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

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:


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.


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?

Part 1 Part 2 Part 3 Part 4 Part 5

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?


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 .


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.


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.


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.


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.


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.


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.


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


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


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.


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.



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.



— 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.


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.


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.


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.


— 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.


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.


实际上我是想事先通知你的｡10. Actually I meant to notify you beforehand.


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｡


Sample Writing

Sample


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


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


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.


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｡


Section 2: Advertisement of a Product

Sample Writing

Sample


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


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.


occupational skill _________________

cultivate ____________

in constant conflict with _______________________

facilities ____________

prospects ____________

performance ______________

Exercises

1. Listening.


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.


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 _____________________________________

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.


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.


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.


How to get along with your boss?

Exercises


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.



Exercises


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.



Exercises


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.



Exercises


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...



Exercises


◎ 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.



Exercises


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.


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


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.


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


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. ”



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.



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.”



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?


大连理工大学出版社

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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

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