unit 7 managing office work 制作单位：应用外语系公共英语教研室...

Unit 7 Managing Office work

制作单位：应用外语系公共英语教研室

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2010-2-3 Advanced Career English 2

Unit 7 Managing Office Work

Getting Things Ready1

Things to Do2

Things to Write3

Career Skill Description


Section 1 Getting Things Ready

make and receive phone calls

take and leave phone messages

receive guests

create memos

In this unit, you will learn to

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Section 2 Things to Do Things to Do

Activity Two

Listen and Write Read and Think

Activity One

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Related Information


Section 2 Things to DoRelated Information:

What is office work?

An office is a room where professional duties and administrative 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 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 is where ergonomics can help!


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 equipment 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 office are considered in relation to the individuals in the office with emphasis on their safety, health, comfort - and productivity!

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correspondence correspondence

personal qualities personal qualities

minute takingminute taking

get the makings of get the makings of

enquiry enquiry

familiarize familiarize

possesspossess

competent competent

assisstance assisstance

Section Two Things to Do Activity One Listen and Write

supervise supervise

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Section Two Things to Do

Question 3 What should you do if you want to be competent and successful in your work?

Question 2How do you make your office work easier if you are an office worker according to the text?

Question 1What is the most important work for an office professional?

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Read and Think

Office Professional Office work is interesting, challenging, appealing and i

s undergoing many changes. The biggest change of all has been to the name, “Secretary”, which 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


Read and Think

• 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


Read and Think

If you 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


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, you've got the makings of a competent office worker. But to do your job well, you need to form a good working 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:


Read and Think

• learn how your boss works, what his/her role and objectives are within the 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 your 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 doesn't exist, develop one as you learn the job. (378 words)

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Read and Think

Task 1 Problem-solving

Find out what “white collar”, “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, during 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

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Read and Think

century Western world, the color of overalls, or coveralls, indicated a person's 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 sectors.

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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” is 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

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Task 2 Write T/F (True or False) for each of the following statements.


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 most important job as an office professional?

• As an office professional, the most important job is to provide assistance to a Manager or Managers.

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Read and Think

3. How would one make one’s job easier as an office professional?

• They have to learn how the boss works, 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 training staff, etc.

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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, good appearance, good communication skills, good telephone etiquette, ability to take instructions and carry them out, ability to type speedily and accurately.

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Read and Think

A B1. 电话礼仪 a. personal qualities 2. 跑腿 b. office professional 3. 良好的外表 c. making and taking 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 letters7. 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

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Task 4 Match A with B.


Read and ThinkTask 5 Fill in the blanks with the right words or phra

ses. 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 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

reliable

correspondence


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 technical know–how.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

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Section 3 Things to Write

Things to Write

Activity Two: Applied Writing

Memo Writing Fill in the memo

Activity One: Task-based Writing

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Activity One: Task-based Writing

Memo

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.



Within a business organization, memos are used instead of business letters or documents. The business memo is somewhat formal, but the wording doesn’t have to sound intimidating ( 咄咄逼人 ). A memo should be written in the same manner as other correspondence to effectively communicate your purpose to your reader or readers. Purposes of Business Memos: 1. Give instructions or notify events occurred2. Seek information3. Offer ideas and suggestions

Task 1 Study the following tips for writing.

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Types of memos:1. Request memos2. Instructions memos3. Announcement memosThe 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 the memo is about) Make sure to address the reader by his or her correct name and job title. Use the reader’s full name, John White for example. Be specific and concise in the subject line, For example, Installation of Coffee Machines.

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Message 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 details 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

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on a memo; however, it is becoming more common.

Check your company’s example and follow it.

The word “memo” is short for “memorandum”, which is derived from the Middle English word “memorandus” meaning “to be remembered”.



Words and phrases ： annual adj. 每年的 instruction n. 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.

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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 performance 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.

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Sentences for requests for immediable feedback:

If possible, 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.



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 annual leave.

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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 outstanding 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.



Task 4 Write a memo to your teacher about the shift of Tuesday morning’s classes to Thursday morning and give the reason for the change.

To: _____________________________________From: ___________________________________Date: ___________________________________Subject: _________________________________________________________________________

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Task 1 Look at the words

as you requested 按照您的要求put in action 付诸实施 initial a. 最初的，初始的division n. 区域；部门 salon n. 沙龙；营业性厅、attendee n. 出席人 in particular 尤其，特别region n. 区域，地区 questionnaire n. 调查问卷distribute vt. 分发，分配 attach vt. 附上attachment n. 附件

Activitiy 2 Applied Writing/Translating

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Task 2 Fill in the blanks in the following memo with proper words or phrases.

1) _____: T. R. Johnson, CEO2) _____: Ray Brown3) _____: December 14, 20084) _____: Re: Marketing Plan Review As you requested, the Marketing Plan Review process has been established and is ready to be put in action. nitial meetings with all divisions, salons, and marketing & sales staff have been scheduled to begin early next month and will continue until March. Here is the schedule for the meetings:

To

FromDate

Subject



Region Division 5) _________________

SouthwestCentury City Hotel, Los

AngelesJan. 3 to 7, 2009

Northwest Raddison Hotel, Portlan

d Jan. 15-19, 2009

West Sheraton Stratford

Hotel, Boise Feb. 1-4, 2009

Midwest Chicago Carlton Hotel,

Chicago Feb. 10-14, 2009

South Atlanta Belle Hotel,

Atlanta Feb. 20-24, 2009

Time/Dates



Attendees will discuss the new marketing plan and give their opinions. In particular, we are anxious to have the following questions answered: * Will the plan work in all areas? * Are any regional adjustments needed? * How does each region react to our new image? I have prepared a 16 page questionnaire to be distributed at the meetings. Hopefully, we will receive input for everyone. I've attached a copy of the questionnaire. Attachment: Questionnaire

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unit 7 managing office work 制作单位：应用外语系公共英语教研室...

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