B 444942 DUPL ANALYSIS OF SECRE- TARIAL DUTIES AND TRAITS CHARTERS AND WHITLEY HF 5547 C480 WILLIAMS AND WILKINS : 1837 ARTES LIBRARY SCIENTIA VERITAS OF THE { UNIVERSITY OF MICHIGAN PLURIT IBUS UHUM TUEBOR SI QUÆRIS-PENINSULAM·AMⱭINAM CIRCUMSPICE :! HF 5547 ...C486 t ة تحتية 1 + I " } * ANALYSIS OF SECRETARIAL DUTIES AND TRAITS 1 Į ANALYSIS OF SECRETARIAL DUTIES AND TRAITS BY W. W. CHARTERS AND ISADORE B. WHITLEY University of Pittsburgh AND WILKINS SAYS PANY PUBLISHED BY WILLIAMS & WILKINS COMPANY BALTIMORE, MARYLAND FOR THE NATIONAL JUNIOR PERSONNEL SERVICE, INC. 1924 COPYRIGHT, 1924 BY THE NATIONAL JUNIOR PERSONNEL SERVICE, INC. NOTICE First copies of the Summarized Report will be mailed free by the National Junior Personnel Service, Inc. Additional copies will be mailed, upon receipt of 25 cents per copy. Copies of the Complete Report may be obtained from the Williams & Wilkins Company, Mt. Royal and Guilford Ave- nues, Baltimore, Maryland. Price, net, post paid: $2.50 per copy. Made in the United States of America Published, July, 1924 ALL RIGHTS RESERVED COMPOSED AND PRINTED AT THE WAVERLY PRESS BY THE WILLIAMS & WILKINS COMPANY BALTIMORE, MD., U. 8. A. ; Libr, Wahr 8-25-24 10475 FOREWORD This report presents the results of an investigation into Secretarial duties and traits. The study was commenced January 1, 1923, and was completed December 1, 1923. It was financed by the National Junior Person- nel Service and was carried on under the direction of Dr. W. W. Charters. Isadore B. Whitley was in immediate charge of the investigations. Three major assistants were employed, as follows: Dorothy B. Walsh and Sadie B. Halbert for six months to do inter- viewing, and Emily H. Kenagy for two weeks to assist in the trait analysis. In addition to these, a number of clerical assistants were employed from time to time. Paul S. Lomax, Director of Vocational Education in the public schools of Trenton, New Jersey, gave his services as consultant without remuneration. As the study progressed, it became apparent that the technique employed and many of the findings would have distinctive edu- cational value but, if included in the final report, would lessen the practical value to employer and employee. Therefore, in order to serve as many groups as possible two separate publications of the results have been prepared. A summary of the findings, designed to meet the needs of employers, employees and vocational counselors, has been published as Service Bulletin No. I and will be mailed upon request. This volume, which is the complete report, comprises the same duty and trait analysis and presents in detail the technique by means of which the analysis was made. In addition it contains much valuable teaching content, and many suggestions for curricula making and curricula revision and may be used as a textbook in colleges and secondary schools. Methods are described in rather unusual detail because compara- tively little literature upon this type of investigation is available and it is assumed that students who wish to verify the findings or desire to make parallel studies in other fields where the same methods are used will find it helpful to be able to trace each step in the procedure. The report has been published on a commercial basis and should be ordered direct from the publishers, the Williams & Wilkins Com- pany of Baltimore, Md. ANNA Y. REED, Director. 1 I • TABLE OF CONTENTS INTRODUCTION. Statement of Problem. Method of Attack.. 11 11 11 ==== Summary of Results Including Uses to which the Study may be put. 12 PART I. ANALYSIS OF SECRETARIAL DUTIES. 1. Forms for Collecting Material. 2. Selection of Interviewees.. 3. The Technique of the Interview. 4. Analysis of Interview Returns. 5. The Final Duty List... 6. Obtaining a Frequeney Check 19 19 26 29 34 ****8*2 7. Classifying and Compiling the Returns. 8. Tabulated Findings. 68 70 PART II. ANALYSIS OF SECRETARIAL TRAITS 129 1. The Technique of the Interview. 129 2. Method of Translation. 138 3. Definition of Traits in Terms of Trait-Actions. 158 4. Frequency of Traits... 173 5. Complementary Studies and Problems. 177 INDEX. 185 INDEX TO TABLES • Table 1. Analysis of Supplementary Schooling Desired by 107 Secretaries. 35 Table 2. Supplementary Training Desired by 98 Secretaries. Table 3. Number of Positions held by 108 Secretaries. Table 4. First Positions Held by 108 Secretaries... Table 5. Summary of Positions Next in Line Above the Position Now Held,. Table 6. Analysis of J-S and H-E Duties. 44 48 48 49 57 • • • Table 7. Occupational Composition of Educational Group. Table 8. Educational Composition of Occupational Group.. Table 9. The Range of Duties Performed by Individual Secretaries. Table 10. Frequency Ranking of 871 Duties.. 70 72 73 75 • Table 11. Distribution of Duties by Occupations. 97 • Table 12. Variations in Frequency of Duties in Occupational Groups. Table 13. Detailed Variation in Lawyer Group.. 122 123 Table 14. First 10 per cent of (total) Duties. 125 Table 15. Second 10 per cent of (total) Duties. 125 Table 16. Lower Eight 10 per cents of (total) Duties. 126 INDEX TO EXHIBITS A. Directions for the Duty List.. B. Time Chart and Direction Sheet. C. List of Qualities. . D. Questions Asked in First Interview. E. Code Sheet Attached to Interview. • F. Letter and Directions Accompanying Final Duty List. 27*** 20 21 23 25 32 65 • G. Questions Asked in Interviewing Executives. 130 H. Control Sheet for Number of Interviews.. 132 • J. Method of Translation.. 139 K. Composite Trait List. 156 L. Vocational Traits for Secretaries, with a list of Explanatory Trait- Actions.. 159 M. Vocational Traits for Secretaries (Frequency Ranking) N. Supplementary List of Traits from Secretaries. 174 • 175 REPORT ON ANALYSIS OF SECRETARIAL DUTIES AND TRAITS INTRODUCTION The Problem. The problem to be investigated was defined in the following terms: First, to determine the duties performed by the secretary to business men and administrators; second, to determine the qualities which are conspicuously present in successful secretaries and conspicuously absent in unsuccessful secretaries. The Method of Attack. Duties to the number of 871 were collected by interview with 125 secretaries and their frequency of performance determined by a check list questionnaire filled out by 715 secretaries. The most frequently mentioned duty, that of typewriting letters, was mentioned by 683 secretaries, and the least frequent duty, that of deciding on the continuance of sick employes' benefits, was checked by only one secretary. The rankings were carried out into sub-classes according to the frequency of perform- ance by fifteen groups of secretaries who were doing secretarial work in that number of different occupations. A method is described and illustrated for determining which of the duties should be learned in school and which can best be learned on the job, as well as those which are easy to learn and those which are more difficult to master. A list of forty-seven traits conspicuously present in successful secretaries and conspicuously absent in unsuccessful secretaries was obtained through interviews with employers. The traits thus secured are ranked in order of frequency of mention by employers and are defined in terms of trait-actions through which they are expressed in secretarial work. In solving the first problem the following subordinate problems were formulated and investigated: (1) A frequency ranking of the duties of secretaries; (2) A frequency ranking of duties according to the occupation of employers; (3) A frequency ranking of duties according to the type of school education of the secretaries; (4) A tabulation of the number of duties carried on by individual secre- taries; (5) A study of the difficulty and ease of learning the duties; (6) A study of the duties best learned on the job as against the duties best learned in school. 11 12 SECRETARIAL DUTIES AND TRAITS In solving the second problem, the following subordinate problems were investigated: (1) A study of the traits which employers of secretaries believe to be essential to success in secretarial work: (2) A definition of these qualities in terms of trait-actions. Summary. Part I of this bulletin comprises a duty analysis of secretarial workers by occupational groups and by frequency of occurrence within these groups. Tabulation of facts indicates that the median number of duties performed by an individual is about 130 and that there are 87 duties frequency of which is quite uniform in all occupations. Method whereby specific items of duty differ- ences may be secured for each occupation is shown in table 13. It is expected that this duty analysis will be of use to employers of secretaries, to secretaries, and to teachers of commercial subjects. For employers there are at least four uses: (1) Occasionally employers may not know exactly what to expect of secretaries beyond the ordinary duties of stenography, typing and filing. Study of the list of duties, with particular attention to those in the upper ranges of frequency, will indicate what is customarily expected of secretaries, and will be of assistance in securing as wide a variety of useful service as suits their individual needs. (2) Employers who have a rather clear idea of the duties they wish their secretaries to perform may use the duty list as a job speci- fication. That is, an employer may check, for the new secretary, or for one whom he is training, the duties which he wishes her to perform. (3) If an employer wishes to reorganize his office by reassignment of secretarial and stenographic duties, he may use the duty list as a working basis drawing off duties and classifying them into groups adapted to the mechanical arrangement of the office, the varying degree of training or intelligence of the secretaries, and so on. (4) From the complete duty list an employer may draw off a list com- posed of the duties applicable to his own office. Such special occupational lists, derived from the basic list, may be used as job specifications and will save considerable time in large offices where frequent use of job specification is made. Method of securing these special lists is illustrated in table 13. Secretaries may use the duty list as follows: (1) Secretaries in training may study all the duties in the upper ranges to advantage and, if no occupational fields have been chosen, may point their training toward the efficient performance of the most frequent. If there be a preference for a special occupational field duties required in that field may be emphasized. INTRODUCTION 13 (2) Before secretaries are familiar with the wishes of their employers they may ask him to indicate on the list the duties he desires them to perform. (3) Office managers may use the list as a basis for the division of duties. Heads of Commercial Departments, by checking the content of commercial courses against the duty list, will be able to see the extent to which training is given in those duties which are most frequent and which can be most satisfactorily taught in school. In the office practice course, as well as in dictation, transcription, and typing, the materials most frequently handled in the business office should be generally used as the practice medium. It is obvious, of course, that a four-year training program should include both fundamental professional courses and extra-vocational courses. For the determination of this the study is not of direct assistance, but indirectly it is possible to derive from these duties an exact formulation of the fundamental subjects such as accounting, economics, and so on, upon which the efficient performance of these duties is based. The extra-vocational courses cannot be determined in any sense from an analysis of professional duties. Part II of the bulletin presents the trait analysis and affords a picture of the qualities of the expert secretary who stands at the head of her profession. Employer interpretation of traits in terms of trait-actions is a valuable feature of the analysis both for teaching content and for the progressive development of secretaries in service. Employers may use this formulation of traits and trait-actions in at least three different ways: (1) The list of traits in Exhibit M may be used as a check list to indi- cate to secretaries which traits they value most highly. (2) Trait-actions presented in Exhibit L may be used as a basis for cor- rection when employers desire to institute programs for eradicat- ing secretarial defects. For instance, if a secretary is inaccurate, the employer may show her the list of actions found under ac- curacy, and show the types of thing to which attention must be paid if accuracy is to be developed. It is obvious that he may add to this list of trait-actions others which apply to his own office. (3) Both exhibits or lists may be used in interviewing applicants in order to refresh the memory of employers regarding the relative importance to them of the various traits and trait-actions. Secretaries will find certain quite definite uses for the trait list: (1) It may be used by secretaries as a basis for self-analysis. By combining their own judgment with the opinion of intimate associates they can determine in which qualities they are the weakest and in which they possess the greatest strength. 14 SECRETARIAL DUTIES AND TRAITS (2) With this information before them, they can make out a program for improvement by using the trait-actions which express their weakest traits as a foundation for the personal effort essential to improvement. Trait-actions from their own offices and their extra-professional environment may be added and will be helpful in developing the desired traits. The commercial teacher will find this material of use in several ways: (1) The traits serve as standards of performance to be demanded of the students. For instance, since accuracy is so important it is obvious that teachers must demand accuracy in everything that the student does. In like manner, they must see that the student develops dependability in all assignments that are made to her, and they must demand the use of intelligence in such tasks and situations as clearly call for this trait. It is definitely the duty of expert teachers to determine specifically what traits need to be considered in connection with each duty that is performed, and to so train the pupils by holding them to the proper standards that the trait will actually be developed in connection with those duties. (2) The sympathetic commercial teacher can make a direct attack upon the traits by leading the students to see their importance and by helping them to develop those traits in which they are weak. For instance, he may strongly emphasize the importance of dependability and through these trait-actions and others, help the pupil to develop dependability. Obviously, it would be necessary for the careful teacher to add to the professional trait- actions which we have listed, those which are found as an expres- sion of the trait in the school environment. It cannot be too strongly urged upon commercial teachers that the success of their students is as dependent upon traits of personality as upon efficiency in technical performance. Many excellent students in typewriting, stenography, bookkeeping, and filing, make egregious failures as stenographers and secretaries because of the lack of certain traits which are necessary in the position. Personality is of so much importance that its development cannot be left to chance, and it responds with such reasonable ease to treatment that the development of secretarial traits ought to be included in the curriculum of secretarial schools, both by indirect attack through all duties performed, and by direct attack upon specific weaknesses which are discovered. The vocational counsellor may likewise find at least two uses for the list: (1) His report blanks from teachers should contain ratings upon the more important of these traits and, if he is a placement officer, he should take these ratings, together with his own judgment, into account in placing students with different types of employers. (2) He can, with this trait list before him, reinforce the efforts of the teacher to develop the proper qualities in the students by laying INTRODUCTION 15 emphasis upon the importance of the traits in business. In certain cases, he can supplement the teacher's instruction by recourse to the list of these trait-actions and such others as may be added for the school setting. } PART I PART I ANALYSIS OF SECRETARIAL DUTIES 1. FORMS FOR COLLECTING MATERIAL The first step in the duty analysis was the preparation of four printed forms for the use of interviewers in making a collection of secretarial duties: (1) A preliminary list of duties, (2) A time chart (Exhibit B), (3) A list of qualities (Exhibit C), and (4) Questions for use in the first interview with secretaries (Exhibit D). Preliminary List of Duties. A tentative list of 166 duties was gathered in the office from members of the staff who were familiar with the duties of secretaries, and from six secretaries in other offices. For the sake of convenience in locating the various duties this tentative list was classified under eleven different headings: (1) Mail; (2) Dictation; (3) Transcription; (4) Typewriting (from copy or notes); (5) Filing, indexing, cataloging, etc.; (6) Telephone, etc.; (7) Editorial Duties; (8) Duties involving meeting and handling people; (9) Financial; (10) Clerical; (11) Miscellaneous. As after the complete list of 871 duties had been assembled, no duty had been found which could not be placed under this tentative grouping, it was determined to retain it as a permanent classification. This preliminary classification is given on pages 57-62, table 6. Certain weaknesses in the classification are apparent but, since the classification does follow certain well-known lines of office work and since the individual duty rather than the class is under consider- ation, it was felt that such weaknesses could be disregarded. An ideal classification would admit of no miscellaneous group as there is no definite basis for training to be found in such heterogeneous duties. It will also be noted that there is considerable overlapping among groups. This is due to the fact that certain duties classified under one group might with equal propriety have been placed under another group. Overlapping was not considered a disadvantage and no attempt to avoid it was made. After the preliminary list of 166 duties had been classified and printed it was made the basis of approach for the collection of additional duties. A typed sheet, headed "Directions for Duty 19 + 20 SECRETARIAL DUTIES AND TRAITS List," which follows as Exhibit A, was sent to secretaries with whom personal interviews were not possible. EXHIBIT A The list of duties which accompanied this sheet is found on pages 57–62, table 6 DIRECTIONS FOR THE DUTY LIST 1. Put a check mark before all those duties which you perform in your present position. 2. Add at the end of the list (or at the side under the appropriate headings) any duties which you are ever called on to perform which do not already appear on the list. If you think these need any explanation to make them clear to the people who will handle this material, add a brief explanation. 3. Keep the list on your desk for a week and add to it any other duties of which you think. We ask this because it is not always easy to think immediately of all the things one does. 4. After you have checked your list in this way go over it again and put a plus mark after those duties which were the most difficult for you to learn when you first started on this work (i.e., the work at which you are now occupied). 5. Now go over the list again and put a minus mark after those duties which were the easiest for you to learn. 6. Go over it once more and put a "J" after those duties which you think must be learned on the job, and an "S" after those for which you think training could be given in school. Time Chart. As a second means of collecting duties which might otherwise be overlooked in the interview, a chart covering a week of the secretary's time, divided into five minute periods throughout the day, was devised. The complete chart ran from 8:00 a.m. to 6:00 p.m. Two sections, covering the first two hours of the day, with the spaces at the bottom for recording the number of times the telephone was used during the day, the number of people met, and miscellaneous notes are reproduced as Exhibit B and are accom- panied by a "Direction Sheet." EXHIBIT B DIRECTION SHEET ANALYSIS OF SECRETARIAL AND STENOGRAPHIC DUTIES Attached is a chart, covering the six working days of the week, on which each day is divided into ten periods of one hour each, from 8:00 a.m. to 6:00 p.m. ANALYSIS OF SECRETARIAL DUTIES 21 These hour periods are again divided into intervals of quarter-hours with one line allowed for each five-minute period within the quarter-hour. For ex- ample, you will notice that the first figure on the chart is 8:00. This means that the line on which 8:00 is written is allowed for the period from 8:00 to 8:05, then the next line for 8:05 to 8:10, the next for 8:10 to 8:15, which brings us down to the line on which you will see 8:15, which indicates the beginning of the period 8:15 to 8:20. You will not, of course, stop every five minutes to fill in the chart, but it is suggested that you fill it in four times a day, probably once in the middle of the morning, again at noon, once in mid-afternoon and finally before you leave the office, keeping such notes as will enable you to fill in the chart at the time suggested. ANALYSIS OF DUTIES TIME 8:00 MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY 8:15 8:30 8:45 9:00 9:15 9:30 9:45 TELE. USED: PEOPLE MET: NOTES. The method of filling in the chart is as follows: If, for example, you have taken dictation from 9:00 until 10:00 o'clock on Monday morning, write the word “Dictation" on the first line in that period, which will be the line on which you find 9:00 written. Next write briefly the nature of the material dictated, such as letters, articles, briefs, etc. This may take another line or two. Then from the end of what you have written draw a line diagonally across the rest of the block down to the heavy printed line just above 10:00 o'clock. Let us take another example. Perhaps you answered the telephone and talked for the first five minutes following 12:00 o'clock. In this case write on the 12:00 o'clock line "Ans. Tel." Since you have used only one five-minute period for this duty and have used the line which is indicated for the period from 12:00 to 12:05, instead of the diagonal line, simply draw a straight line immediately under your writing. You will notice at the end of the blank the items "Tel. Used" and "People Met." In these sections will you please indicate the number of times you used the telephone and the number of people met during the day. Using the 22 SECRETARIAL DUTIES AND TRAITS telephone means both incoming and outgoing calls. The number of people met refers, of course, to people other than those in your office who are met in a business way. You may make your entries just as brief as possible and yet have them easily understood. It is suggested that you use, so far as possible, the terms which are used on the list of duties which you are also given. This will make our results uniform. If, of course, you perform a duty which is not clearly one of those which we have listed, use your own term. If you think that it might not be clear to us, make a foot-note at the bottom of the chart to explain it. You may use pencil or pen to fill in the chart. It would be quite difficult to type in the entries and this is not necessary. Do not omit putting down some duty performed because you think it a trifling one. We are very anxious to get a complete list of all the things which you do in a day, and a day may often be spent doing very small things. The chart was not given out to all the secretaries interviewed, as was the duty list, but only to such as seemed willing to give the additional time which the keeping of this record involved. This was left to the interviewer to decide; in some cases the secretary was personally so interested in the work that she was very glad to keep such a chart without remuneration, and in a number of cases five dollars bonus was paid for the week's record. It will be noted that while only the fifteen-minute intervals are printed on the chart, enough spaces are left between to enable a five-minute record to be kept. This involves a great deal of precision and care on the secretary's part but it is a particularly valuable record in a study of this kind because duties are recorded in this way which can not be obtained in the interview. It is also useful to give a picture of the way in which the time in a secretary's day is apportioned among the different types of duty. As a matter of technique, we may mention the difficulty of making direction sheets for records of this kind. It was found that ample time had to be allowed for the preliminary work on such directions as were intended to be given out to the secretaries because of the extreme difficulty of making them of sufficient simplicity for those who had no background for the study. The directions which seemed perfectly simple and clear to those devising the chart proved quite unintelligible to those who were forced to depend upon the directions for their whole knowledge of what the investigators desired them ANALYSIS OF SECRETARIAL DUTIES 23 to do. For this reason, tentative sets of directions were submitted to two or three people to whom the study was unfamiliar, preferably people of about as low grade of intelligence as were likely to be en- countered in the study. In this case the chart was given to several secretaries with our proposed directions and no verbal instructions. From the returns which were obtained it was possible to check up on fallacies in our directions. We found that similar procedure could never be successfully omitted, as mistakes in the directions were too costly, both in time and money. List of Qualities. Exhibit C-a list of qualities on which secre- taries were to rate themselves-was prepared and used in the inter- views, but the results are not included in this report because of certain technical difficulties which rendered invalid any conclusions. This exhibit follows immediately. EXHIBIT C QUALITIES · Please put a plus mark after those qualities which you think you possess to a more than average degree (your best points), O after those in which you think that you are only average, and are weak (your weakest points). Professional skill Intelligence Neatness of appearance Good taste in dress Carriage Grooming after those in which you feel that you General knowledge and education Accuracy Personal pleasantness Tact Neatness in work Good breeding Quality of voice Courtesy Poise Loyalty Reticence (close-mouthed) Initiative Dependability Health (present condition) Health habits Adaptability Interest in work Speed Executive ability Self-confidence Memory Quick perception Judgment System Willingness Industriousness Conscientiousness Honesty Ambition Punctuality Forcefulness Ability to plan Ability to organize Discrimination Discretion Common sense Care for detail Thoroughness Intellectual curiosity Patience 24 SECRETARIAL DUTIES AND TRAITS Preparation for Interviewing. The training of the interviewers was carried on over a period of one month and was centered very largely around the preparation of the interview questions. This appeared to be a satisfactory method of training because the deter- mination of the questions and their exact phrasing assisted the interviewers in appreciating the purpose and understanding the technique of the study. During this preliminary training the person in immediate charge of the study interviewed several people of the same type as those with whom the interviewers were to come in contact so that he might understand the difficulties and possibilities involved. The interviewers also conducted several trial interviews upon which they were checked. This checking was done in confer- ences upon the material which they brought in from their trial interviews. If this material did not seem to bear directly upon the questions which had been asked, investigation was made to discover whether it was the fault of the interviewer or due to some flaw in the question. This made more definite in the minds of both inter- viewers and investigators the material which it was desired to obtain from the interview, and assisted materially in improving the technique of the interviewers. It defined quite clearly, also, the limits of relevance, i.e., just what type of information would be considered pertinent and what would be discarded as not bearing directly upon the problem in hand. The ideal combination for an interviewer in a technical study is personality plus technical training in the field of the study. The amount of technical training depends, of course, upon the material to be gathered. In our first interview-where we were seeking merely a list of duties we found that personality was far more important than technical training and that secretarial graduates were not necessary. When technical information concerning the performance of duties was sought familiarity with the field of work was a valuable asset. Some of the elements in the "interviewing personality" which have been discovered in this study, and in others of a similar nature conducted by the investigators, are worthy of mention: 1. The interviewer must be an easy talker but must avoid doing too much talking during the interview. 2. She must be businesslike in order to impress the interviewee with the importance of the study and to prevent the feeling that her time is being wasted. ANALYSIS OF SECRETARIAL DUTIES 25 3. She must be well-dressed and of good personal appearance. It was found that, as a general rule, the interviewer must look as smart and be as well-groomed as the best in the field in which the interviewing was being done. 4. She must have a pleasant manner, neither patronizing nor brusque. 5. She must be a persistent person, with a certain amount of firmness in order that the interview may flow along the desired channels and irrelevant material be reduced to a minimum. 6. She must have drive and be a conscientious worker. It fre- quently takes distinct effort to keep at interviewing in the face of such difficulties as broken engagements, long delays on appoint- ments, etc., which so often break up the interviewer's day. 7. A pleasant voice with good clear enunciation is a distinct asset. Much talking must be done over the telephone in connection with making appointments and a good first impression is invaluable. 8. Health is an important factor, as interviewing is an exhausting pursuit, both physically and mentally. 9. The interviewer needs a great deal of poise in order to cope with the widely varying temperaments which are sure to be en- countered in any extended interviewing. At this point in the study four printed forms were ready for use in interviewing-the duty list (table 6), the time chart (Exhibit B), the list of qualities (Exhibit C), and the interview questions (Ex- hibit D) which follow. EXHIBIT D QUESTIONS ASKED IN FIRST INTERVIEW WITH SECRETARIES I. a. In what year did you leave school? you b. What training did you have for this work? c. Have you ever thought of any subject in which training? That is, have you ever, in your work, had had certain other training in school? What? have used it? II. a. What was your first job? wish you had had wished that you How would you When was it? What was your salary? b. What positions have you held between the first and your present? Can you give them to us in the order in which you held them? c. What is your present position and salary? d. What is your next step? e. (Added after about 75 interviews had been held). Will you give us an idea of work which you feel your employer might turn over to you, which you think you could handle, but which he does not give you to do? 26 SECRETARIAL DUTIES AND TRAITS III. In changing from ―to — (here mention two different positions, if any) did you find any differences in the work? What? IV. a. Does your employer ever call you into conference-ask your advice or opinion on matters? Will you give us a specific example? b. Do you have to decide questions for other members of the office force? What sort? c. Will you give us an example of the sort of "headwork” you do, as opposed to the work you do with your fingers, merely routine work, like copying letters. V. a. Do you think of any specific things which you have done in any of your positions which seemed to please your employer very much? What? b. Do you think of some times when you did things which did not please him? What sort of things were they? VI. Will you run through this list of qualities and rate yourself on them, using plus if you think you have a quality to a decided degree, O if you think you have the quality to only an average degree, and if you think you are weak in that quality. - VII. a. Will you run over this list of duties and check those which you have to do? b. Will you keep the list on your desk this next week and check any other things which you may perform in that time which you have not checked now. c. If y you think of things which you have to do which are not on the list will you jot them down on the bottom of the list or along the side? VIII. a. Will you run through the list again and place a plus mark after the duties which were the hardest for you to learn? (This refers not only to duties which you are now performing but to any of those duties which you have ever performed in any office position.) b. Go over the list again and put a minus after those duties which were the easiest to learn. (This refers not only to duties which you are now performing but to any of those duties which you have ever performed in any office position.) Both a and b mean, of course, not the things that are the hardest and easiest now but when you first started in office work. IX. a. Will you go through the list again and put a J after the duties which you think must be learned on the job—that is, for which no school training can be given. b. Will you go through it again and place an S after those duties for which training can be given in school, to your mind. X. Can you suggest another secretary or several others in your line of work who would be good to interview for this study? 2. SELECTION OF INTERVIEWEES In sampling the field from which secretaries were to be inter- viewed it was decided to give major attention both to the individual ANALYSIS OF SECRETARIAL DUTIES 27 secretaries selected and to the occupational distribution of the employers. Occupational Distribution of Employers of Interviewees. Selec- tion according to occupational distribution was based upon the occupational statistics found in the United States Census Report. Tabulation of the specialized types of occupations which might em- ploy stenographers and secretaries revealed the fact that, with a small amount of overlapping, four general classes would include them all-General Business, Institutional, Professional, and Govern- mental. The distribution of the one hundred and twenty-five secretaries interviewed is as follows: Manufacturers. Department stores. Banks.... Coal companies. Financiers.. Private estates. Public utilities.. Brokers.. Insurance. Drug stores. General Business (66) Builders and contractors. Public stenographers. Railroads. • 15 9 8 3 3 3 2 ∞ 4 ∞ ∞ ∞ ∞ 2 2 2 2 2 1 Lumber.. Baker Ice company • • Newspaper. Printer.. Adding machine agency. Hotel... 1 1 1 1 1 1 Real estate. 1 Music store. 1 Institutional (34) Colleges. Schools (public and private). Churches.. Hospital.. Miscellaneous institutions. Political and welfare organizations. 12 3 3 1 10 LO 5 28 SECRETARIAL DUTIES AND TRAITS Lawyers.. Doctors. Architects. Judge. Dentist... Professional (17) 7 742 1 1 Photographer. Social secretary United States Bureau of Mines. Federal Veterans' Board. Revenue officer.. State Highway. 1 1 Government (8) 1 1 1 1 1 1 1 1 State Department of Health.. State Employment.. Mother's Assistance Board. Mayor... In a general way, interviews were allotted to the four classes in proportion to the number of secretaries employed in those classes but this numerical distribution was not adhered to too closely be- cause of the greater or less range of duties within these occupational groups. For instance, in the professional group, fifteen might have been the allotted number of secretaries for interview but at the same time have been an unnecessary number because of the similar- ity of work in doctors' offices. The same is true with reference to secretaries and stenographers in legal lines. On the other hand, the General Business and Institutional groups required more than their strict proportion of interviews because of the greater differ- entiation of duties. In the Governmental class, it was found that there is less opportunity for secretarial work than for purely steno- graphic. Government offices are run, for the most part, according to definite regulations which make real secretarial work compara- tively rare in this field. Selecting the Individual Interviewees. In addition to selecting the interviewees from the standpoint of occupation of their employers, an effort was made to secure superior secretaries within each occu- pational field. There were three ways of safeguarding the quality of the list. (1) People known personally to the investigators and recognized as being unusually fine secretaries serving outstanding men were chosen for initial interviews. (2) These, in turn, furnished the names of others whom they knew and who, in all probability ANALYSIS OF SECRETARIAL DUTIES 29 were in their own general class of ability, education, and professional success. (3) Secretaries to outstanding men were chosen because outstanding men, as a rule, require higher standards of performance. Moreover, something of the efficiency of secretaries may be deter- mined from salaries received and from years of experience. Of the one hundred and twenty-five secretaries interviewed, twelve were in New York and the remainder in Pittsburgh. The edu- cational spread of the secretaries interviewed may be seen from table 1. The secretaries interviewed were women, with one excep- tion, and the spread of age was from twenty-two to fifty. 3. THE TECHNIQUE OF THE INTERVIEW Arranging for the Interview. After the name and position of a secretary had been obtained, the next problem was to make an appointment for an interview with her. This was done in one of two ways-by telephone or by a personal visit to her office. While the short personal call gave the interviewer an opportunity to size- up the secretary and determine her worth for an interview, it was exceedingly time-consuming and had the additional disadvantage of creating an awkward situation-i.e., if the secretary did not ap- pear to be one whom it would be worth while to interview, the interviewer had difficulty in avoiding an interview after the secre- tary had expressed her willingness to be interviewed. This method was, therefore, abandoned in favor of the telephone. Over the telephone just enough could be told the secretary to excite her curiosity and make her more anxious to be interviewed. A little subtle, but well-directed flattery could be used in mentioning that only the best secretaries in the city were being interviewed, and that Miss So-and-So had mentioned her name as one who could give us valuable assistance. Then the interviewer usually asked 'Could you see me for fifteen or twenty minutes today or tomor- row?" It was wise to mention that the research was being done by Dr.- of the University of Pittsburgh. The name of a respected university carried much prestige in many interviews. It was un- necessary and unwise to mention that there would be a second inter- view when arranging for the first, or that the first interview would take more than half an hour. Notwithstanding this, very few of the first interviews were less than an hour, and it was possible for a second to be arranged at the completion of the first; if the secretary could not see that another was necessary to finish the "6 30 SECRETARIAL DUTIES AND TRAITS work, she was probably very little interested and a second call would not be profitable. Holding the Interview. The technique of holding the inter- view is not so simple as that of arranging for it. To begin with, the chances are that the interviewer and interviewee have never seen each other and their only intercourse has been the brief tele- phone conversation arranging the apointment. Fortunately, it was the experience of the interviewers that many secretaries had small offices of their own where they could talk uninterruptedly and without reserve. Those who shared offices with their employers usually managed to choose an hour when the employer was out of the office. The next difficulty that faced the interviewer was the tendency on the part of the interviewee to ramble, to give irrelevant infor- mation. The best method to follow in this case was to permit the secretary who wished to ramble to do so on the first part of the interview. This established harmonious relations and in a short time the secretary would usually awake to a realization of the fact that the interviewer had been silent for some time. Then she would say, "But perhaps this isn't what you want." Then the inter- viewer could turn her attention back to the matter in hand by her next direct question. She could frequently say "That is so in- teresting, but—" and then explain what information she must have to answer her question. The purpose of the study was explained quickly and succinctly, and the interviewer was careful not to do any unnecessary talking herself. She dare not, however, run out of questions, (as was reported by one interviewer.) Silence meant but one thing to the interviewee the interview was over. -the interview was over. If enough questions were put to a secretary in rapid succession she would soon weary of them and begin to talk of her own free will, which was desirable on certain types of question. One thing common to all the secretaries was the unshakeable belief that her particular job was absolutely unique and that the information she gave could scarcely be helpful as it was not representative. It was necessary to submit to this belief rather than to argue about it, and to explain in a tactful way that her experience, while unusual, would be very helpful, because a picture of the entire field was desired and we would need to know what the duties of the exceptional job were as well as those of the ordinary office secretary. ANALYSIS OF SECRETARIAL DUTIES 31 In the second interview on method no time was wasted in getting acquainted, the secretary knew exactly what was wanted of her. The chief difficulty here was to get the secretaries to tell "how" they did a duty, and not merely that they did do it, or that they often had to do it. The value of even minute detail had to be en- larged upon. In this type of interviewing, the interviewer had to be firm and persistent because the secretary must be pinned down to a definite time for the interview and must be held to definite answers to ques- tions. Time for Interview and Write-up. For those who use the inter- view as a method of investigation, the following time table will be of interest: Length of time of interview and write-up in minutes LONGEST SHORTEST AVERAGE First interview. First write-up. Second interview. Second write-up. • ... First interview and write-up. Second interview and write-up. 150 15 60 135 15 63 90 15 48 105 15 53 270 30 123 210 15 101 In general, it takes about as long to write up an interview in the form in which it was used in this investigation as it does to conduct the interview, without counting the time spent in waiting. While the average time of the interview and write-up is approximately two hours, it cannot be concluded that as many as four interviews per eight hour day can be conducted, because of the time that is spent in making appointments, going to appointments, and waiting. As a matter of fact, the two interviewers who obtained 125 first interviews and 110 second interviews and wrote them up, were employed steadily for three months and in addition spent a month in training and in preparing preliminary material. If we do not count the time of training and consider only the actual months spent in interviewing, we should have six months of one person's time spent to obtain 235 interviews from 125 secretaries. Or, they obtained an average of about 40 interviews a month per person, which is approximately three interviews in two working days. This small number of interviews per day takes account of the clerical 1 · 32 SECRETARIAL DUTIES AND TRAITS work, the write-up and the endless details which were necessary in order to keep the material checked up in usable form. The difficulties can be best illustrated by a typical day. The interviewer started downtown at 9 o'clock for a 9:30 interview. She interviewed from 9:30 until about eleven and conducted a second interview from eleven until 12:30. Allowing an hour from 12:30 until 1:30 for lunch, she arrived at the office at 2 o'clock and spent an hour telephoning for new appointments, and recording the ap- pointments just filled. She then wrote up interviews until 5 o'clock or 5:30. It sometimes happened that the interviewer obtained as many as four appointments for one day. In such cases she interviewed all of that day and spent the following two days writing up inter- views and doing clerical work at the office. Interview Records. Each question was written up on a separate sheet, and each sheet was identified with the number of the ques- tion to which that sheet referred, and a Roman numeral indicating the number of the interviewee was added. This identification was desirable in order that the sheets might be separated or sorted in a number of different ways and that it might be possible to go back at any time to the code sheet for other data. The top sheet which was attached to every interview is introduced as Exhibit E. The name in the lower corner indicates the interviewer. As soon as an interview had been transcribed one of these code sheets was filled out and attached securely to the interview. The phrase "time study" which is found near the bottom of the sheet indicates the time chart (Exhibit B). Code No. Name... Position. EXHIBIT E CODE SHEET ATTACHED TO INTERVIEW Business address... Date of first interview. Date of second interview. Time for first interview. Time for second interview. Time to write up first.... Time to write up second. Time study?.... • Halbert. ANALYSIS OF SECRETARIAL DUTIES 33 The Second Interview. During the first interview arrangements were made for secretaries to retain a duty list for one week and to continue to check such additional duties as might occur to them. The second interview, which was necessary in order to collect the lists, was used to secure information relative to methods of per- forming the various duties. No specific questions were framed for this interview. The interviewer merely ran down the list of duties which the secretary had checked and asked "How do you do this?” or "If you were teaching a new girl to do your work how would you tell her to do this?" keeping specific method in mind as her objective. As a result of this second interview, which was held with one hundred and ten secretaries, a body of method was collected which should prove of interest and value, when the task of working out a secretarial curriculum is undertaken. On the next page will be found a tabulation of the number of statements of method which were obtained under the various classes of duties. All of the figures except those found under the heading "general method" will be understood to be statements of method which apply to specific detailed duties under the various headings to be found on the duty list. Under the caption "General Method" will be found the following items: Dictation, Transcription, Filing, Typewriting, and Financial. Under these headings will be found the numbers of statements of general method which were ob- tained. That is, method was obtained in these cases, not upon dictation of letters, (a detailed duty under dictation), but upon dictation in general; in a similar manner general statements of method for transcribing, filing, typewriting, and financial work were obtained. Summary of methods collected in second interview Statements of specific methods: Mailing duties. Taking dictation. Transcription.. Typewriting... Filing……………… Duties connected with filing, indexing, etc.. Telephone duties……….. Editorial duties... Duties involved in meeting and handling people. Financial and bookkeeping duties. Clerical duties... Miscellaneous duties and personal services for employer.... 111 44 15 46 14 36 115 127 · 110 17 96 46 34 SECRETARIAL DUTIES AND TRAITS Statements of general methods: Dictation... Transcription. • Filing...... Typewriting.. Financial.. 62 30 50 29 3 4. ANALYSIS OF RETURNS FROM INTERVIEWS For clarity of description it is advisable to discuss together in this section both the purpose of the questions and the answers col- lected. Question I. (a) In what year did you leave school? (b) What training did you have for this work? (c) Have you ever thought of any subject in which you wish you had had training? That is, have you ever, in your work, wished that you had had certain other training in school? What? How would you have used it. The purpose of this question was to discover what subjects might be added to the school curriculum of secretaries in order to improve their preparation. The first two parts of the question were asked primarily because they were easy to answer and so put the secre- tary at her ease, and secondarily because they led the secretary's mind naturally to Part (c) which requires considerably more thought to answer. The subordinate question, "How would you have used it?" was inserted to make sure that there would have been some use for the subject in the secretary's work, and to guard against including subjects which would have had a bearing only on the personal life of the secretary rather than on her work. A table which has been compiled from the answers to this ques- tion follows immediately as table 1. In this table the year the secretary left school, her schooling, her present job, and the subjects which she wishes she had had, are listed. The job which she holds at present is inserted in this table for the sake of showing the relation between what she wishes she had had in school and the work she is doing, although her present job was not obtained from Question I. The columns in table 1 which bear the Roman numerals up to six are coded as follows: I. Trained in a college leading to a degree in secretarial work II. Regular college training plus some business school training III. More school training than high school, plus business school ANALYSIS OF SECRETARIAL DUTIES 35 SECRETARY YEAR LEFT SCHOOL TABLE 1 Analysis of supplementary schooling desired by 107 secretaries 1 1922 x 2 1921 I II III IV ▼ VI PRESENT JOB SUBJECT DESIRED X Stenographer in brok- Training in broker's er's house terms, etc. More shorthand, bus- 3 1921 X neers 4 1921 x 5 1920 x 6 1920 x 7 1920 X 8 1920 X 9 1920 10 1920 11 1919 X 12 1919 x 13 1919 x 14 1919 X iness letter writing, office organization Secretary to engi- Banking methods, bookkeeping, letter writing, memory training Secretary, Carnegie Training in self-con- Tech Secretary to lawyer Secretary to person- nel director-pub- lic utilities com- pany fidence, more Eng- lish, handling tele- phone messages None Writing reports, mak- ing up forms for meeting people, answering telephone tion Secretary to dean in More general educa- university Secretary to director | Spanish, knowledge of international tour company x Secretary to director of special schools of art Training in remind- ing employes of things Secretary in business Training in accuracy school and concentration Secretary to retired Bookkeeping, more financier Secretary to director of institute of fine arts Secretary to execu- tive, secretary of social organization x Secretary to super- intendent of hos- pital English Art appreciation, more academic work None Training in discretion and judgment 36 SECRETARIAL DUTIES AND TRAITS SECRETARY YEAR LEFT SCHOOL 15 1919 16 1919 TABLE 1-Continued I II III IV VI PRESENT JOB SUBJECT DESIRED X 17 1918 X Secretary to director of dining room in Y. W. C. A. x Secretary to manager X of ice company Business English, buying equipment Bookkeeping, lish grammar, Eng- drill in mental arith- metic Secretary to doctor Income tax work, medical vocabu- lary, more English 18 1918 X Secretary to architect Knowledge of art periods, interior decorating, making tracings, charts, etc. 19 1918 X of hotel Secretary to manager More English, letter writing, Latin, French 20 1917 X Secretary to lawyer Latin, more English, filing systems, 21 1917 22 1917 X 23 1917 X 24 1916 X 25 1916 X 26 1916 X 27 1916 X Secretary to interior decorator in de- partment store Secretary to manager of insurance com- pany Secretary to broker Secretary to minister Assistant cashier of insurance company Secretary to comp- troller of a college x Secretary to officers of department store grammar punctua- tion Letter writing, train- ing in making up of order sheets More English, book- keeping None More shorthand, some bookkeeping None More shorthand, office practice, meeting callers, answering telephone Office etiquette, office appliances, use of memory training, knowledge of hu- man psychology ANALYSIS OF SECRETARIAL DUTIES 37 SECRETARY YEAR LEFT SCHOOL 28 1916 29 1915 I II III IV 30 1915 X 31 1915 32 1915 X 33 1915 34 1914 X 35 1914 X 36 1914 X 37 1914 X 38 1913 X X X > TABLE 1-Continued VI PRESENT JOB SUBJECT DESIRED X Secretary of adver- tising firm Secretary to officers of department store Letter writing, talk- ing to and getting information from clients Bookkeeping, Secretary to educa- More shorthand tional director of institution filing Secretary to patent Bookkeeping, French attorney X Secretary to architect Memory and concen- tration, accuracy, using head Secretary to minister Handling people, Secretary to dean of engineering in a university Secretary to execu- tive secretary of political organiza- tion Secretary to dean of engineering in a university Secretary to manager of public utility company Secretary to presi- ident of large book store Secretary to theatri- how to operate mimeograph and addressograph, more history and literature Economics, book- keeping, chemistry, physics None Training in inter- viewing, lettering and printing on charts, maps, etc. electricity Physics, Office appliances, more English, mem- ory training None 39 1913 X cal producer 38 SECRETARIAL DUTIES AND TRAITS SECRETARY YEAR LEFT SCHOOL 40 1913 I 41 1913 X II III IV X > TABLE 1—Continued ΤΙ PRESENT JOB SUBJECT DESIRED Secretary to secre- tary of Carnegie Corporation Secretary to director of fund Languages, English more Accounting, printing including proof reading, style, size of type, letter writ- ing, meeting people 42 1913 X Secretary to photog- Banking methods, rapher income tax, letter writing, training in value and impor- 43 1912 tance of reticence More general edu- cation 44 1912 X 45 1912 x 46 1912 47 1912 48 1911 X x Secretary to presi- ident of department X X store Secretary to society More shorthand woman Secretary of an estate Secretary to presi- ident of depart- ment store Secretary to real es- tate company Secretary to officers of manufacturing company Law, banking Knowledge of legal terms, more Eng- lish, training in meeting people Commercial law English spelling grammar, punctu- ating, more short- hand Bookkeeping, ac- 49 1911 X Secretary to presi- dent of coal com- pany None Secretary to director 50 1911 X of college 51 1911 X 52 1911 Secretary to collec- tor of revenue countancy, busi- ness English Character reading, understanding hu- man nature, filing systems X Secretary to printer None ANALYSIS OF SECRETARIAL DUTIES 39 SECRETARY YEAR LEFT SCHOOL 53 1910 I TABLE 1—Continued II III IV V ΤΙ PRESENT JOB SUBJECT DESIRED 54 1910 X 55 1910 56 1910 57 1910 58 1910 X 59 1910 X 60 1909 X 61 1909 X 62 1909 63 1908 X 64 1908 X X X Secretary to officer of public utility company Secretary to vice- president of steel company Secretary to case workers in social agency More English, busi- ness letter forms, bookkeeping, more shorthand More general educa- tion, business law More general educa- tion X Secretary to business More English manager of educa- tional institution X Secretary to dentists Some training in ini- tiative Secretary of mining | Training in engineer- bureau Secretary to presi- dent of building company Secretary to presi- dent of drug com- pany ing vocabulary, chemistry Plumbing vacubu- lary, more English, use of switchboard, answering tele- phone Accounting, business law, more short- hand, typewriting -personality course Secretary to director of trades schools X Secretary of Penn- sylvania State Em- ployment Bureau Secretary to vice- president of steel company Secretary to presi- dent of steel com- pany Filing, cles cataloging, arti- abstracting More general educa- tion Law training, ac- counting, book- keeping More shorthand, training in social forms 40 SECRETARIAL DUTIES AND TRAITS TABLE 1—Continued SECRETARY YEAR LEFT SCHOOL I❘ II III IV Y VI PRESENT JOB SUBJECT DESIRED 65 1908 X Secretary to officer Carnegie Corpora- tion 66 1908 X Secretary to officer of Rockefeller Foun- dation 67 1908 X club bookkeeping, more English, train- ing in research Library cataloging, accounting, French, punctuation, spell- Secretary of civic More English gram- Law, ing mar, more cultural training in appre- ciation of litera- ture, music drama and 68 1908 X store Secretary of music | More education, bus- iness English 69 1908 X Secretary to presi- None 70 1907 X 71 1907 X 72 1907 73 1907 X 74 1907 75 1907 76 1906 X X dent of baking com- pany Secretary to presi- dent of trustees organization Secretary to head of Printing training, making up dummy, etc., office etiquette, meeting people More general educa- chain of libraries tion X Secretary to execu- More education, tive secretary French, Spanish, of large organiza- tion Secretary to sales manager of brass company training in express- ing oneself None X Secretary to presi- Bank practices, writ- dent of depart- ing checks, etc. ment store Secretary to x-ray Meeting and hand- doctors Bond saleswoman ling people Banking training, accounting, bank practices ANALYSIS OF SECRETARIAL DUTIES 41 SECRETARY YEAR LEFT SCHOOL 77 1905 TABLE 1-Continued I II III IV V VI PRESENT JOB SUBJECT DESIRED 78 1905 X 79 1905 80 1905 81 1904 X 82 1903 83 1903 X 84 1903 85 1903 X 86 1903 87 1903 X 88 1902 X 89 1901 90 1901 X 91 1901 X X X Secretary to lawyer Latin, more English, Secretary to women's city club X X Secretary to treas- urer of drug com- pany meeting people, answering telephone English language, more general edu- cation More English, ac- counting, commer- cial law Secretary to two doc- | Latin tors Secretary of League None of women voters Secretary to vice- president of trust company Educational mission Latin, commercial law, bookkeeping com- None X dent of plate glass Banking, more gen- eral education Secretary to presi- X company Secretary to presi- None dent of depart- ment store Secretary to manager of publishing com- pany Secretary to presi- dent of coal com- pany More education, busi- ness English Bookkeeping, Latin, commercial law Secretary to vice- Bookkeeping president of bank Secretary to officers of bank Secretary to execu- tor of big estate X Secretary to presi- dent of steel com- pany Slight law training, accounting course, bookkeeping More academic work, psychology course, English grammar More general educa- tion 42 SECRETARIAL DUTIES AND TRAITS SECRETARY YEAR LEFT SCHOOL I II III IV > TABLE 1—Continued VI PRESENT JOB SUBJECT DESIRED 92 1901 93 1901 X 94 1901 X 95 1900 96 1900 X Secretary to retired broker Bookkeeping, hand- writing, more gen- eral education Public stenographer French, Latin, gram- mar, spelling, office etiquette Secretary Veterans More English, spell- Bureau ing, more short- hand X Secretary to lawyer General education, X Secretary, adding 97 1899 X 98 1899 X 99 1899 100 1898 101 1898 X 102 1896 X machine company Secretary to officers of coal company Secretary to presi- dent of manufac- turing company x Secretary, Hero Fund X Secretary to treas- urer of railroad Secretary to officers of lumber company bookkeeping More English, arith- metic, office eti- quette English, more type- writing More general educa- tion More education, Ger- man, French, value of reticence Proofreading, book- keeping, Latin, French, commercial geography, more English, spelling, elementary eco- nomics English grammar, sentence construc- tion Secretary to lawyers Legal filing, Latin, 103 1893 X Executive secretary of large estate business etiquette, meeting people Law course, book- keeping, correlat- ing bookkeeping data ANALYSIS OF SECRETARIAL DUTIES 43 SECRETARY YEAR LEFT SCHOOL TABLE 1—Concluded I II III IV ▼ ΤΙ PRESENT JOB SUBJECT DESIRED 104 1893 X Public stenographer Business etiquette, 105 1891 X 106 1890 X 107 1888 X Secretary to vice- president of pipe company Secretary to employ- ment manager of department store Secretary to vice- president of bank training in logic, abstracting mate- rial, more general education Commercial arith- metic, more Eng- lish Banking methods, practices Bookkeeping, more English, French, Latin, Psychology, commercial law IV. High school and business school V. Commercial high school VI. Grammar school and business school The table should be read as follows, using the first line as an ex- ample. Secretary Number 1 left school in 1922. She received her training in a college leading to a degree in secretarial work (as, for example, Simmons College), she is at present a stenographer in a broker's firm and wishes she had had training in the terminology of the brokerage business. The information in table 1, which was obtained from 107 secre- taries, cannot be easily tabulated in a very precise form, but one who is interested in trying to discover certain trends in the defi- ciencies of the courses from which these secretaries graduated will find assistance in making the examination along the following lines. In the first place, it may be of interest to compare the deficiencies with the years of leaving school, i.e., the group which left school within the past five years, as shown in the upper nineteen of the list, may be compared with the group that was graduated twenty- five or thirty years ago. In the second place, comparison may be 44 SECRETARIAL DUTIES AND TRAITS TABLE 2 Supplementary training desired by ninety-eight secretaries TRAINING DESIRED English: More general training in English... Business letterwriting.. English grammar. Spelling.... Punctuation.. Vocabulary of various occupations.. General Secretarial: • Printing knowledge-type, proofreading, etc.. Writing reports... Digesting articles….. Making forms for reports. Making blueprints, charts, etc... • NUMBER GROUP TOTAL 20 26 10 7 5 3 • 4 55 31 3 1 1 Lettering and printing. • Handwriting.. 1 1 More shorthand.. Typewriting... Filing.... Business etiquette and office practices. Use of office appliances.. 10 2 4 10 3 Buying office equipment. 1 Use of switchboard.. 1 Library cataloging. 1 Answering telephone….. 6 49 Accounting, Statistics: Bookkeeping.…… 21 Correlating bookkeeping data. 1 Accounting... Income tax.. Mental arithmetic.. ∞ 23 LO 8 5 40 Banking and bank practices.... General Education: More general education (cultural background). Knowledge and appreciation of art… Logic...... Economics.. Commercial geography. Chemistry. Electricity. • • Physics... Church history. Psychology. ... 20 3 1 2 1 1 1 2 1 4 36 ANALYSIS OF SECRETARIAL DUTIES 45 TABLE 2-Continued TRAINING DESIRED Personality: Developing personality. Meeting people... Handling people.. Memory training. Concentration. Languages: French..... Spanish.. German. Latin. Law: Commercial..... Legal filing.. · NUMBER GROUP TOTAL 1 • 10 5 5 LO M 3 24 8 3 ∞ ∞ ∞ 2 10 23 12 1 13 made between their present job and the things in which they are deficient the secretary to a lawyer feels the need for legal filing methods, which is not felt by the secretary to the president of a coal company. In the third place, by running down the columns for each of the types of education, as, for instance, the graduates of a secretarial college, it is possible to make a comparison of their feelings of deficiencies with those who have been graduated merely from grammar school and a business college; this can be done by noting the checks in the columns coded with Roman numeral ›. Table 2 contains a summary of the items mentioned in the ex- treme right-hand column of table 1 without regard to the year of graduation, the type of schooling, or the occupation of the employer. It covers only 98 secretaries who expressed a wish for supplementary training, and should be read as follows, using the first group as an example: of the 98 secretaries 55 expressed a desire for further training in some form of English. Of these 26 wished for merely general training, 10 wished for business letter-writing, 7 for English grammar, 5 for spelling, 3 for punctuation, and 4 for training in the vocabulary of various occupations. In connection with these tendencies it will be of interest to recall the six types of school training which the secretaries have received. The list preceding table 1 indicates that the first three classes have had some college training, and that the second three have had high school training or less. 46 SECRETARIAL DUTIES AND TRAITS Thirteen secretaries felt that they needed no additional instruc- tion; six of them were college graduates and seven were graduates of high school, or had had still less school training. Their em- ployers' occupations were not of any particular value in throwing light upon the opinion of the secretaries. Twenty-six expressed a wish for better general training in English; twenty were in the lower educational classes (high school or less) and only six had had college training. The feeling of these secre- taries was that if they had had better general English training they could answer more letters, and would feel less awkward in meeting people in critical situations. When we examine the occupations of the employers we notice that for the most part they were profes- sional men and executives holding major positions, men who normally have contacts with the better educated groups of the community. Ten secretaries felt that they would have been benefitted by greater expertness in shorthand. None of these were graduates of secretarial colleges, eight were college graduates (regular academic work), and two were in the high school group. Among the twenty-one who wished for greater knowledge of bookkeeping seventeen were in the high school group, and only four in the college group, while none were in the secretarial college group. In greater detail, none of the graduates of secretarial col- leges felt that they needed more bookkeeping, three of those who had had regular college work plus some business training felt that they needed more bookkeeping, and one of those who had one or two years of college plus business training. Of the seventeen who fall in the high school group, nine were graduates of high school and had had some business training, three had gone to a com- mercial high school, and five had gone through grade school and then to a business school. From the occupational point of view, the professions are not represented except by one secretary to a minister who kept the books of the church, and by one secretary to an attorney, concerning whom we had no information. Twenty secretaries felt the need for better general education; ten belonged to the grammar school group and eight to the two high school groups. Only two college people felt the need for more cul- tural background. On the occupational side, it is apparent that the employers of these secretaries were in the professions or in institutional fields. The ten people who felt that they needed some training in meet- ANALYSIS OF SECRETARIAL DUTIES 47 ing people are divided as follows: seven belong to the high school group and three to the college field, and here again the employers were chiefly in the professional and institutional fields. Eight secretaries felt the need for French: seven were in the high school educational group. In each case an explanation of the need for French is secured from an examination of the occupation of the employer. Of the ten who wished to have a knowledge of Latin, nine were in the high school group and one in the college group. An examination of the occupation of the employers does not reveal any reason for this. While it is true that three secre- taries to lawyers are included, there are also to be found the secretary to the president of a coal company, to the manager of a hotel, to the vice-president of a trust company, to the treasurer of a rail- road, and so on. It is probable, in this case, that the need for Latin was felt because of some personal idiosyncrasy or private interest of the employer. Of the twelve who wished to have greater knowledge of commer- cial law ten were in the high school field. The employers were, naturally, in the field of general business. Comments. It is, of course, obvious that the number of cases studied is not sufficiently large to give an authoritative estimate of the value of the different types of schooling. With this qualifica- tion in mind, it is interesting to note that the group which seems to feel the most strongly the need for supplementary training is made up of those who have been graduated from the regular high school course and have followed it by a business school course. For the most part the returns are what would be expected. The col- lege group feel less need for better training in English and for a general cultural background, while a large number of college people. who did not graduate from secretarial colleges feel that they are deficient in shorthand. It is difficult to draw any conclusions from the information about bookkeeping because the type of bookkeeping in mind is not specified. The foreign language item is clearly based, as would be anticipated, upon the occupations of the employer. Question II. (a) What was your first job? When was it? What was your salary? (b) What positions have you held between the first and your present position? Can you give them to us in the order in which you held them? (c) What is your present position? Salary? (d) What is your next step? (e) Will you give us an idea of work which you feel your employer might turn over to you, which you think you could handle, but which he does not give you to do? 48 SECRETARIAL DUTIES AND TRAITS From the answers to this question three tables were prepared. The first of these, table 3, shows the number of positions held by 108 of the 125 secretaries interviewed. Table 4 shows the first TABLE 3 Number of positions held by 108 secretaries POSITION NUMBER YEAR OF LEAVING TOTAL SCHOOL 1 2 3 4 LO 5 6 1918-1922 3 10 6 1 0 1 21 1913-1917 0 7 8 6 1 1 23 1908-1912 1 4 11 5 4 1 26 1903-1907 1 0 6 7 2 2 18 1898-1902 0 2 3 6 0 3 14 1893-1897 0 1 0 2 0 0 3 1888-1892 0 0 0 0 2 1 3 Total... LO 5 24 34 27 9 9 108 This table is to be read as follows: Of those who left school between 1918 and 1922 inclusive, 3 are now in their first position, 10 in their second, 6 in their third, 1 in the fourth, none in the fifth and 1 in her sixth. TABLE 4 First positions held by 108 secretaries TYPE OF INITIAL POSITION NUMBER Stenographic..... Secretarial.. Clerical.. • Bookkeeper... Office girl.. Research.... Filing clerk.. Typist... Clerical worker and bookkeeper.. 71 13 16 2 2 21 1 1 1 This table should be read as follows: Of the 108 secretaries giving the information, 71 began in stenographic positions, 13 in secretarial, and so on through the table. positions held by each of the 108 secretaries. Table 5 summarizes the information in answer to part (d) concerning position next in line. Part (e) of this question is not taken up in the table but will be discussed briefly in the comments following these tables. ANALYSIS OF SECRETARIAL DUTIES 49 Comments. From table 3 it is apparent that of those who left school more than fifteen years ago (prior to 1908), the median num- ber of positions held is approximately four, including the present position. Six of the 38 people included in this group have held six positions, and one was still in her initial position. It is also TABLE 5 Summary of positions next in line above the position now held From the answers of 115 secretaries to the question "What is your next step?" the following information was drawn off: 70 contemplated no change although they anticipated no advancement except in salary. 10 hoped to work into executive or administrative jobs, although they had no definite openings in view. 3 desired to go into religious education work 3 desired to go into social service work 2 contemplated writing as a future career 2 wanted job as personnel director 2 were studying for university degrees and their future work was uncertain 2 were studying bookkeeping and were looking for jobs 2 were hoping to abandon all secretarial work for research 2 hoped some day to make a living from their musical abilities 2 hoped for some business of their own 2 were marrying and giving up positions 1 had very good chances of becoming educational director of a large institution 1 hoped to continue as bond saleswoman 1 hoped to be a public stenographer 1 wanted to report medical conventions 1 hoped to study medicine in the near future 1 hoped to study law in the near future 1 expected to become treasurer of the firm 1 wanted to be purchasing agent for her firm 1 hoped to be a director of special schools 1 hoped to direct a mine 1 expected to be an interior decorator 1 expected to go West where she hoped for another secretarial position 1 was leaving business entirely and had no idea what her future would be interesting to note that one restless secretary who had graduated since 1917 had been in six positions. We also note that for the total group of all ages only five were in initial positions and the median for the group is approximately three positions, including the present. 7 50 SECRETARIAL DUTIES AND TRAITS If we assume that the 1918-1922 group have been out of school three years then the median number of positions of those who have been out three years is approximately two. If we proceed down table 3 we may say that those who have been out eight years have held three positions, while those who have been out thirteen years have likewise held three positions. Those who have been out seven- teen years have held four positions, while those who have been out twenty-two years have also held approximately four positions and those who have been out longer have held five positions. From this it is obvious that the change in position is most rapid during the first few years. Apparently the secretary changes positions with relative frequency until she either leaves the profession or finds a satisfactory position which is permanent. Table 4 reveals the fact that secretaries are not frequently re- cruited from other positions. Out of the total of 108 secretaries included in this table, 84 have trained themselves specifically for the position in school, before they began their business careers, while 24 have advanced to secretarial position with other types of business experience. Concerning the 24 secretaries who advanced from other positions in the business world, a supplementary analysis yields the following information. Of the 16 who began as clerical workers 6 became secretaries on their fourth positions, four became secretaries on their second position, and one girl became a secretary on her sixth position. One of the two who began as bookkeepers changed to become secretary to a minister on her second position. The other who started as a bookkeeper held two steno- graphic positions and then became a secretary. One of the two who started as office girls held four positions with the same firm, the last being a secretarial position. The other held three different stenographic positions and then became a bookkeeper and in her sixth position, a secretary. The one who started as a research worker became superintendent of a charitable organization, then assistant secretary of a civic club, then personnel director of the women employes of a factory, and finally social secretary to a wealthy The one who started as a filing clerk changed for a steno- graphic position which turned into a secretarial one-and then left to become a bond saleswoman. The girl who began as a typist held two successive stenographic positions, then became a bill clerk and finally secretary in the same firm. The one who started as a clerical worker and bookkeeper began secretarial work in her second position. woman. ANALYSIS OF SECRETARIAL DUTIES 51 Table 5 is particularly interesting because it shows that of the 115 secretaries who provided us with information on this point, 70 contemplated no change of occupation and expected to get additional returns for their labor only through increase in salary. Ten of the group seemingly felt that secretarial experience fitted them for ex- ecutive positions, and had more or less hope that they might some day be transferred to executive work. A glance at the remaining items in table 5 will show that there are no well-marked lines of advancement. It is apparent therefore that, so far as this group is concerned, they feel that the secretarial position is not a stepping stone to other types of work and that one who enters it as a vocation may expect to remain in it permanently. Question II-e, "Will you give us an idea of work which you feel that your employer might turn over to you, which you think you could handle, but which he does not give you to do?" was not asked until practically all of the interviewing had been done; 102 of the secretaries were either not asked it or did not answer. Of the remaining number, it seems that eight had as much responsibility as they had time, strength, and training for; one had as much respon- sibility as she wanted "as she enjoyed her leisure;" two had as much responsibility as there was; two felt that the employer might leave more responsibility upon their shoulders when he himself was on the job, as he threw it all on when absent from the city. Several specific responsibilities, such as meeting callers, making up monthly statements, selling coal, directing shipments, doing all the book- keeping, and so on, are mentioned. The investigators feel that this problem of responsibility would make a future major investigation of great worth in two ways-in making secretarial work more attractive by means of added re- sponsibility and in providing data for the secretarial curriculum. Since salary is always a point of interest in any occupation, it may be of interest to state that in the group interviewed the salaries ranged from $90 to $333 a month. The median was roughly $150 the average about $166, the first quartile covered salaries ranging from $333 to $200, the second from $200 to $150, the third from $150 to $125, and the fourth from $125 to $90. This of course covers a group of secretaries whose length of service ranged any- where from one year to thirty-five years. At the same time it should be stated that the amount of money actually drawn does not tell the whole story, as in many cases there were perquisites, 52 SECRETARIAL DUTIES AND TRAITS such as free tuition and trips, or factors such as longer vacations, shorter hours, etc., which increased the amount of compensation received, even though it were not represented by actual cash. Since this is not primarily a study of lines of promotion the fore- going material is presented merely as an interesting by-product which was collected in our attempt to obtain a picture of the ex- perience of the secretaries whom we interviewed: it is hoped that it may be of interest to students of employment who have collected similar information in other localities. Question III. In changing from to (here mention two different positions held by the secretaries, if they have held more than one) did you find any differences in the work? What? The material from this question was used as a source for obtaining duties which were not mentioned elsewhere. The study is not sufficiently extensive to establish any conclusions of a comprehensive sort. However, the investigators feel that if such a study were carried on as a major investigation, it would yield results which would be both interesting and important for vocational counsellors and curriculum makers. Question IV. (a) Does your employer ever call you into conference- ask your advice or opinion on matters? Will you give us an example? (b) Do you have to decide questions for other members of the office force? What kind? (c) Will you give us an example of the sort of "headwork" you do, as opposed to the work you do with your fingers, merely routine work-like copying letters? This question was intended to draw out duties which were less routine and might not be secured by means of the duty list. Of the 125 secretaries who answered Question IV-a, thirty-one . replied that their employers did not call them into conference about anything whatsoever. Replies of the remaining 94 give some in- teresting facts. Twenty-three said that their employers called them into conference "about everything," the most frequent statements being; (1) obliged to act in employers absence and must, therefore, be kept in close touch with all phases of the business: (2) they had to take the employer's place in meetings; (3) they were hired to straighten out the employer's affairs and must, therefore, know all about his work; (4) they had to act as co-ordinator between the employer and the outside office. Thirty-eight were consulted on office methods and management, including hiring of new employes, ANALYSIS OF SECRETARIAL DUTIES 53 solving problems of women workers, purchase of office supplies and equipment, priority of work, standardizing work, and so on. Certain other tendencies that may be noted are that the secretaries are frequently called in on matters of publicity or advertising, getting out new catalogs, posters, invitations, announcements, and so forth; they are called into conference upon matters which concern the employer's private charities or organizations in which he is in- terested; they are called in on matters of general business policy; they are called in about insurance, investments, bookkeeping, agenda for meetings; they are called in to discuss the phrasing of letters, whether a letter should be followed up, whether it "makes sense,' and so on. Part (b) of Question IV is not rich in illustrative material on the question of what matters the secretaries have to decide for other members of the office force. It does, however, reveal a certain amount of supervisory work performed by the secretaries. Of the 125 who answered this part of Question IV, 72 did not have to answer questions or decide matters for other members of the office force. Six said that they had to decide matters of punctua- tion, spelling, sentence construction, the form of letters, etc., for stenographers and clerks. Three had to distribute work among the other members of the staff. Nineteen directed the work of one typist or stenographer, who asked questions with regard to all phases of office work. Eight secretaries planned the work of two stenographers and answered all their queries. Two secretaries planned the work of three girls, two supervised five girls, one had charge of six stenographers, one had charge of fourteen girls, and one supervised all female employes of the organization, which neces- sitates settling disputes of various kinds, answering questions, and so on. Some of the people whose questions must be answered by the secretaries are workmen, maids, printers, voluntary workers, salesmen, special teachers, and outsiders doing work for the em- ployer. Part (c) of Question IV yielded a varied list of activities which involve "headwork." The term "headwork" is used because it has a rather specific popular meaning. When we asked the secretary for examples of headwork, we had in mind work which involved the use of her intelligence or judgment rather than merely routine work in which she followed directions. Our desire was to get a picture of the work that she was called upon to do which was above the 54 SECRETARIAL DUTIES AND TRAITS clerical plane. Only nine of the 125 secretaries denied having responsibilities which involved "headwork." Of the one hundred and sixteen who gave examples of the sort of mental work which they did, forty-eight mentioned writing letters which had not been dictated (composing letters). Sixteen had to do bookkeeping which involved "headwork," ten had to make up the returns for income taxes and two for inheritance taxes. Fifteen had to exercise "head- work" in meeting and handling people. Ten had to take care of the details incident to publicity of various kinds; twelve had to interview applicants for positions and hire employes; seven spoke of the "headwork" involved in supervising other employes-clerks, stenographers, etc. In addition to these general tendencies are found many matters of specialized nature, applicable only to the particular business in which the secretary is employed-such matters as credits and courses in school work, opening new accounts, church affairs, plans for an alumni paper (in a college), hotel management, social work, ability of patients to pay bills, and so on. Seven had the work of making up forms for minutes, reports, and so on; seven handled the em- ployer's personal financial business; six made up reports for direc- tor's meetings; seven had to keep a watchful eye on investments and four made investments; eight took care of the employer's in- surance; five had the responsibility of checking bills and keeping down expenses. These are only outstanding examples of the headwork involved in secretarial work, and it must be noted that these figures do not mean that only eight of the secretaries take care of the employer's insurance; it is highly probable that many more of the 125 do this, but eight happened to use this as an example of headwork. The entire list, ranging as it does from highly technical financial duties to acting as hostess at teas, will be of interest to secretaries, em- ployers, and teachers of secretarial work. Question V. (a) Do you think of any specific things which you have done in any of your positions which seemed to please your employer very much? What? (b) Do you think of some times when you did things which did not please him? What sort of things were they? This question was inserted for use in connection with material obtained from employers in the quality analysis, therefore, the answers will be considered at the proper point in the trait study (the second part of this report). ANALYSIS OF SECRETARIAL DUTIES 55 Question VI. Will you run through this list of qualities and rate yourself on them, using plus if you think you have a quality to a decided degree, O if you think you have the quality to only an average degree, and minus if you think you are weak in the quality. Question VI was asked in connection with the quality list which is included in this report as Exhibit C. When the question was formulated it was thought that some comparison might be made between the opinions of the secretaries relative to their own abilities and the traits which the employers desired. Ratings were obtained from fifty-one secretaries, but upon analysis it was found that the material could not be used. It was doubtful if their opinions of themselves could be trusted; the list of traits was different from that compiled from the interviews with employers; and there was neither time nor funds to get a complementary rating from the employers of each secretary who rated herself. Question VII. (a) Will you run through this list of duties and check those which you have to do? (b) Will you keep the list upon your desk this next week and check any other things which you may perform in that time which you have not checked now? (c) If you think of things which you have to do which are not on the list, will you jot them down on the bottom of the list or along the side? The purpose of Question VII is obvious. The duty list referred to is found on pages 57-62. This list of duties, as will be seen from the question, was left with the secretaries for some time, to enable them to think of and add duties which were overlooked in the first interview. Question VIII. (a) Will you run through the list of duties again and place a plus mark after the duties which were the hardest for you to learn? (This refers not only to duties which you are now performing, but to any of those duties which you have ever performed in any office position.) (b) Go over the list again and put a minus after those duties which were the easiest to learn (this refers not only to duties which you are now performing, but to any of those duties which you have ever performed in any office position.) Both a and b mean, of course, not the things which are the hardest or easiest now, but which were hardest or easiest when you first started in office work. Question IX. (a) Will you go through the list again and put a J after the duties which you think must be learned on the job—that is, for which no school training can be given? (b) Will you go through it again and place an S after those duties for which training can be given in school, in your opinion? The purpose of Question IX was to explore the possibility of securing from the secretaries an opinion as to which of the duties 56 SECRETARIAL DUTIES AND TRAITS were easy and which hard to learn, and which should be taught in school rather than on the job. The value of such a study is apparent. If it is discovered, for instance, that the great majority of the secretaries believe that a duty should be taught in school or that a great majority believe that another duty could best be learned on the job, these opinions should be given proper weight by those who are responsible for the school training of secretaries. It is recognized, of course, that the opinions of the secretaries may be colored by many considera- tions. For instance, those who had had extended courses in secre- tarial school where the duties which were under consideration were not taught, might not recognize the necessity for teaching them there, while others who had had a less extended course and had had to pick up the method of performing such duties for themselves, might feel that training would not be of particular value because they would not recognize that they might have learned the duty more easily if it had been taught to them during the period of their schooling. On the other hand, it is quite apparent that the opinions of the secretaries who have gone through the task of learning how to perform the duties will be, on the whole, much safer than that of teachers of secretarial courses who have not had as much ex- perience as the secretaries. The study is weakened by the fact that only the original printed list of 166 of the 871 duties is included, by the further fact that only forty-five secretaries participated in this feature of the study, and by the most important limitation-that they marked only those duties which they performed on the present job. The results of this tentative study indicate very clearly to the investigators that a thoroughgoing investigation of these items must be made before the curriculum of the secretarial school can be finally determined with any degree of accuracy. The tabulation of the returns from this question is shown in table 6, which follows. On this table, under the heading Job or School are found five columns. In the column entitled Job is given the number of votes in favor of learning the respective duties on the job. In the column headed School are the votes for learning the duties in school. In the column headed Both is found a number of cases in which it was felt by the secretary questioned that the duty should be learned S is both in school and on the job. In the column headed J+S 1 ANALYSIS OF SECRETARIAL DUTIES 57 DUTY TABLE 6 Analysis of J-S and H-E duties JOB OR SCHOOL Job School Both S H E HARD OR EASY H H+E Mail: Getting mail.. Opening mail... Sorting mail………… 14 21 20 3 mail.. Forwarding mail. Stamping date of receipt on mail.... Stamping name or dept. on Making up mailing list. Checking mailing list.. Taking mail to postoffice. Having mail weighed. Having mail registered.. Stamping envelopes, packages, etc...... Folding circular letters.. Inserting letters in envelopes.. Tying up packages... Dictation: Letters. 18 6 273 CO 13 4 0 16 0 0 1 27 4 0 26 0 0 13 4 0 22 0 0 25 4 0 23 0 0 9 6 40 3 0 12 0 0 17 1 13 Signing for registered mail.. 13 10 44 4 4 50 • 8 3 4 → ∞ 479 CO 43 4 36 9 50 8 50 4 3 2 ∞ ∞ ∞ N 1 6 16 2 0 23 0 0 0 7 0 0 3 0 5 0 0 3 0 11 0 0 2 0 16 0 0 2 0 17 0 0 12 ∞ ∞ or 2 10 45 3 0 21 0 0 5 10 67 1 0 13 0 0 16 67 1 0 22 0 0 9 53 2 0 17 0 0 Articles.. Case Histories.. • · Reports.... Minutes. Speeches. Briefs.. Lectures. Memoranda... Transcription: Letters.. Articles.. Case Histories. Reports.... Minutes.. ~ ~ ~ ~ ~∞ ∞ ∞ w 3 32 91 1 3 18 3 6 8 15 2 63 7 14 2 14 11∞ ∞ IN 83 64 1 3 63 1 83 1 2 7 2 69 1 7 3 10 19 77 1 73 1 LO TŁO 10 7 © Q LO Co TTT2 2 5 20 20 2 1 4 7 44 5 2 71 5 9 36 2 10 6 41 2 4 60 2 0 100 1 5 1 83 3 13 19 211221 31 97 1 2 16 1 85 1 3 Speeches. Briefs.. Lectures.. Memoranda... From dictaphone cylinders.. 6 14 5 14 1 13 5 8 1 2 3 co 5 1 60 2 3 1 2 5 1 2 3 2 - 67 1 3 68 1 4 BB CO LO 20 17 9 25 1 75 3 10 23 2 5 10 33 2 2 1 75 1 0 1 0 0 80 1 5 18 78 1 4 80 1 321 1 75 1 13 13 3 0 100 1 83 1 4 6 40 12 2 21 22 2 • 58 SECRETARIAL DUTIES AND TRAITS DUTY TABLE 6—Continued JOB OR SCHOOL Job School Both S J+S Q H E HARD OR EASY H H+E Typewriting: Letters (copy)……………. Manuscripts.... Letters (not dictated) Financial reports. Specifications... 4 1 26 1 93 1 1 22 4 1 0 10 100 1 27 1 85 1 102 2+ 4 0 0 14 46 1 7 11 . 5 6 12 60 53 Vouchers. 6 8 57 Checks... 4 18 1 79 Periodical reports. 12 Orders. Bills... Receipts.... Briefs... Minutes. Lists... Stencil cutting. 2 10 4 4 2 9 5 1 8 1 35 5 8 2 59 5 9 1 63 10 1 69 4 0 67 2 2 2 − ∞ ∞ 2 − 1 4 6 40 2 4 50 1 2 6 25 2 1 1 15 6 3 3 7 6 54 1 2 1 8 11 3 1 7 13 3 1 1 7 13 3 1 0 100 1 9 1 50 2 5 9 0 64 1 0 10 1 85 1 1 584 • Filing indexing, cataloging, etc.: • Letters.. Reports. Blueprints. Drawings. Briefs... • Case histories. Class records…… • Books (library records). Magazines. Articles.. 0 Speeches. Memoranda. Lectures.. Minutes.. Follow-up files of letters not answered...... Keep card-index of addresses.. Bills.. Orders. Receipts... Shipping orders. Bills of lading.. Vouchers.. 434 LO 7853O21344342 + 7 23 2 74 16 2 64 5 50 4 57 2 100 1 60 80 1 63 5 56 7 62 6 64 2 2 2~O~ ~ 112 ~ −2 − 2 2 2 1 50 1 0 0 20 2 2 26 7 3 O2 2❘ 20 9 3 5 29 2 3 40 2 0 2 0 0 7 22 2 3 3 50 1 1 3 25 2 0 6 0 0 1 7 13 3 0 6 0 0 9 67 1 0 10 0 0 4 4 10 699 67 1 0 4 0 0 1 1 8 11 3 723 co 462242 35 9 69 8 56 7 7 73 62 3 ***ING*8 12 0 11 0 0 0 13 0 0 69 1 1 9 10 3 1 1 7 13 3 50 50 38 2 2 2 3 1 10 9 3 1 1 3 2 233 33 2 25 2 40 2 ANALYSIS OF SECRETARIAL DUTIES 59 DUTY TABLE 6—Continued JOB OR SCHOOL HARD OR EASY Job School Both S J+S Q H E H H+E Get information from libra- Telephone, etc.: Use of telephone-local. Use of telephone-long dis- tance.... Answer telephone. Send telegrams. · Receive telegrams. Send cablegrams. Receive cablegrams. De-code telegrams. De-code cablegrams. 19 12 1 39 2 2 2 1 542 2 1 69 45 63 52 35 15 11 16 13 13 18 11 12 10 7 38 · 6 1 30 6 1 30 7 3 1 10 Relieve on telephone switch- board... Editorial Duties: Arrange for mimeographing... Arrange for binding. Arrange for printing... 2577∞ 1000 234 ∞ ∞ ∞ N 333 3 83 3 57 3 59 Prepare material for printer... 3 3 63 3 8 3 65 2 5 3 77 Read proof..... Read manuscripts.. Abstract articles... ries...... 3 1 29 3 3 132 ∞ ∞ ∞ ∞ ∞ 1 23 4 3 1 27 4 3 1 26 4 3 2 1 20 5 3 3 1 9 10 3 3 0 7 0 0 3 0 3 0 0 3 1 3 25 2 3 1 ΟΙ 5 17 2 2 3 2 56 2 ∞ ∞ ∞ ∞ ∞ 1222TH N 2 LO 5 29 2 2 0 100 1 3 3 50 1 3' 1 75 1 3 4 43 1 1 2 33 2 2 0 100 1 3 4 2 55 2 2 1 67 1 Make up forms for reports, etc..... 4 LO 5 2 54 2 3 1 75 1 Duties Involving Meeting and Hand- ling People: Address a meeting of employes 4 1 20. 1 4 0 100 1 Take part in employes' func- tions... 8 1 1 Act on committees. 6 1 ** 18 14 Meet callers... Handle complaints from callers in office and over telephone. 13 1 20 3 13 3 111 2 3 → 6 25 2 3 50 1 9 15 38 2 7 1 9 4 69 1 Render decisions on questions asked by members of office force..... Hire employes.. Conference with employer. Conference with employes.. Planning work for another. 15 3 11 020 0 0 7 4 0 40 2 1 0 0 6 0 0 1 8 1 1 18 1 4 • .. 624 ∞ ∞ 3 54 33 1 1 2 60 1 25 2 3 57 1 60 SECRETARIAL DUTIES AND TRAITS DUTY TABLE 6-Continued Job School JOB OR SCHOOL Both S +8 H E HARD OR EASY H H+E Duties Involving Meeting and Hand- ling People-Continued: Distributing work among clerks, stenographers, etc.... 13 0 17 0 5 Making engagements and ap- pointments. Financial: Compiling data (statistical).... Prepare personal income tax for employer..... Check up city and county tax statements.. Keep set of books which supply all data for income tax return Prepare and file income tax re- turn.. Keep open file on days on which to clip coupons.. Keep file on days on which in- surance premiums are due... Check up monthly coupons from bonds.. Take care of insurance-per- LO LO сл LO 5 50 1 11 5 32 5 2 20 9 3 3 2 5 47 3 7 1 88 1 3 4 3 54 2 9 0 100 1 2 6 5 61 2 4 4 50 1 3 4 5 53 2 6 2 75 1 0 6 4 71 1 6 1 86 1 3 4 3 54 2 0 LO 5 0 0 5 4 3 47 3 2 5 29 2 3 4 2 55 2 1 LO 5 17 2 sonal property………. 4 3 4 47 3 2 4 33 2 Confer with attorney about settlement of estate………. 5 Make out monthly statements. 5 Make out office checks.... 6 052 121 14 50 30 320 423 0 100 1 4 33 2 5 0 0 Make out household and per- sonal checks………….. 6 4 3 44 3 2 7 22 2 Have servants O. K. household checks. 4 1 1 29 4 0 4 0 0 Give checks to employer for signature.. Keep cash account. 6 3 3 40 • Keep expense account. Send out statements. Deposit checks...... Take care of bank book.. Total monthly sales.. Write receipts.... 6 4 2 43 3 5 3 5 2 ~ 22 1∞ ∞ − ∞ www w 42 3 33 3 6 6 3 77 1 5 6 • 5 4 1 5 3 53 2 1 8 11 3 1 45 3 1 3 75 1 0 73 10 3 0 0 3 0 2 20−−− 87670 5 29 2 0 1 10 9 3 0 22 O 2 2 O 0 ANALYSIS OF SECRETARIAL DUTIES 61 DUTY TABLE 6—Continued JOB OR SCHOOL Job School Both S S+ H HARD OR EASY CI H H+E Q Financial-Continued: Ask for and file receipted bills. 5 3 2 42 3 Check bills and invoices.... ww 21 288 ww 0 8 0 0 8 3 38 3 2 6 33 2 Check and mail stock certif- icates.... 4 1 2 33 3 22 1 67 1 Secure quotations from brokers... Purchase foreign exchange.. Send out invoices for interest on bills receivable... Send out invoices for rents due. Clerical: w w 3 1 3 2 2 3 2 37 45 ww 3 3 42 0 100 1 2 50 1 N W 3 2 2 2 1 43 1 50 3 2 0 0 4 3 0 0 이 ​0 Place telephone memoranda, messages, etc., where em- ployer will see them... 18 7 1 29 4 0 28 0 0 Keep up engagement book or desk calendars... 10 6 1 39 3 0 17 이 ​0 Keep current date on calendars visible... 13 8 1 39 3 0 22 Order supplies for office. 20 4 1 19 4 2 22 이 ​0 21 8 3 Make out requisitions... 15 6 1 34 3 0 19 이 ​0 Get quotations on supplies... 7 5 0 42 3 1 Arrange papers on desk... 16 6 1 29 4 0 22 22 17 13 3 0 0 Miscellaneous: Keep desks supplied with equipment.... Check up on supplies. Take inventory... Make out shipping instruc- tions. Fill out tracers for mail, ex- press, etc...... Place articles on desk in order.... Place records and documents in safe... Make hotel reservations... Make train and steamship res- ervations...... Dust.... Wind clock. 17 12 7 28 LO 6 1 28 6 1 35 3 1 31 со со на 4 0 24 0 0 3 1 13 7 3 3 4 7 36 2 5 4 44 3 1 6 14 2 LO 5 4 44 3 1 7 13 3 13 4 24 4 0 18 0 0 14 0 0 0 1 13 7 3 10 8 1 45 3 0 16 이 ​0 0 ∞ ∞ 2 778 8 0 53 6 47 • 020 234 3 10 23 2 0 12 이 ​0 9 0 62 SECRETARIAL DUTIES AND TRAITS DUTY TABLE 6-Concluded JOB OR SCHOOL Job School Both S 8+ £ HARD OR EASY H E H H+E Miscellaneous—Continued: Take care of flowers. Purchase flowers, fruit, books, gifts.... Write suitable cards.. Write and acknowledge letters of condolence and congratu- lation.. 2 2 0 50 2 0 2 0 0 4 4 15 1 29 56 42 0 7 0 0 4 57 1 73 3 8 73 1 8 4 67 1 Secure list of poor to whom things may be sent.... Apply for automobile and 4 1 20 4 0 3 0 0 driver's licenses.... 7 LO 5 42 3 3 7 30 2 Get theatre, opera, concert, lecture tickets for employer 5 Make out narcotic inventory... 3 Make out grades.... 4 Make hospital reservations... 4 5112 83283 50 25 20 244 ∞ 1 7 13 3 1 1 50 3 0 100 ♡ 11 3 0 3 0 0 Make arrangements for consul- tation.... 6 Assist with laboratory work.. Shave dictaphone cylinders.. 3 · 0 Make notes for next day's work. 9 Errands... Review unfinished business 13 21361 25 4 1 4 20 2 25 4 2 0 100 21 1 80 1 0 1 0 0 40 3 1 11 8 3 7 4 0 14 0 0 file.... 7 3 30 3 3 7 30 2 given the percentage the number of school mentions is of the num- ber of total mentions. In calculating cases, where a figure is found in the column headed Both, it is added to each of the figures in the two other columns. For instance, in Opening Mail which is followed by the figures 21-7-1, the percentage was determined by adding 1 to 21, and 1 to 7, and finding the percentage which 8 is of the total number of mentions, (21 plus 1) plus (7 plus 1) or 30. This gives us 8/30 or 27 per cent. In the column marked Q S the percentages in the column headed are ranked and arranged J+S in quartiles, with the understanding that where the percentage is zero the figure zero is inserted in the quartile column. ANALYSIS OF SECRETARIAL DUTIES 63 Under the heading of Hard or Easy are found four columns. In the column headed Hard are given the number of opinions to the effect that the respective duties are hard. In the column headed Easy are given the number of opinions in which the duty is con- H is given the per- H+ E sidered to be easy. In the column headed centage that the Hard vote is of the total vote. The column Q is arranged in such a way that those which are of greatest difficulty are in the first quartile. Where the difficulty was zero that fact is indicated by the insertion of the figure zero in the Q column. With these facts in mind the table is read as follows: Getting Mail was mentioned by fourteen people as being best learned on the job and by two people as being best learned in school. Thir- teen per cent of the votes were in favor of its being learned in school and this puts the duty in the fourth quartile of preference for learn- ing in school. No person thought that this duty was hard; six- teen people thought that it was easy. The percentage of difficulty was, therefore, zero. Its position in rank of difficulty is, therefore, indicated by the rank of zero. Comments. One who glances casually through this table will notice that in only a few cases is the opinion unanimous for or against learning the duty in school. In many cases, however, the majority vote is for learning items on the job, as, for instance, "sorting mail," "sending cablegrams," "handling complaints from callers in office and over telephone." In other cases the majority vote is equally strong for learning in school, as, for example, in the case of "dic- tation of letters," "transcription of letters," "filing letters." It is interesting to note that in many cases the secretary, though not asked to do so, indicated that the duty should be learned both on the job and in school. For instance, this is true in "transcribing minutes," "arranging for printing," "keeping set of books which supply data for income tax return. Less credence can be given to the opinions rendered on whether a duty was hard or easy to perform, for it was found from the untabulated opinions of the interviewers that the more experienced secretaries were inclined to rate fewer duties as hard and more as easy. It is likely that in a study to determine the degree of difficulty in learning a job, the questionnaires should be put only to relatively inexperienced secretaries whose memories on this point would be more recent and vivid and that the opinion of teachers should have 64 SECRETARIAL DUTIES AND TRAITS weight. It is significant to notice that if we total the number of mentions of hard and the number of mentions of easy duties that on the whole, the secretarial position is a relatively easy position, judged by the opinions of the people who have entered it. Specif- ically the figures are as follows: 319 checks for difficult-1,399 checks for easy. It is quite apparent that this type of study is of fundamental value in the determination of the curriculum for secretarial train- ing. If, in the opinion of those whose judgment is worth while, it appears that a duty should be learned on the job rather than in school, it clearly should not be included in the school curriculum. However, the opinion of a sampling of secretaries is not sufficient; the judgment of teachers in secretarial school and of employers should both be considered. If a secretarial curriculum is to be based upon the methods used in this study, it is necessary to submit the whole list of 871 duties to competent authorities. It may be stated parenthetically that this was not done by the investigators in this study because it would have loaded the check questionnaire too heavily for satisfactory results. Question X. Can you suggest another secretary or several others in your line of work who would be good to interview for this study? The purpose of Question X is obvious, and the only comment which it is desirable to make is to the effect that in asking this question the idea was stressed by the interviewers that what was desired were the best secretaries in the various lines of work. 5. THE FINAL DUTY LIST Preparation of the Final List. After the interviewing had been finished and the interviews written up, a composite list of all the duties which had been collected was prepared. Both interviewers had kept master sheets to which they had added the new duties as they obtained them in each interview. These were checked with interviews, reports, duty lists, time sheets, and all miscellaneous data to make sure that nothing was omitted from the final list. Their composite list contains 871 duties. It is not claimed that it is a complete list of secretarial duties. Duties were still being added when the interviewing ceased and in all probability could be added as long as interviewing continued, but they would be highly ANALYSIS OF SECRETARIAL DUTIES 65 specialized duties, and miscellaneous duties which are not charac- teristic of secretarial work, per se. "" It will be noted that there are exactly the same duties under each of Dictation, Transcription, Typewriting, and Filing, and that there is a twelfth class which is called "Duties Connected with Filing and Indexing. This seeming duplication is due to the fact that in the questionnaire form the duties found under Dictation, Transcription, Typewriting, and Filing were put in a four-column arrangement in which the duties, such as "letters" were listed first, and were followed by four columns headed with the above captions, so that letters could be checked at one time for dictation, transcrip- tion, typewriting, and filing. The materials for filing which did not come under the heads of dictation, transcription, or typewriting had to be put in a separate list, under the head of "Duties Con- nected with Filing and Indexing." This final duty list, classified as distributed for checking is found in table 10, pages 75-96. The letter and directions which accompanied the list follow as Exhibit F. Since this classification was largely a matter of convenience, meticulous care was not used in sorting the duties, but if it should be used for training purposes, sub-classifications and refinements of classification could very well be made. EXHIBIT F This letter and "Directions" were sent out in connection with the final duty list, table 10 To a Selected Group of Secretaries: very Pittsburgh, Pennsylvania, May thirtieth, 1923. We are inclosing a very interesting list of duties performed by secretaries and stenographers, which we obtained by interviewing a great number of the best ones we could find. We need to know now what duties are performed by the greatest number of people engaged in this work. Your school has nominated you as one of a selected group who can give us intelligent help with this study, so we are asking you to check the list of duties as you read it, ac- cording to the directions which you will find on page one. You know how easy it is to put off doing a thing like this unless you do it immediately, so try to do it in the first twenty minutes you have free, whether it is at home, in the office, or on the street car or train. You will find a stamped, addressed envelope inclosed and as soon as you have checked the list get it off to us in the first possible mail. We shall certainly appreciate your help. 66 SECRETARIAL DUTIES AND TRAITS We are doing this work in an attempt to make the course of study for secre- taries and stenographers as practical as possible, and we think the best way to do this is to find out what they actually do on the job and then give training for these duties. If you would be interested in seeing the final results of this study, we should be very glad to send you such material as we get out. Very sincerely yours, LIST OF SECRETARIAL DUTIES DIRECTIONS Please fill in the following blanks First. 1. Name.. W. W. CHARTERS. 2. Amount of schooling: (i.e., grammar school, business school, high school, college, etc.). • 3. Business address.. 4. Title of position now held: (clerk, stenographer, secretary, etc.). 5. Occupation of employer: (i.e., lawyer, manufacturer, merchant, professor, etc.).. NOW PLEASE READ THE FOLLOWING INSTRUCTIONS VERY CAREFULLY You will find attached a long list of duties performed by secretaries and stenographers. Of course no one secretary could possibly perform all these duties while in any one position, but every secretary and stenographer has to perform a number of them, so what we want you to do is this: Go through the list and place a check mark (√) after each duty which you are ever called upon to perform in your present position. You may perform certain duties only once in a long while, or perhaps only in emergencies, but even in such cases, check these duties, as well as those common duties, like answering the tele- phone, which you doubtless perform every day. Do not check any duties which you performed in some previous position but which you do not perform in your present position. In other words, simply put a check mark after all the duties which you ever perform in your present position, no matter how frequently or how infre- quently you perform them. After you have checked the list, please put it into the envelope which is also inclosed and return it to us. 6. OBTAINING A FREQUENCY CHECK Obtaining the Frequency of Performance. Relative frequency of performance of these various duties by secretaries in active ser- vice was secured by means of a questionnaire sent out to approxi- mately two thousand secretaries. The questionnaire was made up of the duty list, found in table 10, the letter of explanation, and the sheet of directions which is shown as Exhibit F. ANALYSIS OF SECRETARIAL DUTIES 67 Selecting Secretaries to whom the Questionnaire Was Sent. Check on duties performed by all classes of secretaries was desired —those who had had only eighth grade and business school train- ing as well as those who had finished in a college secretarial course. At the same time, it was highly desirable to prepare the list in such a way that there would not be too heavy a weighting upon the lower class positions, which would presumably be held by the secretaries with the least training. The sources from which mail- ing lists were obtained are as follows: * Margaret Morrison Carnegie College. * Drexel Institute. * Simmons College. · • • • x Duff's Business College (Pittsburgh) x Miss Conley's Business School (Pittsburgh) x Katherine Gibbs' School (Boston). x Katherine Gibbs' School (New York). x Katherine Gibbs' School (Providence) x The Moser Shorthand College (Chicago). y Schenley High School Commercial Course. y Junior Employment Service (Pittsburgh) L. L. Thurston (Washington). Paul Lomax (Trenton, N. J.)……. Paul Benge (Philadelphia). Mrs. Walsh's interviewees. · Mrs. Halbert's interviewees.. Total.... 150 182 373 179 50 • • 94 107 118 100 • 100 100 • • 79 75 15 67 56 1,845 Those marked with an asterisk are colleges with a secretarial course leading to a degree; those marked with a small "x" are privately owned business colleges; those marked "y" are high school groups; the others comprise miscellaneous lists. The in- formation requested at the top of the directions sheet furnished two bases of classification-educational and occupational. The percentage of returns on this questionnaire was unusually high. Over 42 per cent of the secretaries to whom the list was sent responded. Probably the chief reason for so satisfactory a return is that secretaries are accustomed to writing and checking written material, and it was, therefore, less of an effort for them to comply with the request than it would have been for housewives, for example. Of the returns, 715 were finally tallied for frequency, the remainder being discarded because of some flaw in the way the list had been 68 SECRETARIAL DUTIES AND TRAITS checked. By far the greater bulk of this return came in within two weeks after the questionnaire was sent out; the remainder came in slowly, over a period of two months, and even at the date of completion of the study an occasional questionnaire is still coming into the office. 7. CLASSIFYING AND COMPILING THE RETURNS Classifying the Returns. From the final returns on the revised duty list and its accompanying Direction Sheet, three major groups of data were secured which furnish the bases for tables 7 to 16 in- clusive an educational classification, an occupational classifica- tion, and a frequency of performance tabulation. Educational Classification. The educational classification refers to the school training of the secretaries who checked the question- naire (Direction Sheet). The type of school which furnished the mailing list had no significance as a basis for educational classifica- tion as secretaries whose names appeared on one of the business college lists were in some cases college graduates, and in other cases they had gone only as far as the eighth grade. The only homo- geneous group comprised the graduates from secretarial colleges leading to degrees in secretarial work. The returns from the educational classification were listed under six heads: (1) Graduates of a college which grants a degree in secretarial work (2) Graduates of colleges other than secretarial, who had had business schooling outside of their college work (3) Those who had had more than high school training, which meant one or two years in college, graduates of junior colleges, private schools, etc., and had had, in addition, schooling in secretarial work at some business college, etc. (4) Those who had been graduated from high school and then gone to a business school (5) Those who had gone to a commercial high school, and (6) Those who went from eighth grade into a business school for a short course. The numbers of the returns in these six educational classes are shown below: 1. Graduates of secretarial colleges 265 2. Graduates of college, with additional business schooling. 3. Those with more than high school training, plus business schooling. 76 57 4. Graduates of high school who have taken business schooling after high school.………. 153 ANALYSIS OF SECRETARIAL DUTIES 69 5. Graduates of commercial high schools.... 6. Graduates of eighth grade and business school. 88888 66 98 Occupational Classification. The occupational classification is based on the occupation of the employer. Data for this classifica- tion were obtained from page one of the questionnaire-Exhibit F- they run as follows, with the number of returns for each occupation and the percentage of each occupation, based upon the total re- turns (715). OCCUPATION NUMBER PER CENT 1. Insurance.. 24 3.5 2. Manufacturers. 126 17.6 3. Engineers... 25 3.5 4. General business (real estate, automobile, stores, wholesale, etc.)..... 185 25.9 5. Advertisers.... 14 1.95 6. Editors (editors, journalists, etc.).. 25 3.5 7. Social service (philanthropists, ministers, social workers, etc.)………. 41 5.7 8. Educators (professors, deans, directors of edu- cational institutions).. 114 15.9 • 9. Lawyers. 47 6.6 10. Doctors.. 32 4.5 11. Statisticians. 14 1.95 • 12. Librarians. 6 0.83 7 0.98 19 2.7 36 5.2 13. Architects. 14. Brokers. 15. Bankers.. Frequency of Performance. The labor expended in tallying the returns for frequency of performance was very great, as it involved tallying 871 duties 715 times, in addition to the work of preparing the master sheets, checking, etc. Three workers were used for prac- tically full time over a period of two months. Procedure was as follows: One of the clerical workers read off, from each educational list, the duty performed, with its number on the printed list, while another clerk recorded the tally marks upon a master sheet against the duties as called off. This was done for each of the fifteen occupational groups within each educational group, which resulted in a master sheet with the duties running down the side and the fifteen occupations across the top. There were six of these master sheets made, one for each of the educational 70 SECRETARIAL DUTIES AND TRAITS groups, and from these master sheets all the data for frequency studies were obtained. The figures were checked for accuracy in two ways-the worker added the tally marks across one way and then back again, and after they had been added she went through and did a random sampling of perhaps two hundred to check up on her accuracy. TABLE 7 Occupational composition of educational groups I. INSURANCE II. MANUFACTURERS III. ENGINEERS E > IV. GENERAL BUSINESS V. ADVERTISING VI. EDITORIAL VII. SOCIAL SERVICE VIII. EDUCATION IX. LAWYERS X. DOCTORS I 8 53 9 32 4 12 22 62 21 15 3.020.0 3.4 12.1 1.9 4.6 8.323.4 7.9 5.7 0 XI. STATISTICIANS XII. LIBRARIANS XIII. ARCHITECTS 0 4 3 9 11 1.9 1.1 3.4 265 4.2 II 1 5 3 16 1 5 6 24 3 3 0 1.3 6.6 3.921.1 1.3 6.6 7.931.6 3.9 3.9 0 1 0 1.3 0 2 6 76 2.6 7.9 0 III O 4 4 13 4 2 4 6 3 5 4 1 1 7.0 7.0 22.8 7.0 3.5 7.0 10.5 5.3 8.8 7.0 1.8 1 5 57 1.8 1.8 8.8 IV 9 30 6 40 4 5 7 17 10 6 7 0 5.919.6 3.926.1 2.6 3.3 4.611.1 6.553.9 4.6 0 3 3 6 2.0 2.0 3.9 153 V 3 13 1 32 0 4.519.7 1.5 48.5 0 2 2 4 2 2 0 0 1 4 66 0 0 3.0 3.0 6.1 3.0 3.0 0 0 1.5 6.1 VI 3 21 2 52 1 3.121.4 2.053.1 1 1 0 3 6 1 1 0 0 3 4 98 1 0 3.16.11 1 0 0 3.1 4.1 8. TABULATED FINDINGS Distribution of Occupational Groups within Educational Classes. Table 7, which immediately follows is provided to show the occupa- tional composition of the six educational classes. It should be read in connection with the two preceding classifications, as follows: Of the 265 secretaries belonging to the first educational group (gradu- ates of secretarial colleges) 8, or 3 per cent are employed as secre- taries to insurance men, 53, or 20 per cent are employed as secre- taries to manufacturers, etc. XIV. BROKERS XV. BANKERS TOTAL ANALYSIS OF SECRETARIAL DUTIES 71 On this table, the educational groups run vertically and the occupa- tional groups run horizontally. The following code numbers are used: Educational Graduates of secretarial colleges... Graduates of other colleges, with additional business schooling.. Those with more than high school educations (two years in col- lege, or private school, etc.) plus business schooling....... Graduates of four-year high school with additional business schooling... Graduates of a commercial high school... Those who finished eighth grade and took a business course.. Insurance... Manufacturers. Engineers... • General business.. Advertisers... Editors... Social service. Educators.. Lawyers.. Doctors.. Statisticians. Librarians. Architects. Brokers... Bankers. Occupational I II III IV V VI I II III IV V VI VII VIII IX X XI XII XIII XIV XV While it is interesting to notice such things as the fact that none of the high school group are found as secretaries to librarians, that 75 per cent of the grammar school group are absorbed by the manu- facturers and the general business group, and that only a very small percentage of the same group are employed by professional men, it would be impossible to draw any general conclusions of use to voca- tional counsellors unless a very much larger number of cases were- to be considered. Distribution of Educational Classes Among Occupational Groups. In table 8 the educational composition of the fifteen occupational groups is shown. The reader will notice the method by which table 8 is derived from table 7. When the difficulty, arising from the fact that there were more cases treated in one educational group than in another 72 SECRETARIAL DUTIES AND TRAITS I. INSURANCE II. MANUFACTURERS III. ENGINEERS IV. GENERAL BUSINESS V. ADVERTISING VI. EDITORIAL was recognized, it was decided to equalize the number of cases in each educational group by using the percentage items in table 7 rather than the number of secretaries. By this device it will be seen, for instance, that three of the theoretical 100 secretaries in Educational Group I, graudates of secretarial colleges, were working for insurance men, that out of 100 in Group II, 1.3 were employed by insurance men, and so on. It follows that of the 17.8 secre- TABLE 8 Educational composition of occupational groups VII. SOCIAL SERVICE VIII. EDUCATION I 3.0 20.0 3.4 12.1 1.9 4.6 8.323.4 7.9 5.7 0 1.9 1.1 3.4 4.2 16.321.2 15.6 6.513.724.2 26.9 28.222.0 7.4 0 38.0 22.4 23.6 12.0 II 1.3 6.6 3.9 21.1 1.3 6.6 7.931.6 3.9 3.9 0 7.3 6.917.9 11.4 9.334.7 25.638.0 10.8 5.1 0 III IV 1.3 0 2.6 7.9 26.0 0 18.0 22.5 0 7.0 7.0 22.8 7.0 3.5 7.010.5 5.3 8.8 7.0 1.8 1.8 1.8 8.8 0 7.432.4 12.450.7 18.422.812.614.811.544.836.036.7 12.525.1 5.9 19.6 3.9 26.1 2.6 3.3 4.611.1 6.553.9 4.6 0 2.0 2.0 3.9 33.120.7 17.9 14.218.8 17.3 14.9 13.418.170.629.4 0 40.813.811.1 V 4.5 19.7 1.5 48.5 0 25.220.8 6.9 24.2 0 0 0 3.0 3.0 6.1 3.0 3.0 0 0 9.6 3.617.0 3.919.2 00 1.5 6.1 10.417.4 VI 3.121.4 2.0 53.1 1.0 1.0 0 17.422.6 9.2 28.8 7.2 5.2 0 3.1 6.0 1.0 1.0 0 0 3.7 17.0 1.3 6.4 0 0 3.1 4.1 21.511.7 Total. 17.894.321.7183.7 13.8 19.030.882.7 35.876.3 15.6 5.0 4.914.435.0 taries of such a theoretical composite group of the six educational classes, insurance men drew 16.3 per cent from Group I, 7.3 from Group II, none from Group III, and so on. It is apparent that, in so far as these figures are indicative of general trends, the insurance men draw most heavily from Group IV, graduates of four-year high school with business school train- ing, and next most heavily from Group V, graduates of commercial IX. LAWYERS X. DOCTORS XI. STATISTICIANS XII, LIBRARIANS XIII. ARCHITECTS XIV. BROKERS XV. BANKERS ANALYSIS OF SECRETARIAL DUTIES 73 high schools. Likewise it appears that Occupational Group II- Manufacturers draw almost equally from all classes except Groups II and III, the graduates of academic college courses who have had business schooling, and those with more than high school training (i.e., two years of college, perhaps) plus business schooling. Even though the 715 secretaries are a random sampling of the secretarial population, these figures are of value rather as an illustra- tion of method than because of the general conclusions that may be drawn from them. Table 8 should be read as follows: Reading horizontally, out of 100 secretaries in Educational Group I, 3.0 are employed by in- surance men, 20.0 by manufacturers, etc. Out of 100 secretaries in Educational Group II, 1.3 are employed by insurance men, 6.6 by manufacturers, and so on. Reading vertically, in the insurance business, 3.0 secretaries belong to Educational Group I, and 1.3 to TABLE 9 The range of duties performed by individual secretaries GROUP I GROUP II GROUP III GROUP IV TOTAL High.... 479 352 458 369 479 First Quartile. 231 210 207 198 209 Median.... 142 131 147 122 132 Third Quartile.. 108- 88 96 78 90 Low..... 34 15 17 19 15 Educational Group II. There are none in Group III, while there are 5.9 in Group IV, 4.5 in Group V, and 3.1 in Group VI. This makes a total of 17.8 secretaries employed by insurance men. Changing this into terms of percentage, in the insurance group 16.3 per cent belong to Group I, 7.3 per cent belong to Group II, and so on. The Secretary's Load. Lest prospective secretaries be ap- palled by the enormous number of duties included in the duty list, it seemed advisable to determine roughly the number of duties per- formed by individual secretaries. To this end the number of duties performed by each of four groups of fifty secretaries selected at random were tabulated. The results are shown in table 9. This table should be read as follows: In Group I (consisting of the returns from 50 secretaries) the highest number of duties per- 74 SECRETARIAL DUTIES AND TRAITS formed by a single secretary was 479, the first quartile was 231, the median number 142, the third quartile 108, and the lowest num- ber of duties performed was 34. It will be noted in general from the 200 selected that the median number of duties performed by the secretary is 132. The most illuminating statement is to this effect: Three-fourths of the secre- taries perform less than 210 duties each. The medians in each group lie sufficiently close to the median for the 200 secretaries so that it did not seem necessary to tabulate the whole group of 715 secretaries. Frequency Ranking of Duties. In table 10 is found the frequency ranking by 715 secretaries of 871 duties collected in interview. This table should be read as follows: Typewrtiing letters, duty num- ber 33 (3) (this refers to the printed duty list which was sent out to be checked, and means that on this list typewriting letters will be found in the third column of duty number 33), was checked 683 times out of a possible 715 times, and is therefore entitled to first rank. The next duty "answer telephone" was duty number 33 (1), and was checked 682 times out of 715, which gives it a rank of 2, and so on through the entire list. Distribution of Duties by Occupations. Table 11 is drawn from table 10. The figures in the right-hand column were obtained as follows: The 871 duties as ranked in table 11 according to frequency of performance, were divided into ten groups of approximately 87 duties each. Each duty found in the first group of 87 was assigned the figure "1" to indicate that it belonged to the first 10 per cent of duties, from the point of view of frequency of performance. The figure "2" was assigned to each duty contained in the second group of frequency, and so on down through to the tenth group. Specifically, the first item "get mail" belongs to the second 10 per cent according to the 715 returns. In like manner, a frequency ranking was made for each of the fifteen occupations, and in each case the division was similarly made into 10 per cents. In the oc- cupations, however, it frequently happened that some of the duties were not found to be performed by any of the secretaries reporting from a particular occupational group. In that case, the figure "0" is assigned to such duties in the tables. In some occupations the zero's run up into the fourth 10 per cent while in other occupations they begin to appear only in the tenth 10 per cent. ANALYSIS OF SECRETARIAL DUTIES 75 TABLE 10 Frequency ranking of 871 duties DUTY RANK NUMBER NUMBER DUTY 123 m 683 33(3) 682 168 668 33(1) 3 668 33(2) 5 665 166 6 643 19 7 638 17 8 630 16 9 618 441 10 614 439 11 604 509 12 602 169 13 589 23 14 581 20 15 580 523 16 567 22 17 566 161 18 565 18 19 561 35(4) 20 548 167 21 537 170 Typewriting letters Answer telephone - Dictation of letters Transcription of letters Use of telephone-local Address envelopes, packages, etc. Insert letters in envelopes Fold letters Order supplies of various kinds in office Place telephone memorandum where employer will see it Write letters not dictated (compose letters) Send telegrams Seal mail Sign mail (dictator's mail) Clean and oil typewriter Mark, attach, or get enclosures Get material from files Stamp letters, packages, etc. File letters Use of telephone (long distance) Receive telegrams 22 535 48(3) Type telegrams *** 23 530 7 Read incoming mail 24 523 48(2) Transcribe telegrams 25 518 229 Meet callers 26 515 4 Forward mail 27 497 548 Sharpen pencils 28 496 271 29 488 154 30 485 2 30 485 160 Plan work for one's self Make folders and folder titles for files (labels) Open mail Sort material for filing 32 475 447 Arrange papers on desk 33 470 132 Keep card indexes of addresses 34 468 473 Look up names and addresses 35 466 11 35 466 27 37 457 24 38 456 522 38 452 549 40 450 3 Sign for mail (registered) Read outgoing mail for mistakes Tie up packages Dust Straighten up office Sort mail 76 SECRETARIAL DUTIES AND TRAITS TABLE 10—Continued RANK NUMBER DUTY NUMBER DUTY 41 445 48(1) 42 444 234 43 440 451 44 437 12 45 430 440 46 425 36(3) 47 419 238 48 408 48(4) 49 405 15 50 401 182 50 401 246 2333 52 399 443 53 398 26 ***A8.888 54 397 41(3) 54 397 199 54 397 455 Dictation of telegrams Make engagements and appointments Keep desks supplied with equipment Have mail registered Keep current date on calendars visible Typewriting reports Direct people to proper office or department Filing telegrams -Have mail insured Take dictation over telephone Give information in response to verbal inquiries Check up on supplies Read outgoing mail to check up on information etc. Typewriting memoranda Correct letters dictated Place articles on desk in order 57 395 103(3) Typewriting lists of various kinds 58 383 179 Receive telegrams over telephone 59 380 133 60 379 32 60 379 152 60 379 299 ZIJE JANNNJJ❀❀❀***3 63 378 41(1) 64 376 41(2) Transcription of memoranda 65 371 10 Telephone numbers Purchase postage (requisition stamps) Revise files Keep employer reminded of engagements, dates, etc. Taking dictation of memoranda Weigh mail 66 369 13 Take mail to post office 66 369 180 68 368 45(3) 68 368 153 70 365 36(2) 70 365 36(1) 72 362 21 Send telegrams over telephone Type notices Transfer files Transcribing reports Dictation of reports Sign circular letters 362 492 Operate adding machine 74 258 569 Open desks and safes 75 355 532 Errands 76 352 316 Deposit checks 77 349 270 Confer with employer 78 346 159 Keep daily reminder 79 345 36(4) File reports 80 341 104(3) Type cards used in filing 81 338 9 Make notes on mail which superior should see ANALYSIS OF SECRETARIAL DUTIES 77 ¿ RANK NUMBER DUTY NUMBER TABLE 10-—Continued DUTY 82 337 327 83 336 34(3) 84 333 176 85 332 300 85 332 478 87 331 570 88 329 189 Write checks Typewrite articles Turn telephone calls over to other departments Keep employer in touch with office events, per- sonnel, etc. Look over notes and memos for the day Lock desks and safes Prepare material for printer or publisher 89 324 445 *Make out requisitions 89 324 518 Make hotel reservations 91 323 386 Write receipts 92 322 230 93 321 54(3) 94 317 45(1) 95 315 29 96 314 45 (2) 97 313 448 98 308 190 99 305 54(2) Hear complaints in office and over telephone Typewrite recommendations Dictation of notices Make up mailing list Transcribe notices Anticipate needs of employer-records, papers, etc. Read proof Transcribe recommendations • 100 304 54(1) Dictation of recommendations 101 303 34(2) Transcribe articles 101 303 525 Take care of flowers 103 301 34(1) Take dictation of articles 104 300 37(3) Type minutes 105 299 103(4) File lists of various kinds 105 299 442 Get quotations on supplies 107 294 104(4) File cards used in filing 107 294 385 Give checks to employer for signature 109 287 30 Check mailing list 109 287 519 Make train reservations 111 285 31 Revise mailing list 111 285 506 113 277 328 113 277 330 115 276 240 116 275 1 116 275 186 Make notes for next day's work Take care of check book and stubs Cash checks Get rid of cranks and beggars Get mail Arrange for mimeographing 118 273 387 Ask for and file receipted bills 119 268 34(4) File articles 120 266 272 Plan work for others 121 264 37(1) Take dictation of minutes 121 264 37(2) Transcribe minutes 78 SECRETARIAL DUTIES AND TRAITS RANK NUMBER DUTY NUMBER TABLE 10-Continued DUTY 123 262 188 124 260 273 125 259 54(4) 125 259 231 Arrange for printing Distribute work among other employes File recommendations Make adjustment of complaints 127 256 102(3) Type orders 128 254 103(2) 128 254 318 130 253 131 251 388 132 249 50(3) 133 245 5 134 243 14 134 243 100 (3) Type bills 134 243 485 137 237 181 138 236 37 (4) 139 226 55(3) 139 226 162 Transcribe lists of various kinds Take care of bank book 103(1) Take dictation-lists of various kinds Check bills and invoices Type copy for newspaper Stamp mail (as to date, hour, etc.) Figure parcel post rate Get information needed for correspondence Send telegrams by means of call box File minutes Type advertisements Keep contemplated work file 139 226 482 Compare copy 142 224 329 Reconcile bank balances 142 224 561 142 224 579 145 223 25 146 222 131 146 222 151 146 222 212 149 220 524 150 219 50(1) 150 219 557 Acknowledge invitations Call taxicabs Roll up plans, blueprints, etc. Keep follow-up files of letters not answered Install filing system Clip newspapers Wind clock Take dictation-copy for newspapers Shop for employer 152 218 102 (4) File orders 152 218 404 O. K. bills of any kind 154 216 375 154 216 470 156 215 192 157 214 50 (2) 157 214 61(3) 159 213 138 159 213 370 161 212 115(3) 162 210 526 Keep books and ledgers Place newspapers, etc. on employer's desk Make up forms for reports Transcribe copy for newspapers Type contracts Keep card indexes of correspondents Keep cash account Type expense accounts Purchase flowers, fruit, books, gifts, etc. 163 208 99(3) Type checks 164 207 38(3) Type speeches ANALYSIS OF SECRETARIAL DUTIES 79 RANK NUMBER DUTY NUMBER TABLE 10—Continued DUTY 165 206 283 166 204 41(4) 166 204 527 168 203 209 168 203 291 170 202 383 170 202 415 172 199 55(1) 173 198 8 173 198 395 175 197 55(2) 175 197 156 177 196 101 (3) Type receipts 177 196 371 179 193 100 (4) 179 193 198 181 192 165 181 192 562 183 191 61(2)❘ 183 191 101 (4) 183 191 474 Give directions for work to be done File memoranda Get theatre, concert, lecture, opera tickets for employer Read rulings, current topics, books, bearing on work Instruct new employes Make out personal checks (employer's) Pay office bills, employer's personal bills, etc. Take dictation of advertisements Trace mail Check all figures in letters, articles, etc. Transcribe advertisements Keep clipping file Keep expense account File bills Punctuate articles, manuscripts, etc. Keep records on calendars (month, year, five year, etc.) Write letters of condolence and congratulations Transcribe contracts File receipts Renew magazine subscriptions 186 190 55(4) File advertisements 187 189 61(1) Take dictation-contracts 188 188 381 188 188 444 Take inventory 190 187 274 191 184 43(3) 191 184 546 193 182 477 194 180 61 (4) File contracts 195 179 38 (1) 196 177 171 197 176 534 198 175 236 199 174 374 199 174 456 201 173 38(2) 201 173 139 Make out office checks Supervise other employes Type outlines Report on repairs and upkeep of office Change dates on rubber stamps daily Take dictation of speeches Send cablegrams Keep stock of employer's personal stationary cards, greetings, etc. Interview applicants for employment Keep petty cash account Check orders Transcribe speeches Keep card indexes of prospects 80 SECRETARIAL DUTIES AND TRAITS TABLE 10—Continued BANK NUMBER DUTY NUMBER DUTY 203 171 45 (4) File notices 203 171 194 205 170 269 205 170 529 207 169 115(4) 207 169 211 Clip magazine articles 209 168 213 Compile one report from numerous small ones Render decisions on quest, asked by members of office force Make arrangements for consultations File expense accounts Collect clippings of interest 210 167 50(4) File copy for newspaper 210 167 51(3) Type requisitions 210 167 155 Assign file numbers 213 166 264 214 165 558 215 162 140 215 162 257 217 217 1661 43(1) 481 219 160 206 219 160 508 221 159 102 (1) 221 159 248 Round up people for meetings Cut stencils Keep card indexes of customers Follow up written notices for meetings by tele- phone Take dictation-outlines Assemble mimeograph material Get information from libraries Distribute supplies Take dictation-orders Interview salesman 221 159 275 Give orders to workmen 224 158 116(3) Type circulars 225 156 43(4) File outlines 225 156 239 225 156 380 228 155 102(2) 228 155 116(4) File circulars 228 155 535 231 154 6 232 153 42 (4) 232 153 493 232 153 507 235 152 117(3) 235 152 287 Manage office 237 151 320 237 151 396 239 149 46(3) 239 149 66(3) 241 148 172 242 147 43 (2) Attend meetings, conventions, banquets, etc. Make out monthly statements Transcribe orders Send out Christmas cards for employer Abstract mail File programs Operate mimeograph Review unfinished business file Type tax returns Figure interest Figure percentage for various purposes Type estimates Type articles of agreement Receive cablegrams Transcribe outlines 243 146 38 (4) File speeches ANALYSIS OF SECRETARIAL DUTIES 81 TABLE 10—Continued RANK NUMBER DUTY NUMBER DUTY 244 145 47(3) Type specifications 244 145 311 246 144 210 246 144 289 246 144 458 249 143 53(4) 250 142 175 250 142 560 252 140 56(1) File income tax returns Gather data for report Decide on priority of work Check remittances as to amounts, data and sig- natures File applications Relieve on telephone switch board Send invitations Take dictation of cables 253 138 56 (3) Type cables 253 138 99 (4) File checks 253 138 382 253 138 540 257 137 46 (4) 258 136 56(2) 258 136 563 260 135 46(1) Make out household checks (employer's) Arrange physical layout of office File estimate Transcribe cables Acknowledge letters of condolence Take dictation of estimates 260 135 98 (3) Type vouchers 262 134 42 (3) Type programs 263 133 66(1) 263 133 393 Take dictation of articles of agreement Figure payrolls (office and employer's personal) 265 132 51(4) File requisitions 265 132 125 (4) File catalogues 265 132 572 268 131 66(2) 268 131 249 268 131 282 271 130 542 272 129 40 (3) 272 129 46(2) 272 129 104(2) 275 128 53(3) 275 128 72(3) Type affidavits 275 128 277 275 128 377 275 128 581 280 126 91(3) 280 126 126 (4) 280 126 449 Wait on customers Transcribe articles of agreement Make arrangements for guests and visitors Check up unfinished work of other employes Advise employer of illness, death, weddings, etc. of friends Type lectures Transcribe estimates Transcribe cards used in filing Type applications Handle bundle boys, messengers, etc. Make journal entries Collect money from office employes for various purposes Type descriptions of property File pamphlets Make out itinerary or schedule for employer's trips 82 SECRETARIAL DUTIES AND TRAITS TABLE 10—Continued RANK NUMBER DUTY NUMBER DUTY 283 125 47 (2) 283 125 51(1) Transcribe specifications Take dictation of requisitions 285 124 47(1) Take dictation of specifications 285 124 250 Act as guide to visitors 287 123 115(1) Take dictation of expense accounts 287 123 115(2) Transcribe expense accounts 287 123 471 290 122 104(1) 290 122 486 292 121 51(2) 292 121 215 294 120 97 (3) 294 120 219 296 119 40(1) 296 119 40(2) 296 119 100(1) Take dictation-bills (invoices) 296 119 100(2) 296 119 148 301 118 214 302 117 66(4) 302 117 321 304 116 116(1) 304 116 304 116 389 304 116 446 308 115 116(2) Check up questionnaires Take dictation of cards used in filing Inspect material received Transcribe requisitions Keep scrap books of various kinds Type manuscripts Write advertisements of various kinds (circular letters, bulletins, etc.) Take dictation of lectures Transcribe lectures Transcribe bills Keep card indexes of quotation of prices Distribute clippings to those interested File articles of agreement Take care of notes renewals, drafts Take dictation-circulars 118(3) Type quotations Total monthly sales Approve requisitions made out by clerks Transcribe circulars 308 115 65(3) Type leases 308 115 331 308 115 483 Identify people who want checks cashed Post notes 308 115 91(1) Take dictation-description of property 313 114 157 313 114 221 313 114 91(2) 313 114 235 313 114 295 Greet employes 313 114 378 Rule off ledger 313 114 424 320 113 47 (4) 320 113 72(2) 320 113 308 320 113 317 324 112 Keep clipping book Write copy for newspapers, magazines, etc. Transcribe description of property Consult with attorney, tax examiner, auditor, etc. Compile statistical data File specifications Transcribe affidavits Prepare personal income tax for employer Sign checks 73(1) Take dictation—affidavits ANALYSIS OF SECRETARIAL DUTIES 83 TABLE 10—Continued RANK NUMBER DUTY NUMBER DUTY 324 112 112(3) Type by-laws 324 112 113(3) Type interviews 324 112 196 324 112 545 329 111 376 330 110 117(4) 330 110 183 332 109 101 (1) 332 109 226 334 107 137 334 107 163 Translate from foreign languages into English Select furnishings for office Take trial balance File tax returns Figure cost of telegrams, long distance calls, night and day letters Take dictation-receipts Give news, information, etc. to reporters Keep card indexes of birthday, Christmas lists (cards) Keep day book 334 107 191 Edit manuscript 334 107 232 Hire employes 334 107 452 334 107 504 334 107 536 341 106 479 342 105 53(2) Make out shipping instructions Apply for auto and driver's license Purchase Christmas cards, valentines, etc. for employer Compile periodical reports Transcribe applications 342 105 98 (4) File vouchers 344 103 40 (4) File lectures 344 103 113 (2) 344 103 101 (2) 344 103 313 348 102 53(1) 348 102 56(4) File cables 348 102 64(3) Transcribe interviews Transcribe receipts Make lists of employes for income tax (salaries, etc.) Take dictation-applications Type bulletins 348 102 99 (1) Take dictation-checks 352 101 105 (3)❘ Type pay roll 352 101 113(1) Take dictation-interviews 352 101 267 355 100 312 355 100 332 357 357 357 360 8888 99 42(1) 99 406 360 98 467 Attend commencements, lectures, etc. Systematize and record items deductible from in- come tax Keep record of interest due dates Take dictation-programs 118(4) | File quotations 98 310 Prepare vouchers for traveling expense Keep books which supply data for income tax (individual and fiduciaries) Send board of Committees notices 84 SECRETARIAL DUTIES AND TRAITS TABLE 10—Continued RANK NUMBER DUTY NUMBER DUTY 362 97 112(4) 362 97 187 362 97 416 362 97 453 366 96 64(4) 367 95 379 367 95 462 369 94 79(2) 369 94 79(3) 369 94 124(4) File by-laws Arrange for binding Act as cashier Fill out tracers for mail, express, etc. Filing bulletins Balance cash daily Make arrangements for freight, express, etc. Transcriptions of resolutions Typewriting of resolutions Filing bills of lading 369 94 128 (4) Filing magazines 369 94 134 Keep card index of calling list 369 94 109 (3) Typewriting notes (financial) 369 a 94 466 Make preparations for annual meeting 376 93 112(1) | Taking dictation of by-laws 376 93 112(2) Transcription of by-laws 376 93 118(1) Taking dictation of quotations 376 93 135 380 92 65(2) 380 92 73(3)| Typewriting claims 380 92 79(1) 380 92 118(2) 384 91 35(3) 384 91 113(4) | Filing of interviews 384 91 298 387 90 42(2) 387 90 65(1) 387 90 58(3) 387 90 193 387 90 263 387 90 361 387 90 554 394 89 99 (2) 394 89 394 Keep card index of invitation list Transcription of leases Dictation of resolutions Transcription of quotations Typewriting of case histories Investigate references, personal and financial Transcription of programs Dictation of leases Typewriting of deeds Edit reports, bulletins, etc. Assist in plans for entertainments, dinners, etc. Take care of personal insurance (employers) Make arrangements for repairs on employers per- sonal property Transcription of checks Put up pay 396 88 65(4) Filing of leases 396 88 127(4) Filing of blueprints 396 88 144 396 88 265 Keep card index of contribution and charity list Help with campaigns of various kinds 396 88 360 401 401 858 87 64(1) 87 91(4) Keep files of dates on which insurance premiums are due Taking dictation of bulletins File descriptions of property ANALYSIS OF SECRETARIAL DUTIES 85 TABLE 10—Continued RANK NUMBER DUTY NUMBER DUTY 401 87 247 404 86 149 405 85 203 Help place people in positions outside the organi- zation Keep card indexes of legal documents Abstract articles, reports, etc. 406 84 57 (3) Type wills 406 84 72(4) 406 84 97 (4) File manuscripts 406 84 204 406 84 252 406 84 520 406 84 564 413 83 64(2) 413 83 97 (1) 413 83 141 413 83 147 413 83 302 413 83 397 419 82 121(3) 419 82 550 421 81 59(3) 422 80 97 (2) 422 80 253 422 80 373 422 80 472 426 79 70(3) 426 79 202 426 79 218 426 79 315 426 431 431 431 ZZZI 79 399 File affidavits Summarize reports, etc. Take part in employes' functions Make steamship reservations Write suitable cards to accompany gifts sent by employer Transcribe bulletins Take dictation-manuscripts Keep card index of clients Keep card index of investments Counteract false reports which spread in organi- zations Make list of contents of office safe and safe deposit box Type credit inquiries Make charts Type mortgages Transcribe manuscripts Act on committees Keep and balance personal ledger Check personnel of committees Type bills of sale Prepare pamphlets and catalogues Take care of publicity, announcements, invita- tions, etc. Work in connection with miscellaneous federal taxes Figure inventory 78 105(4) File pay rolls 78 150 78 322 431 431 436 436 438 438 IIIIII 78 362 78 403 77 286 77 436 76 35(1) 76 281 Call up (tickler systems) of various kinds Make list of personal notes and collateral (em- ployer's) Take care of property insurance (employer's) Send club bills to treasurer (or other bills) Organize office Look up financial ratings Take dictation-case histories Arrange lunch hours for employes, also vacations 86 SECRETARIAL DUTIES AND TRAITS RANK NUMBER DUTY NUMBER TABLE 10—Continued DUTY 438 76 490 Make out accident reports 438 76 559 442 75 35(4) Design letterheads for stationery File case histories 442 75 121(1) Take dictation-credit inquiries 442 75 146 Keep card indexes of equipment 442 75 220 Cancel newspaper advertisements 446 74 58(1) Take dictation-deeds 446 74 73(1) Take dictation-claims 446 74 73(2) Transcribe claims 446 74 73(4) File claims 446 74 96 (3) 446 74 195 446 74 497 446 74 547 Type agenda for meetings Arrange programs Prepare agenda for meetings Get magazine subscriptions 454 454 73 454 454 73 454 459 459 459 459 459 459 459 N N N N N N≈≈❀❀❀❀ 73 35(2) Transcribe case histories 57(1) Take dictation-wills 73 117(2) Transcribe tax returns 164 Keep diary 73 494 Operate comptometer 72 39(3) 72 39 (4) File briefs 72 58 (2) 72 117(1) 72 121(2) 72 173 72 285 459 501 Type briefs Transcribe deeds Take dictation-tax returns Transcribe credit inquiries De-code telegrams Act in advisory capacity to students, employes, etc. Keep records of time and time cards Transcribe wills Type releases 72 467 467 467 467 71 71 467 472 472 474 474 174 S F F F F FRR888 57 (2) 71(3) 71 177 Code telegrams 71 489 71 498 70 123(3) 70 233 69 60(3) 69 258 69 314 Make headings for monthly statements Have legal papers recorded Type shipping orders Discharge employes Type bonds Attend faculty, club, society, etc. meetings Check up city and county tax statements 474 69 346 Make list of securities 474 69 432 Make up budgets 474 69 457 Revise stock list 474 69 566 Note tax laws in newspapers ANALYSIS OF SECRETARIAL DUTIES 87 TABLE 10—Continued BANK NUMBER DUTY NUMBER DUTY 481 68 39 (2) 481 68 481 68 130 481 68 426 481 486 486 486 486 2 2 2 28 68 495 67 39(1) 67 49(3) 67 136 67 567 490 66 123(4) 490 66 293 490 66 465 493 65 96 (1) 493 65 109(4) Transcribe briefs 122(3)❘ Type articles of corporation Take care of library Keep business figures for employer's desk and personal books Operate addressograph Take dictation-briefs Type testimony Keep records of gift lists Keep in touch with legislative activity that bears on work File shipping orders Issue permits for various things Take care of signed proxies Take dictation-agenda for meetings File notes-financial 493 65 129(4) File drawings 493 65 438 Clip coupons 497 64 96 (2) 497 64 158 497 64 200 Transcribe agenda for meetings Keep letter copy book Write headings or subjects to be amplified 500 63 44(3) Type books 500 63 79(4) File resolutions 500 63 98 (1) Take dictation-vouchers 500 63 126 (3)❘ Type pamphlets 500 63 121(4) 505 62 59(2) 505 62 372 505 508 508 508 508 508 508 508 515 515 515 515 515 515 NJJJJJ 7 7 8 8 8 8 8 8 408 File credit inquiries Transcribe mortgages Keep books and make up statements in regard to estate Enter all invoices in a book 44(4) File books 59 (1) Take dictation-mortages 71(1) 98 (2) Take dictation-releases Transcribe vouchers 319 60 60 60 60 356 537 62 (4) 70(1) 70(2) 71(2) 109 (1) 82(3) Countersign checks Record securities purchased Collect foreign stamps File policies Take dictation-bills of sale Transcribe bills of sale Transcribe releases Take dictation-notes (financial) Type assignments 88 SECRETARIAL DUTIES AND TRAITS TABLE 10—Continued RANK NUMBER DUTY NUMBER DUTY 515 515 515 524 524 88888 60 114(3) 60 174 60 516 59 60 (4) 59 296 524 59 337 527 58 60 (2) 527 58 70(4) 527 58 75(3) 527 58 109 (2) 527 58 284 527 58 469 533 57 49 (1) 533 57 60(1) 533 57 57 (4) 533 57 178 533 57 245 533 57 539 539 56 49 (2) 539 56 71(4) 539 542 542 544 544 544 544 548 548 19355H******NNNN 56 496 69 (3) 487 Type constitutions De-code cablegrams Keep daily attendance of employes File bonds Reprimand employes Secure quotations from brokers Transcribe bonds File bills of sale Type increase of capital stock Transcribe notes (financial) Perform first aid relief Make out day's schedule for employer Take dictation-testimony Take dictation-bonds File wills Code cables Interview applicants for entrance to schools clubs, organizations Keep book of activities, trips, honors, degrees clubs Transcribe testimony File releases Operate duplicating machine Type petititions Rule reports 54 58(4) File deeds 54 59 (4) File mortgages 54 122(4) 54 464 548 548 548 505 553 52 49 (4) 553 52 82(1) 553 52 82(2) 553 52 309 553 553 559 559 559 NNFFI 52 391 52 398 Keep list of personal property up-to-date 44(1) Take dictation-books 51 75(1) Take dictation-increase of capital stock 51 75(2) Transcribe increase of capital stock File articles of Incorporation Notify directors of elections 88(3) Type laboratory tests 96(4) File agenda for meetings 114(4) File constitutions 392 Send out credit vouchers for goods returned Make out grades File testimony Take dictation-assignments Transcribe assignments Prepare income tax returns for company, trust, corporation Send out invoices for rents due ANALYSIS OF SECRETARIAL DUTIES 89 TABLE 10——Continued RANK NUMBER DUTY NUMBER DUTY 559 51 88 (4) 559 51 122 (1) 559 51 454 565 50 44(2) 565 50 69(1) 565 50 69 (3) 565 50 125(3) 565 50 216 565 50 217 565 565 565 565 영영​영영 ​50 301 50 304 50 333 50 484 575 49 File laboratory tests Take dictation-articles of Incorporation Route shipments of material (traffic work) Transcribe books Take dictation-petitions Transcribe petitions Type catalogues Prepare posters for advertising Take care of newspaper publicity for church ser- vices, entertainments Investigate causes of trouble between employes Handle compensation (insurance) Arrange with bank for funds to be wired or cabled Record daily shipments 62 (3) Type policies 575 49 106(3)❘ Type tracers 575 49 260 575 49 412 575 49 571 575 49 122(2) 575 49 578 582 48 69 (4) 582 48 124(3) 582 48 582 48 582 48 582 48 582 48 to to to to to 222 290 407 421 434 582 48 491 590 47 558 590 47 528 592 46 90(3) 592 46 294 592 46 422 595 45 334 595 45 390 595 45 400 595 45 511 599 44 62 (2) Arrange for proxies or stockholder's meetings Take orders for various commodities Drum up trade Transcribe articles of Incorporation Arrange for disposal of worn-out equipment File petitions Type bills of lading Compose letters to get members for clubs, etc. Record late employes Keep record of rents due dates Handle collection of outstanding debts Check costs Keep record of territory assigned salesman Watch stock market Make hospital reservations Type options Countersign employes' charge purchase, permits, etc. Decide as to charges on work done Keep open file of days on which to clip coupons Send out invoices for interest on bills receivable Check up orders against estimates Take dictation from dictaphones Transcribe policies 599 44 86(3) Type permits 599 44 88 (1) Take dictation-laboratory tests 599 44 126 (1) Take dictation-pamphlets 90 SECRETARIAL DUTIES AND TRAITS RANK NUMBER DUTY NUMBER TABLE 10—Continued DUTY 599 44 201 599 44 224 599 44 413 599 44 512 599 44 521 599 44 538 609 609 609 609 609 614 614 614 614 614 614 620 620 620 620 ****** IIII IEEEE 43 88(2) 43 123(1) 43 123 (2) 43 259 43 533 42 126(2) 42 241 42 336 42 354 42 74(3) 42 297 41 90(1) 41 90 (2) 41 323 41 425 624 40 62(1) 624 40 76(3) 624 40 106 (4) File tracers 624 40 427 628 39 77(4) 628 39 303 628 39 347 628 39 488 632 38 74(1) 632 38 74(2) 632 38 76(2) 632 38 77(3) Revise rules, regulations, by-laws Straighten out advertising difficulty Make contracts for service, supplies, etc. Check up on observance of various laws (connec- tion with work) Apply for passport for employer Keep personal diary for employer Transcribe laboratory tests Take dictation-shipping orders Transcribe shipping orders Act as hostess at parties Help with decorations at conventions Transcribe pamphlets Travel to make investigations of various kinds Check and mail stock certificates Exchange temporary bonds for permanent ones Type satisfaction of mortgage O. K. passes, etc. Take dictation-options Transcribe options Collect notes Interpret financial figures into a simpler state- ment Take dictation-policies Type return of capital stock File statements of claim File return of personal property Investigate appeals for charity Fill out Liberty Bond coupons slips Keep records on maps (sales record, etc.) Dictation-satisfaction of mortgage Transcribe satisfaction of mortgages Transcribe return of capital stock Type return of personal property 632 38 86(4) File permits 632 38 82 (4) File assignments 632 38 87 (3) Type quit claims 632 38 145 640 37 86(1) 640 37 125(1) 640 37 335 640 37 237 Keep card indexes of policy holders Dictation-permits Take dictation-catalogues Check up monthly coupons from bonds Interview gardeners, chauffeurs, etc. ANALYSIS OF SECRETARIAL DUTIES 91 RANK NUMBER DUTY NUMBER TABLE 10—Continued DUTY 644 36 644 36 644 36 644 36 644 36 649 35 649 35 649 649 649 649 655 655 655 655 655 655 888881 10 10 10 10 10 ****** 75(4) File increase of capital stock 86(2) 90(4) 105(1) 355 74(4) 125/2) 35 227 35 468 35 517 35 575 34 63(3) Transcribe permits File options Dictation-pay roll Keep file of maturity dates of securities File satisfaction of mortgage Transcribe catalogues Gather news for various papers, magazines, etc. Act as notary public Make letter press copies of letters Distribute theatre tickets Type diaries 34 83(3) Type orders of court 34 114(1) Take dictation-constitution 34 114(2) 34 384 34 475 661 33 78(3) Type liens 661 33 207 661 33 255 661 33 423 661 33 429 661 33 500 661 33 223 668 32 77 (1) 668 32 77(2) 668 32 78 (2) 668 32 83(3) 668 32 85(3) Type menus 668 32 208 668 32 105 (2) 668 32 348 676 32 401 676 32 409 676 32 437 676 32 433 676 32 515 681 31 78(1) Take dictation-liens 681 31 83(1) 681 31 87(1) 681 31 87 (2) 681 31 568 686 30 Transcribe constitution Have servants O. K. household checks Deliver policies Work on employer's genealogy Call stockholder's meetings Make decisions on discounts allowable Chart data Sort advertisements to keep out fraudulent ones Plan advertising campaign Dictation-return of personal property Transcribe return of personal property Transcribe liens Transcribe orders of court Compile bibliographies Transcribe pay rolls Exchange Liberty Bonds Check internal revenue report Prepare commission statements Purchase foreign exchange Keep wage and cost comparisons Secure government permits of various kinds Take dictation-orders of court Take dictation-quit claims Transcribe quit claims Visit factories 76(1) Take dictation-return of capital stock 92 SECRETARIAL DUTIES AND TRAITS RANK NUMBER DUTY NUMBER TABLE 10—Continued DUTY 686 30 119(4) File sales quotas and graphs 686 30 326 689 29 94(3) 689 29 205 689 29 268 689 29 339 689 29 694 28 694 28 694 694 694 699 699 699 ******~~~ 503 63 (1) Get letters of credit from bank Type decrees Digest sermons, lectures, etc. Secure signers for petitions of various kinds Work on quarterly or annual dividends Keep office instruction book for employes Take dictation-diaries 85(4) File menus 28 92(4) File surveys 28 288 28 499 27 184 Send radiograms 27 254 Oversee employer's servants Secure prothonotary certificates Conference with employes 27 405 Make bonus lists 702 26 702 26 702 26 702 26 702 702 702 702 702 702 702 702 702 702 702 702 702 ***************** 63(2) Transcribe diaries 63(4) File diaries 67(3) Type libels in divorce 87(4) File quit claims 26 92(3) Type surveys 26 94(1) Take dictation-decrees 26 94(2) 26 106 (1) 26 261 26 279 26 280 26 340 26 341 Transcribe decrees Take dictation-tracers Act for employer on committees Oversee workmen Oversee female employes and their requirements Issue dividend checks Make dividend list 26 364 Figure insurance rates 26 411 26 420 26 514 719 719 25 719 719 719 719 719 25 719 727 727 ********** Take dictation-libels in divorce 25 67(1) Sell various commodities Post data on daily sales sheet Do work involving government duties, customs, tariff regulations, etc. 76(4) File return of capital stock 25 119(3) Type sales quotas and graphs 25 142 Keep card indexes of patients 25 185 25 244 417 25 551 Receive radiograms Arrange itineraries for speakers, salesmen, etc. Check remittance sheet Make tracings for blueprint 24 67(2) Transcribe libels in divorce 24 68(3) Type master's reports ANALYSIS OF SECRETARIAL DUTIES 93 TABLE 10—Continued 737 23 737 23 737 23 737 23 737 23 737 23 737 23 737 23 737 23 746 22 746 22 746 22 746 22 746 22 746 746 746 746 746 746 757 757 757 757 757 757 763 763 763 763 763 763 763 20 **********≈≈ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ 2 2~ 2 2 2 2 2 2 2 81(1) 81 (2) 83(4) 85(1) 120 (3) 197 414 431 510 Transcribe tracers Type exceptions RANK NUMBER DUTY NUMBER 727 727 727 727 727 727 727 727 ******** 24 85 (2) Transcribe menus 24 106 (2) 24 81(3) 24 338 24 352 24 363 24 365 24 574 Arrange for payments of dividends Sell stocks O. K. monthly group insurance bills Figures policies Prepare and keep up abstract book with abstract and reprint of speeches, hints for speeches, data, figures, etc. Take dictation-exceptions Transcribe exceptions File orders of court Take dictation-menus Type-demand loan papers Translate from English into foreign languages Countersign employes' charges Make up wage and sales comparison record Dictate to a dictaphone DUTY 89(3) Type ordinances 110(4) File patent papers 111(4) File copyright papers 350 Sell bonds 351 Buy stocks 22 430 Make financial graphs 502 Keep tonnage sheets 22 530 Assist with laboratory work 22 531 22 553 Shave dictaphone cylinders Trace maps 22 565 Secure list of poor to whom things should be sent 21 52(3) Type sermons 21 68(1) 21 78(4) File liens 21 84(3) 21 243 21 544 20 68(4) 20 81(4) 20 92 (1) 20 94(2) 94(4) 20 276 418 Take dictation-master's reports Type right of way Select and invite speakers Contract with interior decorator for draperies File master's reports File exceptions Take dictation-surveys Transcribe surveys File decrees Check up employes' function sheet Check collection sheet 94 SECRETARIAL DUTIES AND TRAITS RANK NUMBER DUTY NUMBER TABLE 10—Continued DUTY 763 20 771 22929 428 19 84(1) 771 19 120 (4) IIII IIIIII 771 19 124(1) 19 124(2) 19 128 (2) 19 242 19 357 19 461 18 779 18 779 18 야​야야 ​67 (4) 68 (2) 80 (1) 779 18 80(2) 779 18 89 (4) 779 18 119(1) 779 18 128 (1) 779 18 128 (3) 779 18 228 779 18 556 789 17 52(1) 789 17 52(3) Follow up lapsed cases Take dictation—right of way File-demand loan papers Take dictation-bills of lading Transcribe bills of lading Transcribe magazines Give talks and lectures of various kinds Write transfer powers for stockholders Check tally sheets on various jobs File libels in divorce Transcribe master's reports Take dictation-Praecipe Transcribe praecipe File ordinances Take dictation-sales quotas and graphs Take dictation-magazines Type magazines Edit magazines or paper Wind and change dial on watchman's time clock Take dictation-sermons Transcribe sermons 789 17 80(3) Type praecipe 789 17 84(2) Type-right of way 789 17 95(3) Type plays 789 17 111(3) Type copyright papers 789 17 119(2) 789 17 266 789 17 353 Invest money 789 17 543 Transcribe sales quotas and graphs Organize committees Keep kodak albums 799 16 52 (4) File sermons 799 16 89 (1) Take dictation-ordinances 799 16 89(2) Transcribe ordinances 799 16 93(3) Type settlement sheets 799 16 108(3) Type coupons 799 16 251 799 16 307 799 16 324 799 16 345 799 16 359 Address a meeting of employes Settle claims for damages, injuries, losses, etc. Make up weekly statement of overdrawn bank account Figure premiums Advise about investments 799 16 402 Check cash register returns 810 15 28 Get franking permit from postoffice ANALYSIS OF SECRETARIAL DUTIES 95 TABLE 10—Continued RANK NUMBER DUTY NUMBER DUTY 810 15 84(4) File-right of way 810 15 108 (4) File coupons 810 15 127 (3) Type blueprints 810 15 349 810 15 459 816 14 107(4) 816 14 256 816 14 366 816 14 435 816 14 463 816 14 513 822 13 107 (3) 822 13 120(1) 822 13 120(2) 822 13 292 822 13 306 822 13 419 828 828 828 222 95(4) 262 278 828 12 305 Collect premiums Send amendments to patent office File passports Attend buyer's, salesmen's meetings, etc. Abstract policies Keep control sheet Notify judges of election. Zone territory for various purposes Type passports Take dictation-demand loan papers Transcribe-demand loan papers Teach learning class of employes Do case work involved in workman's compensa- tion Conveyance deeds File plays Organize clubs, welfare work, etc. Supervise girls' clubs, lunch room, etc. Handle beneficiaries in charity cases 828 12 344 Apply for fidelity bonds 828 12 410 Lease property 834 11 80(4) File praecipe 834 11 110(3) Type patent papers 834 11 143 834 11 834 11 839 10 839 10 839 839 839 839 839 839 ==9999AAAA 541 582 93(1) Take dictation-settlement sheets 93(2) 10 111(1) 10 111(2) 10 127(1) 10 127 (2) 10 369 10 476 847 9 110(1) 847 9 110(2) 847 9 342 847 9 343 Keep card indexes of parishioners Prepare exhibits for art galleries Give testimony in law suits Transcribe settlement sheets Take dictation-copyright papers Transcribe-copyright papers Take dictation-blue prints Transcribe-blue prints Discontinue group insurance Look up patents for reference in Patent Office Gazette Take dictation-patent papers Transcribe patent papers O. K. annual fidelity bond premiums Have fidelity bonds signed I 96 SECRETARIAL DUTIES AND TRAITS RANK NUMBER DUTY NUMBER TABLE 10-Concluded DUTY Take dictation-passports Take dictation-coupons Take dictation-drawings Transcribe-drawings Type drawings Make arrangements for radio schedule Make blue prints 847 9 368 Apply for group insurance 847 9 93(4) Filing settlement sheets 853 8 853 853 853 853 853 853 853 853 853 863 863 ∞ ∞ ∞ ∞ ∞ ∞ ∞ ∞ ∞ ∞ 77 95(1) Take dictation-plays 8 95(2) Transcribe plays 8 107(1) 8 108 (1) 8 129(1) 8 129 (2) 8 129(3) 8 460 8 552 8 555 325 863 7 367 866 6 108(2) 867 6 225 867 4 580 869 869 871 2 21 577 1 583 107 (2) Examine food for dining room (club or hotels) Transcribe passports Make up weekly statement for overdue notes in bank Sell insurance Transcribe coupons Interview for foreign advertising for news-paper Dress windows 576 Give gas to dental patients Take x-ray pictures Decide on continuance of sick employes' benefits Table 11 should be read as follows: The duty "get mail" ranks in the third 10 per cent in frequency in the Insurance group, upon the basis of returns from 24 secretaries to insurance men. It ranks in the second 10 per cent for the manufacturing group upon the basis of returns from 126 secretaries, and so on across the table to the total column, which indicates that it ranks in the second 10 per cent for all groups, upon the basis of 715 returns. For ease of examination all the 1's and 2's in this table are printed in bold face type. This makes the duties in the upper range stand out conspicuously. Table 12 is drawn from table 11. The purpose of this table is to show the number of duties which have first or second rank in occupational frequency but do not have either first or second rank in the total returns from 715 secretaries. Specifically, in the 24 returns received from the insurance group, there were eight duties out of the total of 87, which had first rank in frequency in that ANALYSIS OF SECRETARIAL DUTIES 97 TABLE 11 Distribution of duties by occupations I. | II. | III. 'A *AI GENERAL BUSINESS (185) | VI. | VII. | VIII. 'ΧΙ | XI. XII. XIII. I. Mailing Duties: 1. Get mail.………. 3 2 2 2 2. Open mail. 1 1 1 1 3. Sort mail.. 1 1 1 1 4. Forward mail.. 1 1 1 1 5. Stamp mail (as to date, etc.). 3 2 2 2 6. Abstract mail……… 6 3 3 3 7. Read incoming mail. 1 1 1 1 1 8. Trace mail.. 10 5 2 2 3 2HHANNE∞ 1 CO TEHN 3 2 2 1 1 3 2 2 1 2 1 1 11 1 1 1 1 1 1 1 11 1 1 1 1 1 1 1 1 1 1 1 2 4 2 3 4 2 3 CO THE C 3 5 3 4 3 2 1 2 1 1 1 1 1 1 1 3 3 4 2 5 3 1 3 3 NHANH fuck fuck funk 3 2 111 1 1 1 1 1 1 2 2 3 2 4 7 3 2 1 1 1 2 3 2 9. Make notes on mail which superior should see………… 2 1 10. Weigh mail.. 2 1 1 1 11. Sign for registered mail. 12. Have mail registered.. 1 1 1 1 1 1 1 1 13. Take mail to post office... 14. Figure parcel post rate. 1 2 1 1 5 2 2 3 1 15. Have mail insured…… 1 1 1 1 16. Fold letters... 1 1 1 1 17. Insert letters in envelopes..... 1 1 1 1 1 18. Stamp letters, etc...... 1 1 1 1 19. Address letters, packages, etc. 1 1 1 1 20. Sign dictator's mail... 1 1 1 1 21. Sign circular letters.... 1 1 2 11 1 1 1 1 1 12 0 0 2 ✪ 2 2 N 2N22 ON 2 H 22. Mark, attach, or get inclosures. 1 1 23. Seal mail.. 24. Tie up packages. 25. Roll up plans, blueprints, etc. 3 2 1 2 26. Read outgoing mail to check up on information, etc... 27. Read outgoing mail for mis- takes... 28. Get franking permit from post office..……. 29. Make up mailing list.. 30. Check mailing list. 31. Revise mailing list………. 32. Purchase postage (requisition stamps)... II. Taking Dictation: 33. Letters... 34. Articles.. 35. Case Histories.. 36. Reports... 37. Minutes... 38. Speeches.. 39. Briefs. 40. Lectures. 1 2 22 1 1 2 5 21 2 1 2 1 1 1 2 6 2 6 2 1 2 2 1 1 12 1 1 1 1 12 1 3 6 2 358 7 1 1 1 1 1 222 7 6 7 5 4 1 2 pod my 2 H 128HN2 1 2 2 2 3 3 2 1 4 2 HA 127-N N 4 2 2 2 1 3 2 4 1 22 22 12 1 11 1 1 1 2 1 1 1 1 0 4 3 0 1 1 1 1 111 120 N N ~77 H2ON 1 2 3 2 2 2 128 9 6 2 1 1 2 1 2 4 3 3 3 2 3 2 3 2 4 4 4 3 2 3 7 4 7 87 6 5 5 07 6 4 4 3 1 0 0 0 0 624 79 в 3 4 78 4 1 1 1 1 1 vt vt vt vt 6 vt vt at vi vi vi ved at vi vi co 1 1 1 1 3 1 1 1 2 2 4 1 1 1 1 1 221) 0 1 111 1 1 23 1 1 2 1 1 1 1 1 1 1 1 1 1 1-1H-N 22 4 2 0 21 1 2 1 HENHAN 1O322O 1 1 0 2 1 1 1 1 1 1 1 11 1 1 1 1 1 2 1 1 1 1 1 1 1 1 1 1 1 0 1 1 1 1 5 2 1 3 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 2 1 1 1 1 2 1 3 5 5 2 3 3 1 3 HNHANH NH vt vel vi vi 60 HHN N 11 2 2 1 1 2 1 1 1 2 1 1 1 1 1 1 1 1 1 2 2 2 1 4 4 3 2 2 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 3 1 3 1 1 1 1 1 1 1 1 2 1 1 1 2 2 6 2 2 1 1 1 1 1 2 1 2 11 1 2 1 2 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 ONN N 9 9 6 6 87 7 22 N 0 6 0 232 1 1 OH 2 2 1 045 ONTH 0 8 10 | TOTAL 98 SECRETARIAL DUTIES AND TRAITS | I. II. III. | IV. TABLE 11—Continued | VI. | VII. | VIII. | IX. X. XII. II. Taking Dictation-Continued: 41. Memoranda.. 1 1 1 1 1 1 111 2 1 2 1 111 42. Programs.. 5 7 4 6 4 62 3 36 3 4 1 0 6 10 5 43. Outlines.. 44. Books... 45. Notices. 46. Estimates. 47. Specifications. 64 4 4 4 4 3 25 9 9 6 8 56 5 57 3 0 3 1 3 2 2 2 221 62 4 8 2 3 48. 'Telegrams.. 1 1 1 49. Testimony. 9 6 58 4418 2 2 656 2 3 5 55 7 4 1 1 1 1 1 1 1 2 1 06 0 7 2 00 0 50. Copy for newspapers. 2 4 4 2 2 2 2 23 3 2 4 2 • 51. Requisitions.. 6 4 4 3 4 3 5 4 7 4 1 40 52. Sermons….. 0 10 0 0 0 0 4 6 0 70 0 53. Applications.... 54. Recommendations. 35 2 55. Advertisements.. 1 56. Cables.. 4 5 2 2 N 7 5 4 5 5 4 6 6 3 4 2 2 2 4 3 1 23 2 14 2 1 2 3 4 4 3 0 0 2 4 5 5 3 6 5 3 57. Wills.... 5 9 9 9 5 6 7 8 1 57 4 0 0 4 58. Deeds.. 59. Mortgages.. 60. Bonds... 61. Contracts.. 62. Policies.. 63. Dairies. 64. Bulletins. 65. Leases. • 66. Articles of Agreement.. 67. Libels in Divorce.. 4 8 7 8 37 0 8 28 0 9 00 8 0 1 00 0 02 6 3 * ONOOON 2 ∞ LO E 23 4 4 5 5 3 3 0 0 0 7 2 2 2 5 1 1 2 41 3 4 5 7 3 03 5 0 4 0 4 2 3 3 0 10 5 4 3 1 2 2 2 2 323 5 5 3 6 04 4 4 6 ∞27O 1727OG M 1 1 8 7 2 2 4 00 00 4 5 6 5 079 9 2 0 0 00 3 5 7 2 2 223 27 4 3 84 2 5 3 03 3 3 3 9 10 40 0 85 0 0 0 4 5 7 8 7 8 7 10 00 6 0 5 0 4 00 0 8 9 4 5 8 5 3 5 5 3 5 9 7 0 0 2 3 7 5 47 5 0 05 7 8 5 0 8 1 04 5 6 8 6 1 7 4 5 0 0 0 0 9 3 0 68. Master's Reports. 69. Petitions. 70. Bills of Sale.. 71. Releases.. 5 0 9 0 4 10 0 9 00 0 0 0 3 3 888 878 5 6 8 4 0 9 1 0 0 2 0 0 0 0 0 5 2 6 5 04 0 4 00 0 0 3 3 4 00 009 6 0 7 0 0 0 0 3 7 6 0 0 002 0 4 72. Affidavits.... 73. Claims.. 2 5 6 6 0 07 7 1 60 2 6 8 6 0 0 892 0 0 74. Satisfaction of Mortgage. 5 8 0 9 75. Increase of Capital Stock. ... 76. Return of Capital Stock... 68 77. Return of Personal Property.. 6 8 5 7 8 9 8 9 8 9 78. Liens ... 79. Resolutions.. 80. Praecipe.... 8 9 8 10 0 0 0 3 6 7 6 6 0 9 0 5 0 5 0 0 0 81. Exceptions... 82. Assignments.. 83. Orders of Court.. 84. Right of Way……….. 85. Menus.. 86. Permits. 4 10 0 10 ... 000 6 9 0 8 0 0 0 6 10 0 00 0 8 7 0 8 10 0 0 0 08 0 10 0 0 7 7 7 9 7 0 0 0 0 0 0 003 0 0 00 0 03 0 0 0 0 0 0 4 0 6 7 0 5 0 0 3 0 5 2 0 04 0 9 4 4 0 0 0 0 0 9 82 0 0 0 0 5 5 7 02 0 00 00 0 9 8 05 0 0 0 0 7 0 9 78 5 4 00 7 9 9 7 5 0 0 0 0 4 08 5 2 4 4 0 6 7 6 0 0 6 в 8 0 0 5 7 6 00 0 5 6 5 7 0 0 00 6 9 8 0 0 5 0 9 8 00 00 7 в 8 4 0 5 5 3 5 0 00 0 0 10 'AX | TOTAL ANALYSIS OF SECRETARIAL DUTIES 99 TABLE 11—Continued II. Taking Dictation-Continued: INSURANCE (24) MANUFACTURERS (126) | I. | II. | III. ENGINEERS (25) | IV. V. VI. GENERAL BUSINESS (185) ADVERTISERS (14) EDITORS (25) VII. SOCIAL SERVICE (4) | VIII. EDUCATORS (114) | IX. LAWYERS (47) | X. DOCTORS (32) | XI. STATISTICIANS (14) XII. LIBRARIANS (6) XIII. ARCHITECTS (7) XIV. BROKERS (19) | TOTAL | xv. BANKERS (36) 87. Quit claims... 88. Laboratory Tests. 89. Ordinances. 90. Options..... 91. Descriptions of Property... 92. Surveys........ 93. Settlement Sheets. 7875 9 0 9 10 8649 000 5 9 9 10 0 00 0 0 0 ~ O 0 7 387 000 300 5 7 7 8 0 0 97 0 0 0 0 7 0 10 8 79 0 0 0 04 03 0 5 3 0 8 3 5 4 5 5 6 8 62 7 0 04 2 2 4 9 9 9 10 5 0 8 8 60 0 047 9 9 0 10 9 10 0 0 0 0 6 0 0 007 9 10 94. Decrees.... 95. Plays.. 7 10 9 0 0 0 0 0 3 0 0 0 00 0 9 0 9 0 10 0 0 0 7 0 0 3 00 0 0 10 96. Agenda for Meetings.. 97. Manuscripts.. 9 8 6 5 5 6 4 4 6 6 4 0 5 6 7 6 5 • 98. Vouchers.. 99. Checks.. 100. Bills (Invoices).. 101. Receipts.... 102. Orders... 103. Lists of various kinds.. 104. Cards used in Filing. 105. Pay rolls………. LO LO C24 10 10 CNN N47 8 4 7 03 5 4 6 3 5 6 7 6 5 5 0 45 3 0 5 6 7 5 en 5 7 3 5 9 5 2 5 25 2 3 N & G 8 4 5 5 5 4 LO LO LO LO 5 3 5 6 3 5 6 8 4 5 5 7 5 5 5 5 34 2 2 2 34 23 2 2 4 & 3 74 7 5 3 3 5 5 3 7 7 8 7 0 0 8 69 106. Tracers. 0 6 9 9 0 0 0 0 9 107. Passports.. 9 10 0 10 0 0 8 9 0 ~ 27T HA CO in a сл 5 4 Hand H H IN CO 3 0 0 7 6 6 4 0 0 3 6 4 4 5 3 2 5 4 4 5 3 1 3 2 412 5 4 2 N N 2 10 OD CO LO 5 4 3 3 5 1 433 IN 4 2 4 0 35 4 3 4 5 00 00 7 7 8 0 0 0 7 7 9 7 0 00 0 9 10 108. Coupons.... 109. Notes (financial). 0 9 0 0 0 08 0 9 7 0 0 0 7 9 10 5 6 8 8 6 6 7 9 3 7 0 0 0 5 4 6 112. By-laws..... 110. Patent papers... 111. Copyright papers……. 113. Interviews.... 0 10 9 10 0 9 9 10 0 00 8 8 0 0 0 0 0 0 10 04 0 8 8 0 0 0 0 0 0 10 7 5 7 5 4 6 6 6 2 4 4 4 5 5 6 5 6 5 5 5 3 5 4 4 4 4 4 0 5 6 5 5 114. Constitutions... · 115. Expense Accounts. 116. Circulars.. 117. Tax Returns.. 118. Quotations... 119. Sales Quotas & Graphs.. 120. Demand Loan Papers.. 121. Credit Inquiries... 122. Articles of Incorporation.. 123. Shipping Orders.. 124. Bills of Lading... 125. Catalogs.. 126. Pamphlets. 127. Blueprints... 128. Magazines.. 129. Drawings... III. Transcription: 130. Letters.... 131. Articles.. 00 10 10 10 10 00 ∞ ∞ 8 10 0 9 0 5 44 5 4 4 4 4 3 5 3 5 4 4 3 3 6 7 4 10 00 0 6 4 6 0 5 4 8 6 2 05 0 8 8 3 4 0 4 4 4 4 0 2 6 4 5 6 8 7 4 57 62 5 0 00 7 7 6 5 2 6 4 5 6088 7 4 3 5 3 8 5 8 7 0 8 0 0 0 0 0 0 0 0 0 7 9 10 8 10 0 9 5 0 0 0 8 0 00 07 9 10 63 6 4 5 6 0 0 90 04 06 3 6 9 8 0 8 5 0 0 0 1 0 0 0 5 6 6 7 0 5 8 6 5 0 0 780 04 0 6 9 9 0 0 0 0 9 0 0 0 07 0 0 6 9 9 9 0 8 4 5 0 5 9 5 0 0 0 7 9 87 79 7 3 4 8 6 7 5 0 0 00 8 988 ∞ 8 7 9 10 9 9 0 0 0 7 0 9 909 5 6 0 7 0 0 0 0 0 0 0 10 60 4 5 0 0 10 9 9 0 10 0 0 0 8 0 0 0 0 0 0 0 10 1 3 2 12 1 1 1 2 12 12 12 1 11 1 1 1 1 2 22 1 1 1 2 2 2 1 2 12 12 1 2 100 SECRETARIAL DUTIES AND TRAITS TABLE 11—Continued I. II. | | III. | IV. VII. | v. VI. | X. *IX III. Transcription-Continued: 132. Case Histories.. 133. Reports... 2 134. Minutes. 3 135. Speeches... 5 136. Briefs.. 8 742 4∞ 6 76 7 1 1 6123 5 1 2 2 3 3 3 4 3 8 7 5 5 ✪ 12 NO 6 4 1 1 22 NNH ~ 3 20 1 1 1 1 12 3 22 2 3 2 32 4 4 4 3 7 6 1 0 0 0 0 137. Lectures.. 7 • 7 3 7 5 4 4 3 7 2 4 138. Memoranda. 1 1 1 1 1 1 1 1 1 2 1 3 4 78 21 0224 1~~WN NO 9 6 2 1 | XIII. | XIV. | xv. | TOTAL 2 1 3 7 9 6 12 ~ © < 3 4 1 1 139. Programs. 5 • 7 4 64 6 2 3 6 3 4 140. Outlines. 141. Books.. 142. Notices.. 6 4 4 4 4 4 3 2 9 9 5 8 5 6 5 3 1 3 143. Estimates.. 144. Specifications... 145. Telegrams.. 63 4 8 2 3 4 2 3 24 22 2 2 2 4 6 • 1 1 1 1 1 1 1 146. Testimony... 9 6 5 8 0 6 0 147. Copy for Newspapers. 148. Requisitions... 149. Sermons.. 150. Applications... 151. Recommendations... 152. Advertisements... 153. Cables... 154. Wills.. 155. Deeds. 156. Mortgages. 157. Bonds.. 158. Contracts. 2 4 4 2 2 2 6 343 4 3 HNN H 5 TO 25 252 ELO 5 2 3 7 3 0 2 1 2 2 4 6 4 1 043 2 m 00 6 0 44 5 5 0 0 0 5 5 11 5 1 7 2 512 ~ 7 4 1 1 3 4 5 7 03 5 0 1 2 1 1 1 2 0 0 0 0 7 8 3 3 24 2 2 2 4 7 4 1 4 0 7 7 372441724 0 10 00 0 0 4 6 3 5 7 5 4 5 5 3 4 159.. Policies.. 239 ∞ 7 ∞ 2 7∞0 10 10 0 21450 KD COH 2 2 ∞ 542 ∞∞ ∞ 22 10 10 10 w∞ € 8 3 6 0 2 2 2 2 4 2 1 2 3 2 523 07 3 7 6 3 00 0 4 0 0 0 10 45 4 14 2 1 2 2 3 1 2 4 4 3 0 0 3 2 2 3 4 4 5 5 3 6 5 4 5 4 0 3 32 3 9 65 67 8 1 0 0 4 5 5 3 6 8 8 0 0 0 02 8 22 160. Diaries.. 161. Bulletins………. 162. Leases. 163. Articles of Agreement. 164. Libels in Divorce. 165. Master's Reports.. 166. Petitions.... 167. Bills of Sale... 168. Releases.. 169. Affidavits.. 170. Claims. ... ... 171. Satisfaction of Mortgage. 172. Increase of Capital Stock…….. 173. Return of Capital Stock. 174. Return of Personal Property.. 175. Liens... 176. Resolutions.. 177. Praecipe.... • 5 8 88 0000 3 888 0 6 7 0 5 9 89 00 0 0 3 6 7 5 9 0 5 0 5 5 2 0 0 0 0 4 68 0 0 0 5 в 5 7 0 00 0 6 9 8 0 0 0 5 0 9 8 0 0 0 0 7 6 8 040 5 5 35 0 0 0 0 0 0 10 0 0 0 0 0 5 3 0 3 3 5 7 3 3 3 6 8 8 7 10 5 8 5 5 94 4 0 00 4 00 6 0 5 0 4 0 0 55 5 4 7 5 0 0 5 00 0 8 1 0 4 0 5 6 7 7 08 9 78 5 2 6 5 3 7 3 5 6 8 8 1 7 4 0 4 3 3 4 6 6 0 0 0 000 4 10 0 9 0 0 0 9 3 0 0 0 84 0 0 0 9 1 00 0 4 00 0 0 0 0 9 0 0 10 0 0 0 0 6 07 3 8 8 6 5 60 02 0 0 0 0 3 7 6 3 8 7 7 0 0 0 0 2 0 4 0 0 5 7 6 5 6 4 0 0 8 7 1 6 0 0 0 5 2 4 5 5 6 84 0 08 80 9 0 0 0 7 880 00 03 9 2 0 0 4 0 6 7 6 03 00 0 06 1221 6 0 0 8 01 7 3 0 4 7 0 9 8 4 0 7 9 2 8 4 24 3 99 3 0 0 8 CO 4 4 6 0 0 0 4 5 6 ANALYSIS OF SECRETARIAL DUTIES 101 III. Transcription—Continued; TABLE 11—Continued I. INSURANCE (24) II. III. IV. MANUFACTURERS (126) ENGINEERS (25) GENERAL BUSINESS (185) ADVERTISERS (14) | v. | VI. EDITORS (25) VII. SOCIAL SERVICE (4) | VIII. IX. X. EDUCATORS (114) LAWYERS (47) DOCTORS (32) XI. STATISTICIANS (14) XII. XIII. 'AIX | TOTAL | xv. LIBRARIANS (6) ARCHITECTS (7) BROKERS (19) BANKERS (36) 178. Exceptions………. 4 10 179. Assignments... 69 0 10 0 0 0 07 0 9 00 8 42 0 0 0 0 00 09 00 0 0 55 180. Orders of Court.. 6 10 0 10 0 181. Right of Way... 7 0 89 0 182. Menus.. ... 183. Permits. 0 8 0 10 0 0 0 0 0 07 6 0 2 0 0 0 0 09 878 0 6 10 0 0 0 7 0 10 95 4 0 0 7 9 9 7 7 9 7 0 0 076 0 0 0 0 4 0 8 184. Quit Claims... 9 09 9 0 00 0 3 0 0 0 5 77 8 185. Laboratory Tests. 8 6 · 4 9 5 00 6 9 3 0 0 0 186. Ordinances... 7 9 9 9 0 0 0 0 7 0 0 0 0 9 8 70 10 187. Options.. 188. Description of Property. 189. Surveys.... 190. Settlement Sheets.. 191. Decrees.. 192. Plays.. • • 193. Agenda for Meetings.. 194. Manuscripts……… 195. Vouchers... 5 8 7 7 0 0 0 0 4 0 3 0 5 3 5 4 4 5 6 8 6 2 7 0 0 4 9 9 9 10 5 0 7 8 7 00 0 4 0 0 710 9 10 9 10 00 00 06 0 0 0 0 3277 0 8 2 4 7 9 9 9 10 00 0 03 0 0 0 0 0 0 9 0 9 0 10 0 0 070 0 3 0 00 0 10 9 8 6 6 5 6 4 5 6 6 8 4 7 0 3 5 4 6 6 4 3 3 0 5 6 7 6 0 5 6 75 5 6 6 6 5 196. Checks………….. 198. Receipts...... 197. Bills (invoices)……… 199. Orders...... 200. Lists of various kinds.. 201. Cards used in filing.. 3 6 84 2 5 2 6 4 3 4 5 2 3 4 2 3 2 2 5 5 744 2 6 5 5 5 202. Pay rolls.... 203. Tracers. 87 0 6 69 98 LO LO LO ON M SH TO LO NN 10 00 00 Là có lồi l 5 0 5 5 0 3 0 0 7 7 6 5 4 5 6 4 64 0 0 6 8 5 5 2 3 875 M 5 w wi 4 3 6 4 4 3 5 4 4 3 1 41 1 3 2 3 2 5 4 4 4 3 3 34 0 3 5 4 3 4 2 2 4 2 1 0 08 6 9 60 0 0 55 5 ~ANN ∞ ∞ w 3 6 5 5 3 44 3 3 4 2 5 3 2 78 8 204. Passports.. 9 0 10 205. Coupons………. 0 9 0 0 8 0 0 00 9 008 9 0 00 0 0 9 7 00 0 78 9 7 0 00 0 9 10 7 000 7 9 10 206. Notes (financial)…………. 5 7 8 86 5 6 7 9 4 7 0 0 0 547 207. Patent papers... 0 9 9 10 0 0 08 8 000 0 0 0 0 10 208. Copyright papers.. 0 10 9 10 0 5 0 8 8 0 0 0 0 0 0 10 209. By-laws...... 7 5 7 сл 5 4 6 6 6 2 4 4 4 5 5 6 5 210. Interviews. 6 5 5 5 3 5 4 5 4 4 4 0 5 6 5 4 211. Constitutions... 212. Expense Accounts. 213. Circulars... 214. Tax Returns. 215. Quotations... 216. Sales Quotas and Graphs. 217. Demand Loan Papers. 218. Credit Inquiries.. 219. Articles of Incorporation.. 220. Shipping Orders.. 221. Bills of Lading.. 222. Catalogs.... 223. Pamphlets... ... 8 10 09 0 5 0 64 6 0 LO LO LO LD 00 00 5 4 4 4 4 3 5 3 4 4 3 5 4 4 3 3 5 7 4 8 6 2 0 5 0 40 5 4 4 0 2 7 8 4 7 4 5 6 8 74 87 5 7 6 2 5 0 0 0 7 7 6 5 2 6 4 5 6 0 88 7 4 3 5 3 8 5 8 7 08 0 0 8 10 0 9 5 0 0 0 0 0 00 0 7 9 10 00 8 0 0 0 0 7 9 10 6 4 6 4 5 6 0 0 9 0 0 40 ... 98 0 0 5 8 8 6 06 9 9 5 0 0 0 1 0 0 0 5 5 0 0 7 8 0 0 40 00 0 09 0 0 0 0 636 667 7 0 8 6 9 9 9 9 0 8 408 5 9 5 0 00 7 9 8 8 8 9 7 3 6 0 6 7 5 0 0 0 0 8 8 102 SECRETARIAL DUTIES AND TRAITS TABLE 11—Continued I. II. | III. IV. V. *IA | VIII. | VII. IX. | x. 'IIIX XIV. | TOTAL | xv. III. Transcription-Continued: 224. Blueprints... 9 10 9 9 0 0 0 225. Magazines..... 9 9 0 9 5 226. Drawings... 9 9 010 0 5 O 0 0 77∞ 0 6 0 0 8 0 0 0 IV. Typewriting: 227. Letters. 228. Articles.. 229. Case Histories. 230. Reports... 231. Minutes.. 232. Speeches.. 13 V N 1 1 111 1 2 1 2 2 2 5 7 6 6 6 5 2 1 1 1 1 1 2 2 2 2 3 2 5 4 3 3 3 2 233. Briefs... 9 8 7 5 4 0 234. Lectures.. 7 7 235. Memoranda. 1 1 ... 236. Programs.. 237. Outlines. 238. Books.. 239. Notices.. 240. Estimates. 241. Specifications.. 5 6 6 4 2143 6 5 3 1 1 1 5 3 3 3 3 2 · 2 1 6 8 242. Telegrams.. 1 243. Testimony.. 9 6 221 CO 1 w w NG 8 9 5 75 6 2 1 1 2 3 3 3 NHH 1 4 3 2 3 1 1 1 1 5 7 0 6 244. Copy for newspapers. 2 3 4 2 2 1 ... 245. Requisitions... 246. Sermons. 4 3 3 3 0 9 9 3 2 0 0 6 4 6 247. Applications... 1 4 6 4 4 5 4 248. Recommendations.. 249. Advertisements.... 250. Cables... 251. Wills.. 252. Deeds... 253. Mortgages.. 254. Bonds.. 255. Contracts……. 256. Policies.. 257. Diaries. 258. Bulletins. 259. Leases. • 260. Articles of Agreement. 261. Libels in Divorce... 262. Master's Reports.. 214∞ ∞ NH 00 10 246 22 2 2 3 22 2 2 42 3 2 1 2 2 6 4 3 7 9 5 5 6 4 6 75 0 0 2 7 05 0 0 0 9 1 3 8 9 7 5 0 2 2 4 2 4 2 val v 20 lei CHINN 1 1 10 10 WEIN ~ 2 2~NNO75 3 7 HANT 1 1 1 1 1 1 2 1 3 1 0 1 1 1 1 1 1 1 1 2 3 22 32 3 2 3 3 7 6 1 04 40 0 4 3 7 2 4 24 1 1 1 5 2 2 6 5 1 5 4 5 1 2 3 24145 1 7 22 5 4 7 1 232 ∞ N 1 4 23 3 0 2 2 6 4 1 23 ∞ N N M 1 pc NH 0 0 0 00 0 0 10 4 5 0 0 9 00 0 0 10 111 1 1 1 12 22 1 40 0 9 5 -NON 2 ♡ 77 TWIN 2 OH 4 H2O TEN α ∞ HO 3 1 2 2 12 2 1 1 4 9 6 8 4 1 1 1 1 5 6 4 3 3 5 5 3 2 0 0 0 2 4 1 1 3 4 5 7 5 6 4 0 2 4 0 1 1 1 2 1 1 1 2 6 0 00 2 3 3 2 3 2 7 4 1 0 7 0 3 7 5 2 2 5 00 0 4 5 4 1 4 2 1 34 3 0 2 2 04 5 2 6 5 4 6 4 0 3 8 1 7 0 4 4 5 9 1 63 04 0 0 0 0 8 2 4 2 1 7 08 3 0 8 8 5 10 0 0 08 5 7 7 0 5 3 6 0 0 0 0 3 4 122 ~~E 7 2 7O43 2 3 L22 6 1 6 0 9 3 2 3 4 0 3 3 2 04 6 6 5 0 3 0 0 0 5 5 84 3 5 4 3 8 5 0 4 0 7 7 4 83 0 0 87 1 6 4 0 5 3 1 3 63 5 6 6 6 1 7 4 0 4 3 244 ∞ 8 ∞ { co co mi c23∞ ∞ N 2 10 10 10 ∞ 2 N∞4 - CO 6 1 3 3 1 6 4 2 2 3 5 5 5 6 7 8 4 3 0 00 0 6 8 83 0 0 4 5 0 0 9 6 0 0 9 0 0 0 263. Petitions... 264. Bills of Sale. 265. Releases. 3 10 9 8 0 0 0 3 7 6 4 5 2 7 7 6 0 0 8 9 2 7 4 0 0 00 0 0 9 7 1 0 0 0 0 6 8 0 2 00 0 0 04 0 0 6 9 7 2 5 5 4 6 6 266. Affidavits……. 267. Claims.. 2 5 5 3 0 0 6 7 1 2 6 7 3 0 0 8 9 2 268. Satisfaction of Mortgage. 5 8 09 0 0 8 0 3 0 0 0 0 6 6 0 0 0 4 2 00 4 0 5 6 4 8 .... ANALYSIS OF SECRETARIAL DUTIES 103 IV. Typewriting—Continued: TABLE 11—Continued INSURANCE (24) MANUFACTUrers (126) | I. | II. | II. ENGINEERS (25) IV. V. *IA | VII. GENERAL BUSINESS (185) ADVERTISERS (14) EDITORS (25) SOCIAL SERVICE (4) | VIII. EDUCATORS (114) | IX. LAWYERS (47) | x. *IX DOCTORS (32) STATISTICIANS (14) XII. LIBRARIANS (6) | XIII. ARCHITECTS (7) | XIV. BROKERS (19) | xv. TOTAL BANKERS (36) 269. Increase of Capital Stock..... 3 36 270. Return of Capital Stock...... 3 8 271. Return of Personal Property.. 5 | 8 8 000 0 3 87 0 0 0 0 4 0 0005 00 5 0 6 77 0 6 70 67 0 4 07 272. Liens.. 79 8 9 0 0 0 0 3 0 0 0 0 7 ◄ ∞ ∞ ∞ 273. Resolutions. 3 6 7 5 5 0 5 6 2 0 4 0 5 3 3 4 7 8 8 8 8 6 8 5 1 ∞ ∞ ∞ 10 274. Praecipe….. 60 9 0 0 0 0 0 4 0 275. Exceptions... 4 10 0 9 0 0 8 9 40 00 0 00 0 0 10 0 0 0 9 276. Assignments. 277. Orders of Court. 5 9 0 6 0 0 8 8 2 0 0 0 04 4 4 6 ... 6 10 0 10 0 0 89 20 0 0 00 8 8 278. Right of Way.... 7 0 78 0 0 0 0 6 7 4 0 0 7 0 9 279. Menus.. 0 7 9 9 5 0 5 6 9 5 4 0 280. Permits.. 7 6 9 6 0 0 0 7 6 00 00 07 9 0 4 0 7 8 281. Quit claims. 7 10 9 8 0 0 00 30 04 282. Laboratory Tests. 8 5 4 9 5 6 8 6 9 2 00 5 7 5 00 8 7 8 • 283. Ordinances.. 58 9 8 0 000 70 0 0 0 284. Options..... 57 7 6 0 0 00 40 3 0 5 285. Descriptions of Property. 3 5 3 4 5 68 6 2 6 0 0 3 731 7 0 9 0 7 2 4 286. Surveys... 9 9 8 9 4 0 8 7 60 00 4 7 8 9 287. Settlement Sheets.. 0 09 9 0 0 00 288. Decrees... 7 9 9 10 0 00 9 289. Plays... 290. Agenda for Meetings. 291. Manuscripts. 0 9 0 10 0 0 8 6 985 сл 5 5 5 4 4 .... 4 7 3 сл 5 0 3 3 3 · 292. Vouchers.. 293. Checks. 2 3 4 3 4 294. Bills (invoices). 295. Receipts... 296. Orders.. 1 2 5 2 1 2 4 2 1 3 3 3 22 4 1 297. Lists of various kinds……. 2 1 1 1 298. Cards used in filing. 299. Pay rolls.. 300. Tracers. • + 301. Passports.. 302. Coupons.. 303. Notes (Financial). 3 2 2 1 8 5 7 3 8 4 86 3 23 00 - THE CO LO 3 jak ji 1. CO CO CO CO 3 3 3 ∞ + ∞ ∞ +2 60 3 0 00 00 0 07 3 4 00 0 10 6 6 4 0 5 6 6 6 5 2 4 4 5 6 6 4 8 4 5 6 3 0 4 4 3 3 4 0 0 5 6 9 10 0 8 0 0 5 3 3 2 4 4 3 3 4 2 4 4 3 3 1 1 1 1 2 2 1 1 1 1 1 2 2 4 2 4 2 2 4 3 1 1 245 23 3 6 4 4 8 4 0 0 03 ~ ~ ~ H&H 2 3 3 3 3 2 2 1 2 4 1 1224H 1 2 2 2 3 2 1 1 1 4 5 5 0 0 9 9 5 0 0 5 6 77 09 9 9 0 09 0 9 4 4 6 4 0 5 304. Patent papers.. 08 9 10 0 6 09 9 0 0 9 9 6 7 7 3 6 00 4 0 0 8 8 0 0 0 0 6 0 0 0 500 0 7 9 10 305. Copyright papers. ... 306. By-laws…….. 5 307. Interviews.. 308. Constitutions……… 309. Expense Accounts. • 310. Circulars... 311. Tax Returns.... 312. Quotations 3 3 4 4 4 2 62 4 313. Sales Quotas and Graphs.. 8 7 8 314. Demand Loan Papers..... 810 0 7 00 7 0 6 0 9 8 5 0 8 0 0 9 9 10 4 5 8 7 7 5 7 4 3 6 4 2 4 3 4 5 5 6 Ą 7 5 5 4 4 5 4 4 4 4 4 0 5 6 5 4 88 0 7 5 54 644 4 4 0 5 2 22 3 4 23 2 3 3 2 23 3 3 4 2 3 5 5 3 7 5 5 2 4 0 4 3 3 5 523 0 4 2 3 2 3 3 5 50 7 773 3 5 74 0 0 0 0 0 8 0 0 0 870 0 0 720 O 7 10 22 5 0 10 0 0 10 0 5 7 6 6 ~N~275 24 2 9 9 05 6 9 104 SECRETARIAL DUTIES AND TRAITS I. | III. | IV. VI. | V. VII. VIII. TABLE 11—Continued | XI. XIII. 9 1 1 1 6 2 326. Case Histories. 5 7 7 327. Reports.... 3 1 1 1 328. Minutes. 73 2 3 330. Briefs... 2 12 • 86 75 • 3 2 22 7 3 9 3 339. Telegrams. 340. Testimony.... 8 3 09 90 5 3 5 IV. Typewriting—Continued: 315. Credit Inquiries..... 316. Articles of Incorporation. 317. Shipping Orders.. 318. Bills of Lading.. 319. Catalogs.. 320. Pamphlets.. 321. Blueprints.... 322. Magazines.. 323. Drawings.. V. Filing: 324. Letters.... 325. Articles.... 329. Speeches. 331. Lectures.. 332. Memoranda. 333. Programs.. 334. Outlines. 335. Books... 336. Notices. 337. Estimates... 338. Specifications.. 5 3 6 4 5 97 9 6 5 5 600 6 0 0 3 7440 0 7 9 0 0 4 0 6 1 0 0 0 5 6 5 87 0 3 5 4 0 6 0 6 048 6 0 0 0 7 8 0 0 006 9 7 97 0 7 879 6 9988 9 9 0 9 W N N ~ ~NT~-- 977 87 72 2 1 07 341. Copy for newspapers. 34 342. Requisitions.. 343. Sermons... 344. Applications.... 1 2 78 00 88 111 WWN C11 WANN NAN ANN NINHOEZ HEN NO 224 N 7 ON M 2 2 2 1 2 3 2 2 2 4 4 4 4 4 3 0 077 6 346 84 23 1 32 212 64 4 3 5 5 3 3 4 4 4 0 8 3 4 7 000 49 5 4 7 | 5 70 00 0 04078 0 0 007 6 0 00 0 10 5 5 0 0 6 0 4 5 0 0 [10 9 0 10 0 0 0 0 0 0 9 10 1 1 1 1 1 1 2 3 22 2 11 22 22 2 111 2 6 5 0 3 7 5 2 0 0 0 8 6 2 2 1 2 22 1 2 3 3 2 2 3 3 3 7 5 3 4 3 3 4 3 6 5 0 7 73 5 64 3 4 3 4 0 0 7 2 24 2 1 2 2 2 3 4 3 5 22 5 5 3 4 4 3 4 2 2 3 4 5 3 8 9 8 7 5 0 4 5 7 3 3 4 0 086 13 2 2 23 2 4 4 2 23 222 10 10 N N 3 2 4 5 242 4 6 5 1 4 4 3 6 3 3 5 5 6 0 4 02 4 8 4 58 1 1 2 2 1 1 2 1 0 6 7 3 1 1 1 1 3 0 0 0 07 7 7 5 4 3 1 2 4 4 4 3 00 0 2 2 4 4 3 4 4 3 6 6 4 5 4 4 3 2 3 3 3 85 1 3 5 7 7 4 345. Recommendations. 346. Advertisements. 347. Cables... 32 2 13 5 070 0 0 0 4 3 3 5 3 1 2 2 32 2 3 3 2 2 1 213 3 3 4 3 0 0 10 852 4 4 4 043 4 3 5 4 3 5 04 85 4 6 4 0 348. Wills.. 5 7 9 6 5 0793 7 0 0 349. Deeds.... 350. Mortgages. 7 7 9 6 0 0 70 3 7 4 0 www 3 4 4 4 3 5 5 7 3 4 5 7 6 6 0 7 0 0 8 0 3 0 0 0 0 3 6 7 351. Bonds.. 352. Contracts. 353. Policies.. • 354. Diaries. 355. Bulletins. 356. Leases.. 5 7 9 7 5 0 6 7 3 22 3 3 4 3 26 9 6 4 9 7 89 6 0 0 0 4 3 5 3 5 3 5 7 0 0 3 4 3 3 87 6 0 0 0 2 5 4 6 0 78 6 4 4 8 5 4 8 357. Articles of Agreement. 358. Libels in Divorce... 359. Master's Reporta.. 3 3 5 6 0 5 45 5 3 8 400 8 7 3 4 5 6572 0000 885 04 0 0 0 8 9 4 3 5 4 0 5 7 7 5 04 3 5 7 4 0 3 4 4 4 0 0 0 3 0 0 10 6 0 9 10 0 0 0 7 5 0 0 0 0 7 9 9 | TOTAL | XV. ANALYSIS OF SECRETARIAL DUTIES 105 TABLE 11—Continued | I. II. INSURANCE (24) MANUFACTURERS (126) V. Filing-Continued: 360. Petitions... 5 10 0 00 361. Bills of Sale.. 5 7 8 5 5 000 362. Releases. 4 7 9 6 0 0 89 • 363. Affidavits... 3 5 6 4 0 0 6 98 ле 2 ∞ ∞ N IV. | v. | VI. | VII. | VIII. | IX. | x. XII. | XI. XIII. 'AX | TOTAL 7 0 0 0 5 3 0 0 0 0 30 4 0 0 4 4 24 2 ∞ ∞ 8 7 8 7 7 7 8 7 0 0 0 5 4 5 364. Claims...... 365. Satisfaction of Mortgage.. 3 6 7 4 0 0 88 30 0 0 0 6 7 6 78 0 9 0 0 8 940 00 5 45 8 366. Increase of Capital Stock. 367. Return of Capital Stock…………….| 5 9 368. Return of Personal Property.. 6 369. Liens.. 370. Resolutions.. 4 9 8 7 0 0 0 0 4 0 0 0 0 6 8 8 8 5 0 0 00 07 70 00 0 6 9 9 7 8 6 0 6707 6 0 4 5 78 8 8 989 0 0 0 0 5 0 0 0 0 7 7 9 4 7 9 5 5 0 6 6 3 0 4 0 5 7 8 6 371. Praecipe.... 372. Exceptions.. 373. Assignments... 609 0 0 000 60 0 0 0 0 0 10 5 10 09 0 0 8 0 5 0 0 0 0 0 0 9 6 9 0 60 08 9 40 0 0 0 4 9 8 374. Orders of Court... 375. Right of Way.. 376. Menus.. ... 377. Permits. 378. Quit claims.. 6 10 0 10 0 4 0 0 ·· 379. Laboratory Tests. 807 ∞ ∞ 0 8 9 0 7 0 0 0 7 0 10 5 607 070 8 0 9 9 00 0 9 5 0 004 8 5 59 50 08 6 0 2 0 0 0 07 0 0 0 0 06 69 95 500 007 70 00 0 7 8 9 540 8 5 5 7 9 78 7 0 0 0 9 9 0 0 7 0 10 380. Ordinances. 88 0 7 0 0 0 0 8 0 0 0 0 7 0 10 381. Options... 7 9 8 7 0 0 0 9 50 3 0 5 3 08 382. Descriptions of Property.. 6 5 6 5 5 68 6 3 7 0 0 383. Surveys.. 9 10 7 9 4 384. Settlement Sheets. 385. Decrees.. 389. Vouchers... 386. Plays... 387. Agenda for Meetings. 388. Manuscripts.. 4 4 6 4 4 5 6 4 0 0 9 10 0 89 9 10 0 0 9 0 10 0 08 7 8 0 00 0 8 0 0 w w 3 2 3 5 3 6 5 9 0 0 0 5 6 9 10 0 0 0 4 0 0 0 0 0 8 9 0 8 6 0 0 3 0 0 0 0 10 98 7 6 5 06 5 8 6 3 0 5 7 6 7 68 5 6 0 5 6 4 72 3 0 5 6 7 5 7 77 3 0 0 4 4 4 390. Checks... 392. Receipts... 2 391. Bills (invoices)………. 393. Orders……. 3 2 394. Lists of various kinds. 395. Cards used in filing.. 2 2 2 NNN WN W 3 5 3 2 2 4 2 3 2 253 2 5 2 396. Pay rolls.... 397. Tracers. .. 398. Passports.. 399. Coupons.. 400. Notes (financial)……… 401. Patent papers... 402. Copyright papers……… 403. By-laws……………. 8 6 27 2 8 5 7 ~ 2 2~-~47 3 4 4 4 4 4 2 1 *~~ NW N 4 3 3 3 3 2 3 3 2 3 2 2 1 2 4 6 5 B4B224 3 4 5 4 0 2 4 2 3 3 3 3 3 34 4 3 3 5 3 2 2 4 3 1 3 4 2 4 3 w i co w w 4 3 3 4 3 0 0 0 8 10 99 0 00 08 0 10 0 0 8 9 4 0 0 0 5 79 6 0 0 0 6 08 87 9 8 7 NNNND 3 2 2 3 2 2 4227 2 4 2 2 2 5 0 8 0 0 0 0 8 10 0 0 5 7 9 10 4 6 7 5 6 0 78 5 0 0043 4 6 0 7 7 10 0 0 08 8 7 0 0 0 0 0 0 9 08 09 4 5 8 7 7 7 0 0 0 0 9 9 8 5 85 4 645 3 5 0 4 5 5 5 5 404. Interviews.. 8 5 8 6 4 • 405. Constitutions.. 6 7 0 8 0 5 5 5 6 5 4 4 4 5 5 4 0 4 5 8 5 0 04 0 6 7 106 SECRETARIAL DUTIES AND TRAITS TABLE 11—Continued | I. 'AI V. VI. VII. | VIII. | X. XIII. *AIX V. Filing-Continued: 406. Expense Accounts. 407. Circulars.. 408. Tax Returns. 409. Quotations.. 410. Sales Quotas and Graphs.. 411. Demand Loan Papers………. 412. Credit Inquiries... 413. Articles of Incorporation. 414. Shipping Orders... 415. Bills of Lading. 5 LO LO LOD 7 33 5 3 4 5 4 5 5 2 4 4 22 ∞ LO 30 30 40 3 5 5 5 5 6 0 7 8 7 9 6 0 8 10 9 8 5 08 0 8 3 3 4 3 04 254 231 1 009 9 5 4 4 3 3 3 34 4 3 8 5 2 4 5 2 5 3 446 WNW 43 00 2 3 4 4 74 3 5 75 0 0 0 0 7 88 000 0 5 8 9 6 4 8 4 5 ... 8 88 6 0 9 8 7 5 07 7 3 0 04 0 6 56 0 0 0 5 6 3 7 04 7 4 4400 6 8 7 04 0 5 06 9 4 416. Catalogs.. 7 4 417. Pamphlets.. 418. Blueprints……... 419. Magazines. 4 4 ... 942 WINW N S 5 3 0 6 6575 0 0 5 3 6 5 3 4 5 8 5 4 5 3 95 3 8 3 ww i w 3 4 3 4 6 3 6 4 4 0 44 3 5 4 4 4 0 5 3 4 4 4 5 8 4 6 6 0 0 5 8 4 7 4 4 4 6 84 77 40 4545 644 65 5 5 6 5 57 6 | 6 423. 424. 425. Calling list.. 426. 427. Gift lists..... 428. 429. VI. Duties Connected with Filing, In- 420. Drawings... dexing, etc. 421. Take care of a library..... 422. Keep follow-up files of letters not answered.... Keep card indexes or other records of: Addresses.. Telephone numbers. Invitation lists………. Christmas, birthday, etc. lists (cards)…………. Correspondents.. 87 4 8 LO 3 5 4 6 6 03 4 60 6 3 2 22 2 34 3 5 4 2 24 4 5 2 2 1 2 1 ∞ ∞ 11 1 2 5 5 7 127 6 5 7 7 3 4 7 77 177 1 1 112 1 1 1 2 1 113 1 2 2 4 3 33 5 8 6 04 5 6 3 3 05 0 0 0 6 5 6 0 0 4 225 IN O 1 1 5 5 0 4 5 127 5 10 1 1 5 655 6 430. Prospects.. 431. Customers.. 2357 5 44 2 3 4 w w 3 3 2 3 32 3 62 2 3 522 6 0 0 3 3 4 4 1 2 4 3 3 లులు 3 2 8 5 3 0 4 2 5 2 3 3 7 6 9 7 3 0 5 MNC 25 1 3 423 m 4 3 3 432. Clients. 5 10 6 5 1 5 5 7 3 7 4 4 2 3 6 5 433. Patients. · 09 0 10 0 0 6 0 9 2 00 0 00 9 434. Parishioners.. 00 00 0 03 9 0 7 0 0 0 0 0 10 435. Contributions and Charity. 4 45 5 6 5 02 436. Policy holders.. 1 6 9 8 0 0 0 9 ON 5 84 0 0 3 6 4 5 80 0 0 0 09 8 437. Equipment.. 7 5 438. Investments.. 4 5 5 5 439. Quotations of prices... 3 2 5 3 440. Legal Documents……… 36 5 5 6 5 7 4 6 66 50 5 8 6 441. Call-up (tickler systems) of various kinds.. 442. Install filing system. 443. Revise files... 444. Transfer files………. O212 03 2 3 73 N G 5 4 6 2 2 22 1 1 1 21 2 1 1 1 1 721N 128 6 2 1 747 N 36 5 6 7 4 4 8 5 44 0 5 9 6 5 00 4 3 3 5 0 6 4 3 5 4 4 4 3 6 00 4 4 6 5 6 40 5 49 5 4 2 3 4 3 3 3 2 NN 1 1 1 1 1 1 2 2 1 2 122 11 1 | TOTALS ANALYSIS OF SECRETARIAL DUTIES 107 TABLE 11—Continued I. | II. 'III 'AI | v. | VI. VII. INSURANCE (24) VIII. MANUFACTURERS (126) ENGINEERS (25) GENERAL BUSINESS (185) ADVERTISERS (14) EDITORS (25) SOCIAL SERVICE (4) EDUCATORS (114) IX. LAWYERS (47) X. | XI. DOCTORS (32) STATISTICIANS (14) LIBRARIANS (6) XII. XIII. ARCHITECTS (7) XIV. BROKERS (19) XV. BANKERS (36) 447. Keep clipping file (news- 448. Keep clipping books.. 450. Keep daily reminder... 451. Sort material for filing.. 452. Get material from files...... VI. Duties Connected with Filing, In- dexing, etc.—Continued: 445. Make folders and folder titles for files (labels)..... 446. Assign file numbers... 1 4 THE CO papers, magazines, etc.)..... 4 3 449. Keep letter copy book... 34 7 4 4 5 8 6 2 1 2 48211 6 1 1 1 1 1 1 1 1 1 1 3 3 3 3 5 4 4 2 3 3 CO LA 1 2 NO 05 15 111 3 4 3 3 1 1 1 1 453. Keep contemplated work files. 454. Keep day book.. 4 3 3 5 6 7 55 455. Keep diary…….. 7 6 3 425 HHH N 10 CO 232 NH-25 41257 4 3 6 4 3 4 6 26 2 3 3 4 4 er w 3 2 4 3 5 3 8 4 1 1 1 1 1 2 7 2 1 1 00 5 5 7 30 0 5 7 6 1 1 1 5 3 5 4 2 3 0 6 7 6 ~ -- << OD 2 2 1 1 1 1 2 1 1 1 1 2 1 1 1 1 1 1 1 1 1 1 1 1 1 3 2 4 2 1 4 1 2 3 2 0 5 3 7 4 3 7 4 2 5 3 86 456. Keep records on calendars (month, year, five-year, etc.).... VII. Telephones, etc. 2 3 2 3 4 23 3 3 2 2 3 4 2 3 3 457. Use of telephone (local)……………… 458. Use of telephone (long distance).... 1 1 11 1 1 1 1 1 1 1 1 1 1 1 1 1 111 1 1 1 1 1 1 459. Answer telephone.. 1 1 1 1 1 1 1 1 1 1 ... 460. Send telegrams.. 11 461. Receive telegrams. 462. Send cablegrams.... 463. Receive cablegrams.. 464. De-code telegrams.. 465. De-code cablegrams.. 466. Relieve on telephone switch- board... .... 467. Turn telephone calls over to another department.. 468. Code telegrams. 469. Code cablegrams. • 470. Receive telegram over tele- phone........ 7 4 9 7 03 471. Send telegram over telephone. 3 472. Send telegrams by means of call box. 21 473. Take dictation over telephone. 1 474. Figure cost of telegrams, long distance calls, night and day letters, etc... 475. Send radiograms.. 476. Receive radiograms.. 700 23 488 5 4 4 3 3 LO 5 8 9 8 0 6 0 8 ∞ ∞ cл 9 0 6 08 1 1 1 ford food | 1 1 1 1 1 1 1 1 21Hi 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 6 2 2 3 4 1 4 4 4 4 0 0 4 6 2 2 4 2 4 4 5 5 00 05 3 2 3 2 3 3 83 7 6 0 6 7 9 9 7 0 0 0 4 748 6 0 5 0 7 8 6 0 0 5 сл 4 23 6 6 сл 5 3 83 16 5 5 35 50 0 4 4 4 2 LO 5 3 1 1 2 1 1 2 ~~ H. C 7 3 7 6 05 340 3 4 100 20♡ 14 1 2 3 fuck jok 1 1 4 1 1 3 2 N 1 2 2 1 1 2 1 1 2 4 2 1 1 1 1 1 1 4 6 25 1 1 1 1 3 2 44 2 08 0 86 6 2 1 2 2 1 4 3 ford ext 02 2 1 N 0 3 1 2 2 3 1 1 1 1 0 0 4 0 5 5 123 187 2 1 1 1 N 2 2 1 ∞ ∞ cr 5 8 478 577 4 4 5 3 3 4 000 6 5 9 0 0 0 6 6 9 TOTAL 108 SECRETARIAL DUTIES AND TRAITS TABLE 11—Continued Ι. II. IV. 'A VIII. Editorial Duties: 477. Arrange for mimeographing... 2 3 478. Arrange for binding.. 69 479. Arrange for printing.. 23 231 252 232 1 1 3 22 1 1 1 1 3 1 * ∞ ∞ VII. | VI. VIII. IX. X. | XI. | XII. *IIIX XIV. BROKERS (19) *AX | | TOTAL 4 538 1 3 2 W W 3 3 2 204 3 22 75 3 4 0047 1 3 3 2 25 N 2 480. Prepare material for printer or publisher... 23 1 2 481. Read proof.. 23 222 482. Edit manuscript.. 7 6 6 7 483. Make up forms for reports, etc. 3 3 22 484. Edit reports, bulletins, etc……….| 485. Compile one report from nu- merous small ones.. 6 | 7 7 6 12∞ GO LO 1 1 3 2 3 2 5 3 1 1 CO 2 ∞ 1 1 1 1 22 1 2 1 3 3 6 3 CONN 1 2 2 1 3 5 22 5 3 3 3 5 3 3 8 4 0 3 5 5 2 26 41 23 10 55 22 ∞ ∞ ∞ ∞ 2 2 3 2 8 4 3 2 8 5 63 486. Arrange programs... 87 47 7 7 ~ ~ 3 30 LO 3 5 NO 2 3 04 ww 3 3 LS 00 5 8 34 2 0 23 NO 4 6 3 3 30 00 8 487. Translate letters, articles, etc., 493. Prepare pamphlets and cata- from foreign languages into English..... 488. Translate letters, articles, etc., from English into foreign languages... 489. Punctuate articles, mss., etc... 490. Correct letters dictated. 491. Write headings or subjects to be amplified.………. 492. Revise rules, regulations, by- laws, etc.... logs.... 84 3 5 5 3 8 4 7 3 4 1 5 7 3 4 0 6 6 10 5 00 6 4 2 3 2 2 4 11 1 1 1 11 732 24∞ 8 4 2 031 721 640 00 0 4 2 3 2 O~~ 032 9 9 5 3 1 1 85 4 6 4 5 5 5 8 5 0 0 0 7 0 6 98 87 0 05 5 8 6 4 0 0 7 9 7 494. Abstract articles, reports, etc.. 495. Summarize reports, etc.. 496. Digest sermons, lectures, etc.. 497. Get information from library. 498. Work on employer's genealogy 8 | 6 499. Compile bibliographies.... 0 10 500. Read rulings, current topics, 8 ∞ ∞ 8 7 9 ∞ 8 4 4 5 3 7 6 5 6 6 7 0 3 5 7 4 4 6 5 6 3 5 8 09 8 10 0 65 5 0 24 4 2 3 2 4 1 3 1 5 89 0 68 6 8 6 0 4 9 10 0 4 6 2 2 3 0 0 34 0 7 9 5 4 6 4 5 3 4 0 5 6 8 5 5 4 0 0 0 0 64 5 64 9 5 0 books, etc. that have bearing on work... 44 501. Gather data for report... 4 5 502. Clip magazine articles. 503. Clip newspapers.. 34 24 504. Collect clippings of interest.. 3 4 22 1 1 2 23 2 1 3 22 2 22 24 4 4 2 2 25 4 3 2 273 2 2 3 12 3 3 5 2 3 3 2 3 5 3 47 2 3 0 0 8 0 0 9 ∞ ∞ ∞ ∞ 8 3 8 8 3 4 3 32 5 5 63 043 4 4 3 0 3 3 2 3 2 4 34 3 4 3 505. Distribute clippings to those interested.... 4 6 24 3 2 3 48 8 4 320 6 6 4 506. Keep scrap books of various kinds..... 4 5 44 3 507. Prepare posters for advertising 7 10 9 8 5 24 3 4 6 4 44 5 8 45 4 4 5 0 3 0 27 94 87 ANALYSIS OF SECRETARIAL DUTIES 109 TABLE 11—Continued I. INSURANCE (24) | II. MANUFACTURERS III. ENGINEERS (25) IV. GENERAL BUSINESS (185) V. ADVERTISERS (14) VI. EDITORS (25) | VII. | VIII. EDUCATORS (114) SOCIAL SERVICE (4) | IX. LAWYERS (47) | x. •1X DOCTORS (32) STATISTICIANS (14) XII. LIBRARIANS (6) XIII. *AX ΛΙΣ | TOTAL ARCHITECTS (7) BROKERS (19) BANKERS (36) VIII. Editorial Duties-Continued: 508. Take care of newspaper pub- licity of church services, en- tertainments, campaigns, etc.... 509. Take care of other publicity, such as announcements, in- vitations, etc...... 510. Write advertisements of vari- f ous kinds (circular letters, bulletins, newspaper adver- tising).. 511. Cancel newspaper advertise- ments.... 512. Write copy for newspapers, magazines, etc.... 513. Compose letters to get mem- bers for clubs, societies, or- ganizations, etc... 6 997003596 400087 576 500 348 40 35 6 8 5 4 4 4 4 2 3 3 3 6 3 0 3 3 5 сл 8 514. Plan advertising campaign... 8 515. Straighten out advertising difficulty.. .... 516. Interview for foreign adver- tising for newspaper... 517. Give news, information, etc., to reporters.... 518. Gather news for various pa- pers, magazines, etc………… 519. Edit magazine or paper (school paper, house organ, trade magazine, etc.)...... IX. Duties Involved in Meeting and Handling People: 520. Meet callers... 521. Hear complaints in office and over telephone.... 522. Make adjustments of com- plaints..... 523. Hire employes.... 524. Discharge employes..... 525. Make engagements and ap- pointments.... 526. Consult with attorney, tax- examiner, auditor, etc.... 527. Interview applicants for em- ployment...... 528. Interview gardeners, chauf- feurs, etc... 5 7 5 2 4 5 6 9 504 LO 5 7 4 3 3 3 37 4 ♡ O CHLOS ~ 7 - sicht CA 4 6 4 4 3 8 6 4 30 4 64 сл 7 8 ∞ ~ 8 9 9 7 0 4 3 5 8 00 300 6 80 8 3 5 7 60 7 0 00 0 9 8 9 0 6 2 4 8 6 9 6 0 0 0 5 9 7 9 10 0 00 6 0 9 0 7 0 0 4 0 0 10 9 6 8 6 34 2 35 5 0 2 5 6 7 9 9 0 9 0 5 4 5 0 6 3 0008 LO Hin 9 10 0 9 5 5 868 00407 0 10 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 2 1 2 1 1 1 3 11 2 1 1 2. 2 2 2 32 1 5 1 2 2 2 3 3 2 7 5 53 4 4 7 3 0 0 0 0 5 4 278 5 7 7 5 250 23 55 ∞ 1 2 - 8 5 5 40 00 0 3 N 9 111 1 1│1│1 111 1 1 1 1 1 5 4 5 4 4 5 3 4 5 4 0 2 6 8 4 73 2 3 3 2 3 2 5 3 4 4 4 5 43 9 7 78 0 0 5 в 7 0 0 0 0 7 3 8 LO LO ! 110 SECRETARIAL DUTIES AND TRAITS TABLE 11-—Continued | I. INSURANCE (24) | II. MANUFACTURERS (126) III. | IV. v. VII. | VI. VIII. IX. ENGINEERS (25) GENERAL BUSINESS (185) ADVERTISERS (14) EDITORS (25) SOCIAL SERVICE (4) EDUCATORS (114) LAWYERS (47) X. DOCTORS (32) XI. STATISTICIANS (14) | XII. LIBRARIANS (6) | XIII. ARCHITECTS 'AIX BROKERS (19) XV. BANKERS (36) TOTAL IX. Duties Involved in Meeting and Handling People-Continued: 529. Direct people to proper office or department... 530. Attend meetings, conventions, banquets, etc... 1 1 1 1 1 211 21013111 5 2 7 5 5 4 2 22 1 531. Get rid of cranks and beggars.. 1 532. Travel to make investigations of various kinds.... 533. Give talks and lectures of various kinds... NN N W 3 1 6 4 0 1 5 3 4 3 1 1 3 1 4 4 1 1 3 2 8 79 8 0 4 4 6 86 0 4 06 88 0 10 0 9 0 0 4 60 0 0 4 0 09 • 0 9 0 9 0 0 5 в 0 0 0 4 0 0 9 6 6 07 70 0 0 009 534. Select and invite speakers.. 535. Arrange itineraries for speak- ers, salesmen, etc..... 536. Interview applicants for en- trance to schools, clubs, or- ganizations, etc.. -537. Give information in response to verbal inquiries... ་ 538. Help place people in positions outside the organization, firm, etc..... 539. Interview salesmen. · • 540. Make arrangements for guests and visitors (hotel, enter- tainment, etc.)...... 541. Act as guide to visitors. 0799 0 6 LOO LO 37 8 8 9 9 00 6 3 7 5 4 4 5 0 6 7 1 2 1 2 1 2 2 1 1 2 11 1 2 1 2 ∞ ∞ 44 ♡ ♡ 43 8 6 5 6 4 3 3 4 4 3 4 4 4 3 1 7 42 52 2 3 7 6 5 5 4 3 2 542. Address a meeting of employes 9 9 08 0 0 8 543. Take part in employes' functions... 544. Act on committees.. 545. Conference with employes... 546. Call stock holders' meetings.. 547. Attend buyers', salesmen's meetings, etc.... 548. Follow up written notices for meetings by telephone...... LA CO 3 6 3 6 5 0 3 0 3 0 0 6 5 0 33 6 3 74 4005 77 3 5 7 557 O 4 0 55 O 7807 ONO 4 64 0 5 9 4 0 8 7 0 0 0 0 0 0 0 0 0 10 5 5 5 4 5 3 6 0 3 0 03 5 6 5 6 6 0 8 8 9 8 7 6 8 5 3 0 3 0 74 5 0 0 6 8 5 6 8 070 00 0 0 5 0 8 9 0 0 6 6 8 8100 8 0 0 9 10 7 4 3 3 34 2 3 4 4 3 3 2 5 3 3 550. Act as hostess at parties.. 551. Arrange for proxies for stock- holders meetings..... 79 9 886 8 0 0 3 3 8 0 5 4 5 9 5 0 3 0 6 0 6 9 7 0 4 0 09 8 9 6 8 7 56 6 7 60 0 0 5 5 3 7 552. Act for employer on com- mittees. 0 7 0 10 LO 5 0 3 6 0 7 0 0 0 0 9 553. Organize clubs, welfare work, etc.... 09 9 10 5 6 7 7 00 00 0 0 9 10 549. Attend faculty, club, society, etc., meetings..... ∞ ∞ 554. Assist in plans for entertain- ments, receptions, dinners, etc..... 7 6 6 7 5 6 3 3 8 LO 5 0 3 5 6 4 5 ANALYSIS OF SECRETARIAL DUTIES 111 TABLE 11—Continued I. INSURANCE (24) | II. MANUFACTURERS (126) III. ENGINEERS (25) IV. | VII. VIII. | v. | VI. IX. X. XI. GENERAL BUSINESS (185) ADVERTISERS (14) EDITORS (25) SOCIAL SERVICE (4) EDUCATORS (114) LAWYERS (47) DOCTORS (32) STATISTICIANS (14) | XII. LIBRARIANS (6) | XIII. ARCHITECTS (7) | XIV. BROKERS (19) | xv. BANKERS (36) TOTAL IX. Duties Involved in Meeting and Handling People—Continued: 555. Round up people for meetings. 6 556. Help with campaigns of vari- ous kinds.... 557. Organize committees.... 558. Attend commencements, lec- tures, etc... 3 4 3 6 2 25 4 2 3 24 4 3 7 5 8 65 09 0 9 10 10 5 2 5 0 7 ~ N 48 4 4 6 0 6 0 3 5 4 5 050 0 10 1 ° 5 95 8 6 5 сл 0 4 2 8 10 5 0 1 5 7 8 5 559. Secure signers for petitions of various kinds.... 0 8 8 9 0 066 6 7 0 3 4 5 0 8 1 3 22 3 4 421 2 7 2H GO 2 3 644 744 3 1 1 1 2 2 3 2 3 3 1 NH ∞ 13 w 3 3 2 1 2 2 3 2 2 1 1 1 211 25 1 2 2 + 5 3 1 1 1 1 1 4 2 2 S CO 4 2 1 1 1 1 3 1 ford f - 5 1 1 1 1 3 4 4 NHH CAS 3 1 1 2 4 22 లులు 3 3 2 22 44 NIN 2 5 2 4 4 24 44 3 3 ♡ 3 10 5 3 4 3 N 4 3 7 4 3 4 3 3 3 2 5 2 03 26 4 3 560. Render decisions on questions asked by members of office force..... 561. Confer with employer..... 562. Plan work for one's self... 563. Plan work for others.... 564. Distribute work among other employes... 565. Supervise other employes.... 566. Give orders to workmen (car- penter, electrician, etc.).. 567. Check up employes' function sheet.. 568. Handle bundle boys, mes- sengers, etc... 569. Supervise girl's club, lunch- room, etc.... 570. Oversee workmen. • 571. Oversee female employes and their requirements.. 572. Arrange lunch hours for em- ployes, also vacations……… 573. Check up on unfinished work of other employes..... 9 9 8 8008 7 073 0 сл 10 сл 0 0 9 9 LO сл 40 3 5 58 4 0 037 6 6 2 0 34 3 7 4 3 0 3 6 6 4 5 0 5 8 5 4 3 2 2 5 3 6 5 0 2 3 3 7 4 0 8 9 9 0 0 8 0 0 0 0 0 5 0 0 10 0 10 0 8 5 6 7 6 7 6 0 7 9 9 8 6 6 7 0 4 5 5 7 4 0 0 5 0 8 9 4 6 6 5 4 6 574. Give directions for work to be done..... 4 2 4 3 4 575. Perform first aid relief.. 576. Act in advisory capacity to 7 5 7 7 -~ 05 2 5 8 2∞ 25 ← 2 5 14 students, employes, etc.... 577. Organize office.. • 578. Manage office.. 8 8 9 7 8 5 0 6 0 8 4 579. Oversee employer's servants.. 9 9 580. Decide on priority of work.... 6 | 4 4 4 4 2 87 Na c 5 6 50 23 581. Record late employes..... 8 6 04 3 3 0 582. Instruct new employes.. 2 3 4 3 22 LO HN 00 05 00 ∞ 5 3 8 4 4 7 2 26 8 452 & 0 4 6 0 3 688 78 3 07 40 0 0 4 0 7 3 4 5 040 8 9 3 5 4 Ą 3 3 0 0 3 9 6 2 0 5 0 0 7 044 2 2 3 2 4 2 2 1 2 3 4 4 87 8 6 8 6 8 3 27 ∞ ∞ ∞ 583. Teach training class of employes... 9 10 0 8 0 6 0 7 0 7 0 0 0 0 10 10 112 SECRETARIAL DUTIES AND TRAITS TABLE 11-Continued I. II. III. INSURANCE (24) MANUFACTURERS (126) ENGINEERS (25) IV. GENERAL BUSINESS (185) | v. ADVERTISERS (14) | VI. EDITORS (25) | VII. SOCIAL SERVICE (4) | VIII. EDUCATORS (114) | IX. LAWYERS (47) DOCTORS (32) X. | XI. STATISTICIANS (14) XII. LIBRARIANS (6) XIII. ARCHITECTS (7) | XIV. BROKERS (19) | xv. | TOTAL BANKERS (36) IX. Duties Involved in Meeting and Handling People-Continued: 584. Issue permits for various things.... 585. Countersign employes' charge 9507068 38 purchases, permits, etc..... 8 586. Greet employes..... 7 4 7 6 5 4 6 LO 5 5 587. Reprimand employes.. 56 7 6 05 10 20 10 5 7 5 0 3 4 54 5 7305786 00 6 9 7 4 7 4 3 4 5 4 7 4 6 6 8 5 0 4 4 0 0 7 588. O.K. passes, etc.... 8 6 0 6 4 5 0 6 9 6 4 3 0 0 08 589. Investigate references, per- sonal and financial.. 7 4 4 6 3 5 3 7 4 0 5 3 ལ 7 5 590. Keep employer reminded of- 1 1 1 1 1 1 1 1 11 0 1 — 1 1 11 2 1 1 2 1 12 3 1 1 1 2 1 2 1 7 68 ་་ 7 0 685 8 5 4 0 5 08 7 68 4 5 6 7 9 2 64 44 4 8 5 0 57 4 5 60 7 0 0 7 4 0 7 0 8 44 5 4 6 6 05 7 9 7 0 4 10 5 7 0 7 000 0 0 10 engagements, dates, things to do, etc.... 591. Keep employer in touch with office events, personnel, etc. 2 592. Investigate causes of trouble between employes..... 593. Counteract false reports which spread in an organization... 6 594. Investigate appeals for charity 7 6 595. Handle compensation (in- surance).... 596. Handle beneficiaries in charity cases... 597. Do case work involved in 0 90 10 0 05 88 7 0 workmen's compensation... 0 8 9900 0 8 7 7 598. Settle claims for damages, in- juries, losses, etc………. X. Financial and Bookkeeping Duties: 599. Prepare personal income tax return for employer... 600. Prepare income tax return for company, trust, corpora- tion, etc... 0 0 0 0 0 10 8809 9007 70 0 0 0 0 0 0 0 10 00 24 4 5 35 7 6 4 3 4 0 2 3 2 4 • 6 6 77 50 70 60 00 2 5 5 7 601. Keep set of books which sup- plies data for income tax (individual and fiduciaries). 4 4 4 23 3 10 20 602. File income tax return.... 603. Systematize and record items deductible from income tax. 3 3 4 64 0 7 604. Make lists of employes for in- come tax (salaries, etc.).... 605. Check up city and county tax statements..... 606. Work in connection with misc. federal taxes.. ww ww LD SO 2 3 LO 5 3 5 сл 5 3 00 3 7 4 4 5 0 6 7 9 3 3 3 3 656 4 0 4 3 3 3 4 4 2 3 6 53 0 0 3 3 8 4 5 3 0 6 56 5 5 4 7 60 0 686 5 0 0 2 5 6 6 5 4 5 0 6 7 7 4 4 0 3 745 LO 5 LA сл ANALYSIS OF SECRETARIAL DUTIES 113 } TABLE 11-Continued | IV. | v. I. II. | III. INSURANCE (24) MANUFACTURERS (126) ENGINEERS (25) GENERAL BUSINESS (185) ADVERTISERS (14) | VI. EDITORS (25) | VII. SOCIAL SERVICE (4) VIII. EDUCATORS (114) | IX. LAWYERS (47) | X. XI. XII. XIII. 'AIX 'ΑΧ DOCTORS (32) STATISTICIANS (14) | TOTAL LIBRARIANS (6) ARCHITECTS (7) BROKERS (19) BANKERS (36) X. Financial and Bookkeeping Duties— Continued: 607. Deposit checks... 608. Sign checks... • 609. Take care of bank book. 610. Countersign checks.. 611. Figure interest.. 612. Take care of notes, renewals, drafts, etc....... 613. Make list of personal notes and collateral (employer's).. 614. Collect notes...... 1 3 2527 142 O 242 2 5 6 6 2 3 4 3 47 615. Make up weekly statement of overdrawn bank accounts... 9 616. Make up weekly statement of overdue notes in bank. 617. Get letters of credit from bank..... 618. Write checks….. 619 Take care of check book and stubs... 620. Reconcile bank balances.. 621. Cash checks... 622. Identify people who want checks cashed.... 623. Keep record of interest due dates..... 624. Arrange with bank for funds to be wired or cabled. ∞ 2 ลง ♡ 1 1 2 2 222 222 122 625. Keep open file of days on which to clip coupons....... 4 6 7 626. Check up monthly coupons from bonds... 222 211 4 3 3 1 2 SO LO 3 4 5 6 142 10 10 5 5 5 474 & 5 2 6 142 1 15272 0 3 1 1 1 1 0 4 4 4 6 0 4 1 2 5 4 NH 0 0 1 4 0 6 0 0 2 2 3 3 HONOM 4 2 2 2 4 4 3 3 0 5 6 10 5 4 0 0 2 3 4 4 4 4 5 6 6 0 6 9 5 5 • · 0 0 3 34 5 7 7 6 00 70 87 00 4 4 88 8 4 0 8 9 0 0 0 0 5 710 8 10 0 10 0 00000 8 6 9 7 21 2 1 2 02 0 1 ∞ 2 01 24 3 5 6 4 4 ANN 34 2 LO 1 2 2 NNN 2 2 342 222 4 2 2 8 9 8 2 1 000 7 8 10 0 0 0 5 88 0 0 1 1 1 00 1 0 0 2 2 00 1 11 222 2 22N 222 5 4 4 54 0 4 4 3 24 4 4 5 4 4 6 4 7 5 3 0 0 4 3 5 5 6 5 6 0 0 8 67 7000 5 10 80 6 8 8 6 6 0 0 сл 5 6 87 5 6 5 7 LO LO 5 6 8 9 0 0 7 9 8 LO 5 0 0 0 6 78 627. Check and mail stock cer- tificates.... ས་ 7 5 7 8 5 0 8 08 7 0 0 54 3 8 628. Secure quotations from brokers. -> 6 6 4 70 0 7 06 70 04 5 27 629. Arrange for payment of dividends.... 7 7 9 80 0 80 8 0 0 0 6 9 630. Work on quarterly or annual dividends.... 631. Issue dividend checks. 632. Make dividend lists…………. 633. O.K. annual fidelity bond premiums.... 634. Have fidelity bonds signed.. 635. Apply for fidelity bonds.. 636. Figure premiums.. 7 9 8 877 9 7 8 9 ∞ ∞ ∞ 8 0 0 80 6 8 07 008 000 0 048 700 00 4 9 8 0 6 80 8 0 0 07 4 9 8 10 0900 0 0 9 0 0000 9 10 09 090000 9 7 0000 9 10 7 3 7 9 0 9 0 0 0 0 9 7 0 0 0 0 9 10 9 0 9 0 0 0 9 0 0 0 0 0 7 8 10 114 SECRETARIAL DUTIES AND TRAITS TABLE 11—Continued | I. INSURANCE (24) II. III. IV. | v. ·IA VII. VIII. IX. ** 'IIIX XIV. 'AX X. Financial and Bookkeeping Duties– Continued: 637. Make list of securities...... 638. Fill out liberty bond coupon slips.... 639. Exchange liberty bonds. 640. Collect premiums.. ... 4 5 5 60 6 77 5 8 9 850 08 ∞ 6 9 9 69 9 10 10 0 6 641. Sell bonds. 642. Buy stocks... 643. Sell stocks.. 9 8 8 90 5685 600 005 63 7 0 6 8 87 5 0 8 8 5 850 09 9 7 0 08 9 8 0 0 6 8 88 6 0 0 6 047 0 0 7 0 10 05 7 6 9 988 90 08 08 0 0 0 4 6 5 9 9 88 9 0 08 08 0 004 74 9 644. Invest money……………. 645. Exchange temporary bonds for permanent ones..... 646. Keep file of maturity dates of securities..... 647. Record securities purchased.. 648. Write transfer powers for stockholders... . 649. Watch stock market.. 650. Advise about investments. 651. Keep files of dates on which insurance premiums are due. 24 652. Take care of personal insur- ance (employer's)……………… 653. Take care of property insur- ance (employer's)..... 654. O.K. monthly group insur- ance bills.... 33 6 7 989 90 0 8 0 0 0 5 6 9 10 7 6 79 5 0 7 9 76 0 05 38 6 6 5 77 7 0 0 8 0 55 7 6 0 0 6 8 7 8 6 7 0 0 00 54 59 8 4 5 4 08 8 9 0 0 0 0 9 8 5 370 0 0 0 988 9 0 0 0 0 9 8 O77 0 0 0 0 LO 5 9 0 0 05 5 5 7 006 0 10 ㄓ ​6 4 48 7 5 5 4 5 0 8 5 24 4 LO 5 LO 5 58 7 LO 5 4 0 023 9 5 0 68 7 5 4 0 0 2 5 9 5 655. Figure insurance rates. 656. Figure policies.. 18 0 9 657. Abstract policies.. 3 9 0 10 658. Sell insurance... 4 0 0 0 0 0 0 659. Apply for group insurance.... 9 | 9 9 10 0 0 0 0 9 660. Discontinue group insurance.. 0 9 661. Keep cash account... 9 10 0 6 0 87 8 9 0 0 8.19 8 7 0 0 5 6 9 9 18 9 9 0009 8 0 00 05 0 0 9 0 0 0 990 00 000 0 9 9 อ 0 0 9 0 0 00 7 0 10 9 0 00 0 0 0 0 10 0 0 0 0 6 9 10 0 9 7 0 00 7 9 10 662. Keep expense account. 663. Keep books and make state- 4 3 3 3 3 3 2 3 3 5 3 2 4 4 2 0 4 3 3 4 2 22 3 4 3 0 3 3 2 6 3 • ments in regard to estate... 5 5 7 664. Keep and balance personal ledger..... 6 5 0 7 9 4 5 0 0 3 6 7 6 665. Keep petty cash account……………. 666. Keep books and ledgers for any purpose whatsoever... wher 5 3 6 4 5 4 ♡ 2 3 6 3 6 5 6 5 13 667. Take trial balance. 34 668. Make journal entries.. 3 3 669. Rule off ledger... 5 3 4 670. Balance cash daily..... 4 5 6 23 ♡ →→ 24 3 3 3 2 22 0 32 ∞ ∞ 8 4 4 0 014 3 3 5 3 0 4 4 5 7 5 4 0 6 4 6 2 4 4 4 2 0 3 4 4 003 3 లులు లు 0 6 3 6 4 4 0 0 3 3 0 53 6 54 0 0 4 3 5 5 4 5 7 4 0 0 5 233 33 LO 7 5 3 3 2 5 4 4 4 7 4 5 85 5 3 | TOTAL ANALYSIS OF SECRETARIAL DUTIES 115 TABLE 11-Contiuued ..... • 689. Keep list of personal property X. Financial and Bookkeeping Duties- Continued: 671. Make out monthly statements (for services rendered, goods sold, etc.)... 672. Make out office checks. 673. Make out household checks (employer's).………. 674. Make out personal checks (employer's).... 675. Have servants O.K. house- hold checks.... 676. Give checks to employer for signature.. 677. Write receipts... 6 6 7 7 ∞ 1225 678. Ask for and file receipted bills. 679. Check bills and invoices... 680. Total monthly sales……….. 681. Send out invoices for interest on bills receivable………….. 682. Send out invoices for rents due. 6 683. Send out credit vouchers for goods returned…………. 684. Figure pay rolls (office and employer's personal). 685. Put up pay…. ... 686. Check up on figures in letters, articles, etc.. 687. Figure percentages for vari- ous purposes.... 688. Make list of contents of office 12212 ww 24N 37 HHNNN 2 ~ 322 252 3 3 22227 47 ་ - ∞ ∞ 2 W 47 ~ ∞ 7 ∞ &N NEN 6 ما 45 safe and safe deposit box.... 2 4 85 5 0 7 7 6 4 up-to-date... 690. Figure inventory……. 54 ∞ ∞ 74 0 6 7 7 0 6 5 8 00 00 LO LO 3 2 2 4 5 3 3 2 4 5 2 7 ස ස 3 22 3 2 4 COLO 42 42 43 22 642 4 3 2 0 0 6 33 04 1 3 3 ~ 2 3 w 2 3 6 I. INSURANCE (24) | II. III. | IV. 'A | VI. MANUFACTURERS (126) ENGINEERS (25) GENERAL BUSINESS (185) ADVERTISERS (14) EDITORS (25) | VII. SOCIAL SERVICE (4) VIII. | IX. XJI. | XI. | x. XIV. | XIII. | xv. EDUCATORS (114) LAWYERS (47) DOCTORS (32) STATISTICIANS (14) | TOTAL LIBRARIANS (6) ARCHITECTS (7) BROKERS (19) BANKERS (36) 3 2 3 3 3 22 2 2 4 2 5 5 220 04 1 2 22 9 6 6 9 5 489660 0 0 7 78 3 1 2 1 3 2 2 4 1 2 4 1 2 1 1 3 44 2 2 2 3 2 2 40 2 1 3 2 3 3 3 4 2 0 3 3 7 2 5 6 7 7 8 5 0 0 8 6 0 5 5 5 9 6 0 0 8 6 0 60 0 6 075 0 4 44 121 ∞ LO 45 53 ∞ N Hude fuck jonk 1 1 1 2 4 HHN4∞ 1 1 2 84 #NNNN 2 2 2 2 8 9 ~ ~ 7 7 8 4 4 9 5 0 0 0 9 5 0 0 5 6 07 7 3 4 2 0 3 4 4 04 • 7 3 5 3 0 7 8 5 0 2 2 40 5 oi 5 4 6 65 2 2 2 2 3 3 3 3 3 4 2 4 3 2 3 2 5 3 4 3 2 3 4 4 5 3 ลง 2 0 Ca 3 3 5 3 → 0 2 4 5 5 5 5 8 5 0 0 9 4 6 40 8 5 0 4 691. Check up orders against estimates.. 0 10 5 8 692. Check internal revenue report. 6 7 9 693. Check cash register returns... 9 10 0 ~ ∞ ∞ 6 5 0 сл 5 7 0 80 0 7 9 8 7 0 0 0 7 0 75 7 6 0 0 0 0 0 0 40 54 O 4 0 7 6 0 5 70 7 0 0 8 0 0 0 10 694. Send club bills to treasurer (or other bills)…………. 3 695. O.K. bills of any kind... 2. 5 2 9 6 696. Make bonus lists.... 07 27 5 2 3 3 LO 20 4 7 0 4 2 16 4 6 7 60 4 2 2 7 2 0 2 697. Prepare vouchers for travel- ing expense.... 7 5 54 698. Keep record of rents due dates. 7 6 8 699. Enter all invoices in a book…….. 9 4 7 474 550 ાા ૭ 434 3 5 090 06 6 4 0 4 7 4 1047 479 5 420 43 4 5 2 4 2 79 9 9 7 5 0 0 0 58 7 5 7 7 0 6 0 4 5 6 9 6 116 SECRETARIAL DUTIES AND TRAITS I. II. TABLE 11—Continued III. IV. | v. VI. VII. VIII. IX. X. XI. XII. XIII. XIV. | TOTAL | xv. X. Financial and Bookkeeping Duties— Continued: 700. Prepare commission state- ments.... 701. Lease property. 702. Sell various commodities.... 703. Take orders for various com- modities.. 704. Make contract for service, sup- plies, etc....………. 705. Countersign employes' charges.. 706. Pay office bills, employer's personal bills, etc………. 707. Act as cashier………… 7 9 9 • 09 5 0 8 0 9 88 0 5 6 5 5000060055 00 0 8 08 80 00 0 0 6 8 10 7 8 5 0 0 0 0 0 9 9 LO 5 7 6 LO 5 6 5 7 0 5 0 4 0 7 0 7 7 7 9 7 LO 5 6 7 7 8 4 0 4 сл 5 68 7 9 10 8 9 3 6 0 7 0 5 0 0 5 70 9 43 3 2 2 3 3 5 6 3 5 2 10 5 708. Check remittance sheet….. 7 9 0 65 08 709. Check collections sheet. 0 9 0 6 6 • 08 710. Conveyance deeds..... 9 0 0 9 2 0 ing debts... 711. Post data on daily sales sheet.. 06 712. Handle collection of outstand- 713. Decide charges on work done. 0 6 714. Make decisions on discounts allowable... 25 24∞ ∞ - 5 4 2 04 1 4 6 75 7 0 0 04 4 0 0 0 8 0 0 0 0 0 237 N 3 2 35 5 0 9 7 0 9 07 5 0 0 7 0 ON 0 0 6 0 0 0 0 5 010 0 0 0 0 6 9 9 8 ས 7 ON 0 5 4 66 76 0 0 5 77 ∞ ∞ 8 4 00 5 5 0 7 8 4 4 3 0 9 77 0 7 06 0 5 715. Compile statistical data... 8 5 6 5 3 4 74 8 0 LOTH ON 5 0 3 7 4 3 3 10 10 43 5 5 7 0 8 5 8 4 716. Interpret financial figures into a simpler statement... 9 6 7 7 0 6 LO 5 69 7 0 4 10 5 LO 5 0 8 717. Keep business figures for em- ployer's desk and personal books..... 7 4 7 600 parison record.. 718. File statements of claim………… 719. Follow-up lapsed cases.... 720. Chart data.. • 721. Make financial graphs.. 722. Make up wage and sales com- 723. Make up budgets.. 724. Keep wage and cost com- 7 6 9 6 5 9 9 9 0 8 7 5 9 8 6 7 ∞ ∞ ∞ ∞ 9 8 5 0 0 6 7 7400 4 6 9 6 5 6 8 0 5 7 0 0 0 0 0 8 08 0 0 0 9 8 9 0 5 8 6 0 6 0 0 9 0 5 0 09 8 7 0 7 0 0 0 79 9 9 7 ∞ 88 • 7 7 5 6 05 68 ∞ 9 0 7 0 0 0 0 0 9 3 3 4 8 5 0 4 0 70 6 parisons... 725. Check costs.. 9 6 77 0 5 9 5 6 6 06 7 8 9 0 0 0 57 9 7 00 726. Keep control sheet.. 0 10 9 850 79 0 0 0 0 O 55 0 8 0 9 7 0 0 10 727. Look up financial ratings.. 7 3 728. Purchase foreign exchange.... 07 87 0 6 729. Clip coupons……………………. 6 5 9 6 0 0 ∞ ∞ 7 5 6 5 3 5 0 0 8 7 0 0 0 7 4 6 8 9 1 5 0 0 0 05 8 8 8 0 0 5 5 2 6 XI. Clerical Duties: 730. Place telephone memoranda, messages, etc., where em- ployer will see them. 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 ANALYSIS OF SECRETARIAL DUTIES 117 TABLE 11—Continued XI. Clerical Duties-Continued: 731. Keep current date on calen- dars visible.. 732. Order supplies of various kinds for the office…………. 733. Get quotations on supplies.. 734. Check up on supplies..... 735. Take inventory. ... 736. Make out requisitions.. 737. Approve requisitions made out by clerks... 738. Arrange papers on desk. 739. Anticipate needs of employer as to records, papers, etc., needed on trips, for inter- view, etc...... 740. Make out itinerary or sched- ule for employer's trips..... 741. Keep desks supplied with equipment.. I. II. INSURANCE (24) MANUFACTURERS (126) | III. ENGINEERS (25) | IV. GENERAL BUSINESS (185) | v. VI. VII. | VIII. | IX. X. 'IX XII. XIII. | XIV. 'AX ADVERTISERS (14) EDITORS (25) SOCIAL SERVICE (4) EDUCATORS (114) LAWYERS (47) DOCTORS (32) STATISTICIANS (14) LIBRARIANS (6) ARCHITECTS (7) BROKERS (19) BANKERS (36) 1 1 1 1 2 1 1 1 1 1 1 1 2 1 1 1 11 1 1 2 2 1 3 3 2 1 2 1 NNH 11 2 2 1 1 2 2 HH2 N M 1 1 1 1 3 1 2 1 1 2 3 3 3 1 3 1 1 1 1 33 5 5 3 5 3 5 6 1 1 1 1 1 33 - - - - 1 1 2 13 1 1 1 1 3 10 2 2 1 1 21 3 1 1 122 1 1 1 1 2 1 2 6 2 4 3 4 6 2 1 3 4 4 5 7 3 3 1 2 NW 22H 51 61 3 4 2 2 2 24 5 1 1 41 6 4 1 1 2 2 1 2 2 1 2 2 3 1 2 1 1 2 2 2 3 33 3 5 33 5 3 7 5 0 0 4 3 5 4 1 1 1 12 1 1 1 2 1 2 1 2 1 1 1 742. Make out shipping instruc- tions..... 9 2 5 3 3 2 7 58 50 0 5 5 8 4 743. Fill out tracers for mail, ex- press, etc..... 8 4 4 4 3 7 58 50 40 6 4 5 744. Route shipments of material (traffic work of various kinds)... 745. Place articles on desk in order. 2 746. Check orders. 747. Revise stock list.... 0 5 9 1 6 2 2 7 5 ~NH 6 1 7 612 5 ~ 22 H 4 6 0 6 6 1 1 1 1 1 2 1 0 1 2 2 3 55 4 4 05 6 8 6 4 8 3 0 3 2 0 72 5 2 5 LO 7 9 7 2 1 2 1 3 83 5 6 9 B 748. Check remittances as to amounts, dates, and sig- natures.. 3 4 3 2 3 3 5 4 6 304 0 5 8 3 749. Send amendments to patent office.... 8 8 9 10 0 5 0890 0 0 5 0 0 10 750. Make arrangements for radio schedule... 0 0 0 10 0 68 7 0 600 0 0 10 jobs..... 751. Check tally sheets on various 752. Make arrangements for freight, 9 80 9 0 в 08 9 7 00 0 77 9 express, etc.. 9 4 5 6 4 3 64 4740 2 6 5 9 LO 5 753. Notify judges of election...... 0 754. Notify directors of election... 6 755. Take care of signed proxies.. 756. Make preparations for annual 8 0 90 0 0 0 8 7 5 00 0 710 6 8 6 0 6 5 7 7 5 0 4 0 6 37 7 5 5 60 5 88 5 6 0 04 в 3 6 meetings... 5 6 5 5 0 3 2 LA 5 6 5 0 40 62 6 757. Send Board of Committees notices.. 8 6 8 LO 5 0 లు 3 2 4 7 5 4 4 0 3 3 TVLOL | 118 SECRETARIAL DUTIES AND TRAITS TABLE 11-Continued I. | III. | II. IV. V. *IA VII. INSURANCE (24) MANUFACTURErs (126) ENGINEERS (25) GENERAL BUSINESS (185) ADVERTISERS (14) EDITORS (25) SOCIAL SERVICH (4) | VIII. educators (114) | IX. LAWYERS (47) 6 78 0 0 77 6 8657 3 3 6 6 5 XI. Clerical Duties-Continued: 758. Act as notary public……….. 759. Make out day's schedule for employer... 760. Place daily newspapers, maga- zines, etc., on employer's desk. 761. Check up questionnaires…………. 762. Check personnel of com- mittees.. 9 27 25 763. Look up names and addresses. 1 1 764. Renew magazine subscriptions 2 765. Deliver policies... 766. Look up patents for reference • in the Patent Office Gazette. 0 9 767. Change dates on rubber stamps daily....... 768. Look over notes and memos for the day... 769. Compile periodical reports.. 770. Assemble mimeographed ma- terial.. 771. Compare copy... 772. Post notes (notices).. 773. Record daily shipments... 774. Get information from various departments needed for cor- respondence.…………. LO LO 0 2 N XI. | X. DOCTORS (32) STATISTICIANS (14) | XII. LIBRARIANS (6) XIII. *AIX │ ARCHITECTS (7) BROKERS (19) (98) SHIINVA XV. TOTAL 00 00 0678 4 0 0 05 7 7 28 3 2 SO LO # 854 9 6 5 1 3 3 ∞ hd ~ 7 1 3 012 1 1 14 30 3 в ♡ - 44 4 2 N W 3 47 20 2 2 ON 2 2 8 09 0 0 ∞ IN O 3 1 41 7 4 4 3 1 1 1 1 2 3 5 1 0 2 N HA W 6 8 0 0 0 4215 202 22 2 2 2 5 7 94 8 5 1 1 1 74 3 5 3 4 9 8 8 09 7 000 0 0 0 10 4 2 32 4 6 6 3 5 3 2 35 4 1 3 2 1 1 1 84 6 40 ON 4 23 1 2 2 4 1 4 9 4 05 4 12 2 2 21 3 6 4 65 4 3 4 6 5 5 6 6 0 04 85 ~ 2∞ 10 222 2 2 42 22 4 4 0 0 8 8 0 ∞ ∞ N N LO CO 5 4 2 0 0 5 2 3 3 1 3 4 3 3 7 5 4 4 5 4 540 8 0 0 5 6 0 7 244 ~ 3 2 52 2 2 775. Inspect material received.... 5 5 4 4 776. Rule reports... 8 6 7 7 345 120 238 2 2 4 4 5 ∞ cr þ 4 1 3 3 4 3 5 5 8 6 0 3 0 7 35 C 3 3 1 7 3 1 ∞ ∞ 8 ~ AN 2 4 7 777. Keep records on maps (sales records, etc.).……………. 9 6 10 5 6 0 6 8 7 9 7 0 0 0 4 0 8 778. Make headings for monthly statements... 9 4 779. Make out accident reports. 780. Keep record of territory as- signed salesmen.. 781. Operate adding machine... 8 3 8 4 0 0 57 4 5 0 5 5 6 9 70 4 5 0 9 в 6 7 5 4 0 LO O 7 0 6 782. Operate mimeograph. 783. Operate comptometer. 784. Operate addressograph.. 785. Operate duplicating machine. 02∞ ∞ - O 04 415 9 60 2 1 8 53 83 4 5 025 LO 2 ♡ 2 56 62 5 6 ∞ ~ ~ O 6 8 9 2 2 2 N NO 0 0007 2 3 1 0 3 2 6 4 0 2 5 6 CO 2 0 2 0 0 0 6 8 6 5 5 3 4 9 0 6 9 6 5 5 cate.... 786. Frepare agenda for meetings.. 9 6 4 5 5 787. Have legal papers recorded. 788. Secure prothonotary certifi- 789. Sort advertisements to keep out fraudulent ones... 55 57 • 95 0 5 ♡♡ 4 LO 6 4 4 454 0 0 0 0 72372 0 7 1 1 8 3 7 B 7 5 9 0 4 0 6 7 7 * 58 8 3 9 5 4 0 5 5 4 6 00 0 2 5 5 6 9 9 9 8 0 0085 0 0 0 5 6 9 9 7 89 10 5 3 8 7 8 4 0 0 0 0 8 8 ANALYSIS OF SECRETARIAL DUTIES 119 TABLE 11—Continued XI. Clerical Duties-Continued: 790. Keep records of time and time I. INSURANCE (24) | II. | III. IV. | v. VI. VII. VIII. MANUFACTURERS (126) ENGINEERS (25) GENERAL BUSINESS (185) ADVERTISERS (14) EDITORS (25) SOCIAL SERVICE (4) EDUCATORS (114) | IX. LAWYERS (47) 'X XI. DOCTORS (32) STATISTICIANS (14) LIBRARIANS (6) XII. | XIII. ARCHITECTS (7) XIV. XV. | TOTAL BROKERS (19) BANKERS (36) cards.... 0 сл 5 791. Keep tonnage sheets. 05 10 00 5 8 8 LO 4 ∞ 5 0 07 7 0 0 0 7 4 0 2 6 9 6 0 00 00 0 0 0 0 9 792. Keep office instruction book for employes..... 7 97 800 8 6 0 60 00 0 7 7 78 793. Apply for automobile and driver's licenses. 794. Make out grades.. 795. Make notes for next day's work..... 796. Review unfinished business file...... 797. Distribute supplies.. 798. Write letters not dictated (i.e., compose letters) • 799. Dictate to a dictaphone..... 800. Take dictation from a dicta- phone...... 801. Check up on observance of various laws (in connection with work)..... 40 4 4 5 4 5 4 6 4 4 4 0 4 5 44 9 0 10 0 0 8 3 8 4 4 35 7 0 5 2 22 2 2 2 2 2 3 2 2 1 2 2 4 2 20 15 18 17 3 3 4 GO CO w w 3 3 3 3 3 4 3 4 3 2 4 3 2 4 3 ww LO LO 5 2 0 5 40 2 LO V 4 5 3 9 3 1 5 6 3 7 9 O 0 HO 1 1 1 1 1 1 9 0 5 08 ∞ TO 1 1 0 70 + O 1 1 5 1 1 1 0 0 0 9 9 7 4 9 8 10 5 68 6 9 7 0 0 0087 9 7 8 7 005 6 7 5 04 07 9 7 802. Zone territory for various purposes.... 0 8 0 10 5 6 66 0 0 7 0 4 5 0 0 10 803. Do work involving govern- ment duties, customs, tariff regulations, etc....... 0 7 8 0 6 6 CO 9 8 6 04 0 0 8 9 804. Secure government permits of various kinds.... 9 8 6 7 5 077 8 6 0 050 088 805. Keep daily attendance of em- ployes.. 7 17 5 0 0 5 сл 5 9 сл 0 0 0 6 0 6 806. Make letter press copies of 9 7 8 80 0 0 7 5 70 4 5 7 B 8 letters..... XII. Miscellaneous Duties and Personal Services for Employer: 807. Make hotel reservations... 808. Make train reservations.. 809. Make steamship reservations.. 8 810. Apply for passports for em- ployer.. 23 ∞ 2 1 1 4 3 227 1 2 3 2 0 7 811. Dust.... 812. Clean and oil typewriter……… 813. Wind clock..... 814. Take care of flowers..... 815. Purchase flowers, fruit, bocks, gifts, etc....……. 816. Get theater, opera, concert, lecture tickets for employer. 2 2 3 3 1 1 1 1 1 1 1 1 2 2 1 2 2 00 ve 12 2 8 1 2 þad 2 Hd pud Co 11 2 2 1 4 3 в 3 4 1 1 2 26 220 1 1 2 3 1 2 2 C jak jak 00 87 1 1 8 1 1 3 4 2 2 124 3 26 ∞ 11TH CO 0 4 2 4 0 400 222 22 22 3 38 225 4 1 1 2 3 1 41142 4 0 4 8 7 1 1 2 N | 2 3 2 2 3 2 2 3 3 2 4 2 1 1 1 1 1 1 1 4 1 3 14 2 2 2 2 3 2 3 1 2 1 2 4 4 4 2 0 3 1 | 2 2 2 120 SECRETARIAL DUTIES AND TRAITS TABLE 11—Continued | I. INSURANCE (24) II. MANUFACTURERS (120) ENGINEERS (25) GENERAL BUSINESS (185) III. | IV. | v. VI. EDITORS (25) ADVERTISERS (14) | VII. SOCIAL SERVICE (4) | VIII. EDUCATORS (114) | IX. LAWYERS (47) | x. DOCTORS (32) XI. STATISTICIANS (14) XII. *IIIX LIBRARIANS (6) ARCHITECTS (7) XII. Miscellaneous Duties and Personal Services for Employer-Continued: 817. Make hospital reservations.... 9 818. Make arrangements for con- sultation..... 819. Assist with laboratory work... 820. Shave dictaphone cylinders... 821. Errands………. ลง 7 89 06 568 0 8 3 08 4 4 0 5 7 10 4 0 0 7 7 10 0 0 200∞0 3 08 8 9 1 2 11 2 2 1 2 2 NOO ∞ 3 1 0 2 20006 0 5 4 7 3 0 30 0 0 10 C 3 0 0 9 7 0 4 0 6 8 9 1 2 2 1 2 2 1 822. Help with decorations at con- ventions.. 0 7 79 5 5 4 6 7 7 0 4 5 7 7 ∞ 823. Keep stock of employer's personal stationery, cards, greetings, etc., on hand..... 3 3 824. Send out Christmas cards for employer... 825. Purchase Christmas cards, valentines, birthday cards, etc., for employer... 24 3 15 4 3 2 4 4 2 2 3 3 2 3 4 3 3 335 5 5 3 0 4 3 2 3 3 55 53 826. Collect foreign stamps. 827. Keep personal diary for em-. ployer.. 9 5 4 8 05 10 LO 3 5 40 5 5 10 10 56 • 5 9 45 4 4 Hi H 4 1 3 4 2 4 0 79 4 6 97 6 8 5 5 7 74 74 4 4 4 5 08 7 828. Keep book of activities, trips, honors, degrees, clubs, etc... 8 7 829. Arrange physical layout of of- 47 4 5 0 5 7 4 0 4 5 6 8 7 fice pictures, draperies, etc.. 8 5 830. Prepare exhibits for art gal- leries..... 23 5 4 4 3 4 23 04 3 6 3 90 0 10 0 00 7 0 70 357 7 0 10 831. Advise employer of illnesses, deaths, births, weddings, trips, etc., of friends.... 832. Keep kodak albums. • 833. Contract with interior deco- rator for draperies in recep- tion office....... 54 08 27 4 5 3 4 79 ♡ ♡ 008 ∞ 3 6 3 8 9 7 9 8 8 9 5 6 0 7 0 84 834. Select furnishings for office... 7 4 835. Report on repairs and upkeep లు LO LO 5 3 4 5 6 3 ♡ 22ND 5 1 3 3 3 3 5 5 40 3 5 5 4 4 0 0 0 9 10 6 04 ♡ ♡ 3 03 5 3 009 9 4 4 5 5 22 4 3 3 LD 00 сл 8 5 1 4 3 30 1 11 2 1 2 1 1 3 4 of office.... 5 3 2 3 836. Get magazine subscriptions... 8 85 837. Sharpen pencils.... 11 6 7 11 1 1 838. Straighten up office.. 839. Make charts... 2 1 11 8537 16 5 7 8 6 10 5 4 5 4 8 007 3 1 1 1 0 1 1 1 1 1 00 078 HHQ w 3 6 1 5 09 8 9 8 0 5 8 10 4 6 0 9 0 8 NO - 8 7 0 0 5 7 9 9 0 0 0 0 0 7 9 10 7 7 0 4 4 5 5 0 9 842. Trace maps………. 840. Make tracings for blueprints.. 841. Make blueprints... 843. Make arrangements for repairs on employer's personal prop- 6 4 4 6 5 4 B 5 6 4 0 04 erty (automobile, etc.)..... HHNNN 5 LO 5 5 5 XIV. BROKERS (19) XV. BANKERS (36) | TOTAL ANALYSIS OF SECRETARIAL DUTIES 121 TABLE 11—Continued | I. INSURANCE (24) II. MANUFACTURERS (126) | III. IV. | VI. | v. ENGINEERS (25) GENERAL BUSINESS (185) ADVERTISERS (14) EDITORS (25) VII. SOCIAL SERVICE (4) VIII. EDUCATORS (114) | IX. LAWYERS (47) XI. | X. DOCTORS (32) STATISTICIANS (14) XII. LIBRARIANS (6) | XIII. ARCHITECTS (7) | XIV. BROKERS (19) | xv. BANKERS (36) | TOTAL 849. Send invitations.. XII. Miscellaneous Duties and Personal Services for Employer-Continued: 844. Examine food for dining room (club or hotel).... 845. Wind and change dial on watchman's time clock…... 846. Shop for employer..... 847. Cut stencils..... 848. Design letter heads for sta- tionery.... 850. Acknowledge invitations. 00010007806 ONN 0 2 7 7230 0 10 0 0 0 7 0 2 23 2 2 23 4 3 3 4 4 2 444 4 3 26 4 023 72 3 1 05 0 000 9 10 4 0 CH ♡ TO 2 723 9 10 3 6 23 9 6 6 4 3 3 COLOD C 642 6 5 3 3 54 55 4 4 3 5 3 422 322 4 7 40 2 6 4 4 2 4 2 2 042 15 3 5 4 LO CO 5 9 6 3 851. Write letters of condolence and congratulation..... 2 3 3 3 3 4 3 3 4 3 3 3 3 2 2 2 2 2 3 832 852. Acknowledge letters of con- 4 3 4 5 3 3 5 5 4 4 3 613 dolence and congratulation. 4 4 853. Write suitable cards to accom- pany gifts, flowers, etc., sent by employer....... 8 4 4 5 сл 5 6 5 5 7 5 3 03 4 5 854. Secure list of poor to whom things should be sent...... 855. Note tax laws in newspapers.. 6 856. Keep in touch with legislative activity that bears on work.. 9 6 5 ∞ ∞ 8 8 9 10 0 04 6 6 8 0 6 8 8 78 9 00 0 00 0 9 9 6 0 4 4 6 8 6 5 857. Visit factories………. 8 в 9 9 858. Open desks and safes. 1 1 1 859. Lock desks and safes.... 1 1 2 1 2 860. "Drum up" trade. 9 7 8 6 5 6 ► 861. Wait on customers... 3 3 5 3 5 3 LO 2 2∞0 LO 45 224 LO LO 42~∞ ∞ 052 2 4 10 5 4 6 9 9 7 65 3 05 5 0 0 2 ~ON N 2 1 3 0 1 40 2 2 2 4 0 2 2 5 6 0 6 0 4 5 5 7 5 4 4 0 5 8 7 3 2 4 KOT NO LO 5 0 5722 9 6 7 0 8 2 2 1 2 1 862. Prepare and keep up abstract book with abstracts and re- prints of speeches, hints for speeches, data figures, illus- trations, etc.... 863. Distribute theater tickets... 864. Give gas to dental patients.. 865. Take X-ray pictures.... 866. Arrange for disposal of worn- out equipment.. 867. Call taxis.. 868. Dress windows. 869. Collect money from office em- ployes for various purposes. 6 870. Give testimony in law suits... 0 871. Decide on continuance of sick benefits.. 0 9 7 8 9 0 0 9 ∞ ∞ ∞ 8 7090076 9600 5586 0700 0709 0078 · 0 0 0 0 0 7 0 0 0 0 010 0 0 0 0 сл 5 00 00 7 0 0 0 0 0 10 9 8 8 10 4 2 2 4 0 905 - 3 3 5 08 3 1 2 N∞ 25 0 00 00 440 * 30 417 7 5 52 4 4 520 6 4 87 22 0 0 10 ♡ w 3 3 3 4 4 4 4 9 8 10 0 0 0 9 78 6 0 7 1 3 4 6 44 0000 10 010 1 10 0 0 0 0 0 0 0 0 0 0 0 0 0 10 122 SECRETARIAL DUTIES AND TRAITS group which were neither first nor second in the total, and there were 41 out of 87 of second rank in frequency in the insurance group that were neither first nor second in the total column. It will be observed that one occupational group-the lawyer's- is noticeably out of alignment. That is to say, if a business or secre- tarial college were preparing students to become secretaries to law- yers they could not depend upon the total column as completely as they could if, for instance, they were preparing them to become secretaries to educators, where all the first rank duties are first rank duties in the total column. TABLE 12 Variations in frequency of duties in occupational groups OCCUPATION NUMBER OF CASES FIRST 10 PER CENT SECOND 10 PER CENT I. Insurance.. II. Manufacturer. III. Engineer... IV. General Business. V. Advertising……. VI. Editor... VII. Social Service. VIII. Educator. IX. Lawyer.. 24 8 41 126 1 • 25 0 185 0 14 8 30 25 3 • 41 1 • 114 0 47 27 X. Doctor.. 32 5 XI. Statistician.. XII. Librarian. XIII. Architect.. 14 11 6 7 XIV. Broker.. XV. Banker. · 19 36 7 5 3 N 35 2 **32*2271922238 24 44 35 A glance at table 12 will indicate, however, that with a few ex- ceptions, the total column is a trustworthy basis for preparation in all types of secretarial work. This conclusion is still more apparent if we glance at table 13. In table 13 the duties which are out of line in rank in the lawyer group, both in the first and second ranks, consist, except in four cases, in differences in taking dictation, transcription, typewriting, and filing. Furthermore, when we examine the specific material that is out of line we see that it consists of deeds, briefs, wills, and other forms which are peculiar to the lawyer's office. This shows quite clearly that in preparing a student to become a lawyer's secre- tary the one unusual thing to which attention needs to be paid is that care should be taken to see that in dictation, transcription, TABLE 13 Detailed variation in lawyer group FIRST 10 PER CENT SECOND 10 PER CENT Number Duty Number Duty 39 Taking dictation (briefs) 49 Taking dictation (testimony) 57 Taking dictation (wills) 59 Taking dictation (mortgages) 58 Taking dictation (deeds) 60 Taking dictation (bonds) 65 Taking dictation (leases) 61 Taking dictation (contracts) 66 Taking dictation (articles of 70 Taking dictation (bills of sale) agreement) 71 Taking dictation (releases) 122 ខ នន្ទ Taking dictation (petitions) 73 Taking dictation (claims) Taking dictation (affidavits) 79 Taking dictation (resolutions) Taking dictation (articles of 82 Taking dictation (assign- incorporation) ments) 136 Transcription (briefs) 91 Taking dictation (descrip- 154 Transcription (wills) tions of property) 155 Transcription (deeds) 101 Taking dictation (receipts) 158 Transcription (contracts) 112 Taking dictation (by-laws) 162 Transcription (leases) 117 Taking dictation (tax returns) 163 Transcription (articles of. 146 Transcription (testimony) agreement) 156 Transcription (mortgages) 1 166 Transcription (petitions) 157 Transcription (bonds) 169 Transcription (affidavits) 167 Transcription (bills of sale) 219 Transcription (articles of in- 168 Transcription (releases) corporation) 170 Transcription (claims) 233 Typewriting (briefs) 251 Typewriting (wills) 176 Transcription (resolutions) 179 Transcription (assignments) 252 Typewriting (deeds) 180 Transcription (orders of court) 253 Typewriting (mortgages) 188 Transcription (descriptions of 259 Typewriting (leases) property) 260 Transcription (articles of 209 Transcription (by-laws) agreement) 214 Transcription (tax returns) 263 Typewriting (petitions) 243 Typewriting (testimony) 266 Typewriting (affidavits) 254 Typewriting (bonds) 316 Typewriting (articles of in- 264 Typewriting (bills of sale) corporation) 265 Typewriting (releases) 728 Purchase foreign exchange 267 Typewriting (claims) 273 Typewriting (resolutions) 276 Typewriting (assignments) 285 277 Typewriting (orders of court) Typewriting (descriptions of property) 295 Typewriting (receipts) 306 Typewriting (by-laws) 311 Typewriting (tax returns) 336 Filing (notices) 357 Filing (articles of agreement) 360 Filing (petitions) 363 Filing (affidavits) 446 Assign file numbers 611 Figure interest 783 Operate comptometer 123 124 SECRETARIAL DUTIES AND TRAITS typewriting and filing, some of the material used should be briefs, wills, deeds, and so on. Detailed studies for the other occupations can be easily made by those who are interested. Distribution of Duties by Educational Classes. When the fre- quency of duties was being run off, it was discovered that a study could easily be made of this question: Do graduates of secretarial colleges, for instance, have to perform duties that are markedly different from those performed by-let us say the graduates of business colleges who have not had a high school education? In answering this question we made a frequency ranking of duties per- formed by each of the six educational groups, divided them into ten per cents, and assigned the ranks "1," "2," "3," and so on, in the manner described for table 11. We then took the first rank duties in the total list and found the variation in rank between each of those and the ranks in each educational group. The results are found in table 14 which should be read as follows: Among those duties given first rank in the total table there was no variation in rank in 79 cases, or so far as Group I is concerned; there was a varia- tion in rank of one (as when a duty marked "1" in the total column was given a rank of "2" in the Group I column) in 4 cases, or 5 per cent in Group I; there was a variation of 2 (as when a duty marked "1" in the total column was marked "3" in the Group I column) in 2 cases, or 2 per cent. It will be noted from an ex- amination of this table that the variations are very slight in the first column; even in the group most out of line (Group III 80 per cent of the rankings are identical. Even less marked is the varia- tion if we consider the variations of zero and of one. Here it is seen that in three groups there is no variation of more than one rank. In Groups II, V, and VI the percentages of zeros and ones total 100. In Group IV the total is 94 per cent, in Group III 95 per cent, and in Group I 97 per cent. The study was carried still farther in table 15 to see if, even though the first rank duties in the total column varied but slightly, it might be that the second rank duties would show greater variation. It was found that the cases in which there was no variation at all are fewer in number than in table 14 but that the cases in which there are variations of one or less in rank are still remarkably high. In two groups the variation is never more than one in the second rank duties: in the other four cases the variation is one or less in 92, 95, and 98 per cent of the cases. ANALYSIS OF SECRETARIAL DUTIES 125 An effort to discover the variation in the lower eight ranks taken as one group is presented in table 16. Here we find that the varia- tion is greater. This is fortunate, because the lower ranks are of less importance than the upper for the needs of the secretarial course. TABLE 14 First 10 per cent of (total) duties; variations of each group from total Number Per cent 0 1 2 3 4 5 6 78 9 I. 265 II. 76 III. 57 70 80 1315 7992 4 5 2 2 1 1 1 7485 13 15 2 2 1 1 1 1 IV. 66 7485 8 9 3 3 1 1 V. 153 8294 5 6 VI. 98 78 90 910 Number Per cent Number Per cent Number Per cent Number Per cent Number Per cent Number Per cent Number Per cent Number Per cent Number Per cent 1 1 I. Graduates of secretarial colleges. II. Graduates of regular academic college courses, with additional business schooling. III. Those with more than high school education, plus business schooling. IV. Graduates of a commercial high school. V. Graduates of four-year high school, with additional business training. VI. Graduated from eighth grade, with business schooling. TABLE 15 Second 10 per cent of (total) duties; variations of each group from total 0 1 2 3 3|4|5|6|7|8 9 Number Per cent Number Per cent I. 265 II. 76 III. 57 7283 13 15 1 1 1 1 5057 35 40 2 2 60 69 2023 6 7 1 1 IV. 66 V. 153 52 60 30 35 3 3 1 1 67 77 20 23 VI. 98 59 68 28 32 Number Per cent Number Per cent Number Per cent Number 1 1 Per cent Number Per cent Number Per cent Number | Per cent Number Per cent 068|28|32| For the convenience of the reader, the code numbers of the educa- tional groups are listed below. It may be noticed that the code numbers are slightly different from the code used for the educa- tional groups in foregoing tables. This difference has no significance, the coding being purely an arbitrary device. 126 SECRETARIAL DUTIES AND TRAITS From these figures it is clear that the duties performed by secre- taries are determined by the job rather than by the previous train- ing of the secretary. It is not at all apparent that graduates of four-year courses in secretarial colleges are called upon to perform duties widely different from those performed by eighth grade gradu- ates who have taken a short course in a business college. Therefore, it can be safely concluded that, so far as the direct professional courses are concerned, the content should be the same in all classes of schools which train secretaries. Since, however, the foregoing statement is based merely upon the frequency of performance of duties and not upon the quality of the performance, it does not follow that the training given in the different types of schools is equal in efficiency. It is not within the bounds of this study to TABLE 16 Lower eight 10 per cents of (total) duties; variations of each group from total 1 2 3 4 5 6 7 8 9 Number Per cent I. 265 417 60 258 37 15. 2 10.001 II. 76 260 37 314 45 91 13 284 Number Per cent S H | Number 40.006 1 0.001 1 0.001 30.004 1 0.001 Per cent Number Per cent | Number Per cent Number Per cent Number Per cent | Number 111. 57 IV. 66 V. 153 VI. 98 206 30 285 41 133 19 242 35 312 45 97 14 345 456 112 1 0.001 2313 2 0.003 3 0.004 335 234 49 296 42 58 8 60.008 34 305 45 116 17 274 20.002 12 2 1 0.0012 0.003 say that the training of business colleges and commercial high schools is the equivalent of that given in the secretarial college, nor does it take account of the fact that in the four-year course on the col- lege level, fundamental subjects may be taught which will improve the quality of the work and avocational subjects included which will round out the life and interests of the secretary in her non- professional capacity. It does indicate quite clearly that no matter what training the secretary may have had, she is called upon to perform substantially the same kinds of duty as determined by the position rather than by her training. Per cent | Number Per cent Number Per cent PART II PART II ANALYSIS OF SECRETARIAL TRAITS 1. THE TECHNIQUE OF THE INTERVIEW The Problem. The second phase of the problem was to deter- mine the traits which are conspicuously possessed by successful secretaries and are conspicuously absent in unsuccessful secretaries, and to determine the relative importance of those traits. The Method of Attack. Procedure comprised four steps (1) in- terviewing men prominent in their respective vocations, who would naturally be expected to have superior secretaries, to discover what traits they considered to be important; (2) translating what those interviewed had said into the terms of abstract traits; (3) defining those traits in terms of trait-actions, and (4) obtaining a composite picture of the employers' judgments by ranking the traits according to the frequency of their mention. Framing the Questionnaire. The major problem involved in in- terview questions was to find as many angles as possible from which the interviewee could analyze his ideas and evaluate his opinions. It will be observed in the list of questions included under Exhibit G that Question I is supplemented by several additional questions. That is, Question I is general. After the interviewer had extracted all the information possible in response to Question I it was pos- sible to obtain a different picture for Question IV, because the inter- viewee would in this case think of a specific individual. Question V assisted him to pick out still more specific actions which could be translated into traits in the laboratory. Question VI opened up a new list of actions with which the interviewee was well acquainted, because he would be likely to remember things which irritated him. Question VII provided still more definite information from the ex- perience of the employer. It was thought that Question VIII would help in the analysis because the employer would compare the secre- tary at two different times. Finally, Question IX helped the em- ployer to make another type of analysis. It will thus be seen that there are as many different approaches to the traits as there are interview questions. 129 130 SECRETARIAL DUTIES AND TRAITS In general it was found that it was better to tie up every trait given by the interviewee with a concrete illustration-a definite trait-action, because of the vagueness of abstract terminology. If this were done it might not be possible to ask each interviewee all of the ten questions listed, but these illustrations are such assistance in translating what the employers said into terms of traits that it was better to shorten the number of questions asked in order to get the illustrations. Question II does not, of course, give character or personality traits, but it was found in the preliminary interviews that, unless some question were asked, the employers tended to confuse "traits" with "professional qualifications" which would include secretarial training and general education. EXHIBIT G QUESTIONS ASKED IN INTERVIEWING EXECUTIVES 1. When hiring a secretary, what are the qualities in which you are especially interested? 2. What are the educational requirements? 3. What qualities do you think distinguish the secretary from the stenog- rapher as the term is ordinarily understood? Check qualities. (a. Will you give me an example of this in terms of activities?) 4. Who was the best secretary you ever had? (Think of the best secretary you ever had) Now tell me in what respects she differed from the others you have had. Why did she come to your mind first? 5. What things have secretaries done for you that pleased you very much? Give me an example of the sort of thing secretaries do for you which pleases you very much. 6. What are some things which secretaries do which you find very irritating? 7. Have you ever discharged a secretary? Why? (Have you heard of a friend's discharging a secretary? Why was it?) Have you ever wanted to discharge, but just didn't? Why? 8. How has your present secretary grown since you employed her? How do you train her? 9. If you could improve on her by merely wishing, in what way would you have her different? Have you ever wished "I wish I could turn this over to her"--but you couldn't? Why couldn't you? 10. Do you think that secretaries need special personal qualifica- tions? Special educational qualifications? *Here mentioning the name of the occupation in which the interviewee is engaged. Training the Interviewer. The interviewer helped to work out the questions, and conducted a few trial interviews, from which the material was brought in for examination and criticism. The ANALYSIS OF SECRETARIAL TRAITS 131 interview questions were really developed in this training period because the interviewer, in taking down the material given by the employer, brought in material which could not be classified under any of the questions asked-i.e., it had been volunteered by the interviewee. If this information was considered desirable a ques- tion was framed which would draw out such information from the other men interviewed. Selecting the Interviewees. As the objective of the trait study was to obtain a list of traits possessed by the ideal secretary it was thought best to interview men who were leaders in their respective fields because they would presumably have high-grade secretaries. With this in mind men were selected from the four fields-the pro- fessions, business, institutions, and the government service. Beginning with men who were personally known to the inter- viewer the list was expanded to include: Professional: Doctors.. Lawyers. • Engineer. Minister. Business: • Public utilities.... Manufacturer. Dept. store.. Construction. Real estate….. • • Insurance. • . (1) . (1) eeee eeng (2) (2) (1) (1) (1) (4) (1) (2) (1) Banker. Advertiser. Institutional: (1) Men connected with educational and research organizations. (6) Government: Post master.. Head of department of public safety.. Federal engineer……….. ee @ (1) (1) (2) It should be mentioned that there is overlapping in the experience of the men interviewed, i.e., the man who was at the head of the department of public safety had been a newspaper man for many years and spoke from double experience; one of the doctors was in the municipal service and spoke both from his professional ex- perience and his public service. The men in educational institutions had also served in other capacities in which secretaries were employed. In this way a random sampling of the field was obtained. 132 SECRETARIAL DUTIES AND TRAITS Method of Determining the Number of Interviews. At first glance the number of interviews made (28) may seem small, so in TRAIT EXHIBIT H A CONTROL SHEET FOR THE NUMBER OF INTERVIEWS 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 TOTAL Accuracy. 11 1 1 1 1 1 1| 1| 1| 1| 1| 1| 1| 1| 1 Adaptability.... 1 1 1 1 1 1 11 111 11 1 1 11 1 1 1 1 124. 115 Alertness.. 1 111 1 7 Ambition.. 1 1 1 6 Breeding, good. 11 11 1 1 1 1 1 1 113 Businesslikeness. 1 1 1 1 1 1 1 11 11 1 1 1 15 Courtesy.... 1 1 11 11 1 1 1 1 1 1 1 1 1 1 1 1 1 1 120 Curiosity (universal). Dependability... Drive.. 1 1 1 1 1 1 1 1 11 1 1 1 1 6! 1 111 1 11 1 1 1 1 1 121 Executive ability. .... 1 1 1 1 1 1 11 11 1 78 1 1 1 1 1 9 Fairness.. 1 1 Forcefulness. 1 1 6 Foresight... 1 11 1 1 6 Graciousness.. 11 1 1 1 1 1 1 110 Grooming. 1 1 1 1 1 1 1 18 Health... 1 1 1 1 1 1 1 1 110 Honesty... 1 11 1 1 11 1 1 10 Humor, sense of.. - 1 Industriousness. 1 1 1 11 1 11 11 10 Initiative…………. 11 1 1 1 1 1 1 1 1 1 1 1 1 1 1 11 120. Intelligence.. 1 1 1| 1| 1| 1| 1| 1| 1| 1| 1| 1| 1| 1 1 1 1 1 1 1 121 Interest in work. 11 1 1 1 1 1 1 1 1 1 1 1 11 1 1 17 Judgment.... 1 1 1 1 1 1 Loyalty.. 1 1 1 1 1 1 1 1 1 1 1| 1 1 1 120 11 1 1 1 9 Memory.. 11 1 1 1 1 1 1 1 1 1 1 1 1 14 Modesty (not conceit) 1 1 14 Neatness.... Orderliness.. ... Originality.... Patience...... 11 1 11 1 1 1 1 H 1 1 1 1 1 1 115 1 111 11 1 1 8 1 1 11 4 1 1 3 Personal appearance.. 1 1 Personal pleasantness. 1 1 1 1 1 1 1 1 11 1 1 1 1 1 1 118 1 1 1 1 Poise...... 1 1 1 1 1 1 1 1 1 1 1 1 1 11 1 1 11 118 1 111 Responsibleness. Resourcefulness.. 11 1 1 1 11 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 123, 1 13 Reticence.. 1 1 1 1 11 11 11 1 1 1 1 116 Self-confidence.. 1 1 1 1 1 1 1 1 1 1 1 10 Self-control.... 1 1 Self-respect.. 2 - 1 Speed.... Tact.. 11 1 11 11 111 1 1 1 1 11 11 1 1 1 1 1 117 1 1 1 1 1 1 1 1 1 1 1 1 119 Thoughtfulness.. 11 1 1 1 6 Thoroughness... 1 1 1 1 5 Versatility... Voice, pleasing.. Willingness.... 1 2 111 1 1 1 9 - -- 5 New traits.... 18 6 1 2 8 4 1 0 1 1 0 1 0 1 1 1 0 0 0 0 0 0 0 0 0 0 0 0 Total No. traits..... 18 19 9 9 27 23 18 16 15 10 22 14 17 20 26 29 19 15 19 17 20 28 18 10 14 13 20 21 15|10|22|14|17|20|26|| ANALYSIS OF SECRETARIAL TRAITS 133 explanation of the method used to determine the number of inter- views which it was necessary to make, a master sheet follows im- mediately as Exhibit H-"A Control Sheet for the Number of Interviews. "" In Exhibit H the list of traits is given in the column on the left- hand side. The headings of the vertical columns indicate individual employers interviewed. The tally marks in the vertical columns indicate the traits which each employer mentioned. That is to say, Employer I mentioned eighteen traits, and of these, eighteen were mentioned for the first time. (The bold-faced figures are used to indicate the first mention of each trait.) Employer II mentioned nineteen traits, of which six were new, while Employer III men- tioned nine, of which only one was new. It will be noted that after the sixteenth interview no new traits were added to the list, and the assumption is made that additional interviews would be very un- likely to furnish new traits. This conclusion is the more legitimate because of the fact that the number of new traits added per inter- view was reduced almost to the minimum after the sixth interview. The Method of Conducting the Interview. After an employer had been decided upon for interview the first step taken was making an appointment. This was done in all cases by telephone, and wherever possible a personal reference was made-i.e., "Mr. Brown, Mr. Jones (mentioning a man known to Mr. Brown) has suggested that you might be glad to give me a few minutes of your time and your advice on a study which we are making here at Carnegie In- stitute of Technology." The contact was made, if at all possible, with the employer himself, rather than through his secretary. This avoided misunderstanding as to the purpose of the interview and also avoided the necessity for involved explanation. At the time of the call the interviewer sent in a card with her name and the school connections penciled on it, as the man to be interviewed might not have heard or remembered either from the telephone conversation. With the briefest possible explanation of the study the inter- viewer began to run through the interview questions, allowing the interviewee ample time to think over each question. If it did not seem absolutely clear to him the question was slightly rephrased. Emphasis was laid throughout on concrete and specific illustrations of any general statement which the interviewee might make with regard to traits. If the employer as occasionally happened— ㄴ ​134 SECRETARIAL DUTIES AND TRAITS J objected to answering a question on the plea that he had answered it in a former question the interviewer showed him that all the ques- tions were driving at the same thing, but that the variations did bring out new traits. The men interviewed were very brief and to the point and the attitude of the interviewer had to match theirs— that is, she had to ask the questions rapidly, allow only enough time for an answer to be made as full as the employer seemed to want to make it, and go on to the next question without delay. If time did not allow for asking all the questions, the interviewer asked only three or four, or as many as possible, and then inter- viewed on the others in some future interview. The rapidity of the interviews (which averaged about a half- hour) did not seem to affect the completeness of the list of traits, but the investigators feel that a far more extensive list of trait- actions could be obtained if more time were allowed. This brevity of interview cannot be avoided, when the interviewing is being conducted with very busy men, and breaks in upon their working day. Recording the Interviews. The interviews with employers were all taken in shorthand and transcribed on half-sheets of 8 by 11 inches paper. The number of the interview was placed on the first sheet, and a master list kept which bore the name of the employer and the Roman numeral of his interview. Each question was transcribed on a separate sheet of paper, which carried the number of the question as well as the code number of the interview. The phraseology of the interviewee-which in such a study as this is highly important—can be preserved to a much greater ex- tent by an interviewer who is taking at least part of her notes in shorthand. The material from an interview appeared as follows: Interview XXII Question I. When hiring a secretary, what are the qualities in which you are especially interested? 1. Good appearance, properly dressed, neat in dress, not underdressed or overdressed, a pleasing appearance. 2. Needs to know how to meet people, makes anyone who comes into the office glad they have come in. 3. Education corresponding to the position, roughly speaking; I think the secretary to a dean should be a college woman. ANALYSIS OF SECRETARIAL TRAITS 135 4. Must have a wide acquaintance with the work about which the office rotates. 5. Tact. 6. Initiative. 7. Resourcefulness. 8. Charm. 9. Good voice—especially a good telephone voice, the type of voice that the Bell Telephone company develops in its operators. 10. Originality—it is not satisfactory to have a secretary who will just do routine work, she must bring in suggestions as to modification of my work. 11. Should possess ability to secure information that doesn't ordinarily come into the office-be a sort of liason officer. 12. Trustworthiness-keeping confidences. 13. Intelligence 14. Must be able to counteract ideas that may leak into the organization. For instance, she may hear it remarked that it is rumored that a certain man is going to be dropped; she must stop this right away. This actually did happen, and the man about whom it was rumored heard it. When she heard of it she went straight to the man and told him how much I thought of him, how much the president thought of him, and so on. 15. Industrious 16. Feels personal responsibility 17. Dependable 18. Neat in her work 19. Systematic 20. Universal curiosity 21. Accuracy 22. Self-confidence 23. I want only Irish secretaries—because of their pleasant dispositions 24. Loyal 25. When she picks up a piece of work she carries it through 26. Proper carriage Question 2. What are the educational requirements? College education, competent stenographer, typist, knowledge of account- ing, general business law, and in this office patent law. Technical vocabulary, legal vocabulary. Economics, psychology, business administration, banking. Question 3. What qualities do you think distinguish the secretary from the stenographer as the term is ordinarily understood? Check qualities. (a. Will you give me an example of this in terms of activities?) I think I can tell when they walk into the office which they will turn out to be. A stenographer has no initiative, will work only on work that is assigned. She doesn't plan her work at all. Is ready to leave any time that she gets $5 more a month somewhere else. No matter how long you would keep her she would not be useful except to take dictation. I have a girl here now who is developing into a secretary from a stenographer. We like her because she works all the time. She is quiet, dosen't interfere, keeps her desk always in order; she has work laid out ahead so that if she doesn't have letters to write 136 SECRETARIAL DUTIES AND TRAITS she picks up this work and goes ahead with it. Her attitude is the main thing. She has been here perhaps two months and is already better than the girl who was here three years. One afternoon about 5:15 I came in and she was study- ing a catalog, studying different names, had it full of notes, and she is now able to handle the students very well indeed. Question 4. Who was the best secretary you ever had? (Think of the best secretary you ever had.) Now tell me in what respects she differed from others you have had.) Why did she come to your mind first? The best secretary I ever had I have now. She has been with me nine years. At that time I took on additional work here and I needed a girl who was not too young, and who need not be a very good stenographer. I had interviewed and interviewed people until I was tired, and finally took a girl who seemed the best I could do. Five minutes after I had said she could come, in walked the present secretary and I knew at once that she was the one for the job. I called the other girl and took this one on. Just the way she walked into the office was indicative. Her outstanding qualities are tact and resourcefulness. Question 5. What things have secretaries done for you that pleased you very much? Give me an example of the sort of thing secretaries do for you which pleases you very much. I like to have my desk kept in order, with pens, blotters, ink, and so on ready for use. I am away from home quite a lot. We have a large correspondence and she answers the letters or tells them that I am away and will answer when I return. It is always a pleasure to get back because things are in such good shape, instead of my wishing I didn't have to come back because I knew everything would be piled up and balled up. She has the correspondence that has come in on my desk with carbons of the answers she has made attached, and I merely glance through them; practically never have to write a letter after I have been away. She also has a list of all the little things that have come up and the way they have been handled. The first thing when I come in I say "Well, what has happened?" and she gets out her slip of paper and we go over each thing and the way she has handled it. She also keeps the dates on which she fixed the matter up. She handles my personal checking account. I never can make it come out even, but she fixes it up—I think a girl should know something about banking. We have four accounts, including my personal account, in one bank. The bank mixes up the accounts sometimes, and recently to the extent of about $2000. She straightened that out. If she had not had that knowledge of banking (she took a night school course lasting two years in order to learn) I doubt if they could have straightened it out. Last winter my family was in Florida and my wife and daughter got flu- pneumonia on the way down. I got word Saturday night after the banks had closed. I got in touch with her, turned over to her authority to send me funds. She had intelligence enough to go to the cashier of Mellon Bank and arrange for funds so that when I got there I found plenty of funds awaiting me, with the endorsement of the president of the bank-everything fixed so I could get all I needed without further trouble. I would have been in an awful fix if she hadn't had sense about what to do. ANALYSIS OF SECRETARIAL TRAITS 137 She knows her work. There were three big lawyers here from New York for a conference the other day. One of them mentioned such and such a reference I called her in and gave her an idea of what we wanted-mentioned some clue to the book and she went and got it, then another reference came up and I told her it was in such and such a series, probably about Book XX, though I wasn't at all sure, and she brought it right in. The lawyers thought she was wonderful. The Registrar's office never call me about anything. They know they can get better information from her-except of course on matters of policy. Question 6. What are some things which secretaries do which you find very irritating? Talking too much. Gossiping. Allowing people to come into the office and talk too much. Spending too much time on personal appearance. Primp- ing. Poor filing, asking for something and having to wait an hour to get it. Don't want to have to wait for anything. When I come into the office I want to start right to work and I want every- thing and everybody there ready. If they aren't—it's irritating to me. It is inexcusable for a secretary to fail to have something ready when you asked for it. Question 7. Have you ever discharged a secretary? Why? (Have you heard of a friend's discharging a secretary? Why was it?) Have you ever wanted to discharge, but just didn't? Why? Yes, for paying too much attention to the boys around here. It is a very difficult position to fill properly when I am not here and the girl is out there at the typewriter. The boys come in and fuss this other girl in no time. She just couldn't work. She believed anything they said. I don't think the girls in the office should have social connections with the faculty. They should keep on as much of a business level as possible. I never have my secretary do anything outside of the office except keep my personal checking account. Question 8. How has your present secretary grown since you employed her? How do you train her? She has more tact, a broader knowledge of the world, and more information in regard to the operation of the things we handle. Is better educated, in short. She meets people very much better, can talk with anyone who comes into the office on most any topic. Has been constantly educating herself. This has two effects-one the amount of knowledge, and second the acquaint- ances she makes. She discusses her work with the people she meets doing similar work and gets ideas. Question 9. If you could improve on her by merely wishing, in what way would you have her different? Have you ever wished "I wish I could turn this over to her"-but you couldn't? Why couldn't you? She is absolutely satisfactory. Around here they claim that I don't do any work. They call her the dean. Question 10. Do you think that a secretary to a dean in a college needs special qualifications? Special educational qualifications? A business office would be more routine, I think. This is of a general nature. It requires more general knowledge, and more versatility. 138 SECRETARIAL DUTIES AND TRAITS J 2. THE METHOD OF TRANSLATION The problem of translation is that of taking the statements of the interviewee, (see interview just quoted) and translating them into terms of traits with relatively definite meaning. It will be noticed from the foregoing interview that sometimes the inter- viewee uses traits, as, for instance, under the first question, when he speaks of "charm" "resourcefulness" "initiative" "tact." Sometimes he uses trait actions, as he did in answering Question 5. The first step in translation was to classify the traits and trait- actions given in the interviews in terms of traits. This was done by the interviewer. As the material was read, the traits which were specifically mentioned by the interviewees were listed, and, where trait-actions rather than traits were given by the person in- terviewed, they were translated into what seemed to the translator to be the trait to which they should be assigned. Exhibit J, in which the following points may be noted, was the result. In con- nection with the first trait-accuracy-the figures in the righthand column are the numbers of the interviews in which the trait was found. It will be noted that in Interview No. 1, two mentions were made of accuracy; in one case the work "accuracy" was used; in the other case a negative trait-action was recorded-"mistakes in transcription and computing. In Interview No. 2, accuracy was again used, together with the term "entirely accurate," and so on down the list. In computing the frequency of mention, the number of different interviews in which accuracy was mentioned rather than the total number of times that accuracy appeared was used as the basis, so that we are able to see that accuracy was men- tioned in¹24 of the 28 reports. "" This detailed procedure was carried on throughout in our working tables. In Exhibit J, however, for lack of space, we show the com- plete process only in the case of accuracy which is sufficient to enable the reader to get a clear idea of the details of translation of the exact phrases of the interviewees into the traits which were finally determined upon. It will be noticed that both positive and negative traits and trait- actions are used. For example, in accuracy, as stated before, the phrase "mistakes in transcription and computing" is listed under accuracy. If the interviewee stated that he objected to mistakes, he was, in effect, saying that accuracy was a desirable quality for the secretary to possess. ANALYSIS OF SECRETARIAL TRAITS 139 A Check in Translation. This seemingly highly subjective process, which resulted in Exhibit J, was made more objective by two safe-guards. One of these was a check translation by another translator working independently upon the same material. The other was the use of trait-actions to define with considerable exact- ness just what the translator meant by the trait. No attempt was made to have the two people doing the transla- tion use the same method, and no conferences were held to deter- mine what traits should be retained in the final list until each had finished translating all twenty-eight interviews and had made a ranked list of traits. At that time an extended conference was held and decisions reached as to what traits should be retained on the final list. At the time of the conference, one of the translators' trait lists had 87 traits on it; the other had 72. No effort had been made to combine traits, and the most minute distinctions had been retained -as for instance,-discretion, discrimination, common sense, and judgment all appeared on the same list. form EXHIBIT J METHOD OF TRANSLATION Accuracy: accuracy mistakes in transcription and computing accuracy entirely accurate accurate about getting names straight prefer accuracy to speed accurately carefulness accuracy accuracy accuracy accurate account of details inaccuracy accuracy accuracy accuracy accuracy attention to detail accurate accurate accurate accurate 140 SECRETARIAL DUTIES AND TRAITS V inaccuracy careless filing accuracy accuracy care for detail inaccuracy inaccurate bring correct information accuracy inaccuracy carelessness carelessness accuracy accuracy accuracy accuracy inattention (carelessness) accuracy accuracy keep records carefully inaccuracy doing right whatever she does she must not guess accurate accurate accurate accurate inaccuracy carelessness inaccuracy losing papers inaccuracy Adaptability: grown in knowledge of the things in which employer is interested adaptability responsiveness a good mixer willingness to accept suggestions broader knowledge of my business couldn't get along with the other girls puts herself in place of executive able to put herself in executive's place able to cooperate puts herself in place of employer able to put herself in other person's place puts up with the views of the individual above her to the point where it is quite against her own makeup ANALYSIS OF SECRETARIAL TRAITS 141 Alertness: alertness facility in anticipating needs of employer observant anticipate what the employer wants anticipate his wants she anticipates things always ready for work with proper materials and tools ability to secure information which would not ordinarily come through his office, a liaison officer mentioned some clue to a book and she got it immediately, etc. able to anticipate his needs Ambition: ambition earnestness desire to learn desire to improve constantly educating herself Breeding, Good: modesty and decorum (dignity) in manner polish good breeding good taste in speech and writing well-bred vulgarities around the office not flippant was pert lack of manners not familiar well-bred good taste fine manners refinement gentle courteous manners impertinence flippant supercilious patronizing dignity a lady respectful-deferential she treats you with respect talks back becoming too familiar with the men Businesslikeness: long personal conversations over the office telephone take advantage of the fact that she is a woman injection into office time of social matters 142 SECRETARIAL DUTIES AND TRAITS incomplete sentences-conversational vagueness intrusion of personal affairs into office time gossip, unreasonable use of the phone for social purposes, primping in office understanding of relationship as a business one doesn't get familiar flirting guarded against becoming too personal in relationship with employer treat anyone who comes in as a matter of business having their minds on something beside their work doing things in a businesslike way impersonal too personal with men too personal with men around office quiet, uninterfering talking too much, gossiping, allowing people to come into the office and talk too much, spending too much time on personal appear- ance, primping paying too much attention to boys around office brief and to point made dates, etc. doesn't flirt, etc. confine conversation to business uses office for business purposes only use office for rendez-vous Courtesy: courtesy nice manners pleasant manners meets people politely meet people well courteous good manners polite courteous manners polite and courteous manners Curiosity, Universal: universal curiosity broad range of interest wide range of curiosity other interests than her work desire to learn, curiosity Not enough outside interests Dependability: punctuality dependability I have a sense of security about things I turned over to her ANALYSIS OF SECRETARIAL TRAITS 143 lack of dependability I am irritated by not having my calendar kept up promptness tardiness forgetting the routine duties that have to be done at certain times and having to be reminded of them regularity undue lateness to office and unreasonable time for lunch dependable more dependable alibi-ing (when she has neglected or misunderstood--i.e., not assum- ing responsibility unreliable reliable reliability unreliability the substantial type lack of punctuality she has done everything you expect more dependable I want people to be there when I come into office I want to start right to work and I want every- body there It is inexcusable for a secretary to fail to have something ready when asked for it keeps records of engagements absolutely punctual not to be relied on not present when you want to dictate Drive: ability to push herself had the push to go through the files absolutely indefatigable energy capacity for getting work out of road and shoving me to get it out able to drive herself perseverance pep see a transaction through /Executive Ability: executive ability could get work out of people administrative ability could keep people working happily able to handle people good manager of others "boss" less desire to be easy on others 144 SECRETARIAL DUTIES AND TRAITS plans work, etc. gets direct action kept things running smoothly ↓ Fairness: impartiality Forcefulness: forcefulness firmness knows what she is talking about push conviction, forcefulness combats wrong ideas knows she is right and sticks to it Foresight: never had imagination enough to see that something might be needed and get ready for it insisted on my getting work out of the way before he came so that both of us would not be marking time have work laid out ahead ability to plan comes with her notebook when you ring Graciousness: gracious "Blarney" did things in the nicest way meet people well graciousness can give the impression to callers that no matter how trifling the inter- view might be I should have been glad to have seen them if at all possible attitude toward public improved must cultivate graciousness cordiality nicer to people makes people glad they came makes people feel that he is doing a lot for them suavity cordial, hospitable smooths people over Grooming: grooming well-groomed grooming, more than well-dressed cleanliness of hands, general grooming cleanliness, especially hands annoys me to see dirty fingernails offensive breath or other unpleasnat odors must be clean she was not clean ANALYSIS OF SECRETARIAL TRAITS 145 Health: better physical health good health health better physique able to relax always on job-good health half-dead Honesty: honesty absolutely honest lying untruthful don't make exact statement of fact it is a mistake for them to flatter their employer and only say things he might like truthfulness truthful C stealing Humor, Sense of: sense of humor Industriousness: diligence always doing something industriousness girl should take same interest and work as hard when no one is here interrupted people at work not on job didn't get enough done talked too much Initiative: initiative works things out for herself initiative, independence, self-reliance she had used her own head on that, had the push to go through all the files, and the independence to make the suggestion she suggested that we circularize personal initiative use own initiative can go ahead think independently willingness to take initiative Intelligence: ability to learn ability to learn terminology understanding mental alertness intelligence 146 SECRETARIAL DUTIES AND TRAITS ability to grasp ideas perception a lot of things she thought up because her intelligence was working on them lack of intelligence she didn't have any intelligence should like more intelligence quickness of perception irritating to have to tell person over and over to do the same things intelligence (keen minds) wit used her head just dumb capacity to learn inclined to learn quick perception use brains bright grasp things could always understand could get the gist of a report exceptionally keen repeatedly asking questions after instructions have been given Interest in Work: irritates me to have stenographer begin to yawn, look out of window, tap her pencil, etc., when I am dictating interest in work very much interested in work lack of interest in work interest in employer's work total indifference as to whether she did her work in a way that was pleasing to her superiors attending to work only casually personal interest in office sense of value of work more interest in work indifferent as to hours put in no interest in work Judgment: interrupting when dictating discretion ability to size people up critical judgment judgment discrimination could tell what was important for her employer's interests able to size people up business judgment ANALYSIS OF SECRETARIAL TRAITS 147 в brought things up in order of importance artistic judgment interrupting when taking dictation good judgment bad judgment sense of values-discrimination common sense able to discriminate between important and unimportant callers good common sense sense of proportion if she happened to be in my office when I was interviewing she would "butt in" with remarks discrimination in weeding correspondence quick perception-could size people up discrimination in weeding out a report lack of judgment signing name of employer when it should not be signed discrimination about opening confidential mail Loyalty: loyalty loyal very faithful faithfulness insubordination lack of regard for discipline Memory: memory for detail superior memory for detail remembering what goes on in the office, place memory good memory memory dependable memory second memory for employer forgetfulness forgetting the routing duties that have to be done at certain times retentive memory forgetful must not forget no memory Modesty: not egotistical she knew it all not officious doesn't assert herself Neatness: neatness dresses neatly neat 148 SECRETARIAL DUTIES AND TRAITS neatness of appearance neat in work tidiness-neatness neat housekeeper (in office) neat in appearance desk kept in order untidiness neatness, not slovenly Orderliness: she made the work more orderly systematic, methodical orderly, systematic orderly mind she makes a schedule of my days work for me she keeps a tickler system for me she keeps a list of the Christmas presents I sent last year system, factory methods of production systematic orderliness it is a pleasure to get back because things are in such good shape, instead of being piled up and balled up the secretary should keep all that pertains to one subject together and should make a brief an abstract—of what is there disorderliness Originality: originality Patience: patience Personal Appearance, Attractive: attractive personal appearance neatness of appearance, figure, carriage, taste and becomingness of dress nice appearing personal appearance, she must put up a good front attractive frowsy hair rouge inartistically applied inconspicuous appearance, not obtrusive looking inconspicuous appearance (as to dress) appearance, not flashy or loud appearance inconspicuous dress personal appearance pleasing appearance modest in dress, refinement of appearance pleasant appearance dress neatly, not go in for absurd fashions, not look like a horrid little flapper ANALYSIS OF SECRETARIAL TRAITS 149 good appearance personal appearance, neat, nicely dressed, not extremely dressed, not slovenly, no bobbed hair or extreme clothes, not sporty looking good appearance, properly dressed, not underdressed or overdressed, a pleasing appearance proper carriage she must dress very conservatively carelessness in their dress painted, rouged, perfumed to such an extent that it will be an offense to me and to my patients-she should dress like a lady, not ex- treme silk stockings and high-heeled shoes, she should dress like my wife or my sister and not like a chorus girl she didn't look like a lady not repulsive to look at good-looking, well-dressed Personal Pleasantness: equable temper personal pleasantness pleasant good natured good nature cutting remarks to other girls pleasantness less resentful pleasant pleasant disposition amicable disposition pleasant, friendly even temper good disposition better natured Irish, good nature, cheerful charm pleasant and agreeable winning ways affability with associates agreeable, personal pleasantness not hypersensitive cheerful, never complains never unpleasant words no display of temper even-tempered Poise: poise in greeting people poise meets people well does things without fussiness 150 SECRETARIAL DUTIES AND TRAITS must have poise ease in meeting people soothing manner the boys could fuss her she talks to people better calm and equable more poise about meeting people not easily fussed, poise Responsibleness: capacity to accept responsibility takes details off my shoulders she keeps me reminded of engagements sense of responsibility keeps her employer in touch with work aggressiveness she does things on her responsibility I like to turn things over to her and have it done and forget it myself if I could have details taken off my shoulders able to turn things over the kind of person who doesn't have to be told everything if I could have at my hands everything I need in the way of detail acceptance of responsibility she got work out I want to give her something and be able to forget it absolutely assumes responsibility she keeps me from going home empty handed on birthdays, etc. take responsibility of callers takes responsibility generally irresponsible responsibility for callers responsible for callers assume details holds executive to his schedule takes on work able to work out details she could not take hold of a transaction sense of personal responsibility takes responsibility she reminds me of engagements without being told the serious type she saves me time, gets people out of the office, etc. personal responsibility lets me forget engagements keeps my desk equipped relieve employer of petty annoyances sense of responsibility responsible ANALYSIS OF SECRETARIAL TRAITS 151 سا V Resourcefulness: resourceful resourcefulness able to supply words (in dictation) Reticence: ability to keep office matters confidential keeping confidences able to guard confidences reticence keeps matters confidential able to hold tongue-trustworthy lack of trustworthiness trustworthy talks too much trustworthiness gossip about company's affairs discreet, keeps confidences talking too much discreet secrecy should not talk about work let information leak out Self-Confidence: assurance self-confidence gives people confidence in her makes sure she is right, then sticks to it gains confidence ease in meeting people can talk to people better not afraid of making mistakes Self-Control: self-control inhibitory powers Self-Respect: self-respect Speed: first cause for discharge was slowness speed is almost essential more speed speed above the average speed of working, speed of thinking speed work fast-speed up accelerated speed speed in typing quick very rapid 152 SECRETARIAL DUTIES AND TRAITS * ------- ༥ ཆ slowness slowness take dictation rapidly quickness don't want to wait gets things quickly can speed up rapid not lose time on job slow in getting work out Tact: tactfulness tact or diplomacy tact did things in the nicest way meet people well can give callers the impression no matter how trifling the interview might be that I should have been glad to see them if at all possible diplomacy tactful soothing manner soothing more tact good diplomat very great tact Thoughtfulness: thoughtfulness sympathy consideration Thoroughness: she completed her work—when the thing I had given her to do was reported finished, it was finished incomplete data irritates me thoroughness more thorough follow up unfinished work see a transaction through thorough incomplete report gets through day's work, finishes up Versatility: versatility Voice: pleasant tone, not harsh or strident, or rasping, with nice enunciation and inflection she spoke well pleasant voice pleasant voice, good clear enunciation ANALYSIS OF SECRETARIAL TRAITS 153 3 talks well soft pleasant voice good voice, especially good telephone voice low voice Willingness: willingness to help in emergencies willing willingness not willing to learn indifferent as to the hours she worked indifferent as to time put in The first step in the conference was to go over the two trait lists and throw out certain things which the translators agreed were not personality traits in any sense of the word. The following types of thing were discarded in this step: Maturity (when the interviewee meant age) High ideals (too general) Professional technique (a matter of training) Education (when educational content was meant, also such terms as knowledge, literary ability, and professional knowledge) Culture (a matter of training and educational content) System (when it meant, not the quality of being systematic, but the methods of work) Personality (too general) Efficiency (too general) When this was done, any trait-actions which either of the trans- lators had placed under any of these terms were transferred to the specific character traits to which they were complementary. The next step was to go through the lists again and draw off the traits which appeared on both translators' lists. There were 51 such traits. The ones which did not appear on both lists were then discussed and the material from which they had been derived was gone over again very thoroughly. If the translators could come to an agreement as to the proper disposition of the trait, either as to omission or inclusion under another, the trait, per se, was removed from the list, and the trait-actions belonging to it put under the more specific term which was retained. After the two lists had been gone over in this manner, with the thesaurus and dictionary called into frequent use to make sure that the most exact term had been chosen, there remained a composite list of 44 traits. Of these 44 traits, 32 remained under the same names and had been on both Ex 154 SECRETARIAL DUTIES AND TRAITS translators' lists. One of the translators furnished seven traits on the new list which the other translator had not had, and the second translator furnished four traits which the first had not had. One trait (personal pleasantness) had not appeared on either original list, but was selected as a better term than "good-nature" which had been used by both translators. The result was that we had a list of traits which had been checked by two translators and were defined by means of trait-actions. While readers may disagree as to the meaning of the bare terms used in the trait list, the translator has made quite clear, by the trait- actions, the meaning which she has given to them. The composite list of 44 traits with the terms which had been on the original lists but which were finally included under other traits appearing below the trait, are given in Exhibit K and represent the result of the conference. After the frequency ranking had been completed the list of 44 was changed slightly, following another conference between the in- vestigators, and three traits which had appeared under "Attractive- ness" were taken out and ranked separately, as it was felt that "attractiveness" was too broad a term. The traits which were put into the list as independent traits were: good breeding, pleasant voice, and grooming. "Attractiveness" was then changed to "at- tractive personal appearance." This added three traits to the 44, making the final list of 47 traits which are significant factors in the success of a secretary. Certain incongruities may appear which would be satisfactorily explained if the traits were given in the interview setting. For example, under Trait 9, Dependability, will be noticed the word "frankness." Of course, "frankness" is in no sense a synonym for dependability, but when the following setting is given this is easily understood. What the interviewee had said was "She tells me when she doesn't think she can get work out at the time she knows I expect it, and does not let me go on thinking that the work will be done and then have it turn up unfinished at the last minute." One of the translators called this "frankness" but when it was presented to her the crux of the matter was dependability, that what the employer was really objecting to was not lack of frank- ness, but failure to have work out at the time when he had naturally expected it, she agreed that this should have been translated as "dependability" and, since it was the only item under frankness, ANALYSIS OF SECRETARIAL TRAITS 155 the term was taken out entirely. In like manner, other cases of seeming lack of synonimity could be explained. It may also be noted that a certain trait appears to have been included under three or four others, as in the case of "conscientious- ness," which appears under Trait 20-Industriousness, again under Trait 22-Interest in work, again under Trait 24-Loyalty, and again under Trait 42-Thoroughness. In such cases the explana- tion is found in the trait-actions. When it was decided that the trait-actions which the translator had put under "conscientiousness" were really not examples of conscientiousness but of certain other traits, these trait-actions were then distributed, as had been said before, among the appropriate traits. When this had been satis- factorily done, the trait automatically disappeared, but mention of it was made wherever a trait-action which was formerly put under it had been finally located. This accounts for its appearance in four different places. It should be clearly understood that careful record was made of the exact place in every interview from which a trait was derived. This made it possible for the translators to go back to the source of the trait (which was either a mention of the trait, per se, a general statement, or a trait-action) and determine whether translation had been made in the best possible way. It must be made equally clear that in translating by this method, every statement from which a trait is derived, and every trait-action must be satisfactorily placed under a new trait heading when re- vision of the trait list is made. If there are any such statements or trait-actions which do not go satisfactorily under any one of the traits on the revised trait list, it indicates the necessity for another trait being added to the list. The steps in translation and revision may be summarized as fol- lows: (1) Take the interview material and begin to read through it. (2) Whenever a statement is met which implies a trait, put down the trait which is implied and under it copy the exact words of the statement from which you have derived the trait. (3) When all interview material has been gone through in this manner go back over the trait list with its accompanying source-statements, and omit or include whatever traits it seems possible to do away with. (4) Then go through all statements and trait-actions to make sure that each one has a place under a trait heading. (5) If source- statements or trait-actions are found which have no place under a trait-heading, a new trait, or traits, must be added. سا 156 SECRETARIAL DUTIES AND TRAITS EXHIBIT K COMPOSITE TRAIT LIST 1. Attractiveness a. Physical grooming good personal appearance voice b. Manner dignity good breeding good taste polish charm respectfulness 2. Adaptability 3. Accuracy 4. Ambition 5. Alertness ability to cooperate responsiveness helpfulness carefulness earnestness keen observation keenness 6. Businesslikeness 7. Courtesy 8. Curiosity (universal) broad interests 9. Dependability punctuality regularity frankness reliability 10. Drive perseverance 11. Executive ability efficiency leadership management 12. Forcefulness 13. Foresight 14. Fairness ability to plan economy (of time) imagination impartiality 15. Graciousness sociability ANALYSIS OF SECRETARIAL TRAITS 157 16. Honesty 17. Health ability to relax 18. Humor (sense of) 19. Initiatiative helpfulness 20. Industriousness diligence attentiveness activity conscientiousness energy 21. Intelligence 22. Interest in work helpfulness 23. Judgment conscientiousness attentiveness discrimination discretion ability to size people up artistic judgment knowingness 24. Loyalty faithfulness conscientiousness 25. Memory 26. Modesty (not conceit) 27. Neatness 28. Originality 29. Orderliness system method 30. Patience 31. Personal pleasantness 32. Poise 33. Reticence good nature cooperation cheerfulness trustworthiness 34. Resourcefulness 35. Responsibleness aggressiveness helpfulness system economy (of time) independence leadership reliability self-reliance 158 SECRETARIAL DUTIES AND TRAITS 36. Self-control 37. Speed quickness 38. Self-confidence assurance self-reliance ட レ ​39. Self-respect 40. Tact 41. Thoughtfulness diplomacy sympathy 42. Thoroughness 43. Versatility 44. Willingness unselfishness conscientiousness 3. DEFINITION OF TRAITS IN TERMS OF TRAIT-ACTIONS The Use of Trait-Actions for Definition. Since traits are not clearly defined by interviewees, some sort of definition is necessary. The usual method of defining terms is by use of synonyms, but in the case of traits a better method is possible. They can be defined in terms of trait-actions, or actions by which the possession of the trait is demonstrated. After the employer had mentioned a trait he was asked by the interviewer to state how this trait was shown. For instance, if he stated that one of the traits that secretaries should possess was initiative, he was asked "What does your secretary do to show that she possesses initiative?” To enable the reader to understand the meanings of the traits as used in the study, each trait is defined by giving a list of trait- actions which were either mentioned by the interviewee or were added by the investigators who were acquainted with secretarial duties and situations. Exhibit L contains the forty-seven qualities which were obtained from the interviews and a list of trait-actions which defines the traits. The qualities are arranged in alphabetical order. The ex- planatory trait-actions are not complete for each trait, and though not exhaustive they are extensive enough to establish the meanings of the traits for practical purposes. Both negative and positive trait-actions are included because frequently it was easier to tell what the secretary should not do than what she should do in order to display the particular trait under consideration. ANALYSIS OF SECRETARIAL TRAITS 159 EXHIBIT L Vocational traits for secretaries with a list of explanatory trait-actions Accuracy: she does not make mistakes in typing she does not make mistakes in computing she gets the spelling and pronunciation of people's names right. she pays attention to detail she files material under the proper heading she does not make mistakes in keeping records and data she gets the exact information asked for she does not lose papers she does not make mistakes in transcribing dictation she does not "guess" when information is desired she sees that every letter is perfect before it goes out she checks all her work when she records engagements and makes appointments, the names of the people, the place of meeting, and the dates are always right when she looks up references her notes and information are to be relied upon she does not take down words or sentences phonetically without looking them up if in doubt of their meaning she does not send out a letter unsigned she does not make mistakes in proof-reading she checks up on names, dates, and figures when copying written material she does not let letters go out unstamped she never gets the wrong address on a package Adaptability: she has grown in knowledge of the things in which I am interested she is a good mixer she has a broader knowledge of my business the one I discharged couldn't get along with other girls she puts herself in the place of the executive she puts up with the views of the individual above her to the point where it is quite against her own make-up she is willing to accept suggestions she is able to cooperate she is responsive she didn't have the power to submerge her own ideas in the ideas of the majority she can run along extra assignments without worry she has ability to fit herself to varying demands she must familiarize herself with the people with whom I correspond and with whom I come in contact she is able to think about the job the way the man thinks about it she is able to pick up and learn new jobs quickly and easily she is able to suit her conversation, manner, etc., to different people 160 SECRETARIAL DUTIES AND TRAITS Alertness: she requires a minimum of explanation nothing that happened in the office ever got by her she notices what correspondence goes through her hands, and will come to me about a certain letter and say "this indicates that we will have considerable correspondence with this man, doesn't it?" Then she makes the content of the letter and the man's name and address a permanent part of her mental equipment she anticipates her employer's wants and needs she is always ready for work with the proper materials and tools she does not come into the office when you ring without her notebook she can get hold of information which would not ordinarily come through my office-a sort of liaison officer she notices when visitors are outstaying their time and comes in and gives me an opportunity to close the interview she is on the outlook for ways of improving office methods Ambition: she fits herself for bigger jobs she makes opportunities for herself she is constantly educating herself I always find that the boy or girl who has sacrificed for an education is a 100 per cent risk she has a great desire to learn she is never satisfied with her own work she studies her job outside working hours Appearance, Attractive Personal: she carries herself well she has a good figure she has good taste in dress she wears becoming clothes she put herself together neatly she does not use rouge indiscreetly she does not have frowsy hair she does not go in for absurd fashions she does not have bobbed hair she does not wear immodest clothes she does not underdress nor overdress for the position she occupies she is inconspicuous in appearance, not obtrusive looking She must look like a lady: I don't want her painted, rouged, perfumed to such an extent that it will be an offense to me and my patients. She should dress like a lady, not extreme silk stockings, and high-heeled shoes Breeding, Good: she does not chew gum in the office she uses good English she acts like a lady, not flippant nor too aggressive she does not act in a supercilious manner to inferiors in position she does not patronize her employer nor her subordinates ANALYSIS OF SECRETARIAL TRAITS 161 she is not pert she is deferential to older people she treats her employer with respect she does not talk back she meets people well, puts them at their ease she dresses like a lady she knows the principles of office etiquette and social etiquette she should not flatter her employer--that is, toady to him she does not try to impress an employer with the fact that she is in the same class socially she does not get familiar with the men in the office she does not "bawl" people out Businesslikeness: she does not hold long personal conversations over the office 'phone she does not take advantage of the fact that she is a woman she does not inject social matters into office time she uses complete sentences, does not let her sentences trail off unfinished she does not gossip in the office she does not primp in the office she avoids anything that looks like "flirting" in the office she treats anyone who comes in as a matter of business she keeps her mind on her work she does not allow people to come into the office and talk too much she is brief and to the point she confines her conversation to business she does not use the office as a rendezvous she maintains an impersonal relationship with her business associates she does not take criticism in a personal way Courtesy: she meets people well she makes people feel at ease she has nice manners she is pleasant and gracious over the telephone and to callers she says "good-morning" and "good-night" to her office associates she does not leave visitors standing in the office she says "thank you” and “please" to everyone she does not slam the doors in a rude way she does not interrupt a conversation without a "pardon me" she does not go into offices where the door is closed without knocking (unless it is an entrance office) she does not cut a person off before he has finished a sentence she does not "bang" the receiver of a telephone she does not make a telephone call or start a telephone conversation with- out giving her name she never fails to look up and smile when people come into the office- she does not wait for them to speak to her she assumes an interest in what other people are saying, even though she does not feel it 162 SECRETARIAL DUTIES AND TRAITS she is not curt and ungracious to janitors, messenger boys, expressmen, etc. she gives orders in a pleasant way she does not "bawl out" before other people Curiosity (universal): she has wholesome outside interests beside her work she keeps in touch with current events she reads good books she asks questions about her work she is interested in all sorts of people she has a great desire to learn she is interested in going along on all sorts of new projects she can talk with most any one who comes into the office on whatever topic he is interested in Dependability: she is punctual she gets work out when she says she will she is right there when you need her at the end of the day or week you find that she has done everything you expected her to do if you ask for something to be laid on your desk by the next morning you know it will be there she is regular in her attendance at work if she can not come to the office she lets you know she works as well when you are not around as when you are her work is consistent, not good one day and inaccurate or erratic the next she gets out a more or less constant amount of work in a day she stays in the office when she is supposed to be there she never leaves her employer in an emergency without planning for it she does not fail to keep her employer advised of her work in advance so that he gives her some work and expects to get it back at a certain time while all the time she knew that it was impossible for her to get it out at that time she does not forget routine duties that have to be done at certain times and have to be reminded of them Miss F. would no more think of going off and leaving the office without communicating with me than she would of flying. If I were to go out this afternoon and get tied up somewhere she would not leave until seven o'clock, or until she heard from me. You can see what a pickle I would be in if I got back and she wasn't there, and I had no key and something had to be attended to. I would have to go to a hotel and write my letters, and send off my telegrams myself she does not make any objections if I want her here at an irregular time— she volunteers she does not taken an unreasonable amount of time for lunch Drive: she can push herself to complete a disagreeable task she gets work out of the road with dispatch and shoves me to get mine out ANALYSIS OF SECRETARIAL TRAITS 163 she sees a transaction through she can put on steam in an emergency and get twice as much done as ordinarily she keeps after people who are to do things around the office until they have done them she gets the maximum amount of work out of her subordinates she holds her employer to his schedule she keeps tab on unfinished business and brings it up to me Executive ability: she can get work out of people without friction she can administer the details of the office she can "boss" when necessary—that is, give people the impression of authority she is not so easy on her subordinates that they take advantage of it she plans work for the others in the office she makes the work run according to schedule and without confusion she handles the personnel problems that come up in the office in the way most conducive to harmony she gets direct action on matters that come up she supervises the office work she employs assistants I sent her up to organize a meeting and arrange all the details. She did it 100 per cent perfectly. She had every last detail arranged for in the best possible manner so that it went off without a hitch' she makes arrangements for office supplies in an efficient manner as an example of the ability to lay out work, I had a girl last summer when we wanted to send out 15,000 copies of some publication, I told her I wanted to get them out and for her to plan it. She called in students to help and came in a little later to tell me that she would need seven students to help. I asked her how she arrived at just that number and she said "Well, the job breaks up into such-and-such processes." Then she put a good worker at one end of a process as a pace-setter. Fairness: she gives the employer what she owes him and takes no more than he owes her she does not take advantage of her position to give favors to one that she does not to all she does not let her personal likes and dislikes influence her in the office she recommends the person qualified for a job and not a friend of hers she does not take advantage of an employer's good nature to impose on him she gives credit where credit is due on a piece of work and does not try to take all the credit to herself she does not load more work on one girl in the office than on another she stands by her word she does not criticize or reprimand without careful investigation she does not let one mistake on a subordinate's part make her forget a previous good record she gives people a fair trial when giving them new work 164 SECRETARIAL DUTIES AND TRAITS Forcefulness: she knows what she is talking about and sticks to it she speaks with conviction she can combat false impressions that creep through an organization she can put over ideas that the executive wants disseminated her words carry weight she is enthusiastic enough to carry out plans she makes people feel that she is "boss" (i.e., the people she has charge of) without being dictatorial Foresight: this one girl never had imagination enough to see that something might be needed and get ready for it she does not come without her notebook and pencils when she is to have a conference with her employer or with her assistants she has all the material she will need at hand and in order she has work laid out ahead she plans for emergencies before they occur she insisted that I get a certain amount of work out of my hands into hers before the man came for a long interview so that both of us would not be marking time if I tell her that I am thinking of making a certain investment she tells me that my income tax and my insurance come due this month and that perhaps this investment will tax my bank-account too heavily without extra provision she does not let office supplies run clear out before she knows it when they have to be ordered six weeks ahead if someone in the office is going to leave she does not wait until she leaves before thinking about someone to take her place if I am going away on a trip she thinks of all possible contingencies and plans for them for me Graciousness: she does things in the nicest way she meets people well she can give the impression to callers that no matter how trifling the interview might be I should have been glad to have seen them if at all possible she is cordial to callers she makes people glad they came in she makes people feel that she is doing a lot for them she smooths people over when they are irritated she speaks pleasantly to people when they come in and makes them feel at home when she brings a man into my office she doesn't say curtly "here's Mr. Smith" but presents him in a friendly, we're-glad-you-came manner she makes workmen and janitors glad to do things for her she is not curt to her subordinates, or snobbish, neither is she stiff and unfriendly toward her superiors she gets into the confidence of those with whom she comes in contact she meets people more than half-way ANALYSIS OF SECRETARIAL TRAITS 165 Grooming: she is always clean, especially her hands her nails are always well-manicured she is careful about unpleasant breath or perspiration her hair is clean and well-cared for her clothes are clean and well-pressed her teeth always look taken care of her clothes are in good repair, not in obvious need of mending, with hooks and eyes and buttons missing, lace torn, trimming partly ripped off, etc. her shoes are not run down at the heel nor in need of polish if she uses rouge, powder, etc., they are carefully applied over a clean skin, so that the beholder does not feel that they are a mask for bad skin Health: she does not abuse her health at night and come into the office the next day half-dead she is able to relax she is always on the job she stands erect she carries herself well her eyes and ears are good her skin is clear she is not irritable because she does not get enough rest she can carry an emergency load of work without playing out she takes some form of regular exercise she eats the right sort of food at noon so that she is not sleepy all afternoon her nerves are not "jumpy" so that she is easily upset she does not complain continually about being tired and sick Honesty: she does not lie, either to her employer or to office associates she makes exact statements of fact she does not steal she does not appropriate office supplies for personal use she does not flatter her employer and tell him only things he might like- that is, she is sincere she keeps her word she does an honest day's work—that is, she does not loaf on the job, but gives full value for what she receives if she makes a mistake she acknowledges it and shoulders the responsibility she never puts the blame for something she has done on someone else, even by implication she will not take praise for something which she has not done—she gives credit where it is due she does not conceal information the employer should have Humor, Sense of· she sees the point of a joke she sees the funny side of situations 166 SECRETARIAL DUTIES AND TRAITS she does not magnify unimportant details-make a mountain of a molehill she can appreciate a joke on herself and not resent it she enjoys getting a joke on other people Industriousness: she is aways doing something, never idle she lays out work for herself, sets herself tasks she works as hard when no one in authority is around as when they are she is always on the job she sticks to her work steadily she does not talk too much and waste her time and other people's Initiative: she works things out for herself, little stunts for improving the office she makes suggestions voluntarily she does not wait to be told to do things she works out the details of a job without bothering her superior she acts on her own responsibility in an emergency she gets data together that she knows will be needed without being told if you announced that you were going to a meeting, a folder containing all the material pertinent to the meeting would be put on your desk without further request in the case of an annual meeting I found that all the details from the previous year had been kept by the secretary without instructions after I came back from a trip she said "Approximately how much money did you spend?" Then she made out a voucher and had me sign it. She told me that it was deductible from my income tax; she had found this out herself and worked out the system I found this year that she had kept track of my Christmas list for me from the previous year I was at the hospital last week, for instance, and in my absence I was called for a consultation at M—, that very afternoon. She called me and said “You are called to a consultation at M. The patient is Mrs. X. who lives at such-and-such an address and the doctor is Dr. G. with whom you held a consultation last May. I have sent your bag down to the station; it will be at the check-room. Your train goes at 1:30 and there is a train back at 5:30." Intelligence: she learns a new terminology quickly she can get hold of an idea with just a suggestion she does not have to be told things over and over she can get the gist of a report and summarize it for you she thinks of things to do to improve the office service she picks up information which might be useful in her work she requires a minimum of explanation you can give her the outline for a letter and she can write the letter she does not make the same mistake over and over she picks up a new job quickly she does not hand you back a letter which doesn't make sense She does not have to be told to correct obvious mistakes in work that passes through her hands ANALYSIS OF SECRETARIAL TRAITS 167 Interest in Work: she does not yawn, look out of the window, tap her pencil, etc., when I am dictating she is indifferent as to the number of hours she puts in she does not attend to her work only casually she reads and studies about her work out of office hours she is happy in going along on all sorts of new things, doing them with actual enjoyment rather than as a matter of course she renders her service in the highest possible way she does not object to putting in irregular hours she talks about her work to people who can help her and give her suggestions she welcomes suggestions and criticisms from her employer and associates she does not watch the clock all day she does not have to be watched to be kept busy a girl I discharged was totally indifferent as to whether she did her work in a way that was pleasing to her superiors Judgment: she signed my name to a letter to which it should never have been signed she can tell what is important for her employer's interests she brings work up in the order of its importance she can run through my correspondence and tell what I should see and what she can handle she knows when to open confidential mail and when not to she does not interrupt me when I am dictating if she happens to be in my office when I am interviewing she does not interrupt with remarks of her own she can discriminate between important and unimportant callers once I wrote a letter, dictated it to her, discharging a man in our organi- zation. She felt sure that I would not do it after I had thought it over so she just held the letter until the next morning, did not write it that night, and by morning I was awfully glad she had done it she can size-up people who come to the office and people who are candi- dates for positions she knows when to criticise and when to praise she recognizes matters which are confidential without being told she can pick good assistants she can decide whether to wire me about something that comes up in my absence she files only what is worth filing she can compile material so as to bring out the strongest points in tabu- lation and technical work Loyalty: she is not insubordinate she has regard for office discipline she keeps the interests of her employer and her firm in the foreground she sometimes conceals her feelings and supports a measure which her employer supports, even though she does not agree with him 168 SECRETARIAL DUTIES AND TRAITS she makes her employer feel that he has a friend in camp rather than a critic she avoids making other people in the organization dissatisfied with the treatment accorded by the organization she does not spread false reports about the organization Memory: she can carry numerous details in mind she does not forget what goes on in the office she does not forget the routine duties that have to be done at certain times she recalls names and faces quickly she associates a person's address with his name she never forgets telephone numbers, people's initials, etc. she reminds her employer of engagements, meetings, etc. once she has filed a thing she knows exactly where it is she does not have to be told the same things twice Modesty (not conceit): she does not think she knows it all she is not officious she does not assert herself to an unpleasant extent she does not brag about her work or her salary she takes both criticism and compliment in a nice spirit she does not appropriate to herself undue credit Neatness: she dresses neatly, clothes put on right, mended, etc. she is a good housekeeper in the office things are always where they belong on her desk letters are never sent in to be signed with fingermarks or blots on them typewritten work is not smudged with carbon or erased the files are kept clean, with labels put on the folders straight, perfectly typed, papers smoothed out, properly clipped, etc. stamps and addresses are put on envelopes straight packages are done up properly she does not throw things at the wastebasket rather than in it she does not eat lunch in the office and leave crumbs around Orderliness (which is a matter of being systematic): she makes the attack on my work more efficient by sorting correspondence, papers, telegrams, etc., making notes on the margins, bringing papers to me with the proper papers attached, etc. she makes a schedule of my day's work for me she keeps a tickler system for me she keeps a list of the Christmas presents I sent out last year she installed factory methods of production in our office it is a pleasure to get back from a trip because things are in such good shape, instead of piled up and balled up she keeps everything that pertains to one subject together and makes an abstract of what is there she brings up subjects for discussion in their order of importance she has some system about the way materials are arranged in the desks ANALYSIS OF SECRETARIAL TRAITS she is systematic about routine duties 169 she works out a form for letters or tabulated reports and then sticks to it Originality: she comes up with startling good solutions to problems of office man- agement she must not be satisfied merely to follow office routine, she must work out new methods she devises new ways to help me, such as a scrapbook in which to keep clippings or reprints of my speeches, relative material, anecdotes which might be useful another time, etc. she can work out slightly different phrases to use in letters so that they will not sound monotonous she thinks of clever and artistic forms, stationery, printing lay-outs, etc. Patience: she listens and does not talk she waits until people have finished what they are saying she does not become irritable with people learning new work she does not act fidgety when her employer pauses in his dictation to think she does not get cross when things go wrong with office equipment if her employer has little whims and foibles she puts up with them over and over again after she has given an order she waits a reasonable length of time for it to be carried out Personal Pleasantness: she does not make cutting remarks to the other people in the office she does not resent and brood over criticism she does not lose her temper over trifles she does not argue over things in a belligerent manner she is cheerful, not always complaining about things she is not quick to take offense and imagine that she is being mistreated she is not looking for slights she is not forever trying to get the best of people in the office, taking the best lunch hour, the best desk, the easiest jobs she has a nice smile, not a smirk nor a frozen look on her face she does not nag and scold she gives and acknowledges greeting in a cordial way she does not snub people she does not go around looking "mad" whether she is or not she is not sarcastic in her way of speaking she can put aside her own plans and do good work even though disap- pointed because they fell through she does not "nurse" grievances but forgets them she is not always determined to have her own way she does not make criticisms or suggestions in a tone of voice that sounds "well, I knew you were dumb, but I didn't dream you were as stupid as this would seem to indicate" 170 SECRETARIAL DUTIES AND TRAITS Poise: she is not easily fussed in emergencies in the work strangers coming into the office do not upset her she can talk to people of any sort she does not get rattled if things go wrong in the office she does things without fussiness she is calm when meeting new situations I had one girl whom the boys who came into the office could get awfully fussed-they teased her and she would get rattled she does not go all to pieces under extra pressure of work Resourcefulness: she can supply words or phrases in dictation if she does not catch a word in dictation she can supply one just as good she can make the most of what equipment and supplies she has she is ingenious in finding solutions to the many small problems that arise in an office she has office ways and means at her finger tips if her paper slips when she puts it into her machine she can devise some way of keeping it straight Responsibleness: she takes details off her employer's shoulders she keeps him reminded of engagements I had a sense of security about things I turned over to her she keeps her employer in touch with the office work she is aggressive when the occasion demands it in order to save her em- ployer time and energy she is the kind of person who does not have to be told everything she sees that her employer has at hand everything in the way of detail that he needs in the course of a big job she keeps his calendar up to date she does not have to be reminded about routine duties but sees that they get done on time she keeps me from going home empty-handed on birthdays and anni- versaries she does not alibi when things go wrong she holds her employer to his schedule she takes on duties without being told to she sees that a transaction which is started is finished she sees that people do not annoy the executive needlessly by assuming the authority to weed out callers if she thinks people have been in my office too long she will make some pretext for getting them out she sees that my desk is always adequately supplied Reticence: she keeps confidences of whatever nature she can make a proper evaluation of the information in her possession and not dispense more than is proper she does not gossip about the organization's affairs ANALYSIS OF SECRETARIAL TRAITS 171 she did not even discuss our affairs with her family I have heard doctor's secretaries say to a patient in the waiting room as another patient left the room "Poor Mrs. X. She had an operation last May. She has been so ill-doctor is awfully worried about her, etc." she is careful about mentioning business affairs in public places where people overhearing might make use of information Self-confidence: she makes sure she is right then sticks to it she can give people confidence in her authority she has ease in meeting people because she is sure of herself she can talk easily and well she is not afraid of making mistakes the trouble with a lot of girls is that they are afraid of "the boss" they are actually afraid to call up another organization and ask to speak to the highest official in it she does not wait for minute directions but goes ahead she looks people straight in the face when talking to them she speaks up-her voice does not sound scared she is not worried about attacking new work Self-control: she does not fly off the handle when things go wrong she does not say everything she thinks when she disagrees she does not lose her temper she can take criticism pleasantly if customers or clients are angry and make complaints she does not re- taliate, even though she knows they are wrong Self-respect: she will not countenance wrong practices-if she disagrees with the way work is conducted and disapproves of it she will not stay on the job, this means of course something which she cannot reconcile with her code of ethics she will not let people walk all over her she carries herself as a lady should and expects the respect due one Speed: I want to be able to send her on some errand and not have it take her all day to get it done she types rapidly she can take dictation at an adequate rate for my work she can work under pressure if necessary and get twice as much done as ordinarily she answers letters and carries out requests within twenty-four hours she does not take an hour to find something she has filed she moves around the office as if she meant to get through on record time she thinks rapidly and concisely Tact: she does things in the nicest possible way she can give callers the impression that no matter how trifling the inter- view might be I should have been glad to see them if possible 172 SECRETARIAL DUTIES AND TRAITS if she had answered the same question forty times that day she would take it up with all the air of its being the first time she had heard it she does not offend queer people by in any way emphasizing or calling attention to their queerness my poor patients are not reminded of their poverty in any way she can correct mistakes in her superior's work, particularly in English, without calling his attention to the correction if she has to attend employe's functions she does not dress in a way that sets her apart from the rest of them she makes criticisms of the girls' English and clothing and manners with- out hurting their feelings Thoughtfulness: she puts herself in the attitude about her work of "what is there about this that I can do to help Mr. X.” when I go away she puts up little packages of stationery, stamps, etc., anything which will be of convenience to me and save me trouble she takes an increased load of detail on when she sees that I am tired or worried when I have been away and the work is piled up she has everything done to facilitate cleaning up the work, such as letters which have come in to which she has written tentative answers, etc. she sees to my comfort and convenience in my office by overseeing the equipment of my desk, watching ventilation, lighting, etc. she is attentive to the needs of callers in the office she keeps a watchful eye on the health and happiness of girls working under her Thoroughness: when the thing I had given her to do was reported finished it was finished, there were no loose ends I could not say to her “do such and such a thing” or “find out such and such information" and feel that she had actually seen the transaction through to the end to which I should have seen it she never brought me an incomplete report she gave me all necessary details about callers, work, etc. she is not satisfied with a job that looks all right without checking up on it Versatility: she must be able to follow along in all kinds of projects she must be able to turn from one thing to another easily my secretary can do all sorts of different things; from planning a Hallow'en party for the employes, playing the piano for their singing, working out a better sales organization scheme, editing the house organ, to planning the new decorations for our office Voice: she has a pleasant tone, not harsh or strident or rasping she has nice enunciation she has proper inflection she has a cheerful sounding voice she has a low voice she has a good telephone voice ANALYSIS OF SECRETARIAL TRAITS 173 Willingness: she does not mind helping out in emergencies we discharged one girl because she was not willing to learn she is absolutely indifferent to the number of hours she puts in she does things pleasantly, not as if she objected to everything we asked her to do she sacrifices personal interests to the good of the organization 4. FREQUENCY OF TRAITS Ranking the Qualities. After the interviews had been translated as shown in Exhibit J, a list was compiled which was made up of the qualities in the order of frequency of mention, one score being given to a trait for each interviewee mentioning it. Such an evalua- tion assumes that traits which are most frequently mentioned are most important. On first notice such a method is only roughly reliable. It may be claimed that an interviewee might fail to men- tion a trait which, upon deeper reflection, he would consider to be important. For instance, if the total list of 47 duties were returned to a man who had mentioned only 19, he might feel that some of the 28 which had been added were of as great importance as some that he mentioned. However, in other studies where the list was returned to the interviewees, it was found that the order of ranking was not greatly changed. So it is fair to assume that in list, as given, the relative importance of the traits is approximately cor- rect, and as nearly correct as any ranking could be which uses the methods here described. The coefficient of correlation between the rankings of the two translators, by the Spearman Footrule, was found to be 0.89. Exhibit M presents the frequency ranking thus obtained. The total number of mentions, as well as rank in list is given. The qualities that are most significant are those that come at the top of the list because they are, in the minds of most of the men inter- viewed, most significant in relation to the success or non-success of a secretary. Accuracy, responsibleness, and dependability are very important and are followed closely by intelligence, and cour- tesy, while on the other hand, sense of humor, patience, and lack of conceit, while of importance, are still not outstanding traits of the secretary. It will be noted also that contrary to popular opinion, attractive personal appearance is not a quality which is of conspicuous im- portance, nor is speed so important as accuracy, industriousness so important as initiative, and so on. 174 SECRETARIAL DUTIES AND TRAITS EXHIBIT M VOCATIONAL TRAITS FOR SECRETARIES (FREQUENCY RANKING) TRAIT NUMBER RANK Accuracy.. Responsibleness. Dependability.. 24 23 Intelligence. Courtesy. Intiative. Judgment. 21 21 20 20 20 Tact.... 19 3 5 5 5 8 123 DO LO LO 10 00 Personal pleasantness.. 18 9 Personal appearance. 18 9 Interest in Work…….. 17 11 Speed..... 17 11 Reticence. 16 13 • Adaptability.... Businesslikeness. Neatness. 15 14 15 14 15 14 Memory.. 14 17 Goodbreeding. 13 18 Poise..... 11 19 Self-confidence.. 11 19 Graciousness. Honesty.... 10 Health.... 10 Industriousness. 10 9999 10 2222 21 21 21 21 Executive ability. 9 25 Loyalty..... 9 25 Pleasant voice. 9 25 Orderliness... 8 28 Grooming. Alertness.. Drive.... Ambition. Curiosity.. 28 77 30 30 6 32 6 32 Forcefulness. 6 32 Foresight.. 6 32 Thoughtfulness. 6 32 Thoroughness... Willingness.. cr cr 5 37 5 37 ANALYSIS OF SECRETARIAL TRAITS 175 EXHIBIT M -Continued TRAIT NUMBER RANK Modesty (not conceit). Originality. Patience. Resourcefulness. Self-control.. Versatility.... Fairness. • Self-respect... Sense of humor. 4 39 4 39 3 41 3 41 2 43 2 43 1 45 1 45 1 45 Supplementary List of Traits. It will be recalled that Question V, of the questions asked in the first interview with the secretaries was not taken up in the first part of this report, but was referred to the quality study. This question read as follows: Do you think of any specific things which you have done in your position which seemed to please your employer very much? What? Do you think of some times when you did things which did not please him? What sort of things were they? The answers to this question have been analyzed and the results follow as Exhibit N, each quality being followed by one or two il- lustrative trait-actions which were also derived from the secretaries' answers. This material serves as a partial check upon the list of traits derived from interviews with employers. Loyalty: EXHIBIT N SUPPLEMENTARY LIST OF TRAITS FROM SECRETARIES does not tell tales in office, either about employer or fellowworkers complains directly to superior when she has anything to complain about Intelligence: thinks straight, doesn't drag in irrelevant material can always put self in employer's position and get his point of view Dependability: doesn't have to be told twice to do anything is in office whether employer is in town or not Initiative: does the obvious next thing without being told participates in employer's conferences when he desires it revises files without being told plans advertising campaign without being asked to 176 SECRETARIAL DUTIES AND TRAITS Promptness:* takes only the hour for lunch arrives on time in morning Good-breeding: knows when friendliness ends and familiarity begins knows how to dress has soft, well-modulated voice remembers that the office is the employer's, not the secretary's Industriousness: doesn't let work accumulate doesn't talk to other employes needlessly sets example to stenographers by working hard herself doesn't watch the clock or leave before work is finished Adaptability: can deal with president of company and insurance salesmen with equal assurance and ease Judgment: knows what letters to forward and what not Forcefulness: carries through employer's orders without bothering him again, gets rid of unwelcome callers Discrimination*: knows when to do things her way and when she must consult employer Accuracy: checks up on information doesn't make mistakes in spelling keeps data for income tax so that statement can be prepared without a lawyer gets telephone caller's name and business right Neatness: keeps desk in good order keeps office in good order Memory: remembers employer's engagements remembers what has happened during employer's absence can recall important things at critical times Foresight: can forsee complications and prevent them Education*: can read French correspondence when necessary Cheerfulness*: doesn't become grouchy when work piles up keeps good humor all during rush hours works without friction with other employees does not nag takes criticism without getting sulky about it Willingness: doesn't complain when she works overtime doesn't refuse to do any work, no matter how menial ANALYSIS OF SECRETARIAL TRAITS 177 Honesty: admits wrong when she is responsible Courtesy: doesn't interrupt employer when he is in conference meets people so that they feel welcome in office Discretion*: knows when not to interrupt employer knows when to argue and when to hold her tongue knows enough to observe employer's peculiarities Thoroughness: does every little detail-neglects nothing can find most important paper at once keeps everything which may be needed Interest in Work: criticises methods only from the point of view of making work more efficient thinks along with employer during dictation so that if he asks a question she doesn't have to stop to collect her wits doesn't "crab” about overtime gets mechanical devices to help her speed up her work Voice: talks well over telephone-no rasping Consideration*: keeps water in office for employer never sends him on train which has no diner Professional skill*: can take dictation without interrupting employer can take dictation and get work out with no loss of time 5. COMPLEMENTARY STUDIES AND PROBLEMS Causes for Discharge. It may be interesting to the reader of this report to know what the employers gave as reasons for dis- charge in response to Question VII (Exhibit G.) These reasons could not be tabulated very well, but in general it may be said that the outstanding reason for discharge was "lack of intelligence." Some of the other common causes were: inaccuracy, no initiative, disloyalty, no judgment, lack of personal pleasantness, not depend- able, not adaptable, slowness of thinking and lack of speed in tech- nique, not well-bred. It will be noted that the causes of discharge are given in terms of qualities or traits-just as the men inter- viewed gave them, and also that with the exception of "loyalty" they all fall within the two high groups in our ranked list. The Difference Between a Secretary and a Stenographer. The employers who answered this question (Number III of Exhibit (G), 178 SECRETARIAL DUTIES AND TRAITS were all agreed that the stenographer does purely routine work— "she is a diligent, faithful, human machine." They spoke of her work, in general, as "mechanical." The differentiating quality mentioned most frequently was "initiative." The one mentioned next after this was "responsibleness." Others which were men- tioned were "intelligence," "interest in work," "accuracy," ex- ecutive ability," "judgment," with occasional mentions of such qualities as originality, tact, foresight, memory, and reticence. There were several mentions of phases of education-spelling, Eng- lish, and so on. The employers were agreed that the secretary needs perhaps less technical skill-i.e., skill in typing, taking short- hand, and so on-than does the stenographer, because the secre- tary's success depends far more upon personality than upon profes- sional technique with regard to such mechanical operations. Professional Skill. Professional skill, or technique, was not ranked with the list of traits because the "skill" phase of it was distributed over certain other traits-notably speed and accuracy-and what was left was for the most part educational content or a matter of training, i.e., such things as spelling and punctuation, which could not be considered personality traits. There were six mentions of this as "professional skill" or "professional technique" without any qualifying adjectives or any descriptive material, such as "knowl- edge of shorthand and typewriting." Seventeen men mentioned some phase of educational equipment which might properly be con- sidered to belong to the preliminary training of the stenographer or secretary, including, primarily, typing and shorthand, but also such things as bookkeeping, business law, legal vocabulary, knowl- edge of filing, ability to write letters, and ability to arrange tabu- lated material. It was, of course, the general assumption that the secretary should have had stenographic training, and that speedy and accurate command of shorthand and typing were highly desirable. Education. Most of the employers spoke of the desirability of a secretary having as broad general education as possible, preferably a college education, with only one man expressing the opinion that a college education was a drawback. The two general expressions used most frequently in this connection were "general education or information" and "cultural background." The body of desirable knowledge which was mentioned far more frequently than any other was, of course, English, with its dependent items of punctuation, ANALYSIS OF SECRETARIAL TRAITS 179 spelling, grammar, letter-writing, vocabulary. Eleven men out of the 28 interviewed mentioned "English" as such, five spoke of spelling, five of punctuation, eight of ability to write a letter, eight of the need for a large vocabulary, one for writing ability in general, one for a feeling for words, one for proof-reading, and four men- tioned the desirability of the secretary having a good background of reading, both standard and current. There was no other phase of education which was mentioned so frequently as to be at all comparable to the need expressed for English, but a few of the other fields in which training was considered desirable were: sociology, economics, business administration, busi- ness law, psychology, business and social etiquette, Latin, chemistry, physics, mathematics, geography, income tax, bookkeeping, ac- counting, statistics, banking, filing, and the operation of an adding machine. While, of course, such things as physics and chemistry were de- sired because of the particular needs of a certain position-such, for instance, as a position with an institute doing purely scientific research-the need for greater training in expression-English-is not confined to any field in particular. Problems. Certain problems arose in the course of the trait study, some of which have been satisfactorily settled and some of which have been left until time and funds permit of more thorough in- vestigation. A few are mentioned below, with a brief statement of the way they were handled. (1) The Amount of a Trait. The question arose as to whether or not people when interviewed did not feel the need of modifying their statement of a trait in some such way as this: "I think accuracy is a very important quality for the secretary-but she must not be too accurate," or "Well, I think she needs a certain amount of that quality." This question is answered by the statement that in ob- taining such a quality or trait list, the qualification which is always understood and expressed is "to a desirable or the most desirable -degree." That is, when the interviewee given accuracy as a valuable trait, it is understood that the person interviewed means accuracy to the most desirable degree. Beyond the point at which accuracy is desirable it ceases to be accuracy and becomes some- thing undesirable perhaps "fussiness." "" (2) The Disintegration of Traits. One of the greatest problems in translating raw material into terms of traits is met with in the v 180 SECRETARIAL DUTIES AND TRAITS ✓ disintegration of traits. For example, can such a quality as "tact" be broken up into various other traits such as, courtesy, kindness, and quick-wittedness or quick perception? Or does "tact" mean such a definite quality that it cannot be broken up without depre- ciation in meaning and value? This problem has not yet been satisfactorily solved, although the best safeguard when this is met is the trait-action. That is, if the trait-action seems definitely to fit better under the trait-heading before it is disintegrated than it does under the various elements into which the trait is broken up, it implies that something has been lost in disintegration, and, therefore, that disintegration should not have taken place. (3) Personal Reactions. The highly personal reaction is another problem met with in a study of this sort. For example, to the man who has just had to discharge a girl for extreme inaccuracy, accuracy will seem the most highly desirable trait for a secretary to possess. While this weights his opinion, the investigators feel that such weight- ing is off-set by the method of giving only one score to each trait for each interviewee mentioning the trait. In this way, no matter how much any one interviewee dwells on a certain quality or emphasizes it, or ranks it, the general consensus of opinion is the final arbiter, which prevents undue weighting of a quality because of these personal reactions. The measure of the trait then be- comes a matter of group opinion, in which one man's opinions count for only one vote for any one quality. (4) Translations of Original Statements into Abstract Terms. The problem of translating the original statements of those interviewed into the terms of abstract traits is perhaps the most serious one encountered in a personality study. This lies largely in the loose- ness with which terms are used-i.e., the one interviewed may say that dependability is highly desirable and when asked what he means by dependability may give an illustration, not of dependability, but of willingness to take responsibility, or some such thing. This loose- ness of terminology is not only involved in the interviewee's state- ments, but enters into the translator's understanding of terms. That is, what would seem to be dependability to one translator becomes a matter of loyalty in the eyes of another person translating from the same material. There are several checks on this difficulty, although it is by no means completely solved. Among the things which it is possible to do to minimize the weakness of individual transla- tion are: (1) Have the informant define the term he uses in terms. ANALYSIS OF SECRETARIAL TRAITS 181 of action (trait-action). (2) Put down the exact words of the informant under the term into which it was translated. (3) After translation return to the informant with his exact words and the term of translation and ask "Is this what you meant when you said so-and-so?" (4) After ranking the traits in order of frequency of mention (obtained from the research worker's translation of terms) take the list of traits back to the informants and have them rank the traits, then re-rank the list of traits, taking into consideration the informants' ranking. (5) Breaking an Occupation up into Specialized Branches. This problem is met in certain other personality studies (notably dress- making and millinery)far more than it is in secretarial work. In work on a secretarial curriculum, however, such specialized studies would need to be made in order to determine the fundamental con- tent of the curriculum, which would be taught to all those going into secretarial work, with special work in the various branches of the field. Hand in hand with such content studies would go studies in the variations of personality involved in the specialized branches of secretarial work. This was not attempted in this study because of the small number from each profession who were interviewed. (6) The Effect of Locality on a Trait Study. While the problem of whether or not geographic location affects the validity of a ranked list of personality traits for any vocation enters into some studies of this nature, the investigatigators did not feel it as a problem in this study because of the fact that the men who were interviewed were not necessarily indigenous to the location in which the inter- viewing was done. That is, there was very little danger that the traits obtained would have specific reference to secretaries in Pitts- burgh rather than to secretaries in general, because the men inter- viewed had been employers of secretaries not only in Pittsburgh, but in many other cities and their opinions were colored not only by their present needs, but by their past experience as employers of secretaries. Further evidence of a specific sort may be presented upon this point. In a trait analysis of dressmakers and milliners, the question of geographic influence was studied by having inter- views upon both studies made in other cities-the qualities of dress- makers having been collected in both Pittsburgh and Cincinnati, and the qualities of milliners in Pittsburgh and Buffalo. In each of these cases practically the same list of traits was obtained in the other city as was obtained in Pittsburgh. 182 SECRETARIAL DUTIES AND TRAITS (7) Traits Given by Employers vs. Traits Mentioned by Secre- taries. The question of whether, if a group of secretaries made up a list of the traits which it was desirable for a secretary to possess and a group of employers made up a list, the lists would coincide, was felt as an interesting problem, which neither time nor funds per- mitted us to solve. The problem would be relatively easy to solve, since all that would be necessary would be to repeat the study made with the employers among secretaries and get the correlation be- tween the two lists of traits. (8) The Relation of the Interviewer to the Traits. How far does the personality of the interviewer affect the traits collected. This problem enters into any personality study, largely because of the interviewer's coloring the content of the interview with her own personality when writing it up. This can be partially avoided by having the interview taken down, word for word, preferably in shorthand, and a literal transcription made of it. It can also be avoided by the use of a check translation. But much work upon the technique of translation remains to be done in order to control completely the factor of the individuality of the interviewer and the translator. (9) Curriculum Construction. The preceding pages indicate that the major objectives of the investigation have been attained. They cite some rather important findings incidental to the major problems, suggest complimentary studies and reveal, or emphasize, various unsolved problems which are bound to recur until solved. More important than all else, the study presents a basis for the deter- mination of the secretarial curriculum. The composite frequency study is probably as exhaustive as is necessary. The subordinate analysis according to educational classes is of great significance as it stands but the occupational analysis might well be made more extensive. Just what may be obtained from a further use of the H formula is not clear, but very great value is attached by the H+E investigators to the further use of the S S+ J formula. On the basis of the information contained in this study, the in- vestigators feel that a rather exact determination of the content of the curriculum for secretaries would be possible. Procedure would be as follows: The frequency of the duties having been determined, S H J+S H+E the and the methods should be applied. The ANALYSIS OF SECRETARIAL TRAITS 183 product of these three factors would give a list of duties which should be taught to students in school. Where they could not all be taught, a selection could be made on the basis of the rankings pro- vided by the application of the three factors just stated-namely, frequency, S.-J. and H. - E. Selection of topics for instruction should be followed by collection of the best methods of performing duties. And, finally, the raw material thus obtained should be organized into a tentative curric- ulum for try-out in certain secretarial classes in order to determine the best pedagogical arrangement. Such a study would probably cost about $10,000 and would in- volve the cooperation of a few secretarial schools. For secretarial colleges where four years may be spent in the training of secre- taries, it would be advisable to derive from the curriculum thus determined the content of the fundamental subjects such as ac- counting, economics, etc., etc. This constitutes a separate study and would not be included in the statement of cost given above. INDEX Analysis, returns from interviews, Interviewing, preparation for, 24-25, 34-64 of duties tabulated, 75–97 of traits, 139–153, 174 Classification, duties of secretaries, 19, 56-64 occupational of secretaries, 69-73 trait qualifications, 156-158 Complementary studies, 177-183 Control sheet, employer interviews, 132 Curriculum, 13, 34, 56-64, 182-183 Discharge, causes of, 177 Duties of secretaries, character, 19, 51-53, 56-64 classification, 19, 56-64 distribution by occupation, 74, 97-121 distribution by education, 124–126 frequency of performance, 69, 74–96, 122 frequency rank, 74-96 number of, 19, 173 variation in lawyer group, 123 where best learned, 56-64 Duty list, preliminary, 12, 19, 55 final, 64-66 Education, occupational distribution according to, 124-126 of secretaries, 34-47, 68-73, 178 supplementary desired by secre- taries, 34-47 Employers, 12-13, 27-28, 69, 130, 182 Frequency, check, 66–68 of duties, 69, 74-96, 122 of traits, 173-175 rank, 74-96 185 129-131 qualifications for, 24-25 returns on, 68f, 134f selection of employers for, 27-28, 131 selection of secretaries, 28-29, 69 technique of, 29-31, 129–134 time required for, 31 Interviews, analysis of returns from, 34-64, 134–173 control sheet number of employers, 132 questions for employers, 130 questions for secretaries, 25 record of, 32, 134 second, 33 Lawyer group, duties of secretaries to, 123 Length of service, secretaries, 51 Positions of secretaries, initial, 47-48 present, 35-47 Problems investigated, 11, 129, 179 Promotion expected, 50-51 Records, of interviews, 32, 134 School training, 56-64 Secretaries, causes of discharge, 177 duties of, 19, 51–53, 56–64, 69, 73–96, 122, 123, 124–226 education of, 34-47, 68-73, 178 initial positions of, 47-48 length of service, 51 number interviewed, 48-50 occupational classification of, 69–73 preparation of, 34 present positions of, 35-47 professional skill and, 178 186 INDEX Secretaries, promotion expected by, 50-51 salaries of, 51 selection for interview, 28-29, 69 supplementary education desired, 34-47 qualifications for, 23–25 technique for interviewing, 29-31 time for interviewing, 31 vocational traits for, 13, 23, 55, 174-175 Stenographers vs. secretaries, 177 Technique of the Analysis, 11, 19-33, 64-66, 129-134, 138-139, 153–155, 158 Trait actions, 153–177 list, 155–158 Traits, amount of, 179 defined in trait actions, 158-173 disintegration of, 179 frequency of, 173–175 number of, 154 problems in determining, 179-180 supplementary list from secre- taries, 175 translation of employer statements, 138-153, 180-183 vocational for secretaries, 13, 23, 55, 174-175 Uses of analyses, 12-15 Sans Tache AND WILKINS SANS TÁ CHIE MOR COMPANY Sans Tache 'N THE "elder days of art" each artist or craftsman I enjoyed the privilege of independent creation. He carried through a process of manufacture from beginning to end. The scribe of the days before the printing press was such a craftsman. So was the printer in the days before the machine process. He stood or fell, as a craftsman, by the merit or demerit of his finished product. Modern machine production has added much to the worker's productivity and to his material welfare; but it has deprived him of the old creative distinctive- ness. His work is merged in the work of the team, and lost sight of as something representing him and his personality. Many hands and minds contribute to the manufacture of a book, in this day of specialization. There are seven distinct major processes in the making of a book: The type must first be set; by the monotype method, there are two processes, the "keyboarding" of the MS and the casting of the type from the perforated paper rolls thus produced. Formulas and other intricate work must be hand-set; then the whole brought to- gether ("composed") in its true order, made into pages and forms. The results must be checked by proof reading at each stage. Then comes the "make-ready" and press-run and finally the binding into volumes. All of these processes, except that of binding into cloth or leather covers, are carried on under our roof. The motto of the Williams & Wilkins Company is Sans Tache. Our ideal is to publish books "without blemish”—worthy books, worthily printed, with worthy typography-books to which we shall be proud to attach our imprint, made by craftsmen who are willing to accept open responsibility for their work, and who are entitled to credit for creditable performance. The printing craftsman of today is quite as much a craftsman as his predecessor. There is quite as much discrimination between poor work and good. We are of the opinion that the individuality of the worker should not be wholly lost. The members of our staff who have contributed their skill of hand and brain to this volume are: Keyboard Composition: HARTMAN, HERRMANN, KOCENT, SCOTT, SUSEMIHL. Casting: AHER, BROWN, MALANOSKY, NILSON, ROBINSON, SMITH, WANN. Hand Composition: ARMIGER, BREITHAUPT, CRABILL, FINAN, FLANAGAN, FOGLE, HARMEYER, HATCHER, KING, R., KOCH, LAMOTTE, LEITCH, Moss, PHILLIPS, RASSA, RICE, SALGADO, SANDERS, SHEA, WEIMER. Press Work: BECKER, DUMLER, ECKERT, LYONS. Folder: KRUG. Bindery: HAZZARD, JOHNSON, KISTLER, THOMPSON. Some Recent Books Ability to Sell What sales-manager wouldn't like to spot it? What enter- prising individual who hasn't asked himself whether or not he has it? In these days of competition, when salesmanship means so much to business, the ability to sell is an important qualification. Dr. Merrill Jay Ream's little book under this title tells a big story-worthy of careful study. Based on certain experimental tests in actual selling. Cloth, $1.25 postpaid Published 1924 Job Analysis and the Curriculum Are you training young men for executive and supervisory positions? Are you aiming at development into such a position? More and more, the industrial world senses the crucial impor- tance of job analysis. This book by Edward K. Strong and Richard S. Uhrbrock has special reference to the training of printing executives. A bibliography of job analysis is sub- joined. Cloth, $2.00 Paper, $1.00 postpaid Published 1923 Popular Research Narratives A group of fifty-five minute stories of research invention or discovery, directly from the "men who did it," pithily told in language for laymen, young and old. They were collected by the Engineering Foundation, of New York City. Give the busy man a better idea of what's doing in the scientific world than hours spent in diligent digging. Admirable adventure stories for the youth in school or industry. A special ar- rangement with Engineering Foundation makes possible a Price of 50c. 160 pages, cloth bound Common Sense of the Theory of Relativity Yes, it has common sense to it. Dr. Paul Heyl's little book brings it out, and by apt and vivid illustration enables any mind of intelligence to get the fundamental idea Einstein presents. A little book which you can read in half an hour; but one which you will want to read many times. Cloth, $1.00 postpaid 1 > נו זו # 1 ៨ R 姊 ​7 ! + } 1. 、.༥༩ '. } $ UNIVERSITY OF MICHIGAN 3 9015 05530 6412 H