文秘专业英语 Knowing Your Office Work Unit 2 Study Objectives...

文秘专业英语

Knowing Your Office Work

Unit 2

Study Objectives

学习用英语与办公室同事初次见面问候并了解办公室工作环境

学习用英语描述和领会涉外秘书办公室日常工作

了解办公室的基本礼仪

掌握商务信函及信封的写作格式与规范

Preparation for the First Day at Work Tips

You may begin preparing for your first day at work the night before. Though

being excited or even nervous, you should do your best to get a good

night’s sleep so you are well rested for the next day.

Before going to sleep the night before, gather any supplies, tools, or

equipment that you will need for your first day at work. If you carry a

briefcase, pack it the night before. Be sure to have a ballpoint pen for filling

out those necessary tax forms.

In the morning of your first day at work, allow yourself plenty of time for

getting ready and for the commute.

Whether you’re starting your first job or you’re an experienced worker,

there is no better time to make a good first impression than your first

day at work. Here is how:

Contents

Part One DialoguesPart One Dialogues

Part Two Useful ExpressionsPart Two Useful Expressions

Part Three Simple WritingPart Three Simple Writing

Part Four ExercisesPart Four Exercises

Part Five Social EtiquettePart Five Social Etiquette

Dialogues

This is the first day for Miss Susan Brown at work, the personnel staff Mrs. Linda Simpson is greeting her and introducing her to Jocelyn Green,

the assistant to general manager and Susan’s superior as well, tells her

what duties and routine jobs she will take.

Dialogue One

S: Susan Brown L: Linda Simpson

L: Hi, Susan, welcome to join us.

S: Thank you, Mrs. Simpson. Everything is so new and exciting to me.

L: Yes, I see.

S: Mrs. Simpson, as you know, I’m just a newcomer here, so would you please tell me what I shall start with my first day job?

Part 1 Part 2 Part 3 Part 4 Part 5

Dialogues

Dialogue One

L: Sure. First of all I think we should go around and meet most of the

colleague you’ll be working with, as

soon as possible so that you’ll be aware of who and where to go if you

need to handle any office affairs. , Miss

Jocelyn Green. You will work with her during the following two weeks and

she will instruct you how to handle the office routines before she leaves us

and then you’ll .

(They go towards Jocelyn’s worktable.)


knowing who’s who in the company1

1. 弄清公司每一个人的身份

Let’s start with your superior2

2. 我们就从介绍你的上司开始吧｡

take her position3

3. 接替她的位置｡

Dialogues

Dialogue One

L: Good morning, Jocelyn. May I introduce a new member of our office to you?

This is Susan Brown, your future replacement and she will work under you

in the coming double weeks. (then turn to Susan) Susan, this is Jocelyn

Green, a very experienced secretary from whom you may learn a lot of

things and skills.

J: Glad to see you, Susan.

S: Glad to see you, Miss Green.


Dialogues

Dialogue One

L: Susan, I’d like to show you around the administrative departments in our

company which include Personnel, Finance, Production and Marketing

Dept. To begin with, please come here to see the chart on the wall from

which you may in each department.

You see, this is the Production Dept. and it is made up of four divisions

such as

, Mr. John Thomson is in charge of it and there

are four supervisors in each section.

S: Ok, I see.


have a brief overview of the structures4

4. 简单了解它的基本框架

Production Control, Material Control, Quality Inspection, Research,

and Development Center5

5. 生产控制部､物料控制部､质检部和研发中心

Dialogues

Dialogue One

L: And this is Marketing Dept. which includes two branches,

. Mr. John Gray is the sales

manager. He always takes business trips and Linda Black is his personal

assistant.

S: Ok, let me write it down. Do you think it is possible for me to go right now

and see each of them?

L: Why not? Let’s go.

Marketing and

Sales Center and After-sales Service Center6

6. 营销中心和售后客服中心｡


Dialogues

Dialogue Two

S: Susan Brown J: Jocelyn Green

S: Good morning Jocelyn.

J: Good morning, Susan. The general manager,Mr. Henry Stevenson, will be

glad to see you. He is a hard-working man, full of energy and enthusiasm.

So as his secretary, it’s impossible for us to sit idle, or doing nothing. Instead

we have a lot of work to do every day and sometimes we have to work

overtime.


This is the second day for Susan to be at work, and she is greeting Jocelyn.

Dialogues

Dialogue Two

S: That’s not a problem for me to work overtime occasionally because I need to

get more working experience. But I wonder if it is very difficult to handle these

office routines.

J: Generally speaking, it is not so difficult for you so long as you are engaged in

it.

S: I will. Then, what can I start now?

J: Well, the first thing you may do now is to collect today’s newspapers and

messages and put them on Mr. Stevenson’s desk, informing him of today’s

appointments, meetings and all the other scheduled activities.

S: What can I do for these letters?


Dialogues

Dialogue Two

J: You will take care of them, you may open all the envelopes except the

personal mails to read, sort and organize them, then either hand them

over or report them to Mr. Henry Stevenson briefly, in accordance with

their contents and importance. In some cases, you will be expected to

by yourself if you know very well about how-to, other-

wise, you’d better ask for the boss’s opinions before you make decision.

S: I see. But shall I also deal with these email messages or facsimile letters?

J: Yes, it is also a part of your daily jobs which you have to take very seriously.

S: Oh, yes, of course.

process the letters1

1. 处理信函


Dialogues

Dialogue Two

J: Moreover, you are also responsible for keeping all the files in order. As you

see, . Let me

show you how it works. We have set up both printed and electronic index

making sure we can search for any materials very conveniently.

is kept in this file, sales information, reports

and business documents in this file, the company’s history of establishment

and development in that file.

S:

setting up a good filing system means high efficiency at work2

2. 建立一个好的档案系统意味着工作的高效率｡


Outgoing

and incoming correspondence3

3. 收发的函件

Are these files are arranged in accordance with time, theme or alphabet4?

4. 这些文档是按时间､主题还是字母顺序排列的呢 ?

Dialogues

Dialogue Two

J: Well, . Beside these, your routine

also involves making receptions for visitors, answering telephone calls and

taking telephone messages, arranging meetings and appointments, taking

care of his business travels and sometimes even Mr. Stevenson’s personal

affairs.

S: That’s really a big challenge for me, but I think I can adapt to it soon.


the general practice is being alphabetical5

4. 通常是以字母的顺序排列的｡

Dialogues

Dialogue Two

J: Oh, Susan, you still have the last but not the least thing to do, that is, at the

end of each month you need to take an inventory of stock on hand and list

the supplies of office items such as envelops, pens and papers, memo pads,

staplers,

making sure they are always available.

S: Phew, we do have a lot of work. I hope I can handle all of them. Please do me

a favor

J: No problem. I’ll back you up at any time.


toner, drum unit, ink cartridge or any other consumable items6,

6. 炭粉､打印鼓､墨盒或其他消耗品

Dialogues

New Words

alphabet [] n. 字母表cartridge [] n. 墨水筒 , 硒鼓consumable [] a. 可消费 / 耗的drum [] n. 磁鼓enthusiasm [] n. 热情facsimile [] n. 传真file [] n. 文件夹 , 卷宗 , 档案idle [] a. 无所事事的


Dialogues

New Words

index [] n. 索引

occasionally [[] ad. 偶然地

routine [] n. 日常工作

schedule [] n. 日程安排

toner [ (r)] n. 墨粉 , 炭粉


Dialogues

Word Bank

adhesive notes 可粘便笺ashtray 烟灰缸blotter 吸墨纸cabinet 文件柜cellophane tape 透明胶clasp envelope 搭扣信封clip 弹簧夹子correction tap 修改胶带diary book 日记簿 document 公文drawer 抽屉expanding file 文件袋 floppy disk 磁盘

locker 锁柜name card holder 名片夹office pin 办公用大头针 paper cutter 切纸刀 paper fastener 工字针 paper shredder 碎纸机paperweight 镇纸pocket calculator 袖珍计算器rubber band 橡皮带stamp 印章inkpad 印泥tray 托盘


Useful Expressions

身为秘书 , 为你的上司感兴趣和关心的事提供剪报档案｡

1. As a secretary, you have to maintain a clipping file on your boss’ interests

and concerns.

尽量为你的上司作缓冲人或中间人｡ 2. Try to make yourself a buffer or go-between for your boss.

订购办公用品及办公设备 , 整理各类档案是秘书日常工作很重要的一部分。

3. Ordering supplies and equipment for the office or filing papers of many

types are important parts of a secretary’s routine.


Describe Office Routine

Useful Expressions

此外 , 有时候你还得为上司作私人事务记录并处理其进出钱款｡

4. Besides, sometimes you are asked to keep personal records or do personal

banking for him/her.

会中和会后 , 你要笔录口授内容并用电脑誊清｡

5. During and after meetings, you need to take dictations and transcribe notes

on the computer.

像钉书针和回形针这类的办公用品都放在橱柜里｡

6. Office items like staples and paper clips are kept in the cupboard.



Useful Expressions

秘书应该非常熟练地操作和维护所有的办公自动化设备 ,如复印机､电脑､打

印机､扫描仪或者传真机等｡

7. A secretary should be very skillful at operating and maintaining all the

automatic office machines like duplicator, computer, printer, scanner or

facsimile machine, etc.

一名合格的秘书应该擅长拟写各种信件并协助准备各类报告｡

8. A qualified secretary should be good at composing letters and assisting in

preparing various reports.



Useful Expressions


你要为所有的档案柜做一个非常清晰的索引｡

9. You may make a very clear index to all of your filing cabinets.

作为优秀的秘书 , 你的打字能力应该是无可挑剔的 , 所以要努力使自己成为一

名快速､准确而又优雅的打字员｡

10. As a good secretary, your ability in typewriting must be beyond reproach,

trying to make yourself a fast, accurate and elegant typist.


Useful Expressions

Inquiry of the Specific Work

李先生 , 这封信你是希望打印在公司专用纸上还是用手写 ?

1. Miss Li, would you like the letter typed on company paper or handwritten?

好的 ,先生｡我要用一般的商业书信格式打吗 ?

2. Yes, sir. Shall I type it in the usual business letter format?

我是否要在这封信上签您的名字呢 ?

3. Shall I sign this letter in your name?


你是要我用速记的方式 , 还是用录音带记录呢 ?

4. Would you like me to take this in shorthand or record it on cassette tape?

Useful Expressions


这些是你所要的布莱迪个案的全部文件 ,依日期顺序排列的 ,需要我现在就帮

您查找吗 ?

5. Here are the files you requested on the Broody case, arrayed by date.

Shall I check it for you now?

您要我拿一份希尔斯的账目来吗 ?

6. Would you like me to get a copy of the Sears, Account?


让我来处理此事 , 好吗 ?

7. Would you please leave it to me?

我需要帮你处理这封信吗 ?

8. Shall I take care of this letter for you?

Useful Expressions

对于这份报告 ,您还有什么要补充的吗 ?

9. Do you have anything to add to the report?

这会儿我能帮您做什么 ?您还需要别的什么东西吗 ?

10. Now, is there anything I can do for you? Do you need anything else?



Sample Writing

Section 1: Layout of a Business Letter

A business letter is a letter written in formal language, usually used when

writing from one business organization to another, or for correspondence between

such organizations and their customers, clients and other external parties.

Business letters (in the United States) usually contain the following information

(in this order): letterhead or sender’s address, date of writing, recipient’s

address, salutation or greeting, message (body of the letter), closing, signature,

printed name, and position of sender.

In some situations, a business letter may also include the following optional

information, enclosures (Encl:), courtesy copy recipients (cc:), correspondence

reference No. (initials of the typist) and postscript.


Sample Writing

商务信函是商务机构之间 , 或商务机构与其客户和其他外部团体之间用非常正式的语言表述的一种写作文体｡美式的商务信函通常包括以下写作要素 : 公司抬头或发信人的地址､写信日期､收信人地址､问候语､正文､结束语､签名､打印名､写信人头衔｡在有些情况下 , 商务信函还包括以下选项 :附件､副本抄送､档案编号 ( 打字员姓名首字母 ) 和附笔｡


Section 1: Layout of a Business Letter

Sample Writing

Sample

15th February 2002

Your ref: Bon/ Ken/ 21

Our ref: 25 RW/KB

Mr. Clark Kent,

ACME Printing Co.

180 Dally Planet Building,

Superman Drive,

78555 NY.

Dear Mr. Kent,

I am returning this letter with a recent shipment of 300 imprinted T-shirts

(order # 234A5) along with a copy of our original purchase order.


Sample Writing

Sample

As stated, the logo should be reproduced in our corporate logo color. The

logos on the T-shirts you sent are black, which is unacceptable.

Please make necessary corrections and send another shipment of 300 T-

shirts (with the correct logo colors) by the 10th of March. We need them for a

company event that starts on the 20th of March.

Thank you for your prompt attention on this matter.

Sincerely,

Tony Braxton

Miss Tony Braxton

Head of Purchasing

Encl: a copy of our original purchase order

CC: Mr. Henry Simon


Sample Writing

Addressing an envelope properly helps get your letter to the correct

destination on time.

Write the sender’s name and/or the company’s name on the first line of the

address.

Add the sender’s street address (include Ave., St. as well as apartment office number) or post office (P.O.) box number on the second line.

Print the city name followed by a space, the two-letter capitalized state

abbreviation and the ZIP code on the third line.

Include the country name, in capital letters on the fourth line of the address.

Print the mailing address in the center of the envelope or package, putting

each element of the address in the same order as outlined above.

Attach proper postage to the upper right-hand corner of the envelope.


Section 2: Format of a Business Envelope

Sample Writing

正确书写信封地址能确保你的信件及时送达目的地｡在左上角首行写明发信人姓名或公司名称｡第二行写上发信人地址 (包括街道､单元或办公室号码 ), 及邮局邮箱号码｡第三行写城市名 , 然后空格 ,州名的两个首字母大写及邮政编码｡第四行大写国家名｡在信封中间写上收信人地址 ,参照发信人地址书写样式和顺序｡在右上角贴上正确的邮资｡


Section 2: Format of a Business Envelope

Sample Writing

Sample


Addressing an Envelope

Exercises

Listen to the following passage carefully and fill in the blanks according

to what you hear.

1. Listening.

How to become 1 and 2 a new working

surrounding as soon as possible? Here are some suggestions for you. Firstly, to

have 3 towards the work so that you are more

likely to get involved in 4 Secondly, to learn how to

5 because you are completely 6 Thirdly, to

7 and don’t attempt to 8 showing

how smart you are, Lastly, don’t always criticize and 9

about any unreasonable things to prove you are 10 .


a popular new staff __________________ adapt to __________

a gentle and balanced mood __________________________

the current team ________________;

inexperienced_______________;obey the others _______________

break the rules of a game _______________________follow the rituals ________________

complain too much ___________________

perfectionist ______________

Exercises

2. Role play.

Suppose you are a new secretary at the personnel office and this is the first

day for you to report to work,you knock at the door and enter the office,the head

of the office greets you and introduces you to all the other officemates,then you

are told what to do at your position


Exercises

3. Interpret the following Chinese expressions and complete the dialogue.

A: It may help to start the thinking processes by taking a close look at

1 ( 所有日常的秘书工作职责 ).

B: Yes, I think it is important not to see your work as a separate entity

2 (独立存在的 ),but as something

3

( 有助于他人或得到他人工作支持的 ).

A: Could you please specify some of the usual secretarial duties?


all the usual secretarial duties____________________________.

which supports or is supported by the work of others ___________________________________________________

which exists in isolation ________________________

Exercises

3. Interpret the following Chinese expressions and complete the dialogue.

B: For example, meet people who come to the office and

4 ( 替你的上司安排约会 ) and

5 ( 并与他们保持联系 ).

A: Yes, you get it.

B: Another example, you are always expected to 6

( 安排会议所需要的材料 ),take and type minutes of

meetings and 7

( 记录大会发言 ).


make appointments you’re your boss __________________________________

keep track of them ____________________

during conferences

arrange materials needed

___________________

________________________

record speeches being delivered at conferences ___________________________________________

Exercises

4. Practical Writing.

Task 1: Please put all the following information of a business letter into the

right positions.


Exercises



right positions.


A: Enclosure:price list

B: The initials:JB/Ms,

C: Subject Line:Re:Sales of Silk

D: Salutation:Dear Sir(s),

E: The Complementary Close:Yours very trulyF: Date :August 2,2008

G: Signature:John Smith

H: Postscript (p.s.), Don’t forget, September 20 is the deadline of delivery

I: Writer’s name and or Title

Exercises



right positions.


J: Receiver’s Inside addressMr. John Bellow, Customer Service ManagerThe Atlantic Co. Inc. San Francisco 7, Cal. U. S. A

K: Letterhead AMERICAN TABLEWARES CO., LTD

8 EAST STREET NEW YORK7, N.Y.Tel: Fax:

L: CC Peter Mills, COA Co.M: Ref. No. Our ref: BON/20 Your ref: 123 RW/KSN: Body of the letter

Exercises


Task 2: You are asked to write an envelop to one of your clients, Mr. Tony

Black, whose exact address of correspondence is Hotwig

Industry,123 factory blvd, Anytown AB 987654-4862. The sender’s

address is your own.


Exercises

5. Reading Activity.

A wide range of duties that were once given to managerial and professional

staff are now delegated to secretaries and administrative assistants due to office

automation and organizational restructuring. Currently several secretaries and

administrative assistants train and inform new staff, perform Internet research

and use the latest technology in offices. In spite of these recent changes, their

usual and fundamental responsibilities have stayed constant — conducting and

organizing an office’s administrative duties and events, as well as receiving and

handling information for distribution to staff and clients.


Exercises


Secretaries’ and administrative assistants’ responsibilities include various

administrative and clerical duties needed to run a company efficiently and

smoothly. Some duties include, serving as an office information manager

arranging and scheduling meetings or appointments, organizing and preserving

paper and computer files, managing projects, handling travel arrangements

performing research, and distributing information through the use of telephone

mail, and email.


Exercises


Many machines — facsimile machines, photocopiers, and telephone systems —

are used by secretaries and administrative assistants to aid them in these tasks.

Additionally, secretaries and administrative assistants work on per

sonal computers to develop spreadsheets, write correspondence, supervise databases,

and produce presentations, reports, and documents as they use desktop publishing

software and computer graphics. All of these tasks were previously performed by

managers and professionals. Concurrently, other office workers have taken the

responsibility for several tasks traditionally left to secretaries and administrative

assistants, such as typing and answering phones. Secretaries and administrative

assistants have the time to help out members of the executive staff, now that they

aren’t usually required to dictate and type. In numerous companies, secretaries and

administrative assistants work cooperatively with each other in order to make work

flexible and helpful to one another.


Exercises


1. The fundamental duties of a secretary include

and

for the purpose of

2. The other duties mentioned include

and

Please fill in the blanks according to what you have learnt from the passages.


conducting and organizing

an office’s administrative duties and events

_________________________

_____________________________________ receiving and handling

information for distribution to staff and clients

___________________

______________________________________

running a company efficiently and smoothly _____________________________________.

serving as an office information manager __________________________________,

arranging and scheduling meetings or appointments ____________________________________________,

organizing and preserving paper and computer file ____________________________________________,

handling travel arrangements _________________________, managing projects _________________,

performing research ___________________,

distributing information through the use of telephones, mail, and e-mail __________________________________________________________.

Exercises


3. The automatic office machines such as

and

are essential in today’s offices.

4. A secretary uses personal computer to

and

5. Some traditional routine such as and are

not expected to be done by secretaries.

Please fill in the blanks according to what you have learnt from the passages.


facsimile machines, photocopiers,

telephone systems and personal computers

______________________________

______________________________________ personal computers ___________________

develop spreadsheets __________________________,

write correspondence __________________________,

supervise databases _________________________,

produce presentations, reports ____________________________ documents ____________.

answering phones ___________________ typing ________

Social Etiquette

Monitor the volume of your conversations. Be sensitive to how loudly you

may be speaking. Consider closing your office door and lowering your voice

whenever speaking in person or on the telephone.

Keep personal telephone conversations and emails brief and at a minimum.

Be ever mindful that others are nearby and that this is a place of business. Do

not use the company telephone, fax, or email, for any inappropriate and personal

matters.

Avoid the urge to be “helpful” in areas best left to the other person to handle

on their own.

How to practice Business Office Etiquette and Manners


Social Etiquette

Sharing professional information is wonderful, gossiping is not. Only discuss

personnel matters directly with specific individuals, superiors, and management.

Be sensitive to scents and smells surrounding you. Save cologne and

perfume for social occasions.

Avoid foods with strong smells and aromas that will travel throughout the

office.

Keep your personal workspace clean and neat at all times. Generally, less is

better when it comes to office.

Use shared areas with respect and courtesy, for example, restroom or

kitchen, etc.

Maintain all shared items in “like new” condition and return borrowed

supplies in time.

How to practice Business Office Etiquette and Manners


Social Etiquette

Group Disccussion

Study carefully about the following pictures and talk about them with your

partners whether they are proper behaviors at office, then give your reasons.


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文秘专业英语 Knowing Your Office Work Unit 2 Study Objectives...

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