Managing-Office-Work-高级职业英语.ppt

1、Unit 7 Managing Office work,制作单位：应用外语系公共英语教研室,2010-2-3,Advanced Career English,2,Unit 7 Managing Office Work,Career Skill Description,2010-2-3,Advanced Career English,3,Section 1 Getting Things Ready,In this unit, you will learn to,2010-2-3,Advanced Career English,4,Section 2 Things to Do,Activity O

2、ne,2010-2-3,Advanced Career English,5,Section 2 Things to Do,Related Information: What is office work? An office is a room where professional duties andadministrative work is carried out. The details of the work depend on the type of business that you are involved in, but will usually include using

3、computers, communicating with others by telephone or fax, keeping records and files etc.Features of an office such as people, space, equipment, furniture and the environment, must fit together well for workers to feel healthy and comfortable and to be able to work efficiently and productively. This

4、is where ergonomics can help!,2010-2-3,Advanced Career English,6,Section 2 Things to Do,Ergonomics can be applied to offices in several ways. You could look at how the office is laid out, including where people sit in relation to equipment, windows, doors and each other. You could check that equipme

5、nt and furniture is suitable for the type of work that people are doing. This includes seating, desks, computers, printers and anything else that they might use to do their job. You could assess the environment, that is, the temperature, ventilation, lighting, decoration. All these aspects of an off

6、ice are considered in relation to the individuals in the office with emphasis on their safety, health, comfort - and productivity!,2010-2-3,Advanced Career English,7,correspondence,personal qualities,minute taking,get the makings of,enquiry,familiarize,possess,competent,assisstance,Section Two Thing

7、s to Do,Activity One Listen and Write,supervise,2010-2-3,Advanced Career English,8,Section Two Things to Do,Question 3 What should you do if you want to be competent and successful in your work?,Question 2 How do you make your office work easier if you are an office worker according to the text?,Que

8、stion 1 What is the most important work for an office professional?,Read,and,Think,2010-2-3,Advanced Career English,9,Read and Think,Office Professional Office work is interesting, challenging, appealingand is undergoing many changes. The biggest change of all has been to the name, “Secretary”,which

9、 is now becoming more known as “Office Professional”. Though the details of office work differ from company to company, the most important work is to provide assistance to a Manager or Managers. Main tasks can include: typing producing pamphlets filing,2010-2-3,Advanced Career English,10,Read and Th

10、ink,taking and making telephone calls appointments liaising with clients and other staff members attending meetings minute taking producing letters making travel bookings supervising and training staff ordering flowers and gifts running errands,2010-2-3,Advanced Career English,11,Read and Think,If y

11、ou want to be a successful office professional, you must have necessary personal qualities and skills or have the ability to acquire them. These are some key qualities and skills: helpful trustworthy reliable honest confidential organizational skills good appearance,2010-2-3,Advanced Career English,

12、12,Read and Think,good communication skills good telephone etiquette ability to take instructions and carry them out ability to type speedily and accurately If you already possess these qualities, youve got the makings of a competent office worker. But to do your job well, you need to form a good wo

13、rking relationship with your boss. The idea is to save your Manager time with the daily routine matters and be as helpful as you possibly can. These will make your job easier:,2010-2-3,Advanced Career English,13,Read and Think,learn how your boss works, what his/her role and objectives are within th

14、e company, what correspondence, telephone and personal enquiries he/she would like you to refer to him/her, or whether he/she prefers to take calls at certain times of the day. familiarize yourself with company policies so that you know how to deal with certain issues should the occasion arise in yo

15、ur role as Office Professional. ask if there are procedural books and/or staff handbooks.If there is one, read it and re-read it.If one doesnt exist, develop one as you learn the job.(378 words),2010-2-3,Advanced Career English,14,Read and Think,Task 1 Problem-solving Find out what “white collar”, “

16、blue collar” etc. refer to. The term “white collar” was first used by Upton Sinclair, (Novelist, writer, journalist, political activist September 20, 1878 November 25, 1968), in relation to modern clerical, administrative and management workers during the 1930s. This is related to the fact that, dur

17、ing most of the 19th and 20th centuries, male office workers in European and American countries almost always had to wear dress shirts, which had collars and were usually white. Additionally, in the factory system of the 20th,2010-2-3,Advanced Career English,15,Read and Think,century Western world,

18、the color of overalls, or coveralls, indicated a persons occupational status: blue for manual workers, brown for foremen, and white for professional staff. In addition, “pink collar” refers to female workers who mainly work with electronics and “gold collar” refers to those who work in hi-tech secto

19、rs.,2010-2-3,Advanced Career English,16,Read and Think,1. The details of office work are all the same in every company. 2. The major work of an office professional is only receiving telephone calls. 3. To do your job well, you need to form a good working relationship with your boss. 4. “Secretary” i

20、s now becoming more known as “Office Professional”. 5. If there is no procedural book in your office, you should develop one as you learn the job. 6. To make your job easier, an office worker should learn the company policies well.,F,T,F,T,T,T,Task 2 Write T/F (True or False) for each of the followi

21、ng statements.,2010-2-3,Advanced Career English,17,Read and Think,Task 3 Give brief answers to the following questions. 1. What is the biggest change in office work? The biggest change of all has been to the name, “Secretary”,which is now becoming more known as “Office Professional”. 2. What is the

22、most important job as an office professional? As an office professional, the most important job is to provide assistance to a Manager or Managers.,2010-2-3,Advanced Career English,18,Read and Think,3. How would one make ones job easier as an office professional? They have to learn how the boss works

23、, understand the company policies and learn the staff handbook by heart. 4. What professional skills a person should have working in an office? He/She should have skills like liaising with clients and other staff members, making and taking telephone calls, making travel bookings, supervising and tra

24、ining staff, etc.,2010-2-3,Advanced Career English,19,Read and Think,5. If an office professional wants to be successful, what kind of personal qualities must he or she have? The personal qualities are mainly the followings: helpful, trustworthy, reliable, honest, confidential, organizational skills

25、, good appearance, good communication skills, good telephone etiquette, ability to take instructions and carry them out, ability to type speedily and accurately.,2010-2-3,Advanced Career English,20,Read and Think,A B 1. 电话礼仪 a. personal qualities 2. 跑腿 b. office professional 3. 良好的外表 c. making and t

26、aking telephone calls 4. 办公室专职人员 d. good appearance 5. 个人品质 e. run errands 6. 良好的工作关系 f. produce letters 7. 接听电话 g. daily routine matters 8. 日常例行事务 h. communication skills 9. 撰写信件 i. telephone etiquette 10. 沟通能力 j. good working relationship,1-i 2-e 3-d 4-b 5-a 6-j 7-c 8-g 9-f 10-h,Task 4 Match A wit

27、h B.,2010-2-3,Advanced Career English,21,Read and Think,Task 5 Fill in the blanks with the right words or phrases. Change the form where necessary. 1. The _ of the service here has improved a lot since he was promoted to manager. 2. Unless we receive more financial _from the government, the hospital

28、 will have to close. 3. The manager thought he was a _ person and told him all about the new plan. 4. The library bought all the_ between the President and his wife.,have the makings of refer to familiarize quality develop possess differ from reliable assistance correspondence,quality,assistance,rel

29、iable,correspondence,2010-2-3,Advanced Career English,22,Read and Think,5. She has three years experience of office work, so she _ of becoming an office professional. 6. The police asked me if I _a gun. 7. The proposal will have to _the Finance Committee 8. I wonder whether you will _ us with your t

30、echnical knowhow. 9. A child _ rapidly both physically and mentally between the ages of 13 and 16. 10. Wedding customs _ from country to country.,has the makings of,possessed,be referred to,familiarize,develops,differ from,2010-2-3,Advanced Career English,23,Section 3 Things to Write,Activity One: T

31、ask-based Writing,2010-2-3,Advanced Career English,24,Section 3 Things to Write,Activity One: Task-based Writing,Memo Writing,Task 1 Study the following tips for writing.,Task 2 Study the following language for writing.,Task 3 Study the following model for witing.,Task 4 Write a memo to your teacher

32、.,2010-2-3,Advanced Career English,25,Section 3 Things to Write,Within a business organization, memos are used instead of business letters or documents. The business memo is somewhat formal, but the wording doesnt have to sound intimidating (咄咄逼人). A memo should be written in the same manner as othe

33、r correspondence to effectively communicate your purpose to your reader or readers. Purposes of Business Memos: 1. Give instructions or notify events occurred 2. Seek information 3. Offer ideas and suggestions,Task 1 Study the following tips for writing.,2010-2-3,Advanced Career English,26,Section 3

34、 Things to Write,Types of memos: 1. Request memos 2. Instructions memos 3. Announcement memos The Segments of a memo: Heading Segment: The heading segment follows this general format: TO: (readers names and job titles) FROM: (your name and job title) DATE: (complete and current date) SUBJECT: (what

35、the memo is about) Make sure to address the reader by his or her correct name and job title. Use the readers full name, John White for example. Be specific and concise in the subject line, For example, Installation of Coffee Machines.,2010-2-3,Advanced Career English,27,Section 3 Things to Write,Mes

36、sage Segment: In the message segment, there are three parts: The opening part: The opening explains the reason for the correspondence. Perhaps a software program is not working, or a meeting is scheduled or a meeting time change needs to be announced. The brief discussion part: This part gives detai

37、ls about the problem, need or announcement. The closing part: The closing is courteous (礼貌的) and states clearly the action you expect the readers to take. Unlike letters, a typed signature is not required,2010-2-3,Advanced Career English,28,Section 3 Things to Write,on a memo; however, it is becomin

38、g more common. Check your companys example and follow it. The word “memo” is short for “memorandum”, which is derived from the Middle English word “memorandus” meaning “to be remembered”.,2010-2-3,Advanced Career English,29,Section 3 Things to Write,Words and phrases： annual adj. 每年的 instruction n.

39、指示 comment n. 评论, 意见 Sentence patterns： Sentence for subjects: Subject: Installation of Coffee Machine Subject: Trade Fair, May 16 Subject: Instructions for the Matter to be discussed Subject: Re Personal Computers,Task 2 Study the following language for writing.,2010-2-3,Advanced Career English,30,

40、Section 3 Things to Write,Sentences for indication of matters and situation dicussed: The board is thinking of installing microwave in the offices of each dicision. To ensure the copiers survival, it is important to keep the follwing procedures. The employees who have achieved outstanding performanc

41、e will have additional ten days of annual leave. I refer to your memo of 18 June and now wish to report on my visit to Pairs. It has been decided to buy some computers for new staff.,2010-2-3,Advanced Career English,31,Section 3 Things to Write,Sentences for requests for immediable feedback: If poss

42、ible, I would like to receive your report before the next Board meeting on May 8. Please find out for me what kind of computers are on sale and the price. If you have any questions or comments, please let me know before the meeting. Please check the cost of the new product.,2010-2-3,Advanced Career

43、English,32,Section 3 Things to Write,Task 3 Study the following model for witing. To: All Department Heads From: John Lynn Date: December 1, 2008 Subject: Annual Leave for Employees with Outstanding Performance The employees who have achieved outstanding performance will have additional ten days of

44、annual leave.,2010-2-3,Advanced Career English,33,Section 3 Things to Write,Beginning from January 1, I will introduce the following adjustment in our company policy in regard to annual leave. Every year one employee from each department will be awarded special annual bonus leave for his or her outs

45、tanding performance. We will have a meeting on December 10 at 9:00am to discuss the result of the 2007 performance evaluation and approve the final list of the employees eligible for the bonus. The announcement to the employees will follow the meeting. If you have any questions or comments, please let me know before the meeting.,2010-2-3,Advanced Career English,34,Section 3 Things to Write,Task 4 Write a memo to your teacher about the shift of Tuesday mornings classes to Thursday morning and give the reason for the change.,To: _ From: _ D