Task One Brainstorming—The Crow and the Pitcher Direction:Listen to the short story, and finish the following tasks.
1.
What can you get from the story?
A.Little by little does the trick.
B.Necessity is the mother of invention.
C.Never let it go!
D.Perseverance prevails.
A B C D
ABCD
[听力原文]
The Crow and the Pitcher
A Crow, half-dead with thirst, came upon a Pitcher which had once been full of water; but when the Crow put its beak into the mouth of the Pitcher he found that only very little water was left in it, and that he could not reach far enough down to get at it. He tried and tried, but all his efforts were in vain. Even it drove him to despair, but the Crow didn't give up. He would try everything he could think of to reach the water. Then a thought came to him, and he took a pebble and dropped it into the Pitcher. Then he took another pebble and dropped it into the Pitcher. At last, he saw the water mount up near him, and after casting in a few more pebbles he was able to quench his thirst and save his life.
Task Two Coming to the Point—The Secretarial Ethics Direction:Fill in the blanks with the words, phrases or sentences you hear. The ethics of a secretary are moral 1 relating to the job that you will be bound by. These requirements are automatically taken on board when you accept any position as a secretary and you will be expected to 2 them at all times. You really do take the Secretarial 3 when you become a secretary. Confidentiality: Always keep information private and 4 about the firm you work for and its clients. Never repeat 5 information even if you are in a discussion where everyone is wondering what is happening and you know. Always be trusted. Honesty: Do not take the credit for something you did not do and do not let someone else enjoy the 6 for something you did do! Always tell the truth. Trust me, you will be more 7 with both your boss and fellow workers. Loyalty: Always be 8 to your boss and company. Never sell them out at any cost. However, having said this, your boss also has to prove to you he/she is worthy of your loyalty. 9 . If you display your loyalty you will receive the same in return. Bribery: Do not be tempted to accept gifts or favors from internal or external clients just in case there's an underlying reason. 10 . Very rarely you will ever get something for nothing—there is usually a trade-off. You may end up paying the ultimate price—your job! Incorporate the above ethics in your role and you will find both your boss and your work colleagues will respect you as a person and your position as a secretary.
1.
principles
[听力原文] The ethics of a secretary are moral principles relating to the job that you will be bound by. These requirements are automatically taken on board when you accept any position as a secretary and you will be expected to uphold them at all times. You really do take the Secretarial Oath when you become a secretary. Confidentiality: Always keep information private and confidential about the firm you work for and its clients. Never repeat sensitive information even if you are in a discussion where everyone is wondering what is happening and you know. Always be trusted. Honesty: Do not take the credit for something you did not do and do not let someone else enjoy the credit for something you did do! Always tell the truth. Trust me, you will be more credible with both your boss and fellow workers. Loyalty: Always be loyal to your boss and company. Never sell them out at any cost. However, having said this, your boss also has to prove to you he/she is worthy of your loyalty. Do not get caught up in the office gossip. If you display your loyalty you will receive the same in return. Bribery: Do not be tempted to accept gifts or favors from internal or external clients just in case there's an underlying reason. Always follow your company's procedures and policies. Very rarely you will ever get something for nothing—there is usually a trade-off. You may end up paying the ultimate price—your job! Incorporate the above ethics in your role and you will find both your boss and your work colleagues will respect you as a person and your position as a secretary.
2.
uphold
3.
Oath
4.
confidential
5.
sensitive
6.
credit
7.
credible
8.
loyal
9.
Do not get caught up in the office gossip
10.
Always follow your company's procedures and policies
Part B Speaking Matrix
Stepping up—Group work Direction:Work with your partner. With the information given, discuss with your partner the following topic—Qualities of Secretary.
1.
Qualities of Secretary
Following are the qualities of a secretary, which of them are the most important to be a good secretary in your opinion. √ ability to take instructions and carry them out √ ability to type speedily and accurately √ co-operative √ good communication skills √ good telephone etiquette √ helpful √ immaculate appearance √ independent working ability √ organizational skills √ reliable √ trustworthy
Reliable: Show you are reliable. Be punctual for work and meetings at all times, and remember, always take the relevant documentation with you to the meetings. Do not abuse the "sickie". You just never know what your future holds in relation to your health. Ensure every task you are given is completed on time and to the best of your ability. Responsible: Prove you are responsible by setting priorities and carrying out tasks in a timely manner. Always meet deadlines when they are given. Your boss puts his/her confidence in you. Write yourself a "to do" list—even if its priority changes 10 times a day. Do not delegate if the job cannot be done as efficiently and accurately as you would have done it. If you do delegate, always check that the project is on track time wise. Do not just forget about it because someone else is doing it. Work unsupervised: Always keep your work up to date and be productive. Meet deadlines. Priorities, and priorities. Every day write up a list of the tasks you need to undertake to ensure none are overlooked and have them in priority order. Be Co-operative: Always assist and share your expertise with your colleagues wherever it is possible. Always be happy to carry out duties asked of you ... but also know when to say "No" (gently) and explain why you cannot do the task asked of you. Do not overload yourself. It is becoming more popular in the workplace these days for Secretaries to take on the training role within their organization. Multi-skilling: Learn as much as possible about computer programs and other positions in the organization. You just may need this knowledge when you apply for advancement within the firm. This is also particularly useful as you are usually the one who has to show the boss how to use some of the computer programs. The trend these days is for the boss to have more "hands on" with software e.g. e-mail, spread sheeting. Like I said above, you could be asked to take on training too if you were familiar with the programs.
Part C Reading Matrix
Text 1 Direction:Read Text 1, and finish the three tasks.
The Role of a Secretary or Office Professional
The secretarial role is interesting, challenging and undergoing many changes.., and the changes have made the secretarial profession even more appealing. The biggest change of all has been to the name—secretary. Did you know that secretaries are now becoming more known as "office professionals"?
Of course as the title indicates, a secretary's role can now. be expected to include some managerial duties. This could include supervising other office secretaries or administration staff or even training staff. So just what role does the secretary or office professional play within an organization? Do you possess the qualities to become a secretary or office professional if the role is changing? These are the questions we will give you some guidance with. You also might like to have a look at the following selection which gives you an insight into the role and some training you need right from the start of your career. You will know exactly what to expect before you take the plunge! If you do not already have the qualities to fulfill the role of a secretary now, we will guide you on how you can acquire them. Major role and tasks The major role of a secretary or office professional is to provide assistance to a manager or managers. As the new generation of managers are doing more and more of their own typing, a secretary's role can expect to be more of an organizer, supervisor and trainer rather than the bulk of the duties being typing. But of course this can and does differ from company to company. Tasks can include many varied duties—research, typing, producing flyers, filing, dicta-phone transcription, screening telephone calls, appointments, liaising with clients (and sometimes this includes handling difficult situations) and other staff members, attending meetings, minute taking, composing letters, making travel bookings, supervising, training staff (including your boss), ordering flowers and gifts, and of course there will be menial tasks included too. Form a good working relationship with your Boss To be a competent secretary, you will need to learn how your boss works, what his/her role and objectives are within the company, what correspondence, telephone and personal inquiries he/she would like you to refer to him/her, or whether he/she prefers to take his/ her calls at certain times of the day. Knowing these sorts of things will make your job easier too. The idea is to save your manager's time with the daily routine matters and be as helpful as you possibly can. As you learn more about the way your company operates and the role of other company personnel, you will find you will be answering more and more of the routine inquiries and confidently referring inquiries to the correct officer without having to bother anyone else, particularly your boss. Familiarize yourself with company policies so that you know how to deal with certain issues lest the occasion arises in your role as a secretary. For instance, should personnel complaints be put in writing, or will your boss deal with them verbally? You need to know these things so you don't waste the time of your boss by putting unnecessary calls through to him/her. You'll be able to deal with them expediently yourself because the policy will give you guidelines on how the company wishes you to handle them. Also many companies have staff handbooks. Ask if there is one and read it and re-read it. If one doesn't exist, develop one as you learn the job. Take the initiative. You will find it so handy when you need to train other staff you supervise. Now you know some of the types of duties you'll be expected to carry out in your role, see how you rate in the desired qualities a secretary should have.
1. Here are some words and phrases from the text given the meaning in English. Match each word or phrase with its correct meaning. A. a person whose job needs special training and a high level of education B. those who engage in activities that are done to plan, organize and run a business C. make sb. understand what something is like D. the act or process of representing sth. in a written or printed form E. work close with sb. and exchange information with them F. not skilled or important, and often boring or badly paid G. having enough skills or knowledge to do sth. well or to the necessary standard H. to learn about sth. or teach sb. sth. so that he or she starts to understand it I. doing sth. in a way that is useful or necessary for a particular purpose, but not always fair or right J. ability of deciding and acting on your own without waiting for sb. to tell you what to do
administration staff
B
2. competent adj.
G
3. expediently adv.
I
4. familiarize.., with
H
5. give sb. an insight into sth.
C
6. initiative n.
J
7. liaise with
E
8. menial adj.
F
9. professional n.
A
10. transcription n.
D
11. Complete the sentences according to the Chinese given in the brackets. As the title indicates, a secretary's role can now be expected to ______ (包括一些管理职责).
include some managerial duties
12. ______ (如果现在你还不具备担当秘书的素质), we will guide you on how you can acquire them.
If you do not already have the qualities to fulfill the role of a secretary now
13. The major role of a secretary or office professional is ______ (起到助理作用) to a manager or managers.
to provide assistance
14. You need to know these things so you don't waste the time of your boss_____(把一些不需要转接的电话转给了他).
by putting unnecessary calls through to him/her
15. You will find it so handy ______ (当你需要培训自己手下的员工时).
when you need to train other staff you supervise
16. Decide whether the following statements are true or false according to the text. ______ A modern secretary needn't do any routine duties such as typing.
F
17. ______ A modern secretary has been taking the place of managers.
F
18. ______ A secretary should know how to get along with clients and staff.
T
19. ______ If you cannot save your manager's time with the daily routine matters or quite helpful, you are not a competent secretary.
T
20. ______ It's necessary for a secretary to know something about company policies.
T
Text 2 Direction:Read Text 2, and choose the correct answer to fill in the blank.
Tips and Tricks for the Secretary or Office Professional
Yes, we have some great tips and tricks to make you 1 as a secretary or office professional. Your boss just will not be able to do without you. Incorporate some of the following tips and tricks into your day to day schedule. A. dispensable B. indispensable C. responsible D. reliable Diary Always ensure your boss's diary is up to date. My best tip is to have an electronic diary. You could set up your Microsoft Outlook Express (or similar version) so that both you and your boss share the same calendar. This is so quick to access and especially useful while on the phone. You may need to keep a hard copy diary as well for those who personally call into your office and wish to make an appointment. If your boss travels quite frequently, you could set yourself up with an Internet based diary. You can set appointments during his/her absence and he/she can 2 and see what is waiting for him/her on his/her return. A. log on B. log off C. turn on D. turn off Internet based e-mail It's a case of business as usual when you set up an Internet based e-mail account for the boss traveling interstate or overseas. This is excellent if your boss is a big user of e-mail. If he/she is interstate or overseas, you can 3 e-mail to him/her using his/her Internet based e-mail address but there's a better alternative if it suits. Before your boss leaves on the business trip, set up a web based e-mail so that it will collect e-mail from your boss's pop e-mail address (local ISP e-mail address). This is so handy. You will not have to worry about telling people a new web-based e-mail address either—your boss will still get every e-mail that would normally go to the primary e-mail address just as if your boss was in the office. There are plenty of these web based e-mails around. You could try hotmail or yahoo just to name a couple. A. write B. forward C. backward D. set up Important cup of tea If you can see your boss is stressing, try calming him/her with a cup of tea (herbal is a good choice). It is the little things that count and it works every time. Sometimes he/she just may need some time free from interruptions to pick up the pieces. You could offer to 4 telephone calls and personal interruptions for say an hour or two. Tell everyone your boss is in conference and will return their call later that afternoon. A. receive B. transfer C. put off D. put down Appointments Another tip that's worth mentioning is that if your boss is out of the office and someone calls in to set up an appointment and on checking the diary you see it's quite full, let them know the earliest they could see your boss. If it is quite a while away, say, a week or so, 5 . If so, let them know you could arrange for the boss to give them a call as early as tomorrow. Quite often some appointments are unnecessary as it may only take a minute or two to discuss the issue and is better off dealt with this way. Get yourself organized with the AMF Software Daily Planner—you will not even have to leave your MS Word program either—just click a button, it is so convenient. A. make sure that your boss wants to see that guy B. you forward the call to your boss C. you just say it's OK D. ask if it could be dealt with over the phone If clients arrive early for their appointment, offer them a cup of tea or coffee. Always have some reading material available to occupy them too. Correspondence-dealing If your boss has to go out of town on business for more than a day, you will probably be the one to open the inward correspondence. If there are invitations, you will need to check the RSVP date. If it can wait, well and good, but if the RSVP is before your boss returns and maybe the function will be held in a day or so of his return, 6 . A. you should make the decision and the reply B. you may write back saying your boss is not available C. you will need to log a call to your boss to see how you should deal with it D. you write down URGENT on the invitation Now for the correspondence and incoming messages that can wait for your boss's return, you will need to have some folders set up with the following headings: ● Urgent: This folder contains all the URGENT matters whether it is messages, correspondence, reports, everything that requires immediate attention. 7 . A. You should keep it well B. You also need to place them in priority order C. You should lock it in the safe D. You may put it where the boss can easily see ● Tomorrow: (being the day after your boss returns) In this folder you need to place appointments, correspondence, and whatever your boss needs to know about for the first day back in the office. ● Inward Correspondence: This is routine correspondence. ● Messages: This is routine messages, which can be returned as soon as time permits. ● Reports: Routine reports. Now you will place these folders in priority order so your boss knows what to read first, especially if he/she calls into the office after hours when you're not there. Chores/Tasks or Messages you're not to forget There're a couple of suggestions to deal with these. You can put a message on your Brought Forward File with a date to come back to you. Your Records Clerk will on that day clear his/her Brought Forward File and present it to you for action. Another way is to get yourself WORDWARE PIM—a Personal Information Manager (PIM) so you can have your own address book and telephone directory at your fingertips. It's a one-click quick and easy access to your contacts. You may also like to 8 , by using your e-mail calendar and book-marking a date with a reminder message. Then on the appropriate date, a message will appear to remind you. A. remind yourself of a meeting or a deadline or something of this nature B. free yourself from the boring routines C. improve the efficiency at the office work D. receive the message as soon as possible
1.
B
2.
A
3.
B
4.
C
5.
D
6.
C
7.
B
8.
A
Part D Writing Matrix
1.
Report
Writing Guide Reports usually aim at conveying information about the current situations inside the organization or between organizations. Reports can cover either the work progress, achievements, measures taken, existing problems and future suggestions or the time, place, reason, process, and results. A written report usually includes the title, writer, time, body, conclusion, suggestions and departments to be submitted to. In business, reports frequently call for very much more. They may involve lengthy investigation and research. But whatever the nature of the report, the object is always the same—to present in adequate form relevant factual information, and sometimes conclusions and recommendations, as a guide to action to be taken. And the following four parts are cores of a report: introduction, discussion, conclusion and recommendation. The short report may not cover executive summary, content page, appendix and reference list. Writing Sample
Confidential Report
Acquisition of Gordon Brown Ltd.
Background Two years ago, Gordon Brown Ltd. was acquired for $3 million. GordonBrown Ltd. had been a family company specializing in supplying office furniture in the North and East of America. Manx Office Equipment saw this acquisition as an effective way to extend their customer base in this part of country. Results After two years, the Gordon Brown operation has still not made profit (last year's figures reveal a $250,000 loss). Despite considerable restructuring and a complete change of management, the company has seen a steady decline in the number of customers and volume of business. Analysis We have identified the following: Gordon Brown's reputation in the region was as a family company. The restructuring changed not only the senior management but also the ethos of the company. Customers no longer identified with the company. Gordon Brown products were mainly traditional office furniture; Manx Office Equipment is predominantly modern style. There has been no clear product strategy to promote these two different styles. Conclusions If our objective was to increase our customer base in the North and East of America, we should have considered the needs of and demands of Gordon Brown's customers. If we want to turn the company round and start earning profits, we will have to pay more attention to customer needs in the future. Writing Exercise Your company is going to have an annual meeting in Singapore. A large group of your partners will attend the meeting. Your boss asked you to write a report recommending the suitable hotel for the meeting. Your report should be made up of four parts: introduction, findings, conclusion and recommendation.
Hilton Singapore
General Information Architectural Style: High-rise Location: Orchard Road, Singapore Floor Count: 35 and 3 basements Elevator Count: 65 Accommodation and Facilities The hotel has 423 guest rooms, a swimming pool, a fitness center and 2 treatment rooms, 11 meeting rooms for 18-550 people and 2 business centers.
Shangri-La Singapore
General Information Architectural Style: High-rise Location: Orchard Road, Singapore Floor Count: 38 and 3 basements Elevator Count: 80 Accommodation and Facilities Opened in 1971, the hotel is the flagship and the first hotel of Shangri-La Hotels and Resorts. The hotel has 750 guest rooms, 127 serviced apartments and 55 luxurious units.
Report on the Hotel of Annual Meeting
Introduction The report aims to assess Hilton Hotel and Shangri-La Hotel Singapore and recommend the suitable one for our annual meeting. Findings The two hotels are world-famous hotels with their unique services. They are located at the same street in the downtown of Singapore. However, there are differences between the two. Shangri-La Hotel Singapore has more lifts than Hilton Hotel, which is convenient for our guests. It is the flagship and the first hotel of Shangri-La Hotels and Resorts and enjoys a high popularity among the business travelers. If we choose the hotel, the image of our company will be greatly improved. In addition, the 55 luxurious units provided by Shangri-La Hotel Singapore will meet the accommodation needs of our VlP guest. Conclusion It is concluded that Shangri-La Hotel Singapore is the ideal venue for the our annual meeting Recommendation It is suggested that we consider Hilton Hotel for our usual business travels.
Part E Translating Matrix
Pragmatic Translation Direction:Translate the following famous brands, and find more information on the Internet about them.
1. 3M 2. ADIDAS 3. BMW 4. BP 5. CD 6. DHL 7. FedEx 8. GE 9. GM 10. H&M 11. HP 12. IBM 13. IKEA 14. JVC 15. LV 16. M&S 17. P&G 18. UPS
(1)3M的全称为Minnesota Mining and Manufacturing Corporation(明尼苏达矿务及制造业公司),由英文首字母缩写而成。 (2)1948年,ADIDAS的创办人阿迪·达斯勒(Adi Dassler)先生用他的名字adi和姓氏(Dassler)的头三个字母组合而成“ADIDAS”,作为其商标品牌名,并申请注册。 (3)BMW是慕尼黑的一家汽车厂的德文首字母缩写,德文全称是Bayerische Motoren Werke(拜耶里奇飞机引擎生产厂),后来该厂不仅生产飞机发动机.还扩展到越野车、摩托单车、高级轿车。现在没有人关心BMW到底是什么意思,BMW三个字母围绕的蓝白徽标,已成为成功和信誉的标志。BMW的中文译名“宝马”不但凸显音美,还增添了意美。 (4)、(5)略 (6)DHL这个名称来自于公司的三位创始人姓氏的首字母缩写,他们是Adrian Dalsey, Larry Hillblom和Robert Lynn。 (7)、(8)、(9)略 (10)H&M于1947年由Erling Persson在瑞典创立。如今,H&M在全世界有1500多个专卖店,销售服装、配饰与化妆品。H&M品牌名是由“Hennes”(瑞典语中“她”的意思)女装与“Mauritz”(瑞典语中“他”的意思)男装品牌合并而成,各取第一个字母而成“H&M”。 (11)HP来源于两位品牌创始人的姓氏,两位年轻的发明家比尔·休利特(Bill Hewlett)和戴维·帕卡德(David Packard)。公司全名为Hewlett-Packard Development Company, L.P.(惠普研发有限合伙公司),简称HP,中文译名“惠普”。 (12)略 (13)IKEA是该品牌创始人Ingvar Kamprad和他的农场名Elmtaryd及村庄名Agunnaryd的首字母组合。中文译名“宜家”同样是凸显了音美,也增添了意美。 英文商标品牌名由缩写而成的还有很多,如:IBM(全称:International Business Machines Corporation),FedEX(全称:Federal Express),GM(全称:General Motors),GE(全称:General Electrics),M&S(全称:Marks and Spencer),UPS(全称:United Parcel Service),LV(全称:Louis Vuitton),CD(全称:Christen Dior),P&G(全称:Procter & Gamble)等。
Part F Culture Matrix
Case Study Direction:Read the case below, and discuss the following questions:
1. 1. Is Susan Lee a competent secretary? 2. Why couldn't she perform her work successfully together with foreign staffs from the Middle East? Susan Lee is a competent secretary, with the reputation of being tough but fair-minded, taking most managerial duties at the office. She is a very forceful, obstinate individual who always speaks her mind and never hesitates to criticize any staff whom she feels is performing poorly. The company Susan works with is an international company, and now more and more foreign staffs join the company. She found some staffs from the Middle East were nowhere reliable. Susan was becoming increasingly annoyed at the seeming lack of competence of those staffs. Following the leadership style that helped her in such good stead before, she would rebuke any one of the staffs from the Middle East who was not doing his job properly, and she would make certain that she did it publicly so that it would serve as a lesson to all the others. She was convinced that she was doing the right thing and was being fair, for after all, she rebuked both foreign staffs and local staffs alike. Susan was troubled, however, by the fact that the problems seemed to be growing worse and worse.
In some cultures, public criticism is one of a number of techniques that can be used quite effectively to change personnel's behavior. In the world of Islam, however, where the preservation of dignity and self-respect is absolutely essential, public reprimand will be totally counterproductive. If Arabs feel that they have suffered a loss of personal dignify because they have been criticized in public, they take it as a dishonor to both themselves and their families. And when Susan insisted on using this "motivational" technique, the individual at whom the reprimand was directed was not only hurt for the open humiliation but also loses the respect of other staff from the Middle East witnessing it.