I’m just starting out in secretarial work and feel quite lost; I hope to get some help from everyone
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I am an equipment technician in a refinery production workshop. Recently, due to a job transfer, I now work in the secretarial role at the refinery, responsible for tasks such as preparing meeting minutes and annual work summaries. However, as someone who has just started working in this field, I feel very lost and confused. I would like to share my experiences here and hope that everyone can offer me some advice and assistance. 1. When the leader holds a meeting, minutes need to be prepared after the meeting, but since the leader usually speaks at a fast pace, it’s often difficult to keep up with what is said. Moreover, the recording quality of voice recorders is not good, which means that a lot of effort is required to compile the leader’s remarks after the meeting. I would like to ask all the sea friends: do you have any good suggestions? I hope to share your relevant experiences here. Thank you! 2. Our leadership requires that work summaries be prepared on a quarterly, semi-annual, and annual basis. I have reviewed the previous work summaries from our factory; they cover a very wide range of topics and involve a huge amount of data. I believe this goes beyond my capabilities, yet I still need to be able to prepare such summaries independently in the future. How can I develop the skills needed for this? I’m very confused and lost; I hope fellow travelers can offer me some guidance. Thank you! 3. Recently, as I have just started working in the refinery office, I haven’t taken on many tasks; I spend my days idle, looking at various documents and summaries on the computer, from morning till night. In the end, I get dizzy from all that, yet I don’t feel that I’ve improved in any way. Watching the other colleagues in the office struggling so hard made me feel extremely anxious, as if I were sitting on needles. I would like to ask those who are experienced in the workplace: what preparations should I make before actually starting a secretarial job? Recently I bought several books on shorthand methods and borrowed some books on secretarial work, but no matter what I read, I feel that I know too little; the more I read, the more anxious I become. I really don’t know what to do and am unable to calm down. For young people like us who are used to working on-site, having to sit there all day dealing with documents and typing really isn’t something we’re used to. I hope everyone can share their opinions and help me get through this difficult time; I’m extremely grateful for everyone’s assistance! ! ! !
:Lol, buy a good recorder; just quickly jot down the key points during the meeting, and add more details afterwards
Oil refining secretarial work also needs to start with production, requiring an understanding of the production situation. It’s still necessary to ask more questions at the beginning; if it’s not convenient to ask your supervisor, you can ask other people attending the meeting – that will help clarify your thoughts.
Thank you for your suggestion! How do you write reports such as work summaries? It gives me a headache every time I think about this... Every department submits very comprehensive summaries, and I don’t know how to decide which ones to choose It’s not possible to just list things simply either; one needs to have their own approach, and that’s really hard to do!
It’s better to use shorthand – focus on the key points, note down the important words, submit what you’ve written, have the supervisor make some changes, and things will get better little by little. . .
Since you are an equipment technician in the workshop, it’s not right to consider yourself as a secretary. It’s better to get to know the production processes and equipment used there better; observe what others are doing, listen carefully, and offer help. In that way, won’t you have plenty of things to write about? As for shorthand, if you are familiar with the situation on site, as soon as your supervisor mentions something, you will know what has happened recently – there’s no need to write down every word. The key is to understand one’s role properly; in a factory, production is the top priority, and those who don’t understand production can only end up wasting time there.
This is the pace of getting promoted~~ Hehe~~ Take your time and practice writing more~~
Thank you for your suggestion; it’s very practical! Yes, one should go to the sites more often, learn more about the actual production processes, and understand more about the production procedures and product features of other devices – that way there will be something to write about! Thank you again for your advice!
I bought a voice recorder, but the results aren’t very good. Maybe I didn’t buy enough, I guess...