秘书英语：Unit 2.doc

.Unit 2 How Does a Secretary Work in the Office?本单元教学要求：1 掌握秘书工作职责、写商务信函的基本知识2 了解如何处理好与上司和同事之间的工作关系3 熟悉商务礼仪Section 1 Meeting the Office Staff一、 背景知识打招呼在建立人际关系中起着润滑剂的作用，特别是在和上司、同事还不熟悉的时候。中国人见面时，习惯说“吃了吗？”“去哪儿？”等关于个人生活的话来打招呼。这在英国或美国人看来，不是想请他们吃饭就是打听他们的隐私，很不习惯。因此，在国际交往中，要“入境随俗”。每天一进工作单位，可以适时和遇到的每一位同事说：“Good morning/afternoon”。说话时，要注视对方，保持微笑，还要区别使用正式用语和非正式用语。如对上级和初次见面的人，要称呼：Mr/Mrs/Ms/Miss +姓，如Mr/Mrs/Ms/Miss Smith/Green/Handerson ，或Sir/Madam。对有头衔的人，用头衔+姓表示尊敬，如Dr Brown, Professor Black。对熟悉的人、同事、同辈人，可直呼其名（这点也同样适用于介绍），如Bill, Ann等。介绍是一个人对另一个人的正式引见，可以分为自我介绍和第三方介绍。第三方介绍顾名思义是由第三方介绍另外两方相识。介绍时通常要掌握以下原则：1 把男士介绍给女士（但在工作和商务场合，不分性别，要按照级别介绍：把级别低的介绍给级别高的）；2 把年轻的介绍给年长的；3 把次重要的介绍给重要的；4 把主人介绍给客人；5 把家人介绍给来宾；6 把未婚的介绍给已婚的。二、 课前提问：1. What preparations should you make for meeting the office staff?2. How do you greet different people?3. What office etiquette do you know? Name three. 4. What is the right attitude to office work?5. What skills do you need for administrative work？6. Whom should you turn to for help when you have some problems?三、 语言学习How are you? 你好。通常为熟人之间打招呼用语，近年来，逐渐代替How do you do!用于第一次打招呼，其回答为Fine, thank you. first of all 副词首先: Marriage is, first of all, a contract which must be governed by justice.婚姻首先是一种契约，它必须以公正为制约。First of all, we are today as Senator Kennedy has admitted, the strongest nation in the world militarily. 首先，正如肯尼迪参议员所承认的那样，我们是世界头号军事大国。start with从.开始: He had nothing to start with. 开始时他一无所有。But as you know to start with well have more difficulty with new product. 但是，您知道，刚一开始销售新产品，我们会有更多的困难。Its nice to meet you.pleased to meet you. 很高兴见到你。为美式英语日常打招呼用语，语气比how are you更随便些，用于第一次见面时的问候。know ones way around熟悉业务: Im sure you will soon know your way around.我相信你会很快熟悉业务。四、 参考答案Keys to the exercisesIII. Further Exercises 1. Restudy the dialogue and briefly answer the questions about it.1) Who will Zhang Yi work for?Zhang Yi will work for Ling Yun. 2) When will Zhang Yi start working with her boss? Zhang Yi will start working with her boss beginning next week. 3) How does Huang Hao get himself introduced? He says: “Pleased to meet you. My name is Huang Hao.” to get himeself introduced.4) What does Chang Cheng say when he is introduced to Zhang Yi?How do you do? My name is Chang Cheng.5) Who is Jiang Yan?Jiang Yan is Ling Yuns Personal Assistant. She is leaving at the end of the week. 6) How many people have been introduced to Zhang Yi altogether?Four people have been introduced to Zhang Yi. 2. Complete the following dialogue and look at the disc for a suggested version of each and listen to its recording. (Yang Fang is explaining to Zhang Yi the structure of the company.)A: I think Id better take this opportunity （利用这个机会）to explain to you exactly whos who in the company. Youll need to know who to go to if you want to contact a particular manager. Lets start right at the top: Zhang Zhonghua is the Managing Director and his Personal Assistant is An Jing. The company is divided into four departments 分成四个部门）：Production, Marketing, Personnel and Finance. OK? B: Uh - huh. A: Right. Lets deal with each one in turn（我们按顺序来吧）. Wu Yong looks after Production, and his title is Production Manager, and Tian Mi works as Personal Assistant in the Production Department. Then there are two secretaries. Is that clear?B: Yes. A: Moving on to the Marketing Department, weve got Ling Yun. Jiang Yan is working for Ling Yun as Personal Assistant. As I have told you, shell leave at the end of the week（她下周末会离开）and youll take her place and start working as Mr. Lings PA from next week, OK? B: Yes, fine. A: As you know, Im Personnel Director and Li Li and Yang Hui are the two secretaries in the department. Is that clear? B: Uh -uhu. A: And finally . Yan Jin is responsible for （负责）the Finance Department (财务部) . His PA is Li Yan. So thats a brief overview of the structure of the company. Do you have any questions? 3. Translate the following sentences into English and look at the disc for a suggested version of each.1) 我带你到处转转，见见将和你一起工作的同事。We should go round and meet some of the staff youll be working with.2) 让我们从凌云开始吧！Lets start with Ling Yun.3) 期待着下周见到你。Im looking forward to seeing you next week.4) 可以占用你们一点儿时间吗？Can I have a few moments of your time?5) 今明两天你将和他在一起。Youll be spending today and tomorrow with him.6) 她这周末将离职，由你取代她。She is leaving us at the end of the week and then youll take her place.五、 课文译文与同事见面嗨！张一，早上好。您好吗？很好，谢谢。您怎么样？我很好。首先我想应该带你到处转转，见见将和你一起工作的同事。让我们从凌云开始吧，他是你上司。好的。请进。早上好，凌云。我带张一到处转转，趁她还没开始和你一起工作，先介绍你们认识。早上好，张一。很高兴见到你。很高兴见到您。下周开始，你将和他在一起工作。本周最后两天你会被告知怎样处理事务，这样你就会清楚该怎么工作了。好的，张一，期待下周见到你。是的，凌先生，盼望着和您一起工作。（楚天舒和张一进入一间办公室。）大家早上好。可以占用你们一点儿时间吗？我想给你们介绍一个新成员。首先，介绍你认识黄先生，我们的办公室主任。今明两天你将和他在一起。很高兴见到你，我叫黄浩。很高兴认识您，我是张一。张一，介绍你认识一下常先生，这是张一。您好。我叫常诚。我是蒋燕。蒋燕是凌云的私人秘书。她这周末将离职，由你取代她，这之前她会告诉你如何处理办公室事务。课文录音全文(Zhang Yi, on her first day as a secretary, is introduced to some of the staff she will be working with. Chu Tianshu, Personnel Director, is showing her around.)A: Hi. Good morning, Zhang Yi. And how are you? B: Very well, thank you. And you? A: Yes, Im fine. First of all I think we should go around and meet some of the staff youll be working with. Lets start with Ling Yun, your boss. B: Yes, I see.(A is knocking at the door.)C: Come in. please. A: Good morning. Ling Yun. Im just showing Zhang Yi around, doing the introductions, before she starts working with you. C: Good morning, Zhang Yi. Its nice to meet you. B: It is nice to meet you too. A: Now, youll be working with him beginning next week. In the second part of this week you will be shown how everythings done, so that you know your way around. C: Fine. So, Ill look forward to seeing you next week, Zhang Yi. B: Yes, Im looking forward to working with you, Mr. Ling. (Chu Tianshu and Zhang Yi enter a room)A: Good morning, everyone. Can I have a few moments of your time? Id like to introduce a new member of our staff. First things first, Id like to introduce you to our Office Manager, Mr. Huang. Youll be spending today and tomorrow with him. D: Pleased to meet you, my names Huang Hao. B: Glad to meet you. Im Zhang Yi. A: Zhang Yi. Let me introduce you to Mr. Chang, this is Zhang Yi. E: How do you do? My name is Chang Cheng. F: Jiang Yan. A: Jiang Yan is Ling Yuns Personal Assistant. Shell be showing you how everything works before she leaves us at the end of the week and then youll take her place. Section 2 Getting Along Well with Ones Boss and Colleagues一、 背景知识人们可以选择工作，但很难选择上司。掌握一些关于上司的情况有助于正确处理与上司的关系，做好交办的各种事情。首先，必须了解上司喜欢的信息传递方式：是写个便条，发封电子邮件，召开会议，还是打个电话等。第二，要了解上司的好恶。第三，了解上司的目标和期望。和同事相处也是一门艺术，要待人平等、真诚，不要有自大或自卑的心理，建立和谐、合作、互助的关系，做事要得体，遇事要多站在别人的立场想，但也不要放弃与同事公平竞争的机会。二、 课前提问：1. What kind of boss do you want to work for suppose you are a secretary?2. How to get along with your colleagues?3. What qualities enable you to have good relationships in the workplace?4. What qualities of a secretary does a boss appreciate?5. Why should a secretary try to be professional?6. What should you do to win your colleagues trust?三、 语言学习be based on 基于: Judgment should be based on facts, not on hearsay. 判断应该以事实为依据，而不应该依靠道听途说。The monetary system of some countries used to be based on gold. 过去有些国家的货币制度是金本位制的。individual / 7indi5vidjuEl / 可数名词a human being个人: The welfare of the individual is bound up with the welfare of the community. 个人的福利与社会的福利有著密切的关系。free sb. from将解放出来: Your duty is to free the boss from routine work.你的职责是让老板从日常事务中解脱出来。 formality / fC:5mAliti/ 可数名词 a manner that strictly observes all forms and ceremonies正式: At board meetings you have to get used to the formality of the language. 参加董事会议必须习惯那些古板的语言。call upon 约请: I now call upon the chairman to address the meeting. 现在请主席致辞。authority /C:5WCriti/ the power or right to give orders or make decisions权威可数名词This old man is a leading authority on wheat diseases. 这位老人是小麦病虫害方面的权威。不可数名词 My parents think that the contemporary young people have no respect for authority. 我父母认为现在的年轻人不尊重权威。discontent /5diskEn5tent/ 不可数名 a longing for something better than the present situation不满意: This riot is only one manifestation of peoples discontent. 这骚乱仅仅是人们不满的一种表露而已。There was an expression of discontent on her face. 她脸上有不满的表情。be separated from和分开: This patient should be separated from the others. 这个病人应该隔离。A fringe group was separated from the main political party. 从该党内部分离出来一个外围集团。courteous /5kE:tjEs/ 形容词 exhibiting courtesy and politeness有礼貌的: It was courteous of him to help the old lady with her bundles. 他很有礼貌地帮助那个老太太扛包裹。regardless of不管，不顾: She is determined to do regardless of all consequences. 她不顾一切后果，决心这样做。He continued speaking, regardless of my feelings on the matter. 他不顾及我在此事上的感情继续往下说。professionalism /prE5feFEnE7lizEm/ 不可数名词 the expertness characteristic of a professional person专家的地位: They were impressed by the sheer professionalism of the performance. 他们赞佩表演炉火纯青。四、 参考答案III. Further Exercises1. Restudy the passage and briefly answer the questions about it:1) What is a secretarys duty? Please state it in detail. A secretarys duty is to help fulfill the executives job responsibilities. Therefore, assignments that appear in the job description (if there is one) are done conscientiously, and those chores that do not appear but that need to be done in order to free the executive from routine tasks will be done by the professional secretary without complaining.2) What is a secretarys right attitude towards office rumor? He or she does not contribute information to office gossip but does report any rumor that may be helpful to the superior.3) How should a professional secretary behave when he / she deals with somebody that he/ she likes or does not like? It is very possible to work well with people one does not like at all; likewise, it is possible to work professionally with people who are personal friends.4) Why should a secretary ignore personal problems while working?The problems do affect the quality of work, and the professional will do everything possible to keep the level of professional performance high.5) What may help a professional secretary succeed according to the passage? An attitude of professionalism. 6) How does a professional secretary treat everyone regardless of the individuals position on the company ladder? He or she is courteous to everyone regardless of the individuals position on the company ladder?2. Fill in the blanks with proper articles if necessary.1) A proper office manner should be cultivated by a secretary. 2) Whether working for an individual, a pair of executives, or a whole department, the secretarys duty is to help fulfill the executive job responsibilities.3) As part of the team, the professional secretary protects the employer.4) The professional secretary is courteous to everyone regardless of the individuals position on the company ladder3. Match the columnsAB1.conscientiouslya.家庭的2.executiveb.有礼貌的3.domesticc.负责地4.chored培养5.assignmente.闲话6.rumorf.流言蜚语7.cultivateg.财务的8.gossiph.经理9.courteousi.杂事10.financialj.任务4. Translate the following sentences into English and look at the disc for a suggested version of each.1) 作为团队中的一员，经验丰富的秘书会保护老板。As part of the team, the professional secretary protects the employer2) 无论为谁工作，秘书的职责是帮助完成所执行的工作任务。Whoever a secretary works for, his or her duty is to help fulfill the executive job responsibilities.3) 必须将个人生活与职业生活区分开。Personal life must be separated from professional life.4) 与团队中的其他成员相处时，秘书应该清楚这些人是被看作他们各自领域的专家。In dealing with other members of the group, the secretary should make it clear that those others are viewed as the experts in their jobs.5) 职业秘书对任何人都彬彬有礼，不管其在公司的地位如何。The professional secretary is courteous to everyone regardless of the individuals position on the company ladder.五、 课文译文与老板和同事友好相处秘书应该培养得体的办公礼仪，这基于一点，即老板和秘书应该作为一个团队工作。无论是为一个人，还是为两个老板或者整个部门做秘书，秘书的职责都是协助完成老板的工作。因而，秘书不仅应该认真完成其在工作职责表上列出的工作，为了让老板从日常事务中解脱出来，还应该毫无怨言地完成那些并没有列出的琐碎之事。作为团队中的一员，经验丰富的秘书会保护老板。他（她）不会为办公室闲谈提供信息，但是会向老板汇报那些可能对他有帮助的传闻。并且，职业秘书不会上班时间打私人电话，盯着表盼下班或是迟到。由于人不同，公司的礼节不同，老板和秘书之间的关系也有所不同。秘书应该永远记住这种关系是一种生意上的安排，在任何公司架构中，老板都比秘书重要。如果没有老板制定总体目标并且制定实施计划以实现这一目标，秘书这一工作也将不复存在。老板可以让秘书对某件事做出解释，秘书却无权让老板证明他的决定是否正确。但是如果老板和秘书之间工作关系良好，老板在办公室里的权威性就不会引起不满。这是因为老板和秘书两人都认识到他们的任务是让公司高效地运营。在与办公室其他员工相处时，秘书必须将个人生活与职业生活区分开。这样才很有可能与一个自己根本不喜欢的人合作好。同样，也可以与生活中的朋友进行业务上的合作。可是，对于生病家人的担心，经济问题，家庭困难确实会影响工作质量，因此职业秘书应该想尽一切可能让自己工作表现出色。与团队中的其他成员相处时，秘书应该清楚他们都被看作是各自领域的专家。职业秘书对任何人都彬彬有礼，无论其在公司地位如何。如果具有这种专业素质，订单处理员，运货员，招待员，打字员和文档管理员都会对秘书或这个团队有很大帮助。六、 课文录音全文A proper office manner should be cultivated by the secretary, and this manner should be based on the fact that the executive and the secretary are expected to work as a team. Whether working for an individual, a pair of executives, or a whole department, the secretarys duty is to help fulfill the executives job responsibilities. Therefore, assignments that appear in the job description (if there is one) are done conscientiously, and those chores that do not appear but that need to be done in order to free the executive from routine tasks will be done by the professional secretary without complaining.As part of the team, the professional secretary protects the employer. He or she does not contribute information to office gossip but does report any rumor that may be helpful to the superior. Also, the professional does not spend company time making personal phone calls, watching time, or being late.The personal relationship between the executive and the secretary will vary according to the people involved and the formality of the company. The secretary should always remember that the relationship is a business arrangement and that the structure of any organization makes the executive more important than the secretary. Without the executive to set the overall objective and to plan for action to attain that objective, the secretarys job would not exist. The executive may ask the secretary to explain a matter, but the secretary does not have the right to call upon the executive to justify decisions. However, when a good working relationship exists, office authority is not a source of discontent because both the secretary and the executive realize that they are there to make that office run at peak efficiency. Ones personal life must be separated from professional life in dealing with all office personnel. It is very possible to work well with people one does not like at all; likewise, it is possible to work professionally with people who are personal friends. However, worries about sickness at home, financial problems, and domestic difficulties do affect the quality of work, and the professional will do everything possible to keep the level of professional performance high. In dealing with other members of the group, the secretary should make it clear that they are viewed as experts in their jobs. The professional secretary is courteous to everyone regardless of the individuals position on the company ladder. The order-processing clerk, the shipping clerk, the receptionist, the typist, and the file clerk will be much more helpful to the secretary or executive team if this attitude of professionalism is maintained.Section 3 Getting Some Knowledge of English Letters (1)一、 背景知识现代科技发展一日千里，通信手段越来越先进，从手机、传真到电子邮件，虽然方便、迅捷，但是书信这一古老的传递信息的方式永远不会被取代。书信一旦寄出，白纸黑字，不会改变。所以写信人都要三思而后写。公务、商务往来多以书信为准，而且只有书信可以用作商务或合同的证据。传真、电子邮件、电话记录等都不能作为有效证据。书信是树立个人形象和公司形象，发展、加深和巩固个人间、公司间关系最简单、最有效的手段和途径，尤其是留学申请信和求职信更关系着个人的前途和命运。人们写的每一封信都能显示出其为人、品德、能力、办事作风和单位的形象。对方是否认可、接受很大程度上在于这一纸之功。二、 课前提问：1. Why do we write a letter?2. What parts should be there in it?3. Have you ever written any English letter? When and why?4. Is there any difference between a Chinese one and an English one in format? What are they if you say “yes”?5. Is it important to write an English letter well? Why or why not?6. How can you write an English letter well?三、 语言学习standard /5stAndEd/ 形容词 conforming to or constituting a standard of measurement or value; or of the usual or regularized or accepted kind标准的: This is the standard textbook on the subject. 这是这一科的权威性课本。不可数名词 a basis for comparison 标准: There is no absolute standard for beauty. 美是没有绝对的标准的。occupy /5Ckjupai / 及物动词fill占据: Reading occupies most of my free time.阅读占去了我大部分的闲暇时间。The enemy occupied the town. 敌人占据了这个城镇。display /dI5spleI/ 及物动词 to show, make visible or apparent显示，陈列: The bestsellers were sold out before they were displayed. 这些畅销书尚未陈列就卖光了。不可数名词 something intended to communicate a particular impression陈列: His paintings are on display at the exhibition. 他的绘画正在展览会上展出。A collection of photographs was on display in the hall.大厅里展出了一辑照片。可数名词 something shown to the public陈列品: The displays in Harrods are one of the sights in London.哈罗德百货公司的陈列品是伦敦一景.make sure确定: To make sure that he was at home, I called him up in advance. 为了确定他在家，我事先打电话给他。courtesy / 5kE:tisi / 不可数名词 a courteous manner礼貌: There is always enough time for courtesy. 现在不必在这里说客气话。It would only have been common courtesy to say thank you. 说声谢谢不过是普通的礼貌。generally speaking 副词一般来说: Generally speaking, I prefer lamb to pork. 一般地说，我喜欢羔羊肉胜过猪肉Generally speaking, women live longer than men. 一般而言，女性寿命较男性长。四、 参考答案III. Further Exercises1. Restudy the passage and briefly answer the questions about it:1) What is the main function of a business letter?A business letter functions as an effective means of communication between communicators outside and inside the company.2) How many standard parts should be included in a business lett