Practical Pointers for Shorthand Students/Part 3
PART III.
The Stenographer in the Office
BREAKING THE ICE.
Assuming that the student of shorthand and typewriting has been able to pass an examination as set forth in the preceding pages, he seeks the employment bureau of one or more of the typewriter companies, armed with a letter of introduction from his teacher. He should provide himself with a note-book and pencil (unless he has a fountain pend and a circular eraser. On reaching his destination his first duty will doubtless be to fill out an application blank setting forth his name, address, qualifications, etc. At a stated time he will have to pass an examination.
In some offices three business letters are given for dictation, each consisting of about 100 words. The first letter is dictated at about 80 words per minute, the second letter at about go words per minute and the third letter at about 100 words per minute. Before beginning to take dictation see that your pencil is sharp, that your note-book is in good condition and not twisted or curled. Make yourself as comfortable as possible and be sure to have plenty of room in which to write. If there is a machine on the table where your notes are to be taken move it to one side, or even, if necessary, remove it from the table altogether so that you will not be hampered in any way. It is most essential that you get the shorthand down well. Don't be nervous. Sit close to the dictator so as to hear distinctly and keep up with every word dictated. Concentrate your efforts on the work in hand and endeavor not to allow any disturbing element to creep in and disconcert you. Get the addresses down correctly and write as much of these as you can in shorthand. When the dictation is finished, turn to the machine. Write a line and see if the carriage runs nicely, and if everything is in good order. When you are told to begin transcribing don't rush, but proceed deliberately. Observe the form and arrangement in transcribing which you have been taught. If you make a slight mistake, erase, but don't waste time about it. Take a fresh sheet of paper for the second letter, and also for the third, and get through with them as quickly and as nicely as you can. Don't let the rattle of machines about you make you nervous; you have heard them before at school. Don't worry because someone else finished a minute or two before you. We hope that success has attended your efforts and that you have passed the examination satisfactorily. If, however, you have not, don't be discouraged. It is possible that you have failed simply through nervousness. Don't think that your teacher did not do you justice because you did not pass the first time. Try again. Practice faithfully for another week or two and then make another attempt. You will soon school yourself to withstand the nervous strain and pass the examination without difficulty.
APPLYING FOR A POSITION.
Having passed the examinations of the typewriter companies you are now prepared to apply for a position. Possibly your teacher is able to send you to a position at once without the necessity of your taking an examination at the employment bureaus of the typewriter companies. So much the better. We will assume, anyway, that you are now about to embark in your first business venture. A word as to your personal appearance. See that your hands and face are clean and your hair is tidy. Young man, be sure that you are well shaved. Young lady, if a veil improves your appearance, by all means wear one. A favorable first impression counts for much. Don't be gaudily, but neatly, dressed. Have your note-book, pencil and eraser with you. Be at the office on time and ask for the person whose name has been given you. Young man, remove your hat, and take your hands from your pockets. Present your letter, and if you are asked whether you are ready for work answer in the affirmative and. start at once. At the first opportunity look at your machine. Write a line on it, see if the type and back rods are clean and the machine is in good running condition. If the machine is dirty, find a cloth, which is probably in the drawer with the brush, and if not, ask for them, and clean your machine. This will show that you are business-like. We remember an instance of a young man who was sent out to look for his first position. He had a two-days' growth of beard on his face, his nails were not clean. He crept into the office, opening the door just enough to admit his body. He kept his hat on and had both hands in his pockets. He took down his letter from dictation readily and then slouched over to the machine. It was covered with dust, the type were full of ink, and the back rods so dirty that the letters piled up. He cared nothing for that. He went on with his transcribing. "I wasn't going to clean their old machine for them," he afterwads said, and he didn't. He tried his best to write the letter, but the machine was so clogged with dirt that it would not respond. He wrote the letter three times and destroyed each copy. His fourth attempt was no better. His would-be employer asked for the letter, which he handed him just as it was, without complaining about the machine. The man told him, after glancing at the letter, that he would let him know his decision by mail—and he is still waiting. If this young man had politely said, "Sir, your machine is very dirty; I must clean it before I can write the letter," his criticism would have been received with the comment, "That young fellow knows his business," and ample time would have been given him to clean the machine.
Having attended to your machine, be ready to take dictation. Keep your note-book open at the proper place and the pen or pencil at hand. Go with alacrity, but quietly, of course, to the seat beside your employer's desk. Take down every word he says. If he dictates too rapidly, ask him to be kind enough to repeat, and say you will do better when you are accustomed to his voice. When you have the letters down, go to your machine and transcribe the shorthand with accuracy and despatch. Make sense of each letter and get each one out in first-class shape just as you learned to do in school. Don't hurry too much and make mistakes; make haste, but make haste slowly. Do your level best, and all will be well.
Ask someone at what hour you are to go for your lunch and how much time you are allowed. You need not worry the principal about this, but you will, no doubt, soon learn who is in charge of the office routine and from whom you are to take instructions. Be prompt and punctual in returning. Keep busy all the time, but keep busy on something useful. If you have a few minutes to spare from your work devote it to practice on your machine. Be sure to keep your note-book open at the proper place ready for instant service. Be as quiet as possible about your work and, above all, mind your own business. When you have finished your work for the day put your note-book and papers in the drawers of your desk in order, and cover the machine with its metal cover, if it does not drop into a cabinet. Place everything where you can find it immediately next morning.
"FUSS AND FEATHERS."
Being duly installed in a position, let us impress upon you the necessity of trying to think for yourself. Be self-reliant, at the same time ready and willing to take advice from others. Do not be impressed with a sense of your own importance and never believe for a moment that your services are indispensable. Don't force yourself on the attention of your principal or those in authority over you. Let your good work and persistent attention to your duties speak for themselves. What transpires in the office must never be mentioned outside. Be quick, quiet, and accurate in your work. Don't complain of the amount of work you have to do.
"The most costly waste in business life," says the Saturday Evening Post, "is fuss and feathers. Lamont, the humble reporter, did good service quietly. He asked few questions, said little, went ahead. Cortelyou, the unknown stenographer, grasped his duties, performed them, and won a cabinet portfolio. The men of fuss and feathers wondered why they did not do so well. Modern business is swift. Its orders do not admit of debate or explanation. A word may mean a full day's toil. The president or manager talks in snappy sentences—each means a task. The employe who understands and does the work without questions gets the next promotion. To a real man of business nothing is more annoying than 'How shall I do this?' or, 'Do you think it ought to be done this way, or would you prefer it some other way?' or, 'I beg your pardon, but I want to be very sure that I caught your exact meaning.' Fuss and feathers men think they score by impressing their own importance. They don't. Modern business is argus-eyed. It watches its men keenly, weighs their usefulness, judges by results. Time taken in talk is time taken from work. Modern business uses a stop watch in the close race for success." This is fine, good advice. Take it well to heart—don't be a 'fuss and feathers' stenographer.
TECHNICAL WORDS AND HOW TO DEAL WITH THEM.
Into whatever line of business you may chance to go you are bound to meet with unfamiliar words. Some will be technical, others possibly outside your vocabulary. In dealing with technical words, principals are usually willing to give their stenographers time to get them down properly or will furnish a list of them. In your spare moments study these; make up outlines or abbreviated forms for the difficult ones. For those of frequent occurrence, evolve brief forms. In a few days you will be able to comprehend the usual routine manner of your dictator and adapt phrases to meet his special forms of dictation. The phrase book will help you materially in this respect. Although possibly some of the phrases may not be in the book, the many examples given will suggest the best outlines for the particular phrases used by your employer. In the case of new or difficult words, ask how they are spelled if necessary, but do not trouble your employer unless it is really essential that you should do so. Keep a small dictionary in your desk for reference. Get down the sound of the word as nearly as you can make it out and when you come to it in your notes look it up in the dictionary. See that it makes good sense. If it does not, ask, so that you may have it right. Rely upon yourself, however, just as much as you can. and gradually as your own vocabulary is increased you will find that your difficulties will decrease.
In every line of business technicalities abound. The good stenographer must adapt himself to his surroundings and study the technicalities of the business in which he is engaged until he is perfectly conversant with them.
The following good advice from an old shorthand magazine is worthy of reproduction here: "If you are a stenographer and are in doubt about a word, a phrase, or a sentence, draw a perpendicular mark down the left-hand margin of your note-book and when your employer ceases dictating turn to the marked page, read the doubtful part and have it straightened. It is better not to interrupt a person when dictating, if possible to avoid it, as it often breaks the train of thought which sometimes cannot be recalled. Many persons are annoyed by interruptions while dictating and strongly object to them. At the close of the dictation is the time to have corrections made. Do not wait until you commence transcribing your notes before calling the attention of your employer to doubtful passages, as frequently he will have entirely forgotten the subject and will be unable to recall the exact expressions used at the time, which may have been carefully chosen for a particular purpose. Until you are thoroughly familiar with the employer's composition and his business it is better not to attempt to supply language, as you will seldom please him, and will get the reputation of being a poor stenographer when in many cases the fault is with the dictator. This remark does not apply to the correction of English. In calling a person's attention to these irregularities it is just as well not to impress him with the idea that you believe he is at fault. Considerable tact may be used in pointing out errors to employers, and with some men this is necessary, as they are extremely sensitive upon the point and do not like to acknowledge, even to their trusted stenographers, that they can make mistakes. Say, for example, 'Let me see whether I heard you correctly,' 'I do not exactly understand,' 'I am in doubt about this word, or use some expression which, while it does not throw the blame on the dictator, at the same time does not compromise you as a stenographer. Finally, remember that while circumstances often make the man, the young man who desires to succeed must take advantage of circumstances."
DON'T WASTE THE OFFICE STATIONERY.
It is a good plan when in school to learn to write so correctly that you may dispense entirely with the use of an eraser. When one is in business, however, and under pressure for time, more mistakes are made, and as a consequence an eraser becomes almost indispensable. Unless an eraser is used whenever an error is made it will entail the destruction of the sheet of paper, and this waste in the course of a week may become something quite considerable. This should be watched and guarded against as much as possible. Few business men are stingy over a few sheets of paper, but none of them like to see wanton waste, and the destruction of sheet after sheet of paper for trivial errors which the proper use of an eraser would correct in a moment is willful and extravagant waste. Try to write without mistakes, but if you make them erase them and do not destroy the office stationery.
READING BACK YOUR NOTES.
The stenographer will be often called upon to read back his notes. The dictator may lose the thread of his dictation, or he may be interrupted by a telephone call or an interviewer. In such cases he will desire to know where he stopped and will call on the stenographer to read back the dictated matter. It is imperative, therefore, that the stenographer should have the utmost facility in reading his shorthand notes. Train yourself, then, by reading all the shorthand you write until you can read it as easily as print. If you have little practice in shorthand in business try to get someone to read to you in the evening to prevent your losing your speed. Whenever you get practice of this kind be sure to read back all you have written. At the time you read back place a circle around any outline or phrase that has given you trouble, and afterwards practice it until you are perfectly familiar with it. It is a good plan to pick out sentences here and there and read them without the context. Do everything to accustom yourself thoroughly to reading your shorthand notes. A good shorthand reader is bound to be a good shorthand writer.
The following good advice from the "Exponent" of Chicago is worthy of attention: "With regard to facility in reading, like facility in writing, it comes from practice. It is admittedly difficult to acquire facility in reading very imperfect writing, and you can therefore hope to acquire facility in reading only as you acquire good execution in outlines. I have always noticed that those students who devoted their spare time to reading their notes, reading the same article repeatedly, become independent, positive readers. Only three things are necessary to become a good reader, viz., to thoroughly know the principles, to make an intelligent application of them in writing, and to give much thoughtful practice to reading."
A FEW DON'TS IN BUSINESS.
Don't Look at the Clock. It is a bad plan when in business to watch the clock, and to be eternally waiting for "closing time." Work energetically and well as long as there is anything to do. Keep busy all the time, and be ready and willing to do anything that may be required of you. If you are asked to write a letter a few moments before closing time. do it cheerfully. It may inconvenience you, but it is better that you should suffer than that your employer or the business should suffer. A slight service rendered willingly and gladly is often repaid a thousand-fold. "Don't look at the clock."
Don't Be Gruff or Rude. A pleasant word and a happy smile will carry one far in business. Try to be cheerful in your work. Greet your fellow employes in the morning with the usual salutations and be polite and courteous at all times. Don't be disagreeable and curt to callers. They may interrupt your work, but it is only for a few moments. and a little courtesy extended to a stranger will never come amiss. Be respectful to your employer and not overbearing to your subordinates. A courteous manner will raise you in everyone's estimation.
Don't Neglect Your Machine. Your machine should receive your first attention in the morning. Dust it, clean the type, and oil such parts as require lubrication. Watch your ribbon and see that you do not strike the keys so hard that you wear holes in it. Try to cultivate an even, regular touch. Above all, keep the machine clean.
Don't Write With a Blunt Pencil. If you use a lead pencil for your shorthand notes, use a good one that does not scratch and always keep the point sharp. Don't write with a blunt pencil; it will make your notes illegible, cause you to write large notes and give you endless trouble. Sharpen your pencils at both ends and always have them ready.
Don't Neglect Your Shorthand. If you have little practice at shorthand at the office, try to get some outside, by taking down sermons, lectures. political addresses and the like. If you can possibly find time, transcribe all reports made in this way, but, at any rate, read over all the notes carefully.
Don't Be Late. Punctuality is the soul of business. Try always to be on time. In some firms time clocks are used to keep a record of each employe's attendance. They may not have them in the house in which you are employed, but whether they have them or not, always be punctual.
HOW TO WRITE NAMES AND ADDRESSES.
To the new stenographer the names and addresses of the correspondents will present a difficulty. They are familiar to the dictator, and he will in all probability read them rapidly. At first you must try to get them down as well as you can. Write as much as possible in shorthand, of course, and if you do not get the name and address clearly wait until the letter is dictated and then ask to have the name and address repeated.
In many offices the letters are handed over to the stenographer to file as soon as the replies are dictated. In such a case it is an easy matter to refer to the letters and get the names and addresses correctly. Another plan, which we have found advantageous, is to number each letter as it is dictated. This the principal does when he dictates it by saying "number 1," and placing the number on the letter. The stenographer numbers the letters in his note-book to correspond, and then when transcribing gets the names and addresses direct from the original letters. This saves time for the dictator and avoids the possibility of mistakes.
Where, as in some businesses, each letter is numbered with a rubber stamp as soon as received, all the stenographer needs to have is the consecutive number and the letter handed over to him for filing purposes.
GETTING A POSITION.
Don't wait for something to turn up, but turn up something. You may be somewhat unfortunate in obtaining a position, or in holding one for any length of time. Possibly, too, you may wish to improve your position and would like more salary. To you we would tender a little advice. Go to the typewriter offices and register your name and address free of charge. If an opening occurs they will be pleased to advise you. Refer to the "want" columns of the daily papers and answer the advertisements you see there for stenographers. Write a brief, concise letter referring to the advertisement, stating that you are a stenographer and are willing to call and give the advertiser an opportunity of testing your abilities if he will favor you with an interview. It may be that you will answer a dozen advertisements and not get a single reply. Don't be discouraged. Something will come your way shortly if you will keep on trying rather than waiting for something to turn up. Beware of those "fakirs" who guarantee employment and take students for a week on trial and then discharge them without pay. Don't consent to work for anyone without a special agreement as to the salary that is to be paid to you at the end of the week or month, as the case may be. The taking down and transcribing of a single letter will fully demonstrate your abilities. You may do this with impunity and willingly, but have nothing to do with those who wish you to come for a week on trial without remuneration. They sometimes get their work done month after month by making false promises that if one will work for a week for nothing doubtless there will be a splendid opening, and at the end of the week the poor stenographer is discharged and another unfortunate engaged on the following Monday for another week on the same specious excuse. Every man is worthy of his hire. and you must be paid for your work from the very first day. There are some very reputable employment bureaus which offer to obtain positions for stenographers in consideration of one week's salary being paid to them, in installments, after the position is secured. The student should exercise care and discretion in dealing with these employment bureaus. As a rule he should studiously avoid those who ask a certain fee payable in advance for registration. These offices generally take the fee and that is the last the stenographer hears of the agency. The other bureaus which offer to secure a position and then ask for one week's salary, payable by installments, are less objectionable. It is sometimes better to pay an employment bureau $2 per week for a month or so than it is to remain idle for several weeks and lose your shorthand and typewriting speed.
The Young Men's Christian Association and the Young Women's Christian Association also have employment bureaus in every city of importance and are always ready to place their services at the disposal of stenographers who can really do good work. Put an advertisement in the best paper in your town or city, that you are a stenographer and in want of a position, and doubtless it will put you in touch with something. If you have to wait for a position practice all you can. Practice at the typewriter offices for an hour or so each day. Keep in close touch with your school and be ready to embrace the opportunity for employment when it comes. Use all the opportunities within your grasp to obtain a position; keep a sharp lookout, and you will soon find yourself in a lucrative and congenial situation.
A FEW POINTERS FOR THE OFFICE STENOGRAPHER.
Margins in Note-Book. It will be found a good plan to leave a fair margin on the left-hand side of your note-book. It not only affords a better hold of the note-book when taking dictation on the corner of a desk or on your knee, but it permits of an available space for the insertion of matter omitted for the moment by the dictator. Few business men dictate connectedly and in the proper order exactly what they wish to say. They often desire to interpolate, and in such cases the margin on the left of the note-book will be found very useful.
Take an Interest in Your Employer's Affairs. By this we do not mean that you should be inquisitive, but learn as much about the business as you can. The stenographer's position is one that offers opportunity in this respect that no other affords, and the stenographer invariably becomes, if he keeps his eyes well open, almost indispensable to his employer. Take an interest, then, in what is going on around you; learn all you can about the business in which you are engaged; and as far as possible become a "perambulating encyclopedia" of information for your employer and for him alone. Never mention outside the office what happens within it.
Index and Date Your Note-Books. In some businesses, especially in legal offices, all note-books are filed away for future reference. In these cases write on the cover the number, date of commencement and time of completion of the book, and then file it away where it can be readily found for reference purposes. Date your note-book at the beginning of each day's work and cancel the notes written up by striking a perpendicular line down the page. Form these habits while in school.
THE PHONOGRAPH IN BUSINESS.
The phonograph at one time threatened to take the place of the shorthand writer in the taking of dictation. It was found, however, that every business man could not dictate his correspondence into the machine without an occasional interpolation. As a consequence the phonograph has not yet met with such approval at the hands of the average business man as was anticipated. It is used, however, to some extent, and the up-to-date stenographer should learn all about it. For office purposes the machine is fitted with an apparatus for checking the speed of the motor when desired, so that dictation may be taken at any rate of speed. The employer dictates to the machine his replies to the correspondence. The records or cylinders, as completed, are taken to the typewriter operator and placed upon another machine beside the typewriter. The hearing tubes are placed in the ears by the operator and the transcribing begins. A switch is provided by which the machine may be instantly started or stopped. The reproducer may also be moved back so as to repeat any matter that was not fully understood. When a sentence is taken it is transcribed on the typewriter, the phonograph being stopped in the meantime, and so the letters are completed in this way.
Of course the phonograph dispenses with the shorthand, but the unwieldiness of the machine and its initial expense, together with the difficulties of adjusting the needles for making and reading the records, all present bars to its universal adoption. So far as we have seen there is no fear of the stenographer being superseded by the phonograph. Many court and congressional reporters, however, use the phonograph for transcribing purposes, since the transcript may be dictated direct into the machine and then handed over to several typists to be typewritten. In this way much time is saved, as all the court reporter has to do is to read his notes as rapidly as he possibly can into the recording machine. To the court stenographer, or the trained dictator, the phonograph is a very valuable factor in economizing time. The phonograph may also be made most useful for increasing speed in shorthand.
THE LAW STENOGRAPHER.
The duties of the stenographer in a legal office generally call for a higher speed, both in shorthand and typewriting, than the commercial stenographer, as well as a special training on legal forms. In a corresponding ratio there is a high rate of remuneration. The stenographer who is ambitious and would reach the court reporter's chair, should have a special training on legal forms, words and phrases. The majority of court reporters owe their positions to the fact that they obtained their early training in lawyers' offices. Legal terms and phraseology are studies of themselves, and the forms in which the various documents are set out or drawn up call for special drill and expertness. From four to five carbon copies are made of all documents on the typewriter, and this style of writing necessitates absolute accuracy and fidelity in copying. Briefs and other legal documents are dictated and taken down in shorthand, and frequently to these are added long extracts from legal books which call for exact copying. The legal stenographer is often called upon to take shorthand reports of hearings, references, or examinations of witnesses. These give a good insight into court work. Unless the legal stenographer phrases he cannot obtain the shorthand speed that is requisite. It is therefore necessary for him to train himself on legal phrases. The phrase book contains a large number of these, which should be memorized. The various treatises on typewriting will give the ambitious legal stenographer the majority of legal forms, and a good drilling on these. supplemented when he gets into a legal office with a copy to follow, will enable him to do good and satisfactory work.
The use of the variable spacer or free roller on the typewriter will enable him to fill up blanks in legal forms and to write on lines with the greatest ease. This kind of work should be included in his drill, for a legal form filled out poorly, with the typewriting out of alignment with the ruled lines, looks especially bad. The use of the variable spacer, or free roller, on the typewriter obviates the necessity of pulling the paper from the back in adjusting it for writing on lines. All legal documents are indented on the left-hand side, and to obtain this the left-hand marginal stop is generally fixed at 10 or 15 on the scale, depending on the exact position of the perpendicular ruled line on the legal paper.
Reports of references or hearings are transcribed on note-sized paper, questions and answers being usually placed on separate lines. These sheets are generally bound up in the form of a book, perforations being made on the left-hand side of each sheet for that purpose.
To reach the court reporter's position the stenographer must first be well drilled on legal forms and documents in a lawyer's office, learn to phrase well, write shorthand rapidly and read his notes like print. Practice for this all you can; do good work and leave no stone unturned to obtain influence that will back up your ambition.
THE LIFE INSURANCE STENOGRAPHER.
The life insurance stenographer has to master a phraseology that is very different from that of the commercial or legal shorthand writer. Most dictation books give ample practice in this special kind of work, and a few weeks' drilling in life insurance phrases and terms will soon make one competent. The use of the typewriter in an insurance office calls for a thorough training in the use of the variable spacer, as many forms have to be filled out. Long and extra long carriages are also used for writing policies, and the stenographer intending to equip himself for life insurance office work should be thoroughly acquainted with the use of the wide carriage machines. The tabulator is also used in insurance offices, it being frequently necessary to write columns of figures. The mimeograph is also used to a great extent, and it would be well for the stenographer to be drilled on the uses of this valuable machine.
THE RAILROAD AND STEAMSHIP STENOGRAPHER.
The offices of the railroad and steamship companies are usually very busy places and the stenographer generally has every moment occupied. The work of a railroad office is of a technical character, but much information on this subject can be obtained from the various dictation books. Nearly all the railroad and steamship companies use the wide carriage machines for manifests, bills of lading, etc. It is important, therefore, that the stenographer should know how to use these machines. Many forms of various widths have to be filled out. The variable spacer and free roller must be used constantly, as it would be impracticable to shift the paper so frequently. Very few railroad letters are press copied, but one or more carbon copies are made of each letter and attached to the correspondence. In railway and steamship work all the papers or correspondence relating to a certain subject are kept together, and when completed are filed away in one compartment. The hektograph is largely used for multiplying copies of way bills, manifests, bills of lading, etc. For railroad and steamship work, get a thorough training in the way of carbons, wide carriage, hektograph, mimeograph and the variable spacer or free roller for filling in blanks on forms.
MANUSCRIPT COPYING.
Manuscript copying, as, in fact, all other typewriting work, generally calls for accurate and rapid operation of the typewriter. Very little shorthand is used. The copying of plays is usually done on ordinary letter-size paper, this being the size preferred by editors, and the work usually permits of good typewriting well set up. Examples of the style are given in all the typewriting instructors, and the typist intending to earn his or her living at this class of work should drill especially on it. "Study parts" for the use of the actors are also typewritten and contain such portions of the play as are required to he memorized by the particular actor for whom the part is intended, with the last words of the previous sentence spoken by another actor so as to give him the "cue." The typist undertaking this class of work should not only be a good reader of illegible handwriting, but a good speller and grammarian, in addition to being well drilled in punctuation. Good prices are obtained for theatrical and other manuscript copying, and in the large cities this class of work is in the hands of a few copying offices which make a specialty of this class of work.
THE PUBLIC STENOGRAPHER.
The public stenographer several years ago occupied a remunerative and important position in the business world, and today in many of the leading hotels and office buildings of the large cities such stenographers find lucrative business. It is at best, however, a precarious livelihood, and the work must generally be done hurriedly. It necessitates a thorough knowledge of shorthand with first-class speed, good hearing (for one must take dictation from all kinds of dictators), good spelling, faultless grammar and rapid typewriter operating. Combined with these accomplishments the operator must have a pleasant manner and the ability to remain composed under all circumstances. Many hotels charge rental for the use of their space; others give space in consideration of the stenographer doing the letter writing of the hotel free of charge. Nearly all the large buildings in the cities grant privileges to one stenographer to take in work for that building alone. Some have to pay for this right in addition to the rent of an office. In other buildings the right is included in the rental, with the understanding that no other typewriter operator shall be permitted to solicit work from the tenants of the building.
The easy terms on which typewriting machines may be obtained and the desirability of having a stenographer at hand whenever wanted, have placed machines and operators in almost every office, and consequently very little work is sent out to be copied.
The public stenographer should own a machine, with wide carriage and tabulator, also a mimeograph and a hektograph. The main point to be observed in public typewriting is good work at all times, no mistakes, and rapid execution.
TECHNICAL REPORTING.
Each particular business or profession calls for its special nomenclature, and the stenographer taking up a new line of dictation will find that he will have dictated to him words which he never heard before, the execution of which call for all the skill he possesses. The medical profession has a vocabulary which requires a special study of years to acquire so that it may be handled with any degree of facility, and in addition to this it is constantly increasing. The stenographer taking dictation for the first time from a medical man will encounter words which will thoroughly test, not only his English, but his knowledge of Latin and Greek. If he desires to make a specialty of medical dictation he should devote his spare moments to the reading of medical works and familiarizing himself with its terminology. The formation of phrases and outlines for the most common words and sentences is of course absolutely essential.
These same remarks apply to the stenographer engaged by an electrical firm or any other line where he has to deal with technical subjects. There is a vast array of new words—words not yet even found in the ordinary dictionary—which are likely to be dictated to the electrical stenographer without warning. A good plan is to get a price list of the various appliances and parts sold by the electrical house and devote a few spare hours to the formation of outlines and phrases for the uncommon words and terms. The only way to become expert on technical terms is to make yourself absolutely familiar with them and the outlines for them.
The stenographer who becomes the amanuensis of one engaged in scientific pursuits will not find his position an easy one. The advice which has been already tendered for the medical and electrical stenographer can also be applied to the stenographer of the scientist. New words and recurring sentences should be made the subject of individual study, and once reduced to simple proportions they will no longer daunt you in the slightest degree.
The embryo stenographer is prone to think that the taking of a sermon or a lecture is a simple matter. On the other hand the stenographer who is called upon to report a theological discourse will find it difficult unless he is perfectly familiar with theological phraseology and has the requisite speed in shorthand. A knowledge of the most frequently used texts and quotations will save a vast amount of time, as these need seldom be written in full; the first word or two and the last word will ordinarily suffice to convey the quoted extract. In transcribing the text or quotation, it must, of course, be written in full. The list of theological phrases given in the text-book should be thoroughly memorized, and the reading of the Bible and practice on the Biblical names will go a great way to facilitate your work.
It will be readily seen from these remarks that the chief point to be observed for success in stenography is a thorough knowledge of the business in which you are engaged. Master the vocabulary of the technical part of the business from the very start: invent phrases wherever necessary and resolve each difficult outline into an easily executed, nicely flowing form. Thus you will soon be characterized as a first-class stenographer, and remunerated accordingly.
PHRASE-WRITING FOR THE OFFICE STENOGRAPHER.
One of the greatest obstructions to speed in shorthand is the constant lifting of the pen. The closer the pen or pencil is kept to the paper and the less frequently it is lifted, the more speed is possible. A phrase, however, should never be striven for. It must come naturally without effort, or it would better not be written. "Too much phrasing," writes Mr. Dement—who claims to be the most rapid shorthand writer in the world—"retards speed." The following most excellent advice by that eminent reporter, Mr. Theodore C. Rose, is culled from an old shorthand magazine and should be read by every stenographer:
"The question whether phrase-writing does or does not retard speed, is one that is often asked. but seldom answered with a direct 'yes' or 'no.' In fact I doubt if it can be answered other than with a qualified answer. If the answer means phrase-writing when carried to its fullest extent, as laid down by some authors, then I would answer 'yes.' If it means simply the joining of two or more words in brief, convenient phrases, then I answer decidedly 'no.' As in almost all departments of human endeavor, very much depends upon the man. Some are so constituted that they cannot act coolly and deliberately when crowded to extraordinary effort, while others have better control of themselves, think and act more rapidly when placed in such a situation. Then the mind may act rapidly enough one day to make the writing of phrases advantageous and the next day be so sluggish as to make it a positive disadvantage. The mind plans, the hand executes. Some writers put the burden upon the mind and make it do most of the work by forming and sending to the hand briefer and better outlines, whilst others shift the work off on the hand and are content with long-straggling, half-unconsciously-made outlines. The tendency when hurried is to rush ahead with the hand instead of holding it in check to await the formation of good outlines and phrases, and then to do its part. One of the hardest things to learn in reporting is to write slowly with the hand and rapidly with the mind, and upon the acquisition of this quality largely depends the making of the phrase-writer and the legibility of his work. All these matters enter into the question at issue and render the answer difficult.
"Phrases may be used to advantage when well learned, the same as sign-words, but they should always be brief and easily made. The claim that the lifting of the pen is equal to the loss of a stroke will not always hold good; it often contributes to ease of writing, and ease in reading. Short, frequently used phrases, learned as you would learn a sign-word, can always be used with the greatest advantage. Three or four strokes joined together may be as easily learned as one stroke; in fact, oftentimes more easily; and in addition they are generally more easily read. Logically it may be urged that this principle could just as well be carried into long phrases as well as short ones, but I do not think it can be. Every practical stenographer, I have no doubt, has in his experience commenced a beautiful phrase that he had well learned, with full confidence that he was to reap a benefit of at least twenty-five per cent, when all at once the speaker varied it a little and made it necessary to strike out the whole thing from the beginning and re-write the words, thereby suffering a loss of considerable time and a good deal of patience. My rule is, use short phrases; have them well learned and as available as sign-words; never extend a phrase over a distinct punctuation mark, or where one should be: and never attempt those phrases that have to be measured, cut out and contracted while you are to follow the speaker."
GRIT AND DETERMINATION.
The stenographer will require plenty of grit and plenty of determination to achieve success in his special calling. Do not become discouraged and believe that only a genius can make a success of shorthand. "Genius," said Helvetius, "is nothing but continued attention." "I have no genius," said Sir Isaac Newton, "it is only patient, concentrated toil that gives me success." "I can and I will," rigidly adhered to, will work wonders. Be persistent in your studies, in your practice and in your work. Do not practice for three hours today and then not touch your shorthand or your typewriter for two weeks or more. One half-hour per day of regular practice will do more than ten hours of desultory work. James Whitcomb Riley wrote, "The most essential factor for success is persistence; he is richer for the battle with this world in any vocation who has great determination and little talent, rather than his more talented brother with great talent, perhaps, but little determination." Grit has made many a man famous, and persistence in your shorthand studies and a determination to master the subject thoroughly will lead you into higher walks of life. Don't look back, but look forward, and work on. In the words of D'Alembert, we would say to the stenographer, "If you are tempted to turn back—go on, sir—go on!"