Secretary’s solution – To do list for Secretary

Secretaries assist professionals, managers and executives in management of their business affairs. Qualified secretary plays important role within organization because secretarial functions include management of business contacts and appointments, keeping various records, documenting correspondence, processing of the requests, handling business mail, preparing agendas, organizing of business arrangements and many other activities.

In other words secretary is a professional organizer who works with tasks and time. Job of a secretary can be facilitated by proper task management solution that can replace traditional paper notebooks and calendars. Such solution should combine capabilities of appointments planning, document management and events registering.

Let’s take typical task list of secretary:

• Call Mrs. Johnson to ensure that she got the package (Phone: 345-33-46)
• Send birthday greeting card to Mr. Jackson ( E-mail: Jackson@mail.com)
• Call repair service in order to check air-conditioner within room of IT department (Phone: 897-66-59)
• Send project progress reports to following stakeholders (Mr. Brown mrbrown@mail.com, Mr. Green mrgreen@mail.com)
• Inform office employees about corporate holidays (Print out time-table of holidays and post it on office board)

Task and Time planning solution for Secretary

Secretary should operate with dozens of tasks daily and weekly. Secretary should clearly know the business schedule of his/her boss in order to plan tasks, events and appointments properly. For this purpose secretary can use simple task organizing software. Such software should provide features such as setting due dates of the tasks and prioritizing them.

For example task “Call repair service in order to check air-conditioner within room of IT department” can have high priority, because this problem should be solved immediately, and task “Inform office employees about corporate holidays” can have low priority, because it can be postponed for a while.

Reminders and recurring tasks in workflow of Secretary

Most of secretary’s tasks should be performed once at certain date and time, such as task “Call Mrs. Johnson to ensure that she got the package ”, but other tasks can be recurring, for example “Send project progress reports to following stakeholders” (let’s say this task should be performed once a week). Proper software for secretary should feature task reminders and setting recurrence of tasks.

Categorizing tasks, registering phone calls, management of links and documents

For effective organization of secretarial workflow software should provide capability to categorize tasks and appointments. Categorizing should be made in the way which is convenient for secretary and fits his/her personal style of work. Important part of secretary’s workflow is registering of events, for example calls. That’s why another software capability required by secretary is recording of caller’s name, time when call was answered and topic of conversation. Besides secretary needs to manage documents, for example: task “Send project progress reports to following stakeholders” – link to folder that contains reports can be attached to this task, so secretary will easily find necessary files and send them to subscribers.

Choosing the right software for Secretary

VIP Organizer software is a simple and effective solution for secretary that can use it for planning and controlling tasks and appointments. It is personal tasks management product that allows secretary to organize workflow, register calls and mail, categorize and prioritize tasks, set due dates and reminders, manage notes, documents and create printable checklists.

VIP Team To Do List can be helpful for secretaries who need to receive tasks from their bosses by e-mail. In the same way secretary can send reports about his/her work, accomplished tasks, daily call lists etc. It is team organizing easy-to-use software which allows secretary to plan tasks, set due dates and priorities, assign tasks to executers and send “to do lists” by e-mail.

VIP Task Manager is most powerful organizing product which can ensure instant real-time collaboration between secretary and boss, as well as between all other members of office team. This groupware can be used by secretary as effective business organizer, because it features Scheduler (Calendar) mode, Task List mode and Task Tree mode. This software provides users with planning, tracking and reporting tasks, access rights management, instant notifications, customizable workflow and task attributes. Multiple users can access one database via LAN or Internet.

CentriQS Tasks Management Solution

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