Grooming

a) Understanding :
Grooming means self appearance, well groomed is an english term that discribes good and attractive
formal dress.
Good formal dress means neat, polite, harmonious, and attractive apperance in accordance with ethics
and social manners.
b) There are two factors that support the apperance of a secretary , as follow :
Physical facrtors, as follows :
 Eat foods that are sufficiently nutritious
 Sport
 Rest Regularly
Body Care Factors, as follows :
 Hair care , such as : use shampoo every two days, using hair mask and other.
 Facial care, such as : you can do facial , using facial wash and other.
 Hand and Foot care, such as : using scrubs, using hand body after take a bath and other.

c) The Attractive Secretary Apperance can be seen from :

Hair dressing
make up
fashion
d) In addition to the Apperance, secretary must pay attention to attitudes :
1. the Attitude of Sit :
o Set your feet neat as possible, by means of legs tilted.
o If you sitting in a guest chair, try not to lean.
o If you’re behind the desk, keep your body upright
2. the Attitude of Understanding , Such as stand tall but do not bow
3. The Attitude of Talking :
 Don’t be careless
 Avoid gossip
 Don’t cut off conversation
 Use a polite leanguage
 Don’t offend others
4. The Attitude of Walking :
 Straight view
 Upright your body position
 Not pinnate pinnate shoes
 When you walking chin do not to be too lifted
5. Characteristics of a good secretary , as follows :
 displaying company image
 good and responsible
 good at keeping secret
 Attractive apperance
 Mastering of technology
 Deft, skilled, careful and clever.
6. Things that should not to be do’t by a secretary, as follows:
o Don’t wear dress to short
o Don’t testify sexy with clothes that are too short
o Don’t fix the make up on the table, do it in the toilet
o Don’t replace shoes with sandals, let alone use while walking around the office. Because
it’s very rude.

7. The Conlution :
Appearing attractive can be the key to success in social life. As a secretary appearing attractive is
important, because a secretary will meet with company relations. His appearance is an image for the
company. Looking attractive doesn't mean luxury. But harmonious, clean, neat and beautiful to the
eye.
 Professional Secretary

1. Understand :
Secretary has a secret meaning, or the person who hold the secret.
While the secretary hilm self is the person who is in charge of assisting the leader on the basic of
extensive knowledge and skill. Usually in the case of recording notes or writing.

2. The Secretary Duties Include :

o Receive Dictation From The Leader

o Save Archives that are Considered Important
o Receive Guests
o Arrange Meeting
o Corespondence
o Composh a Speech
o As An Intermediary Between The Leader And Subordinates.

3. Things That Must be Considered And Carried Out By Secretary As Follow :

 Displaying company image

 Good and responsible
 Good at keeping secret
 Learn the carachter of the leader.

4. There Are Four Roles Of Secretary , As Follow :

 Secretary as ambassador : namely the role of secretary as respresentative of the company. His
attitude must be good and profesional
 Secretary as the gate : namely the role of secretary as resepsionist. for that the location of secretary’s
desk and chair must be close of the leadership room. Where the relation, guest and employees must
be ask permission from the secretary first.
 Secretary as a house wife : she must be able to handle the company, and be able to be a good example
in managing her office.
 Public relation secretary : namely the liaison between the company and comunity. Wheter face to
face, telephone and other media.
 5. The Requirement to Become a Professional Secretary As Follow :

 Personality : which is the nature of a secretary. Such as : good, patient, honest, loyal, responsinble,
dedication, diligent, clever and other.
 General knowledge : namely the secretry must have adequate ability to all change and development
that occur in order to support their duties.
 Special knowledge : she must have spesific knowledge related to it’s potition.
 Skill and technic : that is abbility , that is directly in the task of his secretary. Such as : typing,
corespondence, stenography and archive.
 Pratice : is ability to carry out daily tasks. Such as : receive guest, receive telephone, arrange
meeting, making agenda and other.

6. Tips too be a Profesional Secretary As Follows :

Having A Good Personality

Having A Good Attitude
Good At Public Speaking
Making A Good Image Of The Company
Understand Technology
Understand Accountig And Book Keeping
Mastering Of Foreign Leanguage
 The Important Of Foreign Languange For Secretary

Necessary Foreign Language for a secretary in this globalization era is a must in this globalization era.
The First Foreign Language is English and Second is Mandarin.

What A Secretary Of Foreign Language Does :

1. Make letter, start from the letter frame to the contents.
2. Preparing presentation material, example of preparing layout english language presentation for
meeting with foreign investors
3. Meeting notes, in making meeting note in english vocabulaty, used must be correct so that the
purpose is not different from the meaning.
4. As translator for the leadership.
The Importance For Foreign Language , As Follows :
 Easier to establish cooperation with foreign investors.
 Simplify to the office work

Advage Of Mastering Foreign Laguage As Follows :

 Increase confidence
 Smooth communication process
 Create good relationship with foreign collegues
 Improve carrer

Tips to capable of foreign language :

1. Reading
2. Writing
3. Listening
4. applying

Conclution :
Foreign Languange is important for a secretary. the secretary is required to master a foreign language,
so that the company’s activities can run smoothly. Espexially when doing bussines with foreign
colleagues.
FORMAL EDUCATION FOR A SECRETARIES
For you who want to become a secretaty, definitely need to attend formal education. So that the
desired goal can be achieved. This can be started from a vocational high school. One of the
department is office administration. But in the vocational school, the subjects given only the basis.
After graduating from vocational school you can be continue to a higher level. Such as going to
college with secretarial major.
1. Understanding
Secretary it self is the person who is in charge of assisting the leader on the basic of extensive
knowledge and skill, while the formal education is a type of structure and tiered eduacation carried out
in school with certain conditions by the goverment.
2. Formal education secretary indlude :
Basic education
Secondary education
To higher level
3. The eduacation characteristic, as follow :
 Having a clear curiculum
 Imposing certain conditions for students
 The education process is long enough
 Teaching staff must have qualifications
 The administration of education comes from the goverment or private sectore
 Students take examination
 And last the establish of a uniform administration.

4. Goals and funtions the formal education for a secretary :

 Training the ability of a secretary academy
They are analizing, memorizing, logic, solve the problems and other
 Training the mental, physical and dicipline .
Example for dicipline : requiring students to arrive on time at the school or where they study
In addition the learning process continue to shape the mental and pyshical candidate of a secretary.
 Training the responsibility
The secretary must be responsible in carring out their duties
 Forming self identity
This is important things in the social life
 Building Sosial soul
Such as the organization need donations, the secretary must be immeditely to convey the leader to be
processed immeditely and this is can also expand social relations.

Conclution :
Formal education is important for a secretary. in carried out their duties, they need formal education.
To backgrond their knowledge, add extensive knowledge, and train when they enter in the company.
GROOMING