the too sugary. Speak clearly and carefully. Be especially careful in the choice of words to ensure that the intended meaning is clearly conveyed.
You should open a telephone conversation with a phrase that identifies your office to the person answering the telephone. For example, "This is AZC Mires in Captain Lee's office."
If the caller fails to tell you who he/she is when you answer the phone, and it is necessary to know the name, ask for it tactfully. You might say, "May I ask who is calling, please?" or "May I have your name, please?" Avoid phrases that may sound abrupt or suspicious, such as "Who's this?" or "Who&'s calling?"
If the person called is absent, always offer to take a message. If given one, write it down while talking. Be sure to get all details correct, especially the name and the telephone number oft he caller. If no message is given, make a note about the call. After hanging up, place the note where the person for whom it is intended will be sure to receive it.
It is often a good idea, when the person called is out, to say, "Perhaps I could help you." Even if it develops that you cannot, the caller will appreciate your good will. As you learn more about your duties, there will be more times when you can answer a question and save a second call.
Telephone conversations should be kept as brief and to the point as possible. Long discussions of personal matters or unnecessary rambling on a point of business only tie up an official telephone. Although you may have spare time to kill, this probably keeps the other person from an important job.
When you are given instructions, it's wise to make notes. This is especially true if the instructions are not to be carried out immediately. If there are a good many things to remember, as is often the case, some detail of the instructions may be forgotten that could change the whole operation. Notes provide a means of refreshing your memory. Also, they help to ensure that you concentrate on the directions as given and understand clearly what is to be done.
Obviously, working hours should be used to get work done. However, if you have no work to do, you are encouraged to study TRAMANs and other publications, such as Mech. Generally, you can find something to do.
Your use of time indicates the amount of initiative that you have, the ability to organize work, and the interest in getting ahead.
As an efficient petty officer, you anticipate future jobs and start on them in slack time, such as putting things in order, cleaning out files and cabinets, and replenishing supplies. Thus, you can organize the work so that you will not be too hard pressed later on.
Office machines play an important part in the efficient operation of almost all aircraft maintenance offices. In the course of your duties, you are required to prepare correspondence and complete reports. You are also required to reproduce copies of messages, letter-type technical directives, maintenance instructions, charts, forms, etc. Therefore, you must be able to type, operate calculating machines, and operate duplicating machines. You should know how to provide routine care to any machine that you operate.
Before any AZ striker can participate in the advancement exam for AZ3, he/she must pass a typing performance test. The test is administered by the station or ship's education services officer, This test must be given at least once every 3 months (once per quarter); however, depending on local policy, it can be given more often than that. Many times, the division chief petty officer (CPO) or first class will be able to get more than one test given by requesting it at the appropriate time. Therefore, when the AZ striker feels that he/she can type 20 words per minute consistently, the division petty officer should be asked to arrange for the performance test. Once the striker passes this test and has it entered in the service record, he/she does not have to take the test again.
Many otherwise outstanding AZ strikers have been unable to advance to AZ3 because of failing this performance test. For the striker who has had prior typing experience, a small amount of practice will result in 20 words per minuteContinue Reading