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How Do Secretaries Prepare For The Boss'S Business Trip?
Secretaries should do a lot of preparatory work for the boss's business trip. Here are the main duties that secretaries perform when preparing for domestic and international travel.
(1) prepare travel plans and hotel information. The travel plan shows the departure and arrival location, whether by air or by car, train or ship, departure and arrival date and time, seat condition and hotel condition.
We must prepare three copies of the travel plan, one for the boss, one for his (her) family and one for the office. If other people in the office want and have the right, they should prepare another one.
(2) make appointment plans. The appointment schedule should include: city name and province (state) name (if it is a foreign travel, city name and country name), date and time, name, company and address, telephone number and any notes or special reminder to the boss.
If the boss has met with someone who has discussed business before, he should find out the records recorded at that time and give them to his superiors.
(3) collecting information for business negotiations. Prepare documents for every issue that your boss will deal with, such as letters, memorandums and other relevant information related to a specific issue to be discussed. You can use rubber bands or large size paper clips to tie all relevant documents together, and each branch should be clearly marked.
(4) decide on travel articles. Make a list of letters, stationery and stationery that you need to take for your business trip. Check the luggage according to the checklist so that nothing will be left behind.
List of travel necessities
Stationery, envelopes (ordinary, company, large-sized), stamps
Notebooks
Address Directory: telephone, fax and so on.
Calendar card
? schedules around the world
International telephone number table
Folder
Business card
Audio-visual material
Mobile phones, laptop computers, floppy disks, microphones, or handheld computers.
? cash, personal and business cheques, personal and business credit cards.
Related files
Travel guide and atlas, travel destinations, local customs, etc.
Calendars, appointments, schedules and schedules.
Passport, visa, etc.
Pen, pencil
Paper clips, scissors, rubber bands, Scotch tape, pins and rulers.
Stamp and ink box
First aid kit
(5) baggage issue. The boss may want to know how much and large luggage he can carry on the plane. This information can be read by a travel planner or a travel agent who is published by airline secretaries. And people who travel often increase their personal insurance to get damages and losses. There are some bags to carry. The supervisor takes a suitcase and a briefcase with him or a two briefcase next to him on his short trip. You can put your clothes on the lower grid so that you can go to the airport directly without having to go to the hotel to pack your luggage.
In addition, identify labels for each piece of luggage. Note that there is a set of items in each piece of luggage (for security reasons, sometimes the name and address of the boss can not be written on the label on the outside). The office should always prepare some such labels.
(6) arrange travel expenses. When traveling, business personnel can travel with the following methods:
A. travel allowance. Some companies provide pre paid travel expenses for business travelers and reimburse them on business trips. Secretaries get the information of their boss's travel information, and they can fill in the form to apply for pre paid travel expenses.
B. personal check. People who travel frequently have credit cards, such as VIZA cards, MasterCard or American Express cards, which can convert personal checks into cash.
C. traveler's checks. Such checks often have different denominations, such as the US $10, $100, and $5000. Secretaries should fill out an application form for the boss to purchase traveler's checks in a bank or other bank with an account. Then your supervisor will sign the cheque on the side of the bank representative.
D. letter of credit. In the United States, people who travel abroad usually purchase letters of credit from a bank if they travel more than 1000 dollars. A letter of credit can be used as a letter of introduction to a large bank. Cash can be withdrawn from banks around the world until the denomination of the letter of credit is lifted. Secretaries can fill in the application form, and your boss must complete the transaction in front of the bank representative.
(7) establish a hotel information database. If the boss travels frequently, secretaries should collect some traffic maps, schedules and schedules, and have some brochures to introduce hotels, and contact the travel agencies at any time to establish the latest information and enrich their own databases.
(8) travel insurance. Such as injury insurance.
2. travel with superiors
Some jobs cannot be handled by assistants from another city or foreign temporary offices. Under such circumstances, secretaries are best advised to travel with their superiors.
(1) travel arrangements. The boss will set a good time for the secretaries to go. In some cases, you can sit in the same car as your boss and live in the same hotel; in other cases, you may not necessarily go anywhere, or in some places, it will be shorter. At this point, secretaries should discharge their schedules and procedures according to their superiors' intentions, indicating the departure time, arrival time and location (including the place to stop or transfer, the departure time), daily schedule activities (including sufficient spare time for supervisors or secretaries to attend various kinds of entertainment and handling personal affairs).
(2) equipment arrangement. Large hotels have computers and other equipment for travelers. Besides, your company may have a branch office there, and secretaries can use the office facilities there. Secretaries can also bring their own portable computers, micro tape recorders and so on. .
(3) behavior. The purpose of business travel is to work. Secretaries may be busy every day gathering information for their superiors, making future travel plans, making minutes of meetings, arranging travel documents for their superiors, preparing and handling letters. In addition, secretaries may be part of the business group, representing the company's image. Therefore, they must pay more attention to dress and behavior, respect local customs and etiquette. To prepare personal replacement clothes and supplies, formal clothes should be put in a non iron dressing bag.
(4) work assignments. Before departure, the work will be handled on behalf of others when they are away from home, and they should be recorded in the memorandum before the trip is finished. Arrange family matters when necessary. During travel, keep in touch with the company's headquarters at any time and pay attention to the health and safety work of the boss.
(1) prepare travel plans and hotel information. The travel plan shows the departure and arrival location, whether by air or by car, train or ship, departure and arrival date and time, seat condition and hotel condition.
We must prepare three copies of the travel plan, one for the boss, one for his (her) family and one for the office. If other people in the office want and have the right, they should prepare another one.
(2) make appointment plans. The appointment schedule should include: city name and province (state) name (if it is a foreign travel, city name and country name), date and time, name, company and address, telephone number and any notes or special reminder to the boss.
If the boss has met with someone who has discussed business before, he should find out the records recorded at that time and give them to his superiors.
(3) collecting information for business negotiations. Prepare documents for every issue that your boss will deal with, such as letters, memorandums and other relevant information related to a specific issue to be discussed. You can use rubber bands or large size paper clips to tie all relevant documents together, and each branch should be clearly marked.
(4) decide on travel articles. Make a list of letters, stationery and stationery that you need to take for your business trip. Check the luggage according to the checklist so that nothing will be left behind.
List of travel necessities
Stationery, envelopes (ordinary, company, large-sized), stamps
Notebooks
Address Directory: telephone, fax and so on.
Calendar card
? schedules around the world
International telephone number table
Folder
Business card
Audio-visual material
Mobile phones, laptop computers, floppy disks, microphones, or handheld computers.
? cash, personal and business cheques, personal and business credit cards.
Related files
Travel guide and atlas, travel destinations, local customs, etc.
Calendars, appointments, schedules and schedules.
Passport, visa, etc.
Pen, pencil
Paper clips, scissors, rubber bands, Scotch tape, pins and rulers.
Stamp and ink box
First aid kit
(5) baggage issue. The boss may want to know how much and large luggage he can carry on the plane. This information can be read by a travel planner or a travel agent who is published by airline secretaries. And people who travel often increase their personal insurance to get damages and losses. There are some bags to carry. The supervisor takes a suitcase and a briefcase with him or a two briefcase next to him on his short trip. You can put your clothes on the lower grid so that you can go to the airport directly without having to go to the hotel to pack your luggage.
In addition, identify labels for each piece of luggage. Note that there is a set of items in each piece of luggage (for security reasons, sometimes the name and address of the boss can not be written on the label on the outside). The office should always prepare some such labels.
(6) arrange travel expenses. When traveling, business personnel can travel with the following methods:
A. travel allowance. Some companies provide pre paid travel expenses for business travelers and reimburse them on business trips. Secretaries get the information of their boss's travel information, and they can fill in the form to apply for pre paid travel expenses.
B. personal check. People who travel frequently have credit cards, such as VIZA cards, MasterCard or American Express cards, which can convert personal checks into cash.
C. traveler's checks. Such checks often have different denominations, such as the US $10, $100, and $5000. Secretaries should fill out an application form for the boss to purchase traveler's checks in a bank or other bank with an account. Then your supervisor will sign the cheque on the side of the bank representative.
D. letter of credit. In the United States, people who travel abroad usually purchase letters of credit from a bank if they travel more than 1000 dollars. A letter of credit can be used as a letter of introduction to a large bank. Cash can be withdrawn from banks around the world until the denomination of the letter of credit is lifted. Secretaries can fill in the application form, and your boss must complete the transaction in front of the bank representative.
(7) establish a hotel information database. If the boss travels frequently, secretaries should collect some traffic maps, schedules and schedules, and have some brochures to introduce hotels, and contact the travel agencies at any time to establish the latest information and enrich their own databases.
(8) travel insurance. Such as injury insurance.
2. travel with superiors
Some jobs cannot be handled by assistants from another city or foreign temporary offices. Under such circumstances, secretaries are best advised to travel with their superiors.
(1) travel arrangements. The boss will set a good time for the secretaries to go. In some cases, you can sit in the same car as your boss and live in the same hotel; in other cases, you may not necessarily go anywhere, or in some places, it will be shorter. At this point, secretaries should discharge their schedules and procedures according to their superiors' intentions, indicating the departure time, arrival time and location (including the place to stop or transfer, the departure time), daily schedule activities (including sufficient spare time for supervisors or secretaries to attend various kinds of entertainment and handling personal affairs).
(2) equipment arrangement. Large hotels have computers and other equipment for travelers. Besides, your company may have a branch office there, and secretaries can use the office facilities there. Secretaries can also bring their own portable computers, micro tape recorders and so on. .
(3) behavior. The purpose of business travel is to work. Secretaries may be busy every day gathering information for their superiors, making future travel plans, making minutes of meetings, arranging travel documents for their superiors, preparing and handling letters. In addition, secretaries may be part of the business group, representing the company's image. Therefore, they must pay more attention to dress and behavior, respect local customs and etiquette. To prepare personal replacement clothes and supplies, formal clothes should be put in a non iron dressing bag.
(4) work assignments. Before departure, the work will be handled on behalf of others when they are away from home, and they should be recorded in the memorandum before the trip is finished. Arrange family matters when necessary. During travel, keep in touch with the company's headquarters at any time and pay attention to the health and safety work of the boss.
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