Modern ICT environment and secretaries


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Modern ICT environment and secretaries
This was designed accordingac to the advices of Prof.Liyanage (Information Technology Center University of Peradeniya, Sri Lanka)

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Modern ICT environment and secretaries

  1. 1. Modern ICT Environment and Secretaries
  2. 2. Today’s Information Technology can helpan office to be more responsive, efficientand flexible in the face of continuous andrapid changes. Properly used informationtechnology will allow your organization tostreamline its processes and focus on itscore skills and abilities.
  3. 3. What is Information Technology
  4. 4. Who is a Secretary A secretary keeps an officerunning smoothly. Secretaries have a wide rangeof duties, depending on theoffices that they work for, but as ageneral rule, they are extremelyefficient and well organized.
  5. 5. Why you need a SecretaryHave taken on more responsibilities and areconstantly contributing to the success of theDepartment.They are not just doing paperwork and answeringphones; in fact both are relied upon for theircomputer and financial skills, and are responsiblefor many processes
  6. 6. Secretaries can change the world!
  7. 7. Traditional Secretary Modern Secretary IT
  8. 8. Typewriting. Shorthand dictation. Answering of telephone calls.Traditional Secretary Processing of mails. Basic Computer works.
  9. 9. Today’s secretariesare exposed to officetechnology including theinternet and that make workmuch easier.
  10. 10. Machines and Equipments (Traditional Office)
  11. 11. Tape recorders & Cassette players
  12. 12. Desktop Computers
  13. 13. Photocopiers
  14. 14. Scanning machines
  15. 15. Telephone equipments
  16. 16. Machines and Equipments – Modern Office 1. Laptop & Notebook Computers 2. Smart Phones 3. IP Phones 4. The Duplex Scanner
  17. 17. 1. Laptop & Notebook ComputersA laptop, also called anotebook, is a personalcomputer for mobile use.A laptop integrates most ofthe typical components of adesktop computer.
  18. 18. 2. Smart Phonesis a device that lets you maketelephone calls, but also addsfeatures that you might find on aPDA or a computer.Also offers the ability to send andreceive e-mail and edit Officedocuments, for example.
  19. 19. 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.
  20. 20. 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, AOLs AIM Yahoo! Messenger.
  21. 21. 3. IP PhonesWhat is an IP Phone?An IP Phone is a phone that uses Voice Over InternetProtocol (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 areturning to IP Phones.
  22. 22. 4. The Duplex ScannerThe Duplex Scanner scans and reads hard-copydocuments in half the time of regular scanners.It accomplishes this seemingly impossible feat byreading the front and backside of a document, at thesame time.Also operates much like a regular scanner.
  23. 23. Skills needed to a secretary Technology Skills Interpersonal Skills Writing Skills Organizational Skills Teamwork Multi-Tasking Skills Research skills
  24. 24. IT SkillsEquipm- ents
  25. 25. Necessary IT skills to develope 1.Application Software handling. 2. Desktop Publishing. 3. Effective use of Web tools.
  26. 26. 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.
  27. 27. 2. Desktop PublishingDesktop Publishing is the useof the computer and softwareto create visual displays ofideas and information.Desktop publishing documentsmay be for desktop orcommercial printing orelectronic distributionincluding PDF, slide shows,email newsletters, and theWeb.
  28. 28. Effective Use of Web tools
  29. 29. Google-Docs (Web-based office suite)Learn More
  30. 30. (Personal start page)
  31. 31. Delicious (Online Bookmarking Tool)
  32. 32. URL editing tools
  33. 33. MindMeister (Online Mind Mapping Tool
  34. 34. PowerPoint to Flash tools
  35. 35. Wallwisher
  36. 36. Evernote (Online note taking tool)
  37. 37. Sharing Document
  38. 38. Visual Search Engines
  39. 39. Screen Draw Tool - Write or Draw on Screen inPresentation
  40. 40.
  41. 41.
  42. 42. Knowing Knowledge WorkWere you ever taught to be a knowledge worker?
  43. 43. Knowing Knowledge WorkAs office automation continues to evolve, retraining andcontinuing education will remain integral parts of secretarialjobs.Changes in the office environment have increased thedemand for secretaries and administrative assistants whoare adaptable and versatile.Secretaries and administrative assistants may have to attendclasses or participate in online education to learn how tooperate new office technologies, such as Information storage systems. New equipments. The Internet. New updated software packages.
  44. 44. New Trends E-Govenence. Life Long Learning. Virtual Office Secretary.Use of Social Networks.
  45. 45. SummaryMany private business organizations have computers andother modern office technological gadgets. Somehowever do not have and this affected the productivity ofsecretaries in such business organizations. The skills ofthe secretaries in the use of technological gadgets arebasically portrayed in virtually all aspects of the workingenvironment in a modern business office.
  46. 46. The End.
  47. 47. Personal Digital Assistant (PDA)Back
  48. 48. 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.
  49. 49. Google-Docs (Web-based office suite) We keep Same for our things we need documents
  50. 50. Google-Docs (Web-based office suite) If you need to send a document you can attached it into a e-mail
  51. 51. Google-Docs (Web-based office suite) 1 2 3Your documentexist in 4 places
  52. 52. Google-Docs (Web-based office suite) Document to e-mail addresses
  53. 53. Google-Docs (Web-based office suite) e-mail addresses to a document
  54. 54. Google-Docs (Web-based office suite) Mark’s Office
  55. 55. Google-Docs (Web-based office suite)
  56. 56. Google-Docs (Web-based office suite)
  57. 57. Google-Docs (Web-based office suite)
  58. 58. Google-Docs (Web-based office suite)
  59. 59. Create basic document or Upload yourexisting files.
  60. 60. Share and collaborate in real time.Choose who can access your documents :Just enter the email addresses of the people with whom youwant to share a given document and send them an invitation.
  61. 61. 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.
  62. 62. 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