What do you do when a boss makes a typo, a customer requests a private phone number, or two deadlines collide? Japan’s Level 3 Secretary Skills Test includes concrete dilemmas like these. It can work as a guide to unwritten office rules.
But why teach only employees to anticipate the boss? A manager who says “Figure it out” and later punishes an independent decision should probably study too. The goal is for everyone to hear “Great thinking ahead!”
These 39 skills are our practical ranking, not official exam priorities. SS prevents costly mistakes; S reduces friction; A keeps routines reliable; B depends on the job; C can be looked up when needed.
39 skills by priority
SS
- Clarify goal deadline and completion criteria
- Report problems early
- Correct errors according to impact
- Know decision authority
- Give conclusion facts and next steps
- Protect confidentiality
S
- Avoid public humiliation
- Separate facts from assumptions
- Understand roles and objectives
- Choose when to interrupt
- Offer alternatives when declining
- Share progress
- Avoid shifting hidden work to others
- Turn feedback into actions
- Choose communication channel
- Document ownership and deadlines
A
- Confirm instructions
- Group questions
- Lead with the conclusion
- Adapt internal and external tone
- Ask and decline politely
- Listen to complaints and check facts
- Avoid unauthorized promises
- Write useful subject lines
- Leave handover notes
- Provide options
- Avoid workplace gossip
- Share schedule changes
B
- Telephone scripts
- Greeting visitors
- Formal seating order
- Business cards
- External correspondence
- Paper filing
- Meeting preparation
C
- Ceremonial envelopes
- Seasonal greeting memorization
- Tea-service details
- Rare honorific distinctions
Situations that matter
Competing deadlines: “If I finish A today, B moves to tomorrow morning. Which takes priority?” When you have the authority and no conflict exists, make the decision yourself.
A manager’s typo: ignore a harmless internal slip; check wrong amounts, contract clauses, deadlines, safety instructions and client documents quickly. Ask “Was this figure changed?” instead of embarrassing the manager in public.
Private phone number: knowing a number does not authorize disclosure. An official Level 3 question favors passing along the message and arranging a callback. For delays, share causes, consequences and realistic options, not merely an apology.
Eight ways managers can fail the same test
| Bad habit | Better practice |
|---|---|
| “You should know” | Explain goal and criteria |
| Add work without reprioritizing | Decide what waits |
| Punish bad-news reports | Welcome early warnings |
| Delegate then overrule | Set authority boundaries |
| Treat suggestions as insults | Evaluate the idea |
| Blame employees alone | Examine instructions and processes |
| Micromanage everything | Define outcomes and allow autonomy |
| Withhold context | Explain relevant trade-offs |
Recognizing all eight may be darkly funny, but judging an individual requires evidence of repeated behavior and impact. Google’s team research highlights psychological safety and clarity; the US AHRQ teaches confirmation of important messages. Neither source proves this ranking.
Don’t copy every model answer blindly
An official question even considers how a secretary should respond to a moody boss. That reflects the test’s role assumptions, not an obligation to tolerate abuse. Work through Level 3 examples, then use Level 2 for harder trade-offs. Employees should manage upward, managers should lead downward, and peers should help each other. The compliment “Great thinking ahead!” should travel both ways.
