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, like
“Who’s this?” or “Who’s calling?”
If a telephone caller requests a person who is out of
the office, always offer to take a message. If given one,
write it down while you are still on the telephone. Be
sure to get all details correct, especially the name and
the telephone number of the 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 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, you will be able to
answer more and more questions and save a second
call.
TAKING INSTRUCTIONS
When you are given instructions, it is wise to make
notes. This is especially true if the instructions are not
to be carried out immediately. If there are a number of
things to remember, as is often the case, some detail of
the instructions may be forgotten that may change the
whole operation. Notes provide a means of refreshing
your memory and ensuring you heard and understood
the directions that were given.
USE OF WORKING HOURS
Obviously, working hours should be used to get
work done. However, if you have no work to do, you
are encouraged to study training manuals and the
references that you use in the daily performance of your
job. This wise use of time not only helps you in
performing your job more efficiently, but also aids you
in preparing for your next rating examination.
Remember, it is never too early to start studying.
Generally, however, you can find something to do.
Your wise use of time demonstrates your initiative,
your ability to organize work, and your interest in
getting ahead.
OFFICE MACHINES
Office machines play an important part in the
efficient operation of almost all aircraft maintenance
offices. In the course of your duties, you will be
required to prepare and disseminate correspondence,
complete reports, as well as reproduce copies of
messages, letter-type technical directives, charts,
forms, and so forth. Therefore, you must be able to
operate word processors, computers, and copiers. You
should also know how to provide routine care and
maintenance to any machine that you operate. Since
almost all office machines are electrical, you should
follow certain precautions when operating or cleaning a
machine or performing routine maintenance on a
machine.
WARNING
Do not eat or drink while operating or
cleaning computers or other electrical
equipment. Spilling coffee, soda, or foods
onto a computer can damage the unit as well
as increase the chances of serious bodily harm
due to electrical shock.
Computer Familiarization
Throughout the Navy, computers simplify the
management and storage of large volumes of data. The
computer collects, stores, collates, and processes
information in a fraction of the time that is required
with manual procedures. In addition, with the help of
computer software programs, the preparation and
transmission of naval correspondence has also become
faster, easier, and more efficient.
Most naval aviation commands have word-
processing software programs. The manufacturer of the
program usually provides an easy to understand
instructional booklet, tutorial program, or both with the
computer for easy operation of the word-processing
program. Regardless of which word-processing
program your activity uses, the instructional booklet
and the tutorial should enable you to perform basic
computer functions in a very short time.
The major components of the computer include the
central processing unit (CPU), an input device
(keyboard, mouse), and an output device (printer,
monitor). These components are known as the
computer’s hardware. These computer components by
themselves, however, are useless without computer
software. Computer software is a series of instructions
that a computer interprets and executes to perform
certain functions.
The things you will learn about your computer will
grow out of what you already know about typewriters.
For example, when you use a typewriter, you must
manually load a clean sheet of paper before getting
started. The computer automatically provides a blank
screen for use as a clean sheet of paper. The computer
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