文秘专业英语

文秘专业英语 Unit 4 Communicating with Your Boss

Study Objectives • 掌握秘书与上司用英语沟通的基本技巧 • 了解上司的工作指令和意图的基本方法 • 掌握商务场合介绍和问候的礼仪 • 掌握英文产品说明书及广告的写法

Tips on Being an Ideal Secretary • You must be able to follow instructions. • You need to know how to ask questions. • You should report any problems and results of your work. • You should accurately record and give messages to your supervisor. • You need to discuss your job performance with your supervisor. Good communication with your supervisor is important to both you and your supervisor. There are five important aspects to remember when communicating with your supervisor:

Tips on Being an Ideal Secretary When you talk to your boss You may need to talk to your boss about getting more directions and working together more efficiently. But before you take the initiative, give some thought to your boss’s personality and working style. With any discussion, be careful to control your frustrations and avoid placing blame. • Listen: Pay attention to the words being spoken. If you hear unfamiliar words or terms, ask for clarification. Listening also means interpreting body language, voice inflections and gestures. If this nonverbal communication is confusing, ask your supervisor to clarify what you do not understand.

Tips on Being an Ideal Secretary • Watch, Sometimes a supervisor demonstrates how a task is performed. If necessary, ask the supervisor to repeat the process until you understand it completely. Sometimes a task may be too complex or time consuming to demonstrate. In such cases, you probably will receive general instructions. If there are details you do not understand, ask for guidance to continue the task. • Question, Ask questions. A good supervisor will encourage you to ask questions. It is better to ask a question than to make a mistake because you do not understand. • Write, Write down in a small notebook the important points to remember.

Part One Dialogues Part Two Useful Expressions Part Three Simple Writing Part Four Exercises Part Five Social Etiquette Contents

Dialogue One Dialogues Mr. Henry Stevenson calls Miss Susan Brown into his office and gives her some instructions. H: Mr. Henry Stevenson S: Susan Brown H: (on intercom)Susan, could you come in here, please. There are two or three things I’d like you to do for me this morning. S: (arriving) Yes, Mr. Stevenson? H: First, Would you please type this letter? S: Certainly. When do you need it? Part 1 Part 2 Part 3 Part 4 Part 5

Dialogue One Dialogues H: I need it by two o’clock. S: All right. H: And please also photocopy these documents for me. S: Okay, I’ll do that right now. (Susan types the letter) photocopies those documents and brings them to Henry for approval. S: Is this all right? Part 1 Part 2 Part 3 Part 4 Part 5

Dialogue One Dialogues H: briefly checking the letter and then signing it, Fine. S: Three copies. H: Yes. S: Okay. H: Oh, And send the original by . Could you make three copies, please1? Send one to the president, one to marketing, and keep one on file please2. express mail3 1. 请将它复制三份,好吗? 2. 一份给总裁,一份给营销部,一份存档｡ 3. 快件,快递 Part 1 Part 2 Part 3 Part 4 Part 5

Dialogue One Dialogues S: Do you think it is too late if I mail the parcel after work when I am on my way home? H: I don’t think so. But I hope it can reach London as soon as possible. S: I see, I’ll do that right now. (turning to leave) H: (remembering something) Oh, Before that, could you get me the sales figures for last month, please? S: Sure. Part 1 Part 2 Part 3 Part 4 Part 5

Dialogue One Dialogues H: And when you’ve done that, please make an appointment for me to meet Mr. Jason from the People’s Construction Bank. S: When do you want the appointment to be? H: Any time after three. S: Do you want an appointment tomorrow if he is occupied today? H: Yes, or any afternoon this week, but the sooner the better. S: All right, Mr. Stevenson. I’ll do that immediately. H: Thank you, Susan. Part 1 Part 2 Part 3 Part 4 Part 5

Dialogue Two Dialogues Mr. Henry Stevenson and Miss Susan Brown are getting together to talk about Susan’s unacceptable report. H: Mr. Henry Stevenson S: Susan Brown S: Mr. Stevenson, have you had a chance to look at the report? H: Yes, I have. Let’s talk about it. S: Sure. Mr. Stevenson. What do you want to talk to me? H: Well, I need to tell you that the report you gave me yesterday is just terrible. S: I knew you would say that. Part 1 Part 2 Part 3 Part 4 Part 5

Dialogue Two Dialogues H: What is the reason you did such a sloppy job on the report? Usually your work is of high standard. What happened? S: I’m not sure what you expect me to do, Mr. Stevenson. You’ve not been very clear about any of this. H: I’m sorry, Susan. Maybe I didn’t make myself clear enough, but you should try to clarify your tasks. OK, now you can tell me all your concerns and all your questions, I’ll draw you a better picture of the situation. Part 1 Part 2 Part 3 Part 4 Part 5

Dialogue Two Dialogues S: I apologize. I have been feeling really stressed for the last few days. You know, (Henry re-explained the whole situation to Susan...) H: Anyway, I’m sorry, Susan. But you are going to have to re-do this. S: Mr. Stevenson, I’m sorry, but It would take a lot of work. H: That’s certainly true. Susan. There’s no doubt that this report is unacceptable. you really put me in the hot seat1. I was totally at a loss for ideas2. I really don’t see the value in doing this entire report over from scratch3. But, that’s what this job is all about4, 1. 你真是丢了个烫手山芋给我｡ 2.我一点灵感都没有｡ 3. 我的确看不出有什么必要把整个报告完全推倒重做｡ 4. 但是,这个报告是整项工作的重点所在｡ Part 1 Part 2 Part 3 Part 4 Part 5

Dialogue Two Dialogues S: I agree. But I think that we can handle the problem by making a few major changes. I’d appreciate it if you would give me a chance. H: All right, Susan. But, you’d better get busy. S: When do you want to see the new one? H: S: Let’s hope that won’t happen. I hope it’s in good hands this time5. I’ll give you until tomorrow at 4,00 to produce a satisfactory piece of work or otherwise, you’ll have to re-do it6. I’ll give it a shot7. 5. 我希望这次你能处理得很好｡ 6. 我等你到明天4点拿出份令人满意的报告出来,否则你得重做一遍｡ 7. 我尽量试试｡ Part 1 Part 2 Part 3 Part 4 Part 5

New Words Dialogues Part 1 Part 2 Part 3 Part 4 Part 5

Word Bank Dialogues options 备选方案 petty cash 出差或办事前,跟财务领取的备用金 shift differential 值班津贴 sign off 签发文件 the go-getter 大忙人 the perfectionist 完美主义者 the procrastinator 拖沓者 beverage bar 茶水间 dictate 口述 face music 挨骂 fall guy 替罪羊 go by book 按规章办事 handover 工作交接 kick somebody’s ass (老板)训人 leader-member relation 上下级关系 Part 1 Part 2 Part 3 Part 4 Part 5

Asking for or Getting Instructions Useful Expressions 1. I’ve just dropped those slides off at the Winthrop office. Do you need anything else while I’m out? 我刚把那些幻灯片送到温斯罗普办公室｡趁我在外边,还有什么事吗? 2. Well, I’ve got the spread sheets you asked for, but I’m still waiting for some data from accounting. 是这样,您要的那些表格我已经准备好了｡只是还在等财务部的一些数据｡ 3. That’s all right. Bring me over what you’ve got. 这就行了｡把做好的给我送来吧｡ Part 1 Part 2 Part 3 Part 4 Part 5

Asking for or Getting Instructions Useful Expressions 4. —Have you got those plans drawn up yet? —Yeah. They were just sent over to your office. You should have them in about half an hour. —你把计划写完了吗? —完了,刚刚给你办公室送去,半小时之后你就能收到了｡ 5. I was supposed to do that? Sorry, I thought Sharon was responsible for that. 是该我做吗?对不起,我想着是该莎伦负责的｡ Part 1 Part 2 Part 3 Part 4 Part 5

Asking for or Getting Instructions Useful Expressions 6. —Is it proceeding smoothly? —Yes, it’s in high gear./Not really, I think it will take me a month of Sundays to finish. —那项工作进展还顺利吗? —是的｡一切都在全力进行｡/不太顺利,我想得花很长时间才能完成它｡ 7. —Sorry to have kept you waiting. If you hadn’t told me, I probably would have just forgotten all about them. —That’s my job, sir. Just one more signature here, please. —对不起让你久等了｡如果你没有提醒我的话,我可能会忘得一干二净｡ —这是我的职责,先生｡这里再签一个名就可以了｡ Part 1 Part 2 Part 3 Part 4 Part 5

Asking for or Getting Instructions Useful Expressions 8. Boss? I’m not sure how you want to handle this account. I think there are a few things to be sorted out. 老板?我不知道你想怎么处理这笔账｡我想有几点得弄清楚｡ 9. Henry,I’d appreciate it if you would look over these letters before you leave today. 亨利,请您今天走以前过目一下这些信｡谢谢｡ 10. I hate to do this to you, Alice, but I’m going to have to ask you to put in some more overtime. 我不愿对你如此,爱丽丝,可我不得不请你再加些班｡ Part 1 Part 2 Part 3 Part 4 Part 5

Giving Boss Suggestions Useful Expressions 1. Mr. Green, may I have a talk with you? 格林先生,我可以和你谈谈吗? 2. I ask no odds, I just want you to be fair and square. 我不要求特殊照顾,我只要求您公正｡ 3. It’s only a suggestion, and you can do what you please. 这只是个建议,你可按照你的意愿去做｡ 4. Please don’t take offense. I only wanted to tell you what I thought./I was only trying to tell you what was on my mind. 请别生气,我只是想告诉你我的想法｡/ 我只是想如实告诉你我的想法｡ Part 1 Part 2 Part 3 Part 4 Part 5

Giving Boss Suggestions Useful Expressions 5. Thanks for the advice, but this is something I have to figure out myself. 谢谢你的意见/劝告,但对这件事情我必须得自己考虑一下｡ 6. I apologize for forgetting myself, but I do need some time off. 我为我的失态道歉,但我真的需要休息｡ 7. —Keep your voice down, Robert. I know you’ve had a hard day today, but you should at least show some respect for me. —Please forgive me. I didn’t mean to start a fight. —小声一点,罗伯特先生,我知道你今天不太顺心,可至少你应该尊重我｡ —请原谅,我本不想和你争吵｡ Part 1 Part 2 Part 3 Part 4 Part 5

Giving Boss Suggestions Useful Expressions 8. —Once in a while, we’ll organize our staff to sightsee around Guangzhou and the Pearl River Delta and I would like to be able to go sightseeing when there is not much to do in the office, too. —I’m to blame. I should have thought of that. —我们偶尔会组织本公司员工游览广州市和珠江三角洲,在办公室没多少事干的时候,我希望我也能去游览观光｡ —都怪我,我应该想到这一点｡ 9. Something happened that you might not like. 出了一件事,也许你听了会不高兴的｡ 10. Actually I meant to notify you beforehand. 实际上我是想事先通知你的｡ Part 1 Part 2 Part 3 Part 4 Part 5

Section 1: How to Write the Instruction of a Prouduct Sample Writing Make sure your instructions are written for your customers, not your organization. People who buy products need to know how to assemble/install/use the product as easily as possible. Instructions need to be understood by the common denominator. Well-written letters of instruction serve as both goodwill and sales letters so they should be looked on as a special opportunity to increase customer loyalty rather than as a routine part of your correspondence. 首先确信你的产品说明书是为客户而不是为自己的公司所写｡那些购买了产品的人需要最简单､方便地了解如何装配和使用｡哪怕是普通水准的人都应看得明白｡好的说明书既是一种信誉也可当作是一种销售函,所以应被看成是用来提高客户忠诚度的一种特殊商机,而不仅仅是你每天处理的常规业务函件中一部分｡ Part 1 Part 2 Part 3 Part 4 Part 5

Sample Writing Sample Chime Clock Instructions SET-UP Place clock on table with back facing you. Open the back door, hang the pendulum on the hook, and close the door. Carefully place the clock where it is to be used, on a stable, level surface. Lift one side of the clock gently two inches, then put it down, to start the pendulum swinging. Clocks with more than one chime melody: Change the tune selector only when the clock is not chiming. Timekeeping Accuracy: This type of clock will be able to keep time within 3 ~ 7 minutes per week. You will need to do the final regulation once the clock is in its permanent location to achieve this accuracy. To check the clock’s accuracy, set the hands to the correct time, and then let the clock run at least 3 or 4 days. Part 1 Part 2 Part 3 Part 4 Part 5

Sample Writing Sample Chime Clock Instructions Regulating the Clock — Regulating Square: The clock can be made to go faster or slower by means of the small square on the dial. Turning it toward F speeds up the clock, and turning it toward S slows it down. The regulating square is turned with the small end of the winding key. Turn the square only a small amount each time. ADJUSTMENTS Chime Synchronization: The vast majority of chime clocks have self-synchronizing chimes. If the chime sequence is wrong, it will correct it self within two hours. If Clock Strikes the Wrong Hour: On most clocks, the hour hand is a friction fit on its shaft, and may be moved around to point to the hour that the clock struck. Part 1 Part 2 Part 3 Part 4 Part 5

Sample Writing Sample Chime Clock Instructions MAINTENANCE Three Years Oiling and Inspection: Your clock, being a precision mechanism, needs periodic maintenance to keep it running reliably and to give it a long life. We recommend the following, After using it for three years, bring the clock in for oiling and inspection. We will check the condition of the movement, and check that the mainspring ratchets are secure. We will tell you if the clock needs an overhaul, or will be okay for several more years. Part 1 Part 2 Part 3 Part 4 Part 5

Section 2: Advertisement of a Product Sample Writing The main purpose of an advertisement is to pass on certain information. Usually, an advertisement includes at least the following elements, Catch Phrase, Sub-Catch Phrase, Body Copy, Slogan, etc. And a formal advertisement can be divided into six parts, headlines, subheads,body copy, lead-in paragraph interior paragraphs, and close. As for the classification, advertisement falls into four major areas, consumer advertisement, newspaper/television/radio advertisement, business advertisement and classified advertisement. While the last area can be further divided into, help wanted ads, apartment rental or house-for-sale ads, selling merchandise ads, service ads, etc. Part 1 Part 2 Part 3 Part 4 Part 5

Section 2: Advertisement of a Product Sample Writing 广告作品的主要内容是传达信息｡广告文案一般由若干个事项组成,主要因素为:标题,副标题,内文,标语等等｡一篇正式文体意义上的广告可以分作六个部分:标题､副标题､内文､导入段､核心段和结尾段｡至于广告的分类,大致有四大类:消费者广告 报纸/电视/广播广告 商业广告 分类广告｡而分类广告又可以细分为:招聘广告､房屋租赁广告､售物广告和提供服务的广告等等｡ Part 1 Part 2 Part 3 Part 4 Part 5

Sample Writing Sample Gillette Sensor The only razor that senses and adjusts to the individual needs of your face. Gillette Sensor, the shave personalized to every man. It starts with twin blades, individually and independently mounted on highly responsive springs. So they continuously sense and automatically adjust to the individual curves and unique needs of your face. Innovation is everywhere. You can feel it in the textured ridges and the balance of the Sensor razor. You appreciate it in the easy loading system and the convenient shaving organizer. Part 1 Part 2 Part 3 Part 4 Part 5

Sample Writing Sample Gillette Sensor Even rinsing is innovative, the new blades are 50% narrower than any others — allowing water flow freely around and through them, for effortless cleaning and rinsing. All these Sensor technologies combine to give your individual face a personalized shave — the closest, smoothest, safest, most comfortable. The best shaver a man can get. Part 1 Part 2 Part 3 Part 4 Part 5

1. Listening. Exercises Listen to the following passage carefully and fill in the blanks according to what you hear. No matter how you earn a living, one 1 you would do well to 2 is the knack for getting along with the boss, In most 3 , it’s your boss’s opinion of you that determines your future in the company. A staff person 4 his/her supervisor, even if he or she is a virtuoso performer on the job can find his/her 5 considerably dimmed. Our 6 is judged by him/her. occupational skill _________________ cultivate ____________ ____________ facilities _______________________ in constant conflict with prospects ____________ ______________ performance Part 1 Part 2 Part 3 Part 4 Part 5

1. Listening. Exercises Listen to the following passage carefully and fill in the blanks according to what you hear. By noting your boss’s reactions to different ways things are done, you learn what is especially important to him or her. For example, a secretary who 7 her shorthand and typing speed may be surprised to find herself passed up for a promotion if she ignores her boss’s frequent 8 about her spelling errors. prides herself on ________________ ____________ complaints Part 1 Part 2 Part 3 Part 4 Part 5

2. Role play. Exercises Suppose you are a secretary and new to the ABC company, reminding your boss of his daily routine work and asking for instructions. Part 1 Part 2 Part 3 Part 4 Part 5

Exercises 3. Interpret the following Chinese expressions and complete the dialogue. A: I can’t believe it, 1 (老板也让我加班干这个项目). 2  (我已经加班了20个小时了). B: Wow, Why so much? I thought they were getting you an assistant. A: 3 (本应该安排的),but 4 (现在助手还没露面). B: 5 (他们对你有点过分了). Why don’t you ask for some time off﹖ _____________________________________________ I have been selected to do overtime in the project _____________________________________ I’ve already logged in 20 hours of overtime so far nobody has turned up ________________________ They were supposed to _____________________ They are really running you into the ground ______________________________________ Part 1 Part 2 Part 3 Part 4 Part 5

Exercises 3. Interpret the following Chinese expressions and complete the dialogue. A: I wish I could. But 6 (我们的时间很紧迫). B: Poor you, You really need someone to assist you with the workflow management. A: Then what’s your recommendation? B: Julie Steven 7 (茱莉·斯蒂文可以在这方面帮到你) and the timing’s just right. She’s just finishing another major task. A: I’ll go along with that. I’ll talk to HR about staffing tomorrow. we’re under tighter time restraints ______________________________ could help you there ____________________ Part 1 Part 2 Part 3 Part 4 Part 5

Exercises 4. Practical Writing. Task 1: Suppose you are working for P&G Company, and now you are asked to write an instruction of your classic product — VS Shampoo. Task 2: Suppose you are working for P&G Company, and now you are asked to write a postal advertisement for your classic product — VS Shampoo. Part 1 Part 2 Part 3 Part 4 Part 5

Exercises 5. Reading Activity. How to get along with your boss? To get along with a boss is important to understand his/her personality and individual style and have the ability to adapt your behavior to ensure a positive relationship. Developing good human relationship skills is especially important once you enter the world of work. Understanding your boss’ unique personality can make your job as an intern much easier as well as more rewarding and a better learning experience. Part 1 Part 2 Part 3 Part 4 Part 5

Exercises 5. Reading Activity. How to get along with your boss? It’s important for interns and new employees to be able to work independently as well as part of a team. If you are someone who needs directions before completing a task, you will want a boss who likes to maintain a “hands on” approach when supervising others. On the other hand, if you absolutely hate having someone standing over your shoulder and watching you, you will probably be more comfortable with a supervisor who supervises from a distance. Part 1 Part 2 Part 3 Part 4 Part 5

Exercises 5. Reading Activity. How to get along with your boss? Bosses seek individuals who are self motivated, energized, and who exhibit a go-getter attitude that gets the work done right and completed on time. It is your job to fit in with the management style and understand how the office operates. By providing your boss with a feeling of confidence in your decision-making skills, you will create an atmosphere of trust and respect and ultimately better working relationships with co-workers and supervisors. Learning how your boss wants you to communicate and handle problems can make your life as an intern much easier. Bosses are human beings who have their own ways of dealing with problems and generating solutions. Part 1 Part 2 Part 3 Part 4 Part 5

Exercises 5. Reading Activity. How to get along with your boss? Taking the time to learn your supervisor’s management style, will go a long way to make your life as an intern much easier. Notice your boss’ mode of communication. Does he/she communicate with staff mainly through email and written communications or does he/she prefer face to face discussions? By maintaining your cool in the heat of an argument, you will exhibit self-restraint and provide an opportunity for you to cool off and think things over prior to speaking. Taking the time to understand a problem will provide an opportunity to replace negative emotions by settling down and reacting professionally. Part 1 Part 2 Part 3 Part 4 Part 5

Exercises 5. Reading Activity. How to get along with your boss? Lance Choy (Career Counselor, Stanford University) says: Every office has its own culture and set of rules, and failure to follow them can be “disastrous”. Choy offers some common “don’ts” when working in an office ◎ Not paying attention to the start and finish hours for the office. ◎ Starting late and leaving early are definitely not good things. ◎ Not adhering to the dress code, formal or informal. Establish yourself before you try expressing yourself through your appearance. ◎ Failure to complete work on time. This can be very upsetting to an employer. Also... Part 1 Part 2 Part 3 Part 4 Part 5

Exercises 5. Reading Activity. How to get along with your boss? ◎ Letting someone else tell the boss you made a mistake. Be sure that you’re the one that tells the boss you have made a mistake. Take responsibility for your own actions. ◎ Not getting along with other office staff. It pays to be nice. ◎ Letting your boss know that you’re smarter than he/she is. Remember, your job is to make your boss look good, and you can learn something from any boss. Lose the attitude and do what you need to do. ◎ Not asking for help if you’re having problems. Bosses love resourceful workers,but if you’re having problems and need help, ask! Don’t wait till the problem is out of control. Part 1 Part 2 Part 3 Part 4 Part 5

Exercises 5. Reading Activity. Please fill in the blanks according to what you have learnt from the passages. 1. Bosses seek individuals who are  energized, and who that gets the work done right and completed on time. 2. Bosses are human beings who have their own way of and 3. By in the heat of an argument, you will exhibit and provide an opportunity for you to and think _____________ self motivated exhibit a go-getter attitude ______________________ ____________________ dealing with problems ___________________. generating solutions ____________________ maintaining your cool self-restraint __________ cool off ______________ __________________________. things over prior to speaking Part 1 Part 2 Part 3 Part 4 Part 5

Exercises 5. Reading Activity. Please fill in the blanks according to what you have learnt from the passages. 4. Taking the time to understand a problem will provide an opportunity to by and reacting professionally. 5. Not the dress code, formal or informal. before you try expressing yourself through your appearance. replace negative emotions settling down _______________________ _______________ Establish yourself ____________ adhering to _________________ Part 1 Part 2 Part 3 Part 4 Part 5

Social Etiquette Etiquette in Introduction and Greeting Formal Introduction On some solemn occasions, it should be noted that the host or hostess is always introduced to the guest(s); the young to the old, men to women employees to their bosses, unmarried women to the married, persons close to you to strangers, and later comers to early ones. With regard to people of the same generation or those you can not draw a clear distinction between their ages or status, there is a wide margin of free introductions. Introductions can be performed like this “May I present you Mr. Green?” “I’d like you to meet Mr. Green. ” “Allow me to introduce Mr. Green. ” “I take great pleasure to introduce Mr. Green to you. ” Part 1 Part 2 Part 3 Part 4 Part 5

Social Etiquette Etiquette in Introduction and Greeting Informal Introduction In informal situations, introductions may not too closely adhere to formal routines. Nor need you consider too much the words used so as to make the introduced person feel cordial and at ease. When introducing, you may just say “Let me introduced my friend, Helen. ” “This is Helen. ” “I don’t think you’ve met Helen. ” “Please meet Helen. ” “I want you to meet Helen. ” “Let me make you acquainted with Miss Helen Whitely. ” Part 1 Part 2 Part 3 Part 4 Part 5

Social Etiquette Etiquette in Introduction and Greeting Greeting Each country has its own customs to greet each other. In Chinese, we often greet each other by saying, “Have you had your lunch﹖” Literally the sentence serves as a greeting rather than an inquiry of the fact whether the other person had his lunch or not. Similarly, in English, when people meet and say, “How are you﹖”, they don’t mean to know the condition of each other’s health. The French people, including school children, shake hands with their friends, or kiss them on both checks if they are close friends, each time they meet and when they leave one another. However, people in many countries find the English cold and unfriendly because they often do no more than say “hello”. Even adults shake hands usually only the first time they meet. Part 1 Part 2 Part 3 Part 4 Part 5

Social Etiquette Etiquette in Introduction and Greeting When people use any greetings like “Hello!”, “Hi!”, “Good morning / afternoon/evening.”, they may often combine it with: “How are you﹖” “How are you doing﹖” “How are you getting on﹖” “How are you getting along these days﹖” “How are things﹖” “How are things going﹖” The above phrases are often answered with “I’m fine, thank you.” “I’ve been very well, thanks.” “Not too bad, thanks.” Part 1 Part 2 Part 3 Part 4 Part 5

文秘专业英语

文秘专业英语

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