Giáo trình Tiếng Anh chuyên ngành thư ký văn phòng English for secretaries: Phần 1

Giáo trình Tiếng Anh chuyên ngành thư ký văn phòng English for secretaries: Phần 1, Giáo trình Tiếng Anh chuyên ngành thư ký văn phòng English for secretaries: Phần 1, Giáo trình Tiếng Anh chuyên ngành thư ký văn phòng English for secretaries: Phần 1, Giáo trình Tiếng Anh chuyên ngành thư ký văn phòng English for secretaries: Phần 1, Giáo trình Tiếng Anh chuyên ngành thư ký văn phòng English for secretaries: Phần 1

V

L ờ i g i ớ i t h i ê u

A Tước ta dang bước vào thời kỳ công nghiệp hóa, hiện

Ì V đại hóa nhằm dưa Việt Nam trở thành nước công nghiệp văn minh, hiện đại

Trong sự nghiệp cách mạng to lớn đó, công tác đào tạo nhân lực luôn giữ vai trò quan trọng Báo cáo Chính trị của Ban Chấp hành Trung ương Đảng Cộng sản Việt Nam tại Đại hội Đảng toàn quốc lần thứ IX đã chỉ rõ: "Phát triển

giáo dục và đào tạo là một trong những động lực quan trọng

thúc đẩy sự nghiệp công nghiệp hóa, hiện đại hóa, là điều

k i ệ n để phát triển nguồn lực con người - yếu t ố cơ bản để phát triển xã h ộ i , tăng trưởng kinh t ế nhanh và bền vững"

Quán triệt chủ trương, Nghị quyết của Đảng và Nhà nước

và nhận thức đúng đắn về tầm quan trọng của chương trình, giáo trình đối với việc nâng cao chất lượng đào tạo, theo đề nghị của Sở Giáo dục và Đào tạo Hà Nội, ngày 23/9/2003, Uyban nhân dân thành phô Hà Nội đã ra Quyết định số 5620IQĐ-UB cho phép Sở Giáo dục và Đào tạo thực hiện đề

án biên soạn chương trình, giáo trình trong các trường Trung học chuyên nghiệp (THON) Hà Nội Quyết định này thể hiện

sự quan tâm sâu sắc của Thành ủy, UBND thành phố trong việc nâng cao chất lượng đào tạo và phát triển nguồn nhân lực Thủ đô

Trên cơ sở chương trình khung của Bộ Giáo dục và Đào tạo ban hành và những kinh nghiệm rút ra từ thực tế dào tạo

Sỏ Giáo dục và Đào tạo đã chỉ đạo các trường THON tổ chức biên soạn chương trình, giáo trình một cách khoa học hệ

3

thống và cập nhật những kiến thức thực tiễn phù hợp với đối tượng học sinh THCN Hà Nội

Bộ giáo trình này là tài liệu giảng dạy và học tập trong các trường THON ở Hà Nội, đồng thời là tài liệu tham khảo hữu ích cho các trường có đào tạo các ngành kỹ thuật - nghiệp

vụ và đông đảo bạn đọc quan tâm đến vấn đề hướng nghiệp, dạy nghề

Việc tổ chức biên soạn bộ chương trình, giáo trình này

là một trong nhiều hoạt động thiết thực của ngành giáo dục

và đào tạo Thủ đô để kỷ niệm "50 năm giải phóng Thù đô ",

"50 năm thành lập ngành " và hướng tới kỷ niệm "1000 năm Thăng Long - Hà Nội"

Sở Giáo dục và Đào tạo Hà Nội chân thành cảm en Thành

ủy, UBND, các sỏ, ban, ngành của Thành phố, Vụ Giáo dục chuyên nghiệp Bộ Giáo dục và Đào tạo, các nhà khoa học, các chuyên gia đầu ngành, các giảng viên, các nhà quản lý, các nhà doanh nghiệp đã tạo điều kiện giúp đỡ, đóng góp ý kiến, tham gia Hội đồng phản biện, Hội đồng thẩm định và Hội đồng nghiệm thu các chương trình, giáo trình

Đây là lẩn đầu tiên Sở Giáo dục và Đào tạo Hà Nội tổ chức biên soạn chương trình, giáo trình Dù đã hết sức cố gắng nhưng chắc chắn không tránh khỏi thiếu sót, bất cập Chúng tôi mong nhận được những ý kiến đóng góp của bạn đọc để từng bước hoàn thiện bộ giáo trình trong các lần tái bản sau

GIÁM ĐỐC SỞ GIÁO DỤC VÀ ĐÀO TẠO

I N T R O D U C T I O N

1 AIMS OF COURSE

English for Secretarỉes is a speaking, listening, reading and vvriting

course for learners who are either in or training for the posts as secretaries or personal assistants

The materials are designed for learners át the pre-intermediate level or above The course covers the four skills of listening, speaking, reading and vvriting, as well as improving pronunciation and building vocabulary Particular emphasis is placed ôn speaking and vvriting The primary goal of the course is

to teach communicative competence, thát is, the ability to communicate in English according to the situation, purpose, and roles of the participants in secretarial contexts

2 COURSE LENGTH AND COMPONENTS

The course spreads in the two last semesters in the college with 180 classes

The Student's book contains 13 units and 4 review units Each unit has a

language study vvhich highlights and practices language appropriate to the secretarial world, as follow:

Secretarial jobs and duties

The listening and reading materials are based around:

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Face-to-face dialogues

Telephone calls

Topical iníbrmation

Memos, letters, minutes, reports

The writing activities give practice in the formulation of letters, memos, minutes, reports, and E-mail

The practical exercise in each unit are grouped into two topical and íunction sections These sections are referred to as "cycles" in the teaching notes

The workbook provides a variety of exercises thát develop students'

proficiency with the grammar, vocabulary and skills work presented in the Student's Book The vvorkbook can be used for homework

The Audio Cassettes are for use in the classroom They contain

natural-sounding recording of the conversations, Pronunciation exercises and Listening activities in the Student's Book

3 STRUCTURE OF ONE UNIT

AI Each main unit contains:

Snapshot: The snapshols present interesting iníòrmation or pictures thát introduce the topic of a unit There are also some questions relating to unit topical discussion

Conversation: The conversations introduce the grammar in a communicative context and present íunctional and conversational expressions

Language study: The grammar is presented with new íunctions thát is followed by controlled and free communicative practice activities

Word povver: The word po\ver activities develop learners' vocabulary through a variety of interesting tasks or collocation exercises

Pronunciation: These focus ôn important íeatures of spoken English including stress, intonation reductions

Listening: The listening activities develop a wide variety of listenino skills, including listening for details, inferring meaning from contexts choosino False or T r ú c

Readỉng: The readings develop a variety of reading skills, includino reading for details, skimming and making inferences Sometimes translation of letters, memos, reports provides better understanding

Writing: The writing exercises include practical writing task thát extend and reiníorce the teaching points in the unit

Especially, in business letters and routine correspondences, learners must follow the rule of vvriting

BI Each revievv unit contains:

We hope thát you will like using English for Secretaries and find Ít usefuỊ,

interesting Our goal is to provide teachers and students with activities thát make the English class a time to look forward to and, át the same time, provide students with the skills they need to use English outside the classroom, for their future jobs as well

Please let us know how you enjoy Ít and gocxi luck !

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M E E T I N G O F F I C E S T A F F

I OBJECTIVES

• Use wetl the questions and statements with the verb "TO BE", Ordinary verbs át Simple present tense

• Check and exchange personal information about names, jobs or positions in the hierarchy

• Be friendly wỉth others

CONTENTS

- Topics: Greetings, introductions, names and job titles

- Language: Wh-questions and statements with be, Ordinary verbs át

simple present tense

- Vocabulary / pronunciation: Job titles, the Alphabets

- Skills work:

Listening and checking personal iníòrmation

Greetings, introducing and identiíying yourself or someone else

Talking about one's jobs or job titles

Reading about some different greeting customs

Writing a personal profíle

- Follow úp: Make a conversation,

Listen and complete the dialogue (VCD)

What is another lìrst name for a male in English? for a female?

Wha[ is your íavorite first name in English?

Lisl some popular names in your country

9

2 CONVERSATION I - l - M * «1 t

Introducing yourselí

A : Good morning, vou must be Mr Silver's new secretary

B : That's right My name is Kathleen Devvitt, bút everyone calls me Kathỵ

A : Wclcome to Diamond I'm Annette Carlson You can call me Annctte

B : What do you do?

A : I'm the Office Manaaer r u sho\v you around and introduce you to a fe\v people

B : Thank you

A : First of all, there's vour desk over there

B : Ôn the left?

A : That's right Whv don't you look through Ít?

B : Okay

A : See if there's anvthing else you need beĩore ì take you to the sioreroom

Group work

Make a List of names and nicknames fòr your group Introduce yourself with your full name Use the expressions above

Introducing someone

Personnel Manager: Good morning, everyone Can ì have a few moments

of your time? ĩd like to int?(5iuce a new member of

staff Fừst things fừst, rđ like to intrcxluce you to our

Office Manager Your'U be spending today and tomorrow with her

Pleased to meet you, my name's Christine Adams How do you do? I'm Hilary Beach am

Hilary Let me introduce you two Mr Brown, this

Personnel Manager: George is Mrs Everett's personal Assistant He'U be

showing you how everything works beíòre he leaves

us át the end of the week and you take his place Let's move ôn, shall we? Hilary, this is Helen Wright Hello, Hilary How are you doing?

Fine, thanks, Helen

You know each other, do you?

Yes, very well Helen is one of my best íríends Anyway, as you probably know, Helen is one of the secretaries And Miss Hobday

Where are you from? Ym fram ửfr

What's her name? Her name is

Where is she from? She's from

Where are you from? We're from

What are their names? Theứ names are

Where are they from? They are from

Introducing yourself or someone

Introductions between speakers normally follow a number of steps, as follows:

ai ỉntroducing and identi/ying yoursel/

Formal: How do you do? I'm

How do you do? My name's

Iníormal : Hello, my name's

bi Replying to introductions and identifying yourseự

Formal: How do you do? Pm

How do you do? My name's

Pleased to meet you My name's

I n ĩ o r m a l : Hello, my name's

Nice to meet you My name's

cl Introducing someone else

Formal: Fd like to introduce you to

Can ì introduce you to ?

Iníormal: Let me introduce you two , this is

this is

Practice

AI Complete these dialogues as requirements

ỉ Greet your boss when you meet him in the evening

Mr Simmons How are you?

Very well, thank you ?

2 Introduce your boss a customer

to introduce you to Mr Hampshire

Pleased to meet you, Askvvith, Susan Askvvith

3 Iníroduce a friend to anotherỷriend

7 Introduce your boss to a client

Let , Mr Bryce Mr deưy

BI Ending a conversation

Here are some different ways of ending a conversation

1 A: Well, Ít was very nice talking to you

B: Yes, we must meet again sometime

A: Thát vvould be great Here's my card Maybe we can get together next time you're in town

B: ì hope so And here's my card

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2 A: Well, Ít was great to see you again, Harry

B: Yes And we should gel together again soon How about lunch next week?

A: Thát would be great Give me a cai] át the office, and we'll arrange a time

B: Fine See you next week, Frank

3 A: Your new product sounds very interesting Could you send me a price list?

B: Yes, of course Fm very sorry, bút would you excuse me? ì have to make an urgent phone call

A: Certainly

In which dỉalogue(s):

a Do A and B know each other well?

b Does A decide to end the conversation?

c Does B decide to end the conversation?

d Is B impolite? Why?

c ỉ Continuing a conversation

Match each question with the best repỉy The first one is done for you

ã What do you think of Tokyo?

b How often do you travel abroad?

c Are you going to be here long?

d Is this your íĩrst trip to Japan?

e Do you know Harvey Hillips in sales?

f Where are you staying?

g It's an interesting conference, isn't Ít?

h Can ì get you a reíĩll?

Ì Yes, extremely interesting

2 Thank you

3 Át the Sheraton

4 Yes, very vvell

5 It's a very interesting place

6 No, ì was here last year

7 Just five days

8 Once or twice a year

Assistant General Manager

Marketing

Department

Production Department

Finance Department

Personnel Department

Marketing

Director

Production Manager

Finance Director

Personnel Manager

3 secretaries 1 secretary 2 secretaries 1 secretary

When ỵou want to classiýy someone in a company, you can do according to:

- Their responsibility

- Their position in the hierarchy

I

Their job specification

- Their location

Here is some of the language you use Ịor each ofthe four areas:

ai Responsibility

He is responsible for the Finance Department

She looks a/ter Production

bi Position in the hierarchy

She works for the Personnel Manager

He works under Judith Walker

She works with Samantha Wolf (át the same level)

c/ Job speciýỉcatìon

He is the Managing Director

She works as Personal Assistant

di Location

She works in the Personnel Department

They are in the Finance Department

5 LANGUAGE STUDY

Simple present tense

Pm a secretary, and ì have a high salary I/You He/She

She works for Thomas Cook Travel teach teaches She's a guide She takes people ôn tours do does

Practice

AI Fill in the blank:

Ì Judith Walker works as Personal Assistant

2 Paul Cummins the Financial

3 Jane Margraves the Personnel Director

4 Tvvo secretaries Daniel Harkin in the

5 Alice Everett to the Managing Dừector

6 Michael Stott the production

Department

7 Hilary Beach am in the Department

8 Paul Cummins looks the Department

BI These people all work for Acme International What department do

you think each person works in?

Ị'm responsible for

invoicing our customers

Ị'm in charge of the training programme

6 WORD-POWER JOB TITLES

Whiclí departments do these people work in?

Personnel Manager

Plant Manager Chief Accountant Sales Manager

Accounts Clerk Credit Controller Maintenance Offícer

After-sales Clerk Quality Controller Purchasing Offĩcer

Pay Clerk Sales Representative Recruitment Officer

Export Clerk Technician Training Offĩcer

For a free quotation, phone Address:

Number : Street:

Meeting and Greeting Customs

There are many different greeting customers around the world Here are some

Chile

People usually shake hands when they meet for the first time When two women first meet, they sometimes give one kiss ôn the cheek (They actually

kiss the (từ) Women also greet both male and female

íriends with a kiss Cjilean men give their friends

warm abraios (hugs) or sometimes kiss women ôn the cheek

Kinland Finns greet each other with a firm handshake Hugs and kisses are only for close íriends and family

The Philippines The everyday greeting for friends is a handshake for both men and women Men sometimes pat each other ôn the back

Korea Men bovv slightly and shake hands to greet each other Women do nót usually shake hands To address someone vvith his or her full name, the family name comes first, then the first name

The United States

People shake hands when they are first introduced Friends and family members often hug , ^ ",^rr ^ or kiss ôn the cheek vvhen they see each other In these

aassssssssBSB I,'.'=i situations, men often kiss vvomen bút nót other men According to the article, in which country or countries are the following true?

Check (V) the correct boxes

Chile Kinland The

Philippines Korea

The

u s

every time they meet

shake hands

first meeting

other ôn the back

ÍTÌends

comes first

Pair work

How do these people greet each other in your counỉry ?

- Two male ữiends

- A male and female friend

- Two strangers

- Tvvo female íriends

10 WRITING

Complete the foììowingform

SAVE 20% ÔN THE NEWSSTAND PRICE

You pay only AUD$4.96 per issue instead of AUD$6.20

Please vvrite in BLOCK CAPITALS

ì wish to pay by:

Cheque c Mastercard ì Visa [

You arrive át the

Ask another person át the conference vvhat their job

is

Name four countries you want to visit

ôn holiday

Introduce yourself to another person át the conference w

Ask another person át the conference vvhat their job

is

w

Name four countries you want to visit

ôn holiday

You see an old friend Greet him/her

Name three Ask another countries person where which begin w they come

letter "B"

Ask another Name tvvo Ask another person about countries where person about their family w you bow when w their hobbies

you meet and interests

languages division they your new

work in friends

B I Complete the following dialogue and then ỉisten to the VCD, check Ít

David: (3) ?

Jane : Yes, ì can use Windows and Excel

David: (4) ? Jane: Yes, 50 \vords per minute

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- ì think we haven't mét each other beíore, have we?

- Aren't you Miss ?

- We mét the other night át a dinner

- I'm very glad lo see you again

- Delighted to meet you, Miss

- Have you mét Mr Chen, our manager?

- No, ì haven't had the pleasure

- Let me introduce M ĩ Chen to you

- VVelcome to our company

- Thát is Michael Jones Mĩ Bro\vn

- How long have you been working here?

sản phàm thương mại, bán

cuộc họp, hội nghị buổi tiếp tàn

biêu đồ

lổ chức

Giám đốc điều hành

Trợ lý tổng giám đốc phòng tiếp thị

phòng sán xuất

phòng tài chính phòng nhân sự

Trường phòng sản xuất

- Finance Director: Giám đốc tài chính

- Personnel Manager: Truông phòng nhân sự

- responsibility: trách nhiệm

- hierarchy: hệ thống cấp bậc

- Personal Assistant: trợ lý riêng

- training program: chương trình đào tạo

- structure: cấu trúc, cơ cấu

2

Á T T H E O F F I C E

OBJECTIVES

• Naming the office equipments and stationery

Using well the adverbs of place, infinitives and gerunds

• Talking about the use of office equipments and the place things are put

Listening and understanding the ỉnstructions ôn something in offíce

• Developing the carefulness in work

- Reading about the instructions ôn stationery and office equipments

- Writing about the location of some places in your city

- Follow ú p : Using the correct verb íbrm

Listening and practicing the dialogue (VCD)

1 SNAPSHOT

F i r s t d a y s á t t h e o f f i c e

Talk about the se questìons

1 What should you do to make acquaintance with your new colleague?

2 Should you talk about stationery and office equipment íirst? Why? Or Why nót?

3 Is official work difficult for everyone? And for secretaries?

4 Ten us the feeling ôn the first day you come to the office?

2 CONVERSATION

Saying vvhere things are át the office

A/ Graphic Co Ltd, is a fictitious company located in Siam Square in Bangkok A few days earlier Graplùc hired a new secretary, Miss Soap Kansan, the office manager át Graplùe, is HOM' shoyving Soap around ôn her ỷĩrst day át the ọffĩce

u

n >

Kansan : Good morning Are you the new secretary?

Soap: Good morning Yes, that's right My name's Soap

K : VVelcome to Graphic, Soap My name's Kansan r u show you around

ỉ : Thank you, Kansan

K : Your desk is over there ôn the right, and r u be over here át the desk

in the front

«!: Right

K : The íiling cabinets are over there in the rear Let me show you

ị: Yes, of course

K: The accountants are using the Ieft cabinet Most of the fĩles thát you

will be working ôn are in the right cabinet

ỉ : Yes,

< : Reports ôn present activities are in the tóp dravv, brochures are in the

second drawer from the tóp, and so ôn

B/ A visitor to the Graphic ọffĩces would like to know about a ptace in the Graphic Tower Building and the secretary mitst give directions to places in the building:

R : Good morning, sir Could ì help you?

V : Good morning ì am an engineer from IBM ì vvas asked to come and repair one of your computers

R : The computer room is ôn the second floor, sứ It's át the end of the hall

ôn the left

V : Thanks a lót

R : You're vvelcome, sir

3 LANGUAGE STUDY

Adverbials of place VVhere is the operator's desk?

the typist's desk?

It's ôn the left

It's near the left desk

Where are the magazines?

the brochures?

They are in the bookcase

They are in the nung cabinet Where is the manager's office?

the accounting department?

Mĩ Brown's office?

It's over there

- ôn the second floor

- ôn the third floor

- át the end of the hai!

- down the han

- opposỉte the stairs

- the first room ôn the left

Expressions

- ôn the left / ôn the right

- in the ữont / in the rear (back)

- near (next to) the left desk / far from the right desk

- ôn the ữont desk / under the telephone

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- in the tóp dravver / in the bottom drawer

- ôn the tóp shelf / ôn the bottom shelf

- here / over there

1 desk 15 Svvitchboard 30 glue

2 (desk) drawer 16 typing paper 31 cutter bar

3 desk chair/ 17 carbon paper 32 calendar

swivel chair 18 notepad 33 waste basket

4 íìling cabinet 19 diarý 34 letter basket

5 bookcase 20 file(s) 35 brochure (s)

6 (water) íòuntain 21 envelope(s) 36 catalogue(s)

7 typevvriter 22 ruler(s) 37 magazine(s)

8 calculator 23 (sét) square 38 blotting pad

9 computer (P.C) 24 paper clip(s) 39 papervveight

10 diskette(s) 25 thumbtack(s) 40 box(es)/ container(s)

11 keyboard 26 stapler/ staple(s) 41 fax machine/ íacsimile

13 reading lamp 28 tape

14 telephone 29 (a pair of) scissors

5 CONVERSATION

Use of equipments

31

Daniel: Hey! A nice computer! What's this for?

Andrea: That's modern It's used to connect the computer to the phone

line So ì can send faxes and access the internet

Danỉel: So you can go ôn Iine and all thát?

Andrea: Yes, and ì use the VVorld Wide Web for finding information ôn

astronomy movies, UFOS-just about anything

Daniel: Sports? Cars?

Andrea: Uh - huh And ì can exchange iníbrmation with people, too ì

belong to a "chát group" ôn astronomy

Daniel : Hmm, ì just use my computer to vvrite letters and reports

Andrea: Why don't you get ôn the Internet? It's nót really expensive

Daniel: May be ì will ít sounds like fun

6 LANGUAÍỈE STUDY

lnfinitives and Gerunds

ỉnfìnitives and Gerunds can describe a use orýunctìon

(something) be used for V-ing can use (something) to inýĩnitive

Examples:

Ì A modem is used to connect computers to phones

= It's used for connecting computers to phones

2 Computers are often used to write letters

= They're often used for writìng letters

3 ì can use the World Wide Web to find iníbrmation

= ì can use Ít for finding information

Practice

AI Thỉnk of the/unction and the advantages ofthe following equipments

mả fill in the blank

Equipment Function Advantages

ít is used and receiving

ít is copies of documents, pictures, etc

- You can see the whole text

- secretaries don't to

- day and

- inexpensive

- posting

BI Complete the sentences below using the informatỉon /rom the table

(choose the nghi/unction) The first one has been dom foryou

Example : Tlìis is a siapler ít is used for/ĩxing pieces of paper together

- stick one piece of paper to another

- fix pieces of paper together

- make holes in paper stronger

Here is some of the language you can use to identiỷy and describe the

ỷunction oỷequipment

Identifying equipment

This is a word processor

This is a facsimile machine

This is a telex machine

Describing its í u n c t i o n

ít displays text ôn a screen

ít is for sending copies of documents, etc

ít is used for sending and receiving

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Notes

- "ít is for V-ing "describes the íunction of a piece of equipment

- "/í is usedfor V-ing " also describes the function of a piece of equipment

- "ít displays "'We also use the present simple to describe the function of

a piece of equipment

Group work

Each group should select 10 different items of office equipment, then write thèm down ôn a separate small piece of card or paper.One member of the group receives the card and know what is written ôn Ít, The other makes questions about its íunction :

AI Voiced & voiceless consonants

Some consonants are voiced & some are voiceless When you say a voiced consonant, there is a vibration in your throat When you say a voiceless consonant, there is no vibration The voiced/voiceless difference can often show two different words

• Put your fingers ôn your throat and say these sounds VVrite voiced and voiceless next to the correct list

/b/ lài /g/ /v/ /z/ ni ịĩị ỉm/ ỉn/ /w/

/p//t//k//f//s//h//s//ts/

• Listen and tick (V) the words thát you hear

BI Question intonation:

As a general rule intonation rìses ôn a Yes/No question andỷaìls ôn a statement

Do you get úp early ? Yes, ì do

• Listen Is ít a statement or a question?

Tick s or Q in the table

s

Q

Listen to the sentences and check your answers

Listen again and repeat

ỉntonation only rìses ôn YeslNo questions In Wh-questions, the intonation falls Listen to these examples

Do you live near here? Where do you live?

Mark the intonation cu/ve above eơch question

1 What's your name?

2 Have you gót a pen?

3 What do you do?

4 What are you doing?

5 Do you enjoy Ít?

6 Are you going out tonight?

Listen, check and repeat

Pair work

Work with a partner Ask and ansvver the questions

35

8 ữ LISTENING

The first vvorking day

Listen to the dialogue and then /ỈU in the bìanks

Jane: Good morning, Miss Henry So this is the first day for you to work

here ì hope you'll like your job

Henry: Good morning, Miss Jane I've gót (1) from you ì

think n i enjoy working with you

Jane : ì hope so Now let me tell you (2) here This is your

desk Please sít down here

Henry: Thank you

Jane: Your main duty is to (3) and transíer thèm to the

person wanted

Henry: ì séc What if the person (4) ?

Jane: In thát case, you (5) ask the caller to leave a message Henry: Is there anything else ì should do?

Jane: Yes, you are (6) keeping alỉ the íiles in order

Henry: AU right

Jane: If you have any questions, ì will help you

Henry: Thank you

9 READING

Offỉce stationery and equipments

In spite of the fact thát last week ì personally instructed you to tighten úp

ôn the arrangements for the storage and supply of stationery and equipment, these sún leave much to be desired AU the cupboards are in a state of disorganization and ì can nót rely ôn íinding even the most essential piece of equipment Ôn Friday, for example, ì was obliged to spend the best pari of half

an hour looking for a paper clip before coming across a box of thèm hidden under a pile of íòlders in your in-tray In spite of a very thorough search ì failed to discover vvhere you keep new typewriter ribbons By the end of this vveek, ì shall expect you to have tidied úp the whole office, bearing in mind the following points:

The steel cupboard in your office should contain a supply of paper clips, elastic bands, drawing pins and staples sufficient to meet immediate needs Although we have little occasion to use thèm, a bottle of glue and a ball of string should be available AU these items must be conveniently placed and ì vvould appreciate being infonned of their vvhereabouts'

Every desk in the office should be provided with a pencil sharpener, ruler, stapler, punch, sell tape, scissors, and a sét of felt-tipped pens If every person has these things to hand, we shall nót have to vvaste endless time looking for such items of equipment

The built-in cupboard to the right of the door should be reserved for storing stationery Remember to label each shelf clearly so thát no one has any trouble in íìnding headed notepaper, copy paper, carbon paper, envelopes and stencils ì vvould strongly advise you to pin úp a blank sheet of paper ôn the inside of the cupboard door for the purpose of noting dovvn what items you need to re-order

Box files are meant to be stored upright ôn shelves for easy reíerence, Ít is most inconvenient to have to search for thèm in cupboards

Check the filing cabinet to ensure thát all the pockets are labeled The present niling index needs updating Too many files are being allovved to accumulate in the niing trây Please see to Ít thát all reports and letters are refilled promptlv even if this means holding úp the routine typing

Answer the following questions:

Ì Is the secretary in the passage used to putting Ihings tidily ?

2 What are the things thát should be put in the steel cupboard in the oữĩce?

3 Why should you pin úp a blank sheet of paper ôn the inside of the cupboard door?

37

lo YVRITING

How well do you know your city?

Write where the following places are in your city:

M Y CITY YOUR HOUSE :

My house is

YOUR OFFICE/ SCHOOL:

THE BEST HOTEL:

The best hotel is

It's ôn

THE BIGGEST DEPARTMENT STORE:

YOƯR FAVORITE RESTAURANT:

F()LL()VV ÚP

ỉ Complete the conversation, using the verbs in brackets and putting thèm in the right tense

Mary Malone: No\v, the filing cabinets are over here ì ịahvays I keep)

íìles thát Mĩ Graber is likely to want here in the office He

(like) to have the files he (currently work) ôn in his own offíce, and of course dead fíles we ịstore) in the department's

central niing system

Miss Schneider: Yes ì (see) ì ịsuppose) there's an index, is there?

Mary Malone : Yes, ì (retype) Ít át the momenl Here we are ít (probably I

look) rather confusing bút ì {expect) you'll soon get the hang

of Ít We (use) a numerical system, which I'm sure you (know) ai! about Each subsidiary ịhave) an initial code

Miss Schneider:

Mary Malone :

number: 3 for example (refer) to our factory in Errand, and the other numbers (refer) to particular subject areas Mr Graber (think) oi reorganizing Ít, bút ì (hope) he (do noi) as ì ựind) it's efficient enough as Ít is

Clermont-ì (see) VVhere (keep) things like staples and paper clips?

Over in the cupboard It's a bít ôn the full side, and ì (try) to

get a proper cupboard for storage from Office Services, bút

they (nót be) very helpíul át the moment

Miss Schneider: Am ì responsible for ordering the things ì need? ì mean, (/ /

indent) for odds and ends from Office Services, or Ợlorder)

thèm myselí?

Mary Malone : You (have to) indent for thèm, although it's inconvenient,

and then they ịtake) a day or so to send thèm úp, which is why ì Ụ ì ke) to order in plenty of time Now, can ì show you

this circulation list?

Mr Gabber Ợiave to) write a quarterly report, statistics of

sales and so ôn, which you

ĩ Choose the suitable words and/ỈU in the blank:

chronological difficult keepinq documents nem

holding recent easy stapler talk explain Ịasten tide

Sheen : Excuse me, Miss Austin ì can't quite follow the Filling Instructions

Would you please (1) thèm to me?

OK Naturally every company has its own way of (2) files Now let's look át the Instructions The fưst

"Keep the documents in each file in (3) order" Yes, this is quite essential People can get the most

(4) documents ôn tóp of the other ones

Next is about removing clips and pins thát (5) papers ì don't see why we often use clips and pins to íasten some papers It's

3 Listen and repeat the following (Vỉdeo CD)

Greetings:

Receptionist: Good morning, are you Jane?

Jane : Yes, Pm Jane

Receptionist: You are just ôn time!

Jane : Can ì go úp?

Receptionist: Yes, Mĩ Smith is vvaiting for you ôn the fifth floor

Jane : Thank you

David: Come in Hello, Jane, how are you today?

Jane : Fine, thanks

David: Are you ready to start work?

Jane : Yes, ì am

David: ì am a little busy now, so my assistant Anna, will take care of

you Wait and r u can her for you

David : Anna, could you come next door and show Jane around please

Thank you

In the new offỉce

Anna: And this is your new office

Jane : It's nice and bright

Anna: And my room is right next door

Jane : Is there a telephone intercom system?

Anna : Yes, there is

Jane : And is Ít easy to use?

Anna: Yes, Ít is very easy to use

Jane : How many people are working in the marketing and sales

department?

Anna: There are about 20 people vvho vvork in the department

Jane : And am ì the youngest employee?

Anna : Yes you are This is your job description and contract r u need

you to revievv thèm and sign thèm

Jane : ì think ì need some time to organize myselí

Anna : That's fine r u be back in about 30 minutes

Jane : That's plenty of time, thank you