秘书英语(ppt175).ppt

Part 3 Secretarial English for Telephone Use Tasks lUnit 1: Read to Know Section A: Phone Call Etiquette Section B: How Phonogenic Are You? lUnit 2: Practice to Learn Section A: Arrangements Section B: Leaving a Message Objectives lTheoretically To know how to make phone calls with proper etiquette lPractically To know how to make arrangements through phone calls To know how to leave a telephone message Tips on Cultural Awareness lAnswering Your Phone Answer you calls within three rings (if possible). Speak in a pleasant tone of voice. The caller will appreciate it. When you are out of the office or away from your desk for more than a few minutes, forward your phone to voicemail. If the caller has reached a wrong number, be courteous. If possible, take the time to find out where they should be calling/to whom they should be speaking. Tips on Cultural Awareness lMaking calls Always know and state the purpose of the communication. When you reach a wrong number, do not argue with the person who answered the call or keep them on the line. Say: “Im sorry, I must have the wrong number. Please excuse the interruption”. And then hang up. If you told a person you would call at a certain time, call them as you promised. If you need to delay the conversation, call to postpone it, but do not make the other person wait around for your call. Unit 1 Read to Know lSection A : Phone Call Etiquette Read the passage and answer questions: 1. What does this passage mainly talk about? 2. What will you say when you receive a call? 3. What does the word “white lies” mean in the text? Unit 1 Read to Know lSection A : Phone Call Etiquette Words and expressions: etiquette (n.) 礼仪；仪式 maintain (vt.) 保持；坚持 professional (adj.) 专业的；职业的 monumental (adj.) 纪念碑的；雄伟的；不朽的 favorable (adj.) 良好的；讨人喜欢的 courteous (adj.) 有礼貌的；谦恭的 behave (vi.) 行为；举止；表现 facial (adj.) 面部的 non-verbal (adj.) 非口头的；非用言语的 weight (n.) 重量；重要（性）；分量 competitor (n.) 竞争者；对手 courtesy (n.) 谦恭；礼貌 option (n.) 选择；选项 ethic (n.) 道德规范；伦理 Unit 1 Read to Know lSection A : Phone Call Etiquette Vocabulary Work(Practice) Fill in the following blanks with the words or phrases given below. Change the forms where necessary. come through; hang up; white lies; put somebody on hold ;go out of ones way Unit 1 Read to Know lSection A : Phone Call Etiquette Chinese-English Translation (Practice) 1. 没有道德规范，工作将会陷入混乱之中。 2. 打电话时微笑可以让对方感受到你的礼貌和 善意。 3. 在报电话号码时，应该将语速慢下来。 4. 及时接电话，不要让对方等得太久。 5. 电话英语有其独特的语言特点。不论接电话 还是打电话都要遵守正确的礼仪规范。 Unit 1 Read to Know lSection A : Phone Call Etiquette Chinese-English Translation (Practice) 1. Without a cod of ethics, work would turn into a chaos. 2. Smiling while you speak on the phone can make the listener feel your politeness and kindness. 3. You should slow down the speed when you state your phone number. 4. Answer the phone right away. Dont make the caller wait too long. 5. English for telephone use has its own characteristics in language. Whether answering the phone or making phone calls, the proper etiquette should be taken. Unit 1 Read to Know lSection B : How Phonogenic Are You? Read the passage and answer questions. 1.What is the passage mainly about? 2. In a large company, how would you answer your company phone? 3. When answering an external call, if you use your first name only, what would probably happen? Unit 1 Read to Know lSection B : How Phonogenic Are You? Vocabulary work (Practice ) set the tone; get off; run the risk recommend,recommendation consistency,consistent,inconsistent minimum, maximum Unit 1 Read to Know lSection B : How Phonogenic Are You? English-Chinese Translation (Practice ) 1. Before dialing, mentally summarize the reason for the call in a few sentences. 2. Before answering the phone, turn away from your other work. 3. When you must put someone on hold, be sure its for a good reason. 4. When you misdial, you should apologize rather than simply hanging up without an explanation. 5. Smile when you answer the phone. Even though he or she cant see you do so, your caller will feel as though you are genuinely interested in receiving the call. Unit 1 Read to Know lSection B : How Phonogenic Are You? English-Chinese Translation (Practice ) 1. 打电话之前，用几句话将打电话的原因在心里默默总 结一下。 2. 接电话之前，放下手边的其他工作。 3. 如果你要让对方在线上等待，那么得有一个好的理由 。 4. 当你拨错号码时，应该向对方致歉，而不能不加解释 地挂掉电话。 5. 打电话时微笑。尽管来电者看不到你的动作，他（她) 仍会感觉到你对接到他（她）的电话很感兴趣。 Unit 2 Practice to Learn l Words and Expressions available (adj.) 有空的 contracted (adj.) 已定约的；契约的 confirm (vt.) 确定；确认 telecommunication (n.) 电讯；长途通讯 millennium (n.) 一千年 schedule (n.) 时间表；日程表 corporation (n.) 公司；企业 reserve (vt.) 预定；预约 vacancy (n.) 空房 confirmation (n.) 证实，确认 Unit 2 Practice to Learn l Pair-work and Role Play Make conversations according to the situation given below, and act them out. Mr. Lius secretary is receiving a call from Mr. Ronald of Field Company. Mr. Ronald wants to talk with Mr. Liu about an urgent thing but Mr. Liu is on the line at that moment. Mr. Ronald leaves a message to ask Mr. Liu to call him back. Unit 2 Practice to Learn l Writing Practice Write dialogues according to the situation given below. Mr. Owen has an appointment with Mr. Wilson today at 3 p.m But something urgent came up and Mr. Owen must leave for New York right away. So Mr. Owens secretary is making a call to Mr. Wilson to cancel the appointment and tell Mr. Wilson that Mr. Owen would get in touch with him as soon as he comes back. Part 4 Reception and Sending-off Tasks lUnit 1: Read to Know Section A: How to Hire the Best Receptionist for Your Office Section B: What Makes a Secretary a Good Receptionist lUnit 2: Practice to Learn Section A: Receiving Section B: Send-off Objectives lTheoretically To know the importance of proper receiving and send-off. lPractically To know how to deal with the problems of receiving and send-off. To command basic language skills in receiving and send-off. Unit 1 Read to Know lLanguage Points lSentence and Structure lReading Skills Language Points attach, lead to, fancy, treatment, give an account of attachattach v v. . to connect as an adjunct or associated condition or to connect as an adjunct or associated condition or part: part: 使联系使联系, , 添加添加 e.ge.g Many Many major major issues issues are are attached attached to to this this legislation. legislation. They They gained gained influence influence by by attaching attaching themselves themselves to to prominent city minent city institutions. We attached several riders to the document.We attached several riders to the document. lead to lead to v v. . causecause：通向；导致：通向；导致 e.ge.g Many Many people people know know this this road road but but few few of of us us know know where where it leads to.it leads to. Experts Experts believe believe what what the the government government is is doing doing will will definitely lead to terrible consequences.definitely lead to terrible consequences. fancy fancy adjadj. . highly decoratedhighly decorated：华丽的，花哨的：华丽的，花哨的 e.ge.g I think youd better get rid of that hat. Its too fancy.I think youd better get rid of that hat. Its too fancy. 翻译：球迷们总是穿着花哨的衣服来为球队加油助威。翻译：球迷们总是穿着花哨的衣服来为球队加油助威。 -Football -Football fans fans are are always always wearing wearing fancy fancy clothes clothes to to show their support to the team.show their support to the team. treatment treatment v v. . The The act, act, manner, manner, or or method method of of handling handling or or dealing dealing with someone or something:with someone or something: 对待对待; ;处理，治疗处理，治疗 e.ge.g They complained for the unfair treatment.They complained for the unfair treatment. The The most most seriously-injured seriously-injured patients patients are are under under the the best best treatment in hospital.treatment in hospital. give an account of give an account of v v. . to describe: to describe: 描述描述 e.ge.g This This pictures pictures gives gives a a vivid vivid account account of of the the people people who who lived in the ancient times.lived in the ancient times. 你能简单介绍下公司目前面临的问题吗？你能简单介绍下公司目前面临的问题吗？ -Can -Can you you give give a a brief brief account account of of the the problems problems that that the the company is having now?company is having now? Pattern Drills Please replace the underlined expressions with the words and phrases you learn from the text. 1. I have put a picture at the end of the letter. And you can download it. 2. This is my big day! But you become the focus which should have been mine! 3. Now that you love her, you should marry her in spite of her humble family background. 4. Low working efficiency often results in low productivity. Keys 1. attached to 2. steal my thunder 3. regardless 4. lead to Pattern Drills Please fill in the blanks with the words and phrases you have learned from the text. 1. The competition in this company is fierce. There is no time for you to wait and see, you have to_. (尽快适应) 2. I believe his success in this chess game is _. ( 完全建立在他镇静的基础上)。 3. Usually, in applying for a job as practical as a receptionist, _. (证书有时候不能说明问题) 4. A good receptionist can _ (辨别出顾客的来意) in a very short time. Keys 1. make a fit as soon as possible 2. Totally based on his composure 3. credentials are not the whole story 4. identify the real intention of the customers Reading Skills: Be an Active Reader Underlining and highlighting Pick out what you think are the most important parts of what you are reading. If you are a visual learner, youll find it helpful to use different colors to highlight different aspects of what youre reading. Reading Skills: Be an Active Reader Note key words Record the main headings as you read (like in Unit 1). Use one or two keywords for each point. When you dont want to mark the text, keep a folder of notes you make while reading. You should also note down the new words and expressions. . Reading Skills: Be an Active Reader Ready to ask questions Before you start reading something like an article, a chapter or a whole book, prepare for your reading by noting down questions you want the material to answer. While youre reading, try to figure out whether the questions are properly answered. Reading Skills: Be an Active Reader Reflection After you finish reading a text, dont simple stop at the point where you just understand the meaning of it. Try to return to the text and think about the following questions: what do I learn from it? Do I know anything that I didnt know before? Is this text helpful for my writingand so on. Unit 2 Practice to Learn lActivity: an unfriendly guest The whole class will be divided into two groups, group A and group B. lOne or two students will be chosen from group A to act as secretaries to receive and send off the guests who are played by students from group B. lThe guests must provide embarrassment to the secretary and make “reasonable troubles” for the receptionist. lThe receptionists must solve the problem. lExchange roles. Part 5 Communication and Interpersonal Relationship Tasks lUnit 1: Read to Know Section A: Body Language in Communication Section B: Business Dinner lUnit 2: Practice to Learn Section A: Going to Parties Section B: Sitting at a Dinner Objectives lTheoretically To know how to enhance interpersonal relationship lPractically To know how to arrange parties and dinners To know how to communicate at parties and dinners Communication and interpersonal relationship Tips on Cultural Awareness lEtiquette is dependent on culture; what is excellent etiquette in one society may shock another. People who go to a formal Western dinner party for the first time may be surprised by table manners in Western culture. Knowing them will help you make a good impression. Unit 1 Read to Know lSection A : Body Language in Communication Read the passage and answer questions: 1. What is this passage mainly about? 2. What makes a good handshake? 3. How to show your confidence with body langauge? Unit 1 Read to Know lSection A : Body Language in Communication Words and expressions: effectively：(adv.)有效地 perform: (v.) 做，进行，施行 convey：(v.) 传达，表达，表示 poised: (adj.)泰然自若的，自信的，沉着的 be aware of: 意识到 cultivate: (v.) 耕作，培养，建立 upbeat: (adj.)乐观的，快乐的 Unit 1 Read to Know lSection A : Body Language in Communication Vocabulary Work(Practice) Fill in the following blanks with the words or phrases given below. Change the forms where necessary. effective,effect,effectively perform,performance aware, awareness cultivate,cultivation lasting, last Unit 1 Read to Know lSection A : Body Language in Communication Vocabulary Work(Practice) Fill in the following blanks with the words or phrases given below. Change the forms where necessary. effective,effect,effectively perform,performance aware, awareness cultivate,cultivation lasting, last Unit 1 Read to Know lSection A : Body Language in Communication Chinese-English Translation (Practice) 1.诚信是保持持久合作关系的基础。 2.目光交流传达着对谈话对象的关注。 3.他的出色表现给考官们留下了很好的印象。 4.积极乐观的态度是快乐人生的秘密。 5.微笑传递友好，具有独特的魅力。 Unit 1 Read to Know lSection A : Body Language in Communication Chinese-English Translation (Practice) 1. Honesty is the basis of maintaining lasting partnership. 2. Eye contact conveys your interest in the other party of the conversation. 3. His excellent perfonmance makes a positive impression on the examiners. 4. An unbeat, positive attitude is the secret to a happy life. 5. Smile conveys friendliness and has distictive charm. Unit 1 Read to Know lSection B : Business Dinner Read the passage and answer questions. 1.What is the passage mainly about? 2.What kind of restaurant is suitable for business dinners? 3. What should we pay attention to in seating arrangment? 4. What should we pay attention to in bill payment? Unit 1 Read to Know lSection B : Business Dinner Vocabulary work (Practice ) prefer, preferable, preferably organize, organized, disorganized profit, profitable complain, complaint Unit 1 Read to Know lSection B : Business Dinner English-Chinese Translation (Practice ) 1. Please confirm your telephone reservation through e-mail. 2. We received no notification prior to todays date. 3. Could you attend to this matter immediately? 4. For drinking during a dinner, the best advice is never to drink too much. 5. At table, you should try to speak quietly and smile a lot, but do not laugh all the time. Unit 1 Read to Know lSection B : Business Dinner English-Chinese Translation (Practice ) 1. 请通过电子邮件确认您的电话预订。 2. 我们在今日之前未获通知。 3. 你能马上处理这件事吗？ 4. 关于宴会上饮酒的最好建议就是不要过度。 5. 用餐时，说话声音要小，面带笑容，但不能 一直大笑不止。 Unit 2 Practice to Learn l Words and Expressions on behalf of: 代表 after you:请先走，请先用 stand on ceremony：(idm.)讲客气 Here is to your health:为你的健康干杯 to our friendship and cooperation：为我们的 友谊和合作干杯 Unit 2 Practice to Learn l Pair-work and Role Play Make conversations according to the situation given below, and act them out. Imagine you are a secretary. You go to a dancing party with one of your friends in the weekend. There you happen to meet your boss, who then invites to dance with him. Make up the conversation and act it out. Unit 2 Practice to Learn l Writing Practice Write dialogues according to the situation given below. Mr. Johnson is an important guest of the company. Ann, secretary of the boss, is now going to the hotel where Mr. Johnson is staying and invite him to the dinner party held in his honor at 7:30 p.m. “Ding Dong!” The doorbell rings and Mr. Johnson opens the door. Write out the possible conversation between Ann and Mr. Johnson. Part 6 Arranging a Trip Tasks lUnit 1: Read to Know Section A: Details in Making an Itinerary Section B: Steps to Follow in Making an Itinerary lUnit 2: Practice to Learn Section A: Booking Tickets Section B: Making Reservations Objectives lTo know how to arrange a trip lTo know how to Making an Itinerary lTo know how to make reservations Tips on Cultural Awareness lIt is common practice for a western businessman to keep three schedules: one for daily events, one for weekly planning, one for long term planning. lFor business trips, westerners often keep very detailed itineraries. lWesterners often keep a strict personal schedule and they dont welcome unexpected visitors; so if you want to visit them, always remember to make an appointment in advance. Unit 1 Read to Know lSection A : Details in Making an Itinerary Read the passage and answer questions: 1. What is this passage mainly about? 2. What should the secretary do in planning the flight? 3. What kind of folder is preferable according to the passage? Unit 1 Read to Know lSection A : Details in Making an Itinerary Words and expressions: itinerary: (n.) 行程表 thoughtful: (adj.) 体贴的，考虑周到的 appropriate: (adj.) 合适的，恰当的 agenda: (n.) 议程，日程表 available: (adj.) 可利用的，可获得的 beneficial: (adj.) 有好处的，有利的 pack: (v.) 收拾东西，把东西装进包或箱 inclement: (adj.) （天气）严寒的，阴冷的，潮湿的 receipt: (n.) 发票，收据 Unit 1 Read to Know lSection A : Details in Making an Itinerary lVocabulary Work(Practice) Fill in the following blanks with the words or phrases given below. Change the forms where necessary. think, thought, thoughtful, thoughtfully benefit, beneficial receive, receipt available, availability Unit 1 Read to Know lSection A : Details in Making an Itinerary Chinese-English Translation (Practice) 1. 秘书在为上司出差做准备时一定要细心周到。 2. 不论上司是从公司走还是从家里走，都要安排 好送站的车。 3. 如果航班安排有变，一定要将新的抵达时间告诉接待 方。 4. 要根据上司的个人爱好和习惯来安排行程。 5. 航班常常可能因天气原因而延迟。 Unit 1 Read to Know lSection A : Details in Making an Itinerary Chinese-English Translation (Practice) 1. A secretary should be very careful and thoughtful in making preparations for the bosss business trip. 2. Be sure to arrange a car to transfer the boss to the airport, no matter whether he leaves form the company or from his home. 3. If there is any change in the arrangement of the airplane, be sure to inform the receiving party of the new time of arrival. 4. Arrange the trip according to the bosss personal likings and habits. 5. Airplanes