西华师范大学 涉外文秘论文.doc

The Reception Art of a SecretaryBy Student NO:Class:Choosing subject:The reception art of a secretaryCourse name: Foreign SecretaryThe Reception Art of a Secretary Reception is one of the most important jobs of a secretary,because its a bridge to for inner staff members of a company to communicate with each other,and its a window for a company to connect with the outside world.To some degree,reception miniatures the images of a company,so it is of vital importance to use the reception art properly.In my view,I will expound it through the perspective of a successful reception cases process.Before Reception If you wanna reach a successful reception,youd better make full preparation in advance . Firstly,the mental preparation is of great significance.As a secretary,you should take the attitude of sincerity and enthusiasm and the spirit of cooperation.And then,the material which consists of the office necessities and the environment preparation should be done well also.At the same time,the clothing and apparel should be taken into consideration.Appropriate clothes,such as uniforms,can make everything go on well.Last but not least,the preparation of knowledge and ability is indispensable,during which youd better figure out the essential information of your guests and make an appropriate scheduling for them.However,there are some details to pay attention to,such as the standard of reception,the hotel theyre going to live in and the expense. During Reception During the process of reception,as the symbol of a company,a secretary should fix on so many things.First of all,the time of the guests arrival should be grasped by the secretary accurately,in this way,you can pick them up timely.In detailed,the potential problems,such as the people that should go to pick the guests up,the place that they are going to after arrival,the proper means of transportation to pick them up and so on,should be taken into consideration.And then,when you meet them,“3s” which means “see smile and stand up” will contribute to an impressive image at the first place.Of course,saying hello,shaking hands,and basic chatting are indispensable.Next,when you introduce something to your guests,the necessary documents are needed.Certainly,the drinks are also important,such as tea,coffee or just water，based on the guests appetites.However,when you all sit down,there is one thing that should be attached importance to.Thats the orders of seats.You should make sure that your guests are sitting on the right side and far away from the door,because in China it means dignity in some cases.At last,when you want to show them something,the leading manners should be taken seriously.When you are walking together,no matter what circumstances youre in,be sure that you walk a step or a step and a half in front of the guests at the north west side,because that will show your politeness with no doubt. Finally,when the guests are about to leave,the secretary should pay attention to the last step:seeing off guests.To show your discretion,the secretary should send the guests to the gate of the company,the car that pick them up or even the station theyll go to according to the degree of dignity of the guests.The luggage should be packed in advance and sent to the proper place on the basis of the guests.The moment they are aboard,do not leave immediately,youd better say something kind and blessed,such as “Have a pleasant trip,or hope that good cooperation”,and then you should follow their leave with your eyes before they fade away in your vision. After Reception After reception,its an indispensable duty for a secretary to clear up and summarize the whole process of reception,and figure out all the advantages and disadvantages this time.Only in this way,can you get promoted little by little. During the whole process,communication and behavior are of vital importance,so we should attach more significance to them.That means we should figure out language art and performance art clearly.1.The Language Art For one thing,the reception process needs the qualified use of language art.However,in actual world,we always ignore the importance of language,because we emphasize the importance of writing and acting too much.Whats worse,some secretaries are affected by the adage “Short in speaking,smart in action.”As a result,some people may regard the secretary as the writer wrongly.On the contrary,appropriate use of language is the key to open up the guests mind and resolve the contradictions as for a secretary.Different use of language will definitely contribute to different result of a contact and consultation.During the reception process,wrongly use of language of a receptionist will lead to the adversity,anger or even some extreme actions of the guests,so that the reception will be interrupted ,whats worse,the stability and harmony of the society will be disturbed to some degree.So,according to that,we should stress the importance of the language art.When the guests are here with the secretary,the secretary should say something kind,not something mean,and be nice and enthusiastic,only in this way,can we create an harmonious atmosphere of chatting.As a result,the guests will feel warm,start to trust the receptionist and accept the ways that the receptionist deal with the problems that they come up with.Even when their requirements can not be satisfied,they will not do something extreme.In order to make your language appropriate,you should pay attention to not only yourself,but the people youre talking to and some objective reasons.In detailed,firstly,you should differentiate the object.For example,when Roosevelt was young,he had a friend from the CIA.He trusted Roosevelt and he would discuss with Roosevelt the moment he was stuck in national affair trouble.One day,one of this mans colleagues dropped by Roosevelt,wanting to get some information from him.When they two were eating,he asked: “I heard that you know something about national affairs,could you please tell me?” “ Well,I can,”Roosevelt answered, “ But,can you keep them secretly?”This man replied happily: “Of course I can.” “I can do it as well.”Roosevelt said peacefully.From this example,we can say that different expressions fit for different people.We should take different ways of expression based on the position,profession,experience,literacy and characters of the guests,because no matter who you are talking to,it is not convincing to use just one method and its hard to reach the goal.Secondly,attach importance to attitudes.Take an example of Victoria,queen of England.Once,she quarreled with her husband,and her husband went back to the bedroom alone and kept close at home.When the queen came back to the bedroom,she knocked. “ Who?” “ The queen.”Victoria replied arrogantly,only to find that no action was taken in the bedroom.And then,she knocked again. “ Who?”he asked the same question. “Victoria.” However,no action was taken again.Finally,after knocking the third time,faced with the same question,Victoria said softly: “Your wife.”In the end,the door was open.Although this is a tiny story about normal life,its still enlightening for us to find out what kind of attitudes we should take during the process of reception.Do not use tough tone and use directive tones with caution.So wed better be easy-going and nice.At last,its an art to grasp the sense of propriety.The use of suggested tone will contribute a lot,but you can not make the others think that youre compromised.2.The Performance Art For another thing,the performance art should be fixed on at the same time.For instance,after the first world war,25000 retired soldiers asked for allowance for themselves when the president Hoover was in power.They negotiated with the government repeatedly,but no agreement was reached.In the end,Hoover refused all the requirements of the retired soldiers and sent troops to deport the soldiers away from Washington by force.When Roosevelt was in charge,these retired soldiers launched another campaign with greater power.Similarly,no results were figured out.Then Roosevelt decided to let his wife handle this incident.That day,accompanied by the presidents assistance,she went to the gathering place of the retired soldiers.After their arrival,she got off alone,stepped in the muddy water with no doubt,and walked directly towards the soldiers with big smile.They were moved deeply when the saw the sincere first-lady,so they helped her up immediately.After that,they sang and danced in a harmonious atmosphere.Finally,the first-lady persuaded them successfully and made them give in,in this way,the problem was tackled and the agreement was reached.From this incident,we can say that,we should use appropriate behaviors to make things flexible.Thats significant in the reception process. In order to use the performance art adequately,you can do as follows.Firstly,different people should be treated in different ways according to the familiar degree or some other standard.Then,as a secretary flexibility is vital.So,a qualified secretary should deal with trouble to the end that both sides are pleasant with.Last but not least, time is an factor that