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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.
Modern ICT environment and secretaries
Modern ICT environment and secretaries
Modern ICT environment and secretaries
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
Typewriting.

                        Shorthand dictation.

                        Answering of telephone calls.

Traditional Secretary   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
Machines and Equipments – Modern Office

    1.   Laptop & Notebook Computers
    2.   Smart Phones
    3.   IP Phones
    4.   The Duplex Scanner
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.
Smart Phones …
    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.
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.
Modern ICT environment and secretaries
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
Google-Docs (Web-based office suite)




Learn More
(Personal start page)
Delicious (Online Bookmarking Tool)
URL editing tools
MindMeister (Online Mind Mapping Tool
PowerPoint to Flash tools
Wallwisher
Evernote (Online note taking tool)
Sharing Document
Visual Search Engines
Screen Draw Tool - Write or Draw on Screen in
Presentation
www.similarsites.com
www.gleancomparisonsearch.org/
Knowing Knowledge Work


Were you ever taught
  to be a knowledge
            worker?
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                  Same for our
 things we need           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)



                    1




                    2




                    3
Your document
exist in 4 places
Google-Docs (Web-based office suite)




             Document to e-mail addresses
Google-Docs (Web-based office suite)




            e-mail addresses to a document
Google-Docs (Web-based office suite)




                   Mark’s Office
Google-Docs (Web-based office suite)
Google-Docs (Web-based office suite)




      https://docs.google.com/
Google-Docs (Web-based office suite)




                        https://docs.google.com/
Google-Docs (Web-based office suite)




                 https://docs.google.com/
Create basic document or Upload your
existing files.
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.

Back

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Modern ICT environment and secretaries

  • 1. Modern ICT Environment and Secretaries
  • 2. 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.
  • 6. What is Information Technology
  • 7. 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.
  • 8. 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
  • 10. Traditional Secretary Modern Secretary IT
  • 11. Typewriting. Shorthand dictation. Answering of telephone calls. Traditional Secretary Processing of mails. Basic Computer works.
  • 12. Today’s secretaries are exposed to office technology including the internet and that make work much easier.
  • 13. Machines and Equipments (Traditional Office)
  • 14. Tape recorders & Cassette players
  • 19. Machines and Equipments – Modern Office 1. Laptop & Notebook Computers 2. Smart Phones 3. IP Phones 4. The Duplex Scanner
  • 20. 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.
  • 21. 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.
  • 22. Smart Phones … 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.
  • 23. 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.
  • 24. 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.
  • 26. 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.
  • 27. Skills needed to a secretary Technology Skills Interpersonal Skills Writing Skills Organizational Skills Teamwork Multi-Tasking Skills Research skills
  • 29. Necessary IT skills to develope 1.Application Software handling. 2. Desktop Publishing. 3. Effective use of Web tools.
  • 30. 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.
  • 31. 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.
  • 32. Effective Use of Web tools
  • 33. Google-Docs (Web-based office suite) Learn More
  • 37. MindMeister (Online Mind Mapping Tool
  • 40. Evernote (Online note taking tool)
  • 43. Screen Draw Tool - Write or Draw on Screen in Presentation
  • 46. Knowing Knowledge Work Were you ever taught to be a knowledge worker?
  • 47. 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.
  • 48. New Trends  E-Govenence.  Life Long Learning.  Virtual Office Secretary. Use of Social Networks.
  • 49. 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.
  • 52. 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.
  • 53. Google-Docs (Web-based office suite) We keep Same for our things we need documents
  • 54. Google-Docs (Web-based office suite) If you need to send a document you can attached it into a e-mail
  • 55. Google-Docs (Web-based office suite) 1 2 3 Your document exist in 4 places
  • 56. Google-Docs (Web-based office suite) Document to e-mail addresses
  • 57. Google-Docs (Web-based office suite) e-mail addresses to a document
  • 58. Google-Docs (Web-based office suite) Mark’s Office
  • 60. Google-Docs (Web-based office suite) https://docs.google.com/
  • 61. Google-Docs (Web-based office suite) https://docs.google.com/
  • 62. Google-Docs (Web-based office suite) https://docs.google.com/
  • 63. Create basic document or Upload your existing files.
  • 64. 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.
  • 65. 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.
  • 66. 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. Back