Shorthand Stenography Online Course Chapter 4 “Stenographer, His Techniques and Equipment Qualities of a Successful Stenographer. ”

Stenographer, His Techniques and Equipment Qualities of a Successful Stenographer. 

During the course of his official duties, a Stenographer may have to take dictation, receive telephone calls and visitors, fix appointments for his officer, maintain diary of engagements, meetings and reminders to be sent, keep a note of movement of files, and generally assist his officer in such matters as the latter may direct. He may also dispose of such work which he is authorised to do, during the absence of his officer. In order to take dictation accurately and neatly, speed, legibility, sharp grasp, hard work and good knowledge of the language are essential pre-requisites. But to perform the general duties, as listed above, he should possess the following qualities :-

(i) Punctuality
(ii) Patience and personal qualities
(iii) Sincerity
(iv) Personality

In writing shorthand three things have to be kept in mind, viz. speed, accuracy and freedom from fatigue. This depends on correct position of the shorthand notebook, size of notes, body, hand and fingers outline, rapid leaf-turning, besides table and chair of proper sizes. When sitting for dictation you should feel at ease and there should be no tension in mind.

(i) Position of body : Sit erect at table, body close to the table. Hold your head high at a distance of about 40 cms . from the notebook. Keep your feet on the floor.

(ii) Position of Shorthand Notebook: Keep your note book at right angle or slightly turned inside. Number pages and turn a few left hand pageends for rapid turning of leaves.

(iii) Position of arms, hands and fingers : Keep your left elbow on the table and throw your entire weight on the left arm. Rest your right elbow firmly so that it does not move forward or backward, or from side to side. Keep your right wrist on the note book to ensure easy writing on the writing line. Hold the pen/pencil low between the thumb and the first and second fingers. Grip the pen lightly. The third and fourth fingers shall simply touch the paper.

(iv) Size of outlines : Writing very small or very large characters should be avoided. You are advised to write shorthand stroke of the size of 1/6″ (5 mm approx.).

(v) Rapid leaf-turning : While writing on the upper half of the leaf or page, introduce the second finger of the left hand between it and the next leaf. When convenient (not necessarily at the fag end of the last line) turn the leaf.

(vi) Time Management : You should keep the dictation material ready in a certain place on the desk, so that no time is wasted in searching for them when called for dictation. The pen should be filled with ink, and the pencil sharpened even before receiving the call from the officer. The date should be written at the top left hand corner of the first page to be started for the day’s notes. If you have to attend to many officers in the office, the name of the dictating officer should also be written near the date. The rubber band should be used to mark the end of a finished page of your notebook so that you can start writing on the next blank page without waste of time. If these details are attended to beforehand, the buzzer (bell from the officer) can be responded to at once.

(vii) Knowledge of Language : Sound knowledge of language is very important. Use dictionary wherever required.

(viii) Concentration : Shorthand writing requires good amount of concentration. Give your full concentration on what you are writing.

(ix) Proper lighting : The room should have proper ventilation and light should be adequate in the room.

(x) Believe in yourself : Always have a positive approach towards your
duties & never avoid responsibility.