SUCCESSFUL SECRETARY

[Music] so sitting here day after day i've become an authority on modern business things have been changing it's a world of new companies mergers diversification specialization complexities a world where executives must depend more and more on you the secretary because management just can't function without the secretary and all management expects of the good secretary is that she thinks like a man works like a horse and acts like a lady travel is one reason secretaries have more responsibility these days executives can be found almost anywhere in the world right i'm in aerospace my boss travels all over the country when he is here i can't get in to see him it's a contest between phones meetings or people waiting for appointments i never get to fill him in don't make it a contest let me do it you sure instead of spending valuable time trying to tell him everything just type everything [Music] [Applause] and by indicating priorities he gets to the important things first put it on his desk in a prominent place and then he can read it at his convenience remind him of those priorities [Music] and you should mother the male mother the male sure not only put the important letters on top but mark the parts he should read and note the letters you can answer you'll end up saving time for him and for yourself i should have thought of that what is that a report and it's the sixth time i've done it keeps coming back with revisions for good reason today's management works as a team a team of decision makers and you're part of that team which means i have to type team reports my boss does a draft he goes over it with other department heads they make changes and i have to reset my tabs and margins next time keep a copy of the report for yourself pencil in the tab settings centerings and margins and if everything isn't changed on the next draft you won't have to refigure so much maybe not at all thanks you know sometimes i can use your paperlock scale to save time in setting margins and tabs it's so easy to set up headings and columns because all your scales go in the same direction uniform like a built-in set of rulers as easy as setting my margins which are automatic by the way all my carriage controls work the same way forward to release to luck easy to remember hey you're terrific how can i ever thank you want a rocket uh well no thanks but thanks anyway back to business today to be an expert secretary you have to be a mind reader oh you're so right i've just taken an hour of dictation there's a rush letter and a memo that needs dates and figures from the board of education before it can be finished i need a crystal ball to find out where they are crystal balls are out try paper clips part of your secretary's survival kit just clip the page when you have to take a rush letter and there's something you have to look up that's a glorious idea when i have time but my boss dictates like students running at the final bill if he's that fast use the accordion or the diagonal fold the accordion fault for the incomplete and the diagonal fault for the rush i call that coding booby traps lovely what else should i put into my survival kit everything you need to play the paper game you know the boss tries to get all the papers off his desk and onto yours and i try to get them back onto his to be signed in out that's how it's played so when you go in for dictation take along a couple of file folders to sort papers if there's an interruption a small pad for phone calls and errands your paper clips your appointment book you're a marvelous how can i ever thank you you get an a plus thanks in today's business you should expect changes think like management see the whole picture and plan ahead it means proofreading for sense as well as mistakes it means not just typing notes for the meeting but figuring how many will be at the meeting but my job is different from secretaries who work in large organizations i don't mind typing long reports and letters but for every patient i've got to make a card record with degrees and footnotes do you know how much time i spend just lining them up let me do as much of your work as i can well you can type them for me no but i can do just about everything else now type in the information over on the left is my line finder just pull it forward turn the carriage knob towards you slightly type the degree sign put the line finder back and turn the carriage knob slightly away from you great it clicks right back into place that's my line finder whoops i've hit bottom don't worry about it my plastic card holder and my paper lock let you type on the very last line [Music] ah no you're not using me what do you mean just press my vertical spacer and watch see we right back in place how can i ever thank you oh would you like something well no thanks but i'd like to tell you about some more shortcuts in your work that's very kind of you but i've been secretary to the president of this corporation for quite a while now and i'm sure i know all the shortcuts i'm sure you do i can see how well organized you are i should be after all these years now if you excuse me mr always waiting sadness later you'll find it easier to straighten that carbon set on my nice flat surface hold it want to make sure your carbons don't slip release my line finder put in a half sheet of paper drop the carbons behind my roller now pull well all straight i sometimes use an envelope myself i think you'll like the half sheet better it is faster you uh seem to know so much um show me a quick way to adjust for carbon copies i'll show you the quick as possible no adjustment you don't have to adjust with me i've got an exclusive royal magic monitor magic monitor i'll have to flip my lid to show you really my magic monitor actually senses the thickness of the carbon pack and adjusts for it so that my last carbon is as clear as my first and there's no cutting through on my original amazing now for the envelopes wait do it the easy way set the envelope right behind the roller pull the line finder forward and pull the letter out put the line finder back i'll have to address envelopes for the copies as well change your margin instead of tabulating for the addresses don't take it out just roll that envelope back toward you insert the next one facing you under the first and type do the same thing for all of them roll the envelopes away from you see all stacked just as i typed them and in the right order for the copies i've been doing the envelopes another way but uh i have to agree that yours is faster well i must admit you've saved me a lot of time today young man uh young well whatever you are thank you very much listen you've spent enough time with her now it's my turn okay okay just relax relax how can i relax i work for a crazy hat designer who designs crazy hats and i'm going crazy myself with mistakes look at this see i left out the second o now i have to type the whole announcement over i'll show you how to put in that second o without redoing a single line after you've erased the letters l-o-k position your carriage to the last letter of the last word you typed correctly space now hold down the error correction key and strike your l release and repeat for each character i got it i got it i can't believe it i got four letters into a three-letter space all spaced perfectly you wouldn't even know i made a correction this by the way is one excellent reason why you should always proofread your work while it's still lined up remember the expert works with a minimum of motion well your error correction key certainly saved me time i would have been here all night redoing that announcement have a hat oh really well nobody likes to work overtime nobody likes to but i've only been here for two weeks and it seems to me that i'm always doing it the senator is in meetings most of the day so it's always near five o'clock when he dictates naturally he expects me to transcribe that night and why naturally sometimes we create our own problems maybe the senator simply wants to clear his desk but how do i know that the easiest way to find out is to ask what are you doing now i do this to see when i'm coming to the end of the page i can do it faster better and easier with my line meter you just set it put your paper in but what happens when i use government size paper which is sure no problem for shorter government size paper roll it to the broken line just below set when you're almost to the bottom of the page you get a two inch warning [Music] one and a half inch one inch and half inch and when you see the word end you're at the bottom of the page no lines to pencil and none to erase gee i don't know how to thank you would you like to meet the senator uh maybe later today the typewriter is just one small part of the secretary's job but your sales representative the right supplies and i can make that part simpler and smoother we're living in an electric world more speed and less effort my boss is delighted with the new way i type his messages i let you talk to him with my secretarial survival kit i feel like a mind reader mistakes are easy to correct with your error correction key with business changing as fast as it does i guess i can always learn something new you were a dream to teach me about your line finder i found so many uses for it you were right my boss never intended that i should work late every day all i had to do was ask it was a pleasure talking to you and don't forget to let your typewriter work for you [Music] see you in the morning [Music] you