文秘专业英语 communicating with your boss unit 4 study objectives...
TRANSCRIPT
文秘专业英语
Communicating with Your Boss
Unit 4
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.
Contents
Part One DialoguesPart One Dialogues
Part Two Useful ExpressionsPart Two Useful Expressions
Part Three Simple WritingPart Three Simple Writing
Part Four ExercisesPart Four Exercises
Part Five Social EtiquettePart Five Social Etiquette
Dialogues
Mr. Henry Stevenson calls Miss Susan Brown into his office and gives her
some instructions.
Dialogue One
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?
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Dialogues
Dialogue One
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?
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Dialogues
Dialogue One
H: briefly checking the letter and then signing it, Fine.
S: Three copies.
H: Yes.
S: Okay.
H: Oh, And send the original by .
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Send one to the president, one to marketing, and keep one on file
please2.
2. 一份给总裁 , 一份给营销部 , 一份存档。
Could you make three
copies, please1?
1. 请将它复制三份 , 好吗 ?
express mail3
3. 快件 , 快递
Dialogues
Dialogue One
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.
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Dialogues
Dialogue One
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.
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Dialogues
Dialogue Two
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.
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Mr. Henry Stevenson and Miss Susan Brown are getting together to talk
about Susan’s unacceptable report.
Dialogues
Dialogue Two
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.
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Dialogues
Dialogue Two
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.
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you really put me in the hot seat1.
1. 你真是丢了个烫手山芋给我。
I was totally at a loss for ideas2.
2. 我一点灵感都没有 。
I really don’t see the value in doing this entire
report over from scratch3.
3. 我的确看不出有什么必要把整个报告完全推倒重做。
But, that’s what this job is all about4,
4. 但是 , 这个报告是整项工作的重点所在。
Dialogues
Dialogue Two
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.
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I hope it’s in good hands this
time5.
5. 我希望这次你能处理得很好。
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.
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。
I’ll give it a shot7.
7. 我尽量试试 。
Dialogues
New Words
approval [ n. 批准 认可
clarify [] v. 使清楚photocopy [] v. 影印 from scratch 从头做起 , 从零做起sloppy [] a. 草率的 粗心的
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Dialogues
Word Bank
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
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
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Useful Expressions
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 ?
1. I’ve just dropped those slides off at the Winthrop office. Do you need
anything else while I’m out?
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。
2. Well, I’ve got the spread sheets you asked for, but I’m still waiting for some
data from accounting.
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Asking for or Getting Instructions
这就行了。把做好的给我送来吧。
3. That’s all right. Bring me over what you’ve got.
Useful Expressions
— 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。
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.
是该我做吗 ? 对不起 , 我想着是该莎伦负责的。
5. I was supposed to do that? Sorry, I thought Sharon was responsible for that.
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Asking for or Getting Instructions
Useful Expressions
— 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。
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.
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Asking for or Getting Instructions
— 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。
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.
Useful Expressions
老板 ? 我不知道你想怎么处理这笔账。我想有几点得弄清楚。
8. Boss? I’m not sure how you want to handle this account. I think there are a
few things to be sorted out.
亨利 , 请您今天走以前过目一下这些信。谢谢。
9. Henry,I’d appreciate it if you would look over these letters before you leave
today.
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我不愿对你如此 ,爱丽丝 , 可我不得不请你再加些班。
10. I hate to do this to you, Alice, but I’m going to have to ask you to put in
some more overtime.
Asking for or Getting Instructions
Useful Expressions
Giving Boss Suggestions
格林先生 , 我可以和你谈谈吗 ?
1. Mr. Green, may I have a talk with you?
我不要求特殊照顾 , 我只要求您公正。2. I ask no odds, I just want you to be fair and square.
这只是个建议 , 你可按照你的意愿去做。3. It’s only a suggestion, and you can do what you please.
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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。
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.
Useful Expressions
谢谢你的意见 /劝告 , 但对这件事情我必须得自己考虑一下。5. Thanks for the advice, but this is something I have to figure out myself.
我为我的失态道歉 , 但我真的需要休息。
6. I apologize for forgetting myself, but I do need some time off.
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— 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。
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.
Giving Boss Suggestions
Useful Expressions
— 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。
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.
出了一件事 ,也许你听了会不高兴的。9. Something happened that you might not like.
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实际上我是想事先通知你的。10. Actually I meant to notify you beforehand.
Giving Boss Suggestions
Sample Writing
Section 1: How to Write the Instruction of a Prouduct
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。
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Sample Writing
Sample
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Chime Clock InstructionsSET-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.
Sample Writing
Sample
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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.
Sample Writing
Sample
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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.
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.
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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 。
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Section 2: Advertisement of a Product
Sample Writing
Sample
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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.
Gillette Sensor
Sample Writing
Sample
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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.
Gillette Sensor
Exercises
Listen to the following passage carefully and fill in the blanks according
to what you hear.
1. Listening.
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.
Part 1 Part 2 Part 3 Part 4 Part 5
occupational skill _________________
cultivate ____________
in constant conflict with _______________________
facilities ____________
prospects ____________
performance ______________
Exercises
1. Listening.
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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.
Listen to the following passage carefully and fill in the blanks according
to what you hear.
complaints ____________
prides herself on ________________
Exercises
2. Role play.
Suppose you are a secretary and new to the ABC company, reminding your
boss of his daily routine work and asking for instructions.
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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﹖
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I have been selected to do overtime in the project_____________________________________________
I’ve already logged in 20 hours of overtime _____________________________________
They were supposed to _____________________ so far nobody has turned up ________________________
They are really running you into the ground ______________________________________
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.
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we’re under tighter time restraints ______________________________
could help you there ____________________
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.
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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.
Exercises
5. Reading Activity.
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.
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How to get along with your boss?
Exercises
5. Reading Activity.
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.
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How to get along with your boss?
Exercises
5. Reading Activity.
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.
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How to get along with your boss?
Exercises
5. Reading Activity.
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.
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How to get along with your boss?
Exercises
5. Reading Activity.
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...
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How to get along with your boss?
Exercises
5. Reading Activity.
◎ 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.
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How to get along with your boss?
Exercises
5. Reading Activity.
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
Please fill in the blanks according to what you have learnt from the passages.
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self motivated _____________
exhibit a go-getter attitude ______________________
generating solutions ___________________.
dealing with problems ____________________
self-restraint ______________
maintaining your cool ____________________
cool off __________
things over prior to speaking __________________________.
Exercises
5. Reading Activity.
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.
Please fill in the blanks according to what you have learnt from the passages.
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settling down _______________replace negative emotions _______________________
Establish yourself _________________ adhering to ____________
Social Etiquette
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. ”
Etiquette in Introduction and Greeting
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Social Etiquette
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. ”
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Etiquette in Introduction and Greeting
Social Etiquette
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.
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Etiquette in Introduction and Greeting
Social Etiquette
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.”
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Etiquette in Introduction and Greeting
Social Etiquette
Group Disccussion
If you find your immediate boss is hard to get along with, what will you do?
Here is the case. Jack’s boss is a lady, which makes the situation worse. When
she is busy, she will forget something, and then she may make some mistakes.
But she never admits that the mistakes are hers, instead, she will attribute the
mistakes to him. And Jack cannot quarrel with her, because if he has some
conflicts with her, she may take the revenge some day. Jack is very upset now.
How would you communicate with your boss on this problem if you are in the
same situation?
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