秘书英语：Unit 3.doc

Unit 3 How does a secretary manage his/her office本单元教学要求：1. 了解办公环境优化的基本原则2. 了解整理办公环境的基本方法3. 熟悉记录管理的基本概念和原则Section 1 Bringing Order to the Office一、 背景知识在工作中，我们大多数人都会不知不觉地“收集”很多东西，比如在工作中收到的公文、邮件、报告、书籍、报刊、杂志、文具等等。无论公司大小，办公室宽窄，这种“收集”最终都会使我们的工作空间充满杂物，连我们的电脑硬盘也会由于这种习惯而被大量无关紧要的文件慢慢充满。其实，我们只能利用这些东西当中很少的部分，却因为总量太多而不得不在需要的时候费力寻找。我们要养成清理杂物的习惯，从而提高日常工作和生活的效率。我们要有意识地摆脱杂物对我们工作的控制，体会“当你买一件新品时，把两件旧品送人”这句格言中的道理，创建一个井井有条的办公环境。二、 课前提问：1. What do you think an office looks like? 2. What should be there in an office?3. Do you like to collect things, i.e. books, magazines, toys, gifts? Where do you put them?4. Do you like to download movies, mp3, pictures, flashes? How do you handle them?5. What will you do to manage documents, emails, reports, stationaries and the like if you work in an office?6. What do you do when you dont have enough space to store your collections, either at home, in the dorm or on your computers hard disk or in the office? 三、 语言学习1. rule of thumb 老经验，小窍门。字面意思是能凭经验扳着手指数算出来的基本规则。例如：As a general rule of thumb, children this age should not spend more than one hour on homework. 根据一般经验，这个年龄的孩子做作业的时间不应该超过一个小时。2. give something away 送掉。这个短语动词用法很灵活，在这里指把自己不需要或不想要的东西无偿送给别人，比如I gave most of my books away when I left college. 我离开大学时把大部分书籍送人了。3. cut back, cut down 削减、减少数量、规模 cut out 删节、去除、停止。这些短语动词是英语中最灵活的成分之一，在此可以通过上下文的意思理解。例如cut back staff裁员，cut down cost降低成本，cut out cancerous cells切除癌细胞，等等。短语动词的用法需要平时注意积累。4. not-for-profit 非赢利的。这是美国英语的典型用法，相当于英国英语的non-profit，或者non-profitmaking。一个非赢利机构或组织把它挣的钱用来帮助别人而不是为了赚更多的钱。四、 参考答案Section 1 Bringing Order to the OfficeIII. Further exercises1. Restudy the dialogue and briefly answer the questions about it.1) What is the motto we talked about again and again?The motto is “when you buy something new, give away two.”2) Why shall we try to eliminate stuff at home?Because the vast majority of us simply have too much stuff, and much of our stuff is drowning us and blocking out light and air.3) What could be one of the differences between the office today and the office in the past?In the past we might have much less stuff in the office.4) What shall we do to our files in order to bring order to the office?For example, when we print out an e-mail, delete the e-mail along with another e-mail.5) What shall we do to bigger stuff like furniture and computers?We can give away old computers to new companies in the area or to your local schools.6) What is the benefit of following the motto in the office?The benefit is that we will never get into the hoarding mentality and will take control of our stuff.2. Complete the following dialogue.A: Hi, are you the one who can help me organizing my office?B: Yes, maam. What can I do for you?A: May I know what is the rule of thumb (老经验，小窍门) for knowing when to give away (放弃，送给别人) what I am not using?B: What I can say is that the time of now is always a good time to think about whether your stuff is ruling your life (支配你的生活) or at least taking up (占据) too much space.A: What shall I do then?B: Lets start from our house stuff. When you buy a new sweater (毛衣) or a pair of shoes, you should take out at least two of something for each new item (一件东西), maybe a shirt, a pot or pan, or an old jacket (夹克).A: Hey, are you trying to promote charity (慈善事业)?B: Not at all (一点也不是). Only by doing this will you take control of your stuff instead of your stuff controlling you.3. Translate the following dialogue into English.B: 看看我们把多少东西搬到办公室和家里来，再比比有多少东西搬出去。B: Just look at the amount of stuff we bring in to our offices and homes and compare that to how much goes out.A: 请你多谈谈这方面好吗？A: Could you tell me more about this?B: 你还记得老电影里的情景吗即将退休的一位员工在公司工作了25年之后，只把一纸箱的东西搬回家？今天要搬回家的可是一整货车！B: Remember the old movie scenea retiring worker takes home a single cardboard box of stuff after 25 years of working in the office? Today it takes a moving van!A: 可不是嘛！我的档案柜总是塞得满满的，每次我要找一份文件都会把指甲折断。A: You said it. My filing cabinet is stuffed so full, I break a nail every time I try to find a file.4. Translate the following dialogue into Chinese.B: People print out e-mails yet still keep them in their computers. When you print out an e-mail, delete the e-mail along with another e-mail. When you file something into your filing cabinet, purge two files. When mail enters your office, eliminate as much as possible.B: 人们把电子邮件打印出来，却仍然把邮件留在电脑上。当你把一封电邮打印出来后，把它连同其他一封邮件一起删除。当你把一份文件放入档案柜时，清除掉两份文件。当办公室收到邮件时，尽可能清理掉现有邮件。A: What about the bigger stuff like furniture and computers?A: 那么对大的东西，比如家具和电脑怎么处理呢？B: Following the same principle, you can give away old computers to new companies in the area or to local schools. Old chairs or desks would be much appreciated by some not-for-profit offices.B: 根据同一原则，你可以把旧电脑送给当地的新公司或学校。把旧桌椅送给一些非赢利机构的办公室，他们将非常感谢。五、 课文译文秘书怎样高效管理办公室A: 我的东西太多了！有什么经验让我知道什么时候该把不用的东西送给别人？B: 送你一条格言：“当你买一件新品时，把两件旧品送人。”现在总是最佳时间考虑你积攒的东西是不是在影响支配着你的生活，至少要考虑到这些东西在占用太多的空间。A: 您从哪里得到这条格言的？B: 当我开始帮助人们整理他们的家当，我就开始了，而且一直在和大家这样做：对我们的东西进行筛选、压缩、处理掉。A: 您为什么这样说？B: 因为我们当中绝大多数人的东西实在太多了，而且大部分东西正在把我们淹没，遮天蔽日，让我们透不过气来。A: 人们在家里应该怎样做呢？B: 我鼓励人们牢记我这句格言，当他们买一件新的毛衣或者一双新鞋的时候，为了添一件新东西，应该把至少两件已有的东西送出去也许是一件衬衫，一个煮锅或者平底锅，那件旧毛衣，买新鞋换下来的旧鞋，或者一件旧夹克衫。A: 嘿，你是不是想通过送出比拿进来更多的东西来倡导支持慈善事业呢？B: 一点也不是。处理杂物是而且应该成为你的日常事务。只看看我们把多少东西搬到办公室和家里来，再比比有多少东西搬出去吧。A: 那么，请你多谈谈这方面的事好吗？B: 你还记得老电影里的情景吗即将退休的一位员工在公司工作了25年之后，只把一纸箱的东西搬回家？这个情景在今天这样一个满天满地杂物的时代已经显得可笑了，因为今天要搬回家的可是一整货车！A: 真的吗？B: 对呀，你看，我们的抽屉只能盛下一定数量的袜子、长筒袜和毛衣，而我们的档案柜总是塞得满满的，害得我们每次要找一份文件都会把指甲折断。当抽屉已经被东西胀满时，就是我们必须清理东西的信号。A: 确实如此。那么，我们在工作场合怎样实施你那句格言呢？B: 好的，在办公室环境下，我的格言意味着当你把一件什么新东西带进办公室时，你要尽量清理掉其他两件旧的东西。A: 能否请您具体讲讲？B: 当然。你知道人们通常把电子邮件打印出来后仍然会把它们留在电脑里。所以，当你打印出一封电邮后，把这封电邮连同其他一封邮件一起删除。当你把一份文件放入档案柜时，清除掉两份文件。当办公室收到邮件时，尽可能清理掉现有邮件。A: 那么对大的东西，比如家具和电脑怎么处理呢？B: 根据同一原则，你可以把旧电脑送给当地的新公司或学校。把旧桌椅送给一些非赢利机构的办公室，他们将非常感谢。A: 好，我明白了。你的想法令我信服，要说服我的同事也照此行事恐怕要花一些力气。B: 你可以说，这是让办公室井井有条的第一步，你不会再被收集杂物的心理拖累。你要能够掌控你的物品，而不是它们来掌控你。六、 课文录音全文A: I have so much stuff! What is the rule of thumb for knowing when to give away what I am not using? B: Heres my motto for you: When you buy something new, give away two. Now is always a good time to consider whether your accumulation of goods is ruling your lifeor at least taking up too much space.A: How did you get such a motto?B: When I began helping people organize their stuff at home, I was, and still am, constantly sharing the need for all of us to cut back, cut out, and cut down.A: Why do you say that?B: Because the vast majority of us simply have too much stuff, and much of our stuff is drowning us and blocking out light and air.A: What shall people do at home then?B: I like to encourage people to keep my motto in their mind. When they buy a new sweater or a pair of shoes, give away at least two of something for each new itemmaybe a shirt, a pot or pan, that old sweater, the pair of shoes youre replacing, or perhaps an old jacket.A: Hey, by giving away more than you take in, are you simply trying to promote charity?B: Not at all. Your giving habits areand should remainyour own business. Just look at the amount of stuff we bring in to our offices and homes and compare that to how much goes out. A: Well, could you tell me more about that?B: Remember the old movie scenea retiring worker takes home a single cardboard box of stuff after 25 years of working in the office? This is simply humorous in todays cluttered world. Now it takes a moving van!A: Really?B: Well, you see, our drawers can only hold a certain number of socks or stockings or sweaters. Our filing cabinets are stuffed so full, we break a nail every time we try to find a file. When the drawer is bulging, thats the sign we must eliminate.A: Thats true. Then, what shall we do at work to apply your motto?B: OK. In the office environment, my motto translates into when you bring something new into the office, try to eliminate two of something else.A: Could you be more specific?B: Sure. You know that people printing out e-mails yet still keeping them in their computers. When you print out an e-mail, delete the e-mail along with another e-mail. When you file something into your filing cabinet, purge two files. When mail enters your office, eliminate as much as possible. A: What about the bigger stuff like furniture and computers?B: Following the same principle, you can give away old computers to new companies in the area or to your local schools. Old chairs or desks would be much appreciated by some not-for-profit offices. You get the idea?A: Yes, I get it. Your idea is convincing enough for me, but Im afraid it will take some effort to persuade my colleagues to do the same.B: You can say this is the first step to bring order to your office. You will never get into the hoarding mentality. Instead of your stuff controlling you, you will take control of your stuff.Section 2 Keeping Your Office Green一、 背景知识现代办公环境的两个显著特点是纸张的普遍使用和办公设备的日新月异，然而这两个特点在环境保护方面带来的副作用往往为人忽略。Xerox施乐公司是世界上第一家光电复印机的制造商，多年来致力于办公设备的创新，也开始注意环保问题。在一年一度的“地球日”到来之际，该公司倡导办公人员从身边的点滴细节做起，为保护环境做出贡献。文中提到的七个建议切实可行，能够帮助人们认识和消除办公环境中司空见惯的误区，对秘书从自身角色入手创建一个绿色的办公环境大有裨益。二、 课前提问：1. What could be the most common way to exchange information in an office environment?2. What are the major formats of paperwork in the daily office communication?3. How could we use less paper? List down your solutions.4. Do you know something about multi-purpose equipment? Name some of them.5. Do you like to use a brand new machine or something with second-hand parts inside?三、 语言学习1. It could take 10 times more energy to manufacture a piece of paper than to create another print or copy. 生产一张纸可能比打印一页文件多消耗十倍的能源。这句话的基本结构是it take (how much) time/money/resources to do something，然后在其基础上增加了情态动词could，意为这是一个估计的数据，并有一个more than结构与两个大致对称的动词不定式相对应。建议模仿此句练习造句。2. multiple lives 不止一次的使用寿命。这里life指一台机器或一个零部件的使用寿命。例如Careful use can extend the life of your washing machine. 小心使用可以延长你的洗衣机的使用寿命。3. Despite a decade of proof, there are still buyers who mistakenly believe that products with recycled-part content are not as good as those built with all-new parts. 尽管经过十年验证，仍有购买者错误地认为含有回收的零部件的产品比不上用全新的零部件制造的产品。这句话有三个学习重点，一是despite，后面直接跟名词短语，而despite of是不存在的；二是there is/are somebody who ，there be结构体现出语气的客观性，定语从句的衔接也非常自然；三是believe后面接的一个宾语从句的基本结构是A is/are not as good as B，而这里A和B分别用介词短语和过去分词短语修饰。只有掌握到这个层次才能认真体会地道的语言风格。4. Hardcopy documents can be easily shared electronically using scanning features and software built into office systems. 纸质文件可以很容易地通过电子方式传阅，通过扫描功能和办公设备自带的软件来实现。这里有两个副词，即easily和electronically的连用，中间用动词隔开。句子后半部分以现在分词using引导作方式状语。四、 参考答案Keys to the exercisesIII. Further exercises1. Restudy the passage and briefly answer the questions about it:1) What is to print on-demand?To print on-demand is to create documents only in the quantity and at the time needed.2) Why should we commit to buying recycled paper?Recycled paper can meet the same performance specifications as non-recycled paper.3) Why should we replace stand-alone office equipments with multifunction ones?To replace stand-alone office equipments with multifunction ones can save energy.4) How much possible waste were reduced with the help of customers in 2001?16 million pounds of possible waste were reduced with the help of customers.5) How much energy will an average American family use for lighting each year?An average American family could use about 1.3 megawatt for lighting each year.6) What are the benefits of sharing documents electronically?Sharing documents electronically can reduce the use of paper, save phone and postage cost and minimize the environmental impact of transportation.2. Fill in the blank with one word in the text and make your own sentences using these phrases.eco-friendly office two-sided prints recycled paperstand-alone product new-bulit product remanufactured partas-new appearance returned product environmental impact3. Fill in the blanks with one word according to the meaning of the text.1) According to Xerox Corporation, office managers and office workers can collaborate to minimize the environmental impact of everyday business activities.2) It could take 10 times more energy to manufacture a piece of paper than to create another print or copy.3) One multifunction system can handle the document needs and would consume much less energy.4) More than 7 million cartridges and toner containers were returned by customers, preventing 16 million pounds of material from possibly entering landfills.5) Remanufacturing printers and copiers is a practice that involves rebuilding and upgrading returned products and parts to as-new appearance and performance.6) Sharing documents electronically can help eliminate paper inventory and save phone and postage charges.4. Translate the following passage into Chinese.Seek office equipment with remanufactured or recycled parts. Despite a decade of proof, there are still buyers who mistakenly believe that products with recycled-part content are not as good as those built with all-new parts. Remanufacturing printers and copiers is a practice Xerox pioneered, and involves rebuilding and upgrading returned products and parts to nearly-new appearance and performance. This practice kept 149 million pounds of waste from going to landfill in 2001, and energy savings from parts reuse totaled 500,000 megawatt hours - enough energy to light more than 380,000 U.S. homes for one year.寻找那些含有重新加工或回收的零部件的办公设备。尽管经过十年验证，仍有购买者错误地认为含有回收的零部件的产品比不上用全新的零部件制造的产品。施乐公司率先尝试重新加工打印机和复印机，将回收的产品和部件重新制作并升级，使它们的外观和性能像新的一样。这种做法在2001年回收了可能被填埋的一亿四千九百万磅的废弃物，而且零部件重复使用节省的能源总共达五十万兆瓦时，足够三十八万个美国家庭一年的照明用电。五、 课文译文保持绿色办公环境当全世界都在庆祝“地球日”之际，我们应当不失时机地采取简易的步骤来创造一个生态友好的办公室。施乐公司向办公室的管理者和工作人员们提供七条建议，共同采纳这些建议就能将日常办公活动造成的环境危害减到最小，帮助保护我们居住的行星。1有效使用纸张。双面打印，一张打印几幅图片，并且按需打印仅在需要的时间按照必要的数量打印防止浪费，节省能源。生产一张纸可能比打印一页文件多消耗十倍的能源。2回收你用过的纸张，并使用回收的纸张。在办公室的几个位置摆放容器，方便收集纸张用来回收或者当草稿纸。坚持购买回收纸张它们能和新纸一样满足需要。3选择“能源之星”产品。把旧的设备升级替换为新的，能耗更优的产品会节省能源。比如，一个大银行客户使用施乐“能源之星”标准复印机和多功能一体产品比同样功能的非“能源之星”产品节省的能耗达34%，即190万千瓦时。按每千瓦时0.1美元计算，一年的电费就省了20万美元。4将单一功能的办公设备替换为多功能一体机。估算你的工作需要；一台办公室复印机，两台打印机和一台传真机每年可以消耗1070度电，而如果一台多功能一体机可以处理得来你的文件，它每年只耗电800度。5将打印/复印机的墨盒和消耗品退还用来回收，一定不要把用完的硒鼓直接扔掉，这些配件的寿命不止一次。2001年，客户退还了七百万只墨盒和硒鼓，从而减少了一千六百万磅可能被送去填埋的垃圾。重新加工的墨盒是按照新产品的规格生产和检测的。6寻找那些含有重新加工或回收的零部件的办公设备。尽管经过十年验证，仍有购买者错误地认为含有回收的零部件的产品比不上用全新的零部件制造的产品。施乐公司率先尝试重新加工打印机和复印机，将回收的产品和部件重新制作并升级，使它们的外观和性能像新的一样。这种做法在2001年回收了可能被填埋的一亿四千九百万磅的废弃物，而且零部件重复使用节省的能源总共达五十万兆瓦时，足够三十八万个美国家庭一年的照明用电。7使用扫描成文件或扫描成电子邮件的功能。纸质文件可以很容易地通过电子方式传阅，通过扫描功能和办公设备自带的软件来实现。通过减少纸质文件的传真或邮寄，这些功能帮助我们减少文稿的积压，节省电话费和邮费，并将投递文件需要采取的空中或陆地运输方式造成的环境危害减到最小。六、 课文录音全文As the world celebrates Earth Day, its time to take some easy steps toward creating a more eco-friendly office. Xerox Corporation offers seven ways that office managers and office workers can collaborate to minimize the environmental impact of everyday business activities and help protect the planet.1. Use paper efficiently. Making two-sided prints and copies, printing multiple images per page, and printing on-demandcreating documents only in the quantity and at the time neededprevents waste and saves energy. It takes 10 times more energy to manufacture a piece of paper than to create another print or copy.2. Recycle the paper you use, and use recycled paper. Install bins in several office locations to make it easy to collect paper for recycling or for reuse as notepaper. And commit to purchasing recycled paperit can meet the same performance specifications as non-recycled paper. 3. Reach for the ENERGY STAR. Upgrading old products with new, more efficient systems will save energy. For example, a large bank customer reduced annual energy consumption by 34 percent, or 1.9 million kilowatt hours, using Xerox ENERGY STAR-qualified copiers and multifunction products instead of equivalent non-ENERGY STAR products. At $0.10 per kWh, that translates to savings of nearly $200,000 a year in electricity costs. 4. Replace stand-alone office products with multifunction systems. Evaluate your work requirements, an office copier, two printers, and a fax machine can consume 1070 kWh of energy each year. But if one multifunction system can handle your document needs, it uses only 800 kWh annually. 5. Return print/copy cartridges and supplies for recycling. Never throw a spent toner cartridge away; these components have multiple lives. In 2001, more than 7 million cartridges and toner containers were returned by customers, preventing 16 million pounds of material from possibly entering landfills. Remanufactured cartridges are built and tested for the same performance specifications as new-build products. 6. Seek office equipment with remanufactured or recycled parts. Despite a decade of proof, there are still buyers who mistakenly believe that products with recycled-part content are not as good as those built with all-new parts. Using remanufacturing printers and copiers is a practice Xerox pioneered, and involves rebuilding and upgrading returned products and parts to nearly-new appearance and performance. This practice kept 149 million pounds of waste from going to landfill in 2001, and energy savings from parts reuse totaled 500,000 megawatt hoursenough energy to light more than 380,000 U.S. homes for one year. 7. Use scan-to-file and scan-to-e-mail capabilities. Hardcopy documents can be easily shared electronically using scanning features and software built into office systems. By decreasing the need to fax or mail hardcopy documents, these features help eliminate paper inventory, save phone and postage charges, and minimize the environmental impact of delivering documents by air or ground transportation.Section 3 Getting Your Office Well-organized一、 背景知识秘书们承担着上传下达、下情上报、内外联系、沟通各方的重要工作，他们是政府机关、各企事业单位、各部门