2. Smart Phones
is a device that lets you make
telephone calls, but also adds
features that you might find on a
PDA or a computer.
Also offers the ability to send and
receive e-mail and edit Office
documents, for example.
Operating System:
1.BlackBerry OS. 2.Palm OS. 3.Windows Mobile.
Software: A smartphone will offer more than just an address book. It may allow you to create and edit Microsoft Office documents or manage your finances.
Web Access: A smartphones offer access to the Internet. You can use your smartphone to browse your favorite Web sites.
Smart Phones …
QWERTY Keyboard: A smartphone includes a QWERTY keyboard, so the keys are laid out in the same manner they would be on your computer keyboard.
Messaging: All cell phones can send and receive text messages, but what sets a smartphone apart is its ability to send and receive e-mail. Some smartphones can support multiple e-mail accounts. Others include access to the popular instant messaging services,
AOL's AIM Yahoo! Messenger.
Smart Phones …
3. IP Phones
What is an IP Phone? An IP Phone is a phone that uses Voice Over Internet Protocol (VoIP) technologies. In the business world, your phone bill can get expensive. Constant calls to clients, faxes and more can cost you. That’s why these days more and more businesses are turning to IP Phones.
4. The Duplex Scanner
The Duplex Scanner scans and reads hard-copy documents in half the time of regular scanners. It accomplishes this seemingly impossible feat by reading the front and backside of a document, at the same time. Also operates much like a regular scanner.
Skills needed to a secretary Technology Skills
Interpersonal Skills
Writing Skills
Organizational Skills
Teamwork
Multi-Tasking Skills
Research skills
IT Skills
Equipm-ents
Necessary IT skills to develope
1.Application Software handling.
2. Desktop Publishing.
3. Effective use of Web tools.
1. Application Software handling
Understanding Windows Environments.
Word Processing (MS Word).
Spread Sheets (MS Excel).
Presentation Development (Power Point).
Database Management System (MS Access).
Graphic Designing.
2. Desktop Publishing
Desktop Publishing is the use of the computer and software to create visual displays of ideas and information. Desktop publishing documents may be for desktop or commercial printing or electronic distribution including PDF, slide shows, email newsletters, and the Web.
Effective Use of Web tools
(Personal start page)
Delicious (Online Bookmarking Tool)
URL editing tools
MindMeister (Online Mind Mapping Tool
PowerPoint to Flash tools
Evernote (Online note taking tool)
Sharing Document
Visual Search Engines
Screen Draw Tool - Write or Draw on Screen in
Presentation
www.similarsites.com
Were you ever taught to be a knowledge
worker?
Knowing Knowledge Work
Knowing Knowledge Work
As office automation continues to evolve, retraining and continuing education will remain integral parts of secretarial jobs.
Changes in the office environment have increased the demand for secretaries and administrative assistants who are adaptable and versatile.
Secretaries and administrative assistants may have to attend classes or participate in online education to learn how to operate new office technologies, such as
Information storage systems. New equipments. The Internet. New updated software packages.
New Trends
E-Govenence.
Life Long Learning.
Virtual Office Secretary.
Use of Social Networks.
Summary
Many private business organizations have computers and other modern office technological gadgets. Some however do not have and this affected the productivity of secretaries in such business organizations. The skills of the secretaries in the use of technological gadgets are basically portrayed in virtually all aspects of the working environment in a modern business office.
The End.
Personal Digital Assistant (PDA)
Back
Google-Docs (Web-based office suite)
Create and share your work online. Upload your files from your desktop. Access anywhere: Edit and view your docs from any computer or smart phone. Share your work: Real-time collaboration means work gets done more quickly.
Google-Docs (Web-based office suite)
We keep things we need
Same for our documents
Google-Docs (Web-based office suite)
If you need to send a document you can attached it into a e-mail
Google-Docs (Web-based office suite)
Your document exist in 4 places
3
1
2
Google-Docs (Web-based office suite)
https://docs.google.com/
Google-Docs (Web-based office suite)
https://docs.google.com/
Share and collaborate in real time.
Choose who can access your documents :
Just enter the email addresses of the people with whom you want to share a given document and send them an invitation.
Safely store and organize your work.
Edit and access from anywhere. Safely store your work. Easily save and export copies (DOC, XLS, PDF,HTML
formats) Organize your documents.
Control who can see your documents.
Publish your work as a web page. Control who can see your pages. Post your documents to your blog. Publish within your company or group.
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