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Office

Unit Two. Office. by Man Rong. Concrete Processes. Objectives Warming-Up : P18 Reading A: P19-21 Reading B: P22-24 Listening &Speaking: P22-25 Writing: P26-27 Language Lab P29-30 Self-study Room P31-32. Teaching Objectives for the Unit. Master the skills of writing a schedule

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Office

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  1. Unit Two Office byMan Rong

  2. Concrete Processes • Objectives • Warming-Up : P18 • Reading A: P19-21 • Reading B: P22-24 • Listening &Speaking: P22-25 • Writing: P26-27 • Language Lab P29-30 • Self-study Room P31-32

  3. Teaching Objectivesfor the Unit Master the skills of writing a schedule • SS brainstorm the names of some famous organizations of the given products. • Understand the main idea and structures of the text. • Students can retell the text and use the words and expressions learned in the text to write their own essay. • To write envelopes in English correctly. • Practice the listening skills • SS can translate Reading B and know more about industries

  4. Office Warming -up Reading A Listening &Speaking Reading B Writing Mini-Project Language Lab

  5. WARMING UP Read Mr. Thomson’s schedule for Tuesday. Write your schedule for today. And do some discussion by speaking.

  6. Schedule for Tuesday

  7. Warming up questions What principles should be followed when making a schedule?

  8. Purpose for Reading A 1. To know the Background of Reading A, Ss can know the duties/skills for a typical secretary 2. Listen to the recording of Reading A, and Ss can read the words and phrases of Reading A. 3. Text analyze for the main idea and structures of the text. 4. Read and retell the text fluently. 5. Exercises according to Reading A

  9. Pre-reading Question for Reading A Do you want to be a secretary some day? Discuss the duties/skills for a typical secretary

  10. Luxurious Office note:中国某市委市府办公场所。这座世界上唯一的八星级豪华办公楼。该办公楼供共耗资382亿元，目前是世界上建造成本最高的办公楼。

  11. Luxurious Office

  12. Analysis of Text A Language points and phrases to study: 1. handle: to do the things that are necessary to complete a job2. keep track of: to pay attention to someone or something3. appropriate:a. correct or suitable for a particular time, situation or purpose4. deal with: to take the necessary action 5. efficient:a.working well and effectively without wasting money or energy 6. anticipate: v. to expect that something will happen and be ready for it7.confidential:a. spoken or written in secret and intended to be kept secret

  13. 8. prospect: a possibility that something you hope for will happen9. pursue:v. to continue doing an activity 10 .reflect : v. to show or be a sign of a particular situation or feeling Making some sentences with the words and phrases: a variety of :a lot of things of the same type that aredifferent from each other in some way e.g.China is a large, populous country with a variety of social classes, strata and groups. 中国是一个人口众多的大国，存在不同的阶级、阶层和社会群体。

  14. minimumn.the smallest amount of something or number of things that is possible or necessary e.g.This is the minimum quantity we require. 这是我们所需要的最小数量. handlev.to do the things that are necessary to complete a job e.g.1.He was handling his toy all the morning. 整个上午他一直在玩着他的玩具。 2. He learnt how to handle an axe.

  15. keep track of :to pay attention to someone e.g.Computers keep track of goods in stock, of raw materials on hand, and even of the production process itself. 计算机能对仓库中的货物、手头的原材料、甚至产品自身的生产过程保持追踪。 deal with :to take the necessary action, especially in order to solve a problem e.g.This chapter deals with the problem of inflation. 本章论述通货膨胀问题。

  16. anticipatev. to expect that something will happen and be ready for it e.g.We anticipated her winning first prize. 我们期望她获得第一名。 confidential.a. spoken or written in secret and intended to be kept secret e.g.Provide detailed reports on using confidential data. 提供详细的报告，使用机密数据。

  17. Secretaries :Reading A Secretaries may be known by a variety of other titles, like administrative assistants, clerks, or personal assistants. Although all of these titles share the common theme of administrative tasks, they may reflect different types of secretarial jobs. Secretarial positions are quite old. Greek and Roman businessmen and politicians, for example, used personal secretaries and clerks to manage their affairs.

  18. A secretary’s job is to keep an office running smoothly. Secretaries have a wide range of duties, depending on the offices that they work for. At a minimum, a secretary handle correspondence, keeps track of schedules, manages a filing system, and operates office equipment like phones, fax machines, and copiers. Most secretaries answer phones and direct phone calls to the appropriatepeople.

  19. Some secretaries also handle supplies ordering for an office, and may deal with budgeting, bookkeeping, and personnel paperwork. A secretary is expected to have experience with computers and other electronics, as he or she will handle a great deal of electronic material, including correspondence.

  20. Good secretaries are extremely efficient and well organized. In addition to having clerical skills, they are skilled managers of time and people. Although they may not be as well-paid and respected as many higher-ranking people, they are often very important people in their offices. They anticipate the needs of office staff, solve problems quickly, and work so efficiently that many people do not realize how valuable they are until they leave the job. Good secretaries also have excellent people skills. They can be trusted in handling confidential material, top executives, and the day-to-day chaos that is often present in a busy office.

  21. Employment prospects for secretarial positions are generally good, especially for skilled individuals. Many vocational schools offer courses for people who are interested in becoming secretaries. These courses include classes in typing, document management, filing, and other skills which a good secretary should bring to the job. Although it is possible to pursue a secretarial position without this education, it can be challenging in a world where professions are becoming more and more specialized.

  22. What are the duties for a typical secretary? Task 1 √ √

  23. Which skills are required in a good secretary? Task 1

  24. Task 2 (T) or false (F) exercises according to the passage. T F F T F F

  25. Reading B Purpose: 1.To understand the whole passage 2. To master the language points 3. Ss can master the skills of writing an application form for the Christmas Party

  26. THE CHRISTMAS PARTY

  27. Task 1 True (T) or False (F) exercises accordingto the newsletter. ( ) 1. The issue of the newsletter dated November 20, 2008 is from SWAP (China) Headquarters Hong Kong. ( ) 2. SWAP Fujian Ltd. is awarded Excellent Enterprise with Foreign Investment for 2007-2008 by SWAP Industries. ( ) 3. Only SWAP staff members are invited to the Christmas Party at the Hong Kong Club. ( ) 4. People who attend the Party are suggested to dress casually and turn off their mobile phones at the club. ( ) 5. Each branch of SWAP (China) can send at least five persons to apply before December 5, 2008. T F F F F

  28. Task 2 Fill in the application form and email it to Sara, expressing your hope to attend the Party. To sarawong@SWAPChina.com CC wanglili@SWAPChina.com From Application to attend Christmas Party Subject Dear Sara, As one of the five candidates from SWAP Fujian Ltd., I am writing this application to attend the coming Christmas Party. It will be a great honor for me to represent our company to meet colleagues and friends there. It’s also a good reward for my ten years’ service for SWAP.

  29. Looking forward to your confirmation. Wang Lili Purchasing Manager of SWAP Fujian Ltd.

  30. Mini- project Work in groups. Help your foreign teacher to make a three-day travel plan in China. Then explain it in class. Remember to include flights, hotels, transport and expenses. The following sample is provided for your reference. Step 1 : Work in groups; Step 2: Refer to the sample on Page 27; Step 3:Compare different airlines, hotels and places of interest to decide which is the most suitable; Step 4: In-class presentation.

  31. What Is Agenda? Writing Anagenda is a written list of topics or matters to be discussed at a meeting . A good meeting agenda will serve as a guide to participants, making the meeting more efficient and productive. The format of an agenda is comparatively fixed. As is shown in the following sample, the first four items and the last three are usually the same for all meeting, but the rest are different depending on what the meeting is about.

  32. Reference Answers for Task 1 • —The meeting ends by a vote, or by general consent (同意). • —Discussing other matters which are not on the agenda. • —The chairperson calls the meeting to order and opens with a • welcome. • —Dealing with topics arising from the minutes of the last meeting. • —Deciding on time for the next meeting. • —The secretary keeps a record of: a. those who are present; b. • those who are absent without leave; c. those who sent regrets. • —Body—a list of the topics that form the main part of the meeting. • —The secretary reads a record of the last meeting for approval or • correction. 10 8 1 4 9 2 5,6,7 3

  33. Agenda Read More Read the following sample of the council meeting agenda.

  34. Language Lab Task 1Match the words or phrases on the left with their meanings on the right. ( ) 1. appropriate ( ) 2. range ( ) 3. individual ( ) 4. operate ( ) 5. schedule ( ) 6. challenging ( ) 7. prospect ( ) 8. reflect ( ) 9. anticipate ( ) 10. deal with • a single person or thing • the possibility that something will happen • correct or suitable for a particular time, situation or purpose • take action about • expect that something will happen and be ready for it • make clear; show • extent; distance between limits • difficult; needing the full use of one’s abilities and efforts • program or timetable for work • cause to work; manage C G A J I H B F E D

  35. Task 2Complete the following sentences with the words or phrases from Task 1. Change the form if necessary. • You should treat your employees as___________. • 2. The manager planned his work __________ for the • following month. • 3. His behavior _________ his lazy attitude to work. • 4. Several cars are available within this price ________. • 5. Your mini skirt is not __________ for such a formal • occasion. individuals schedule reflects range appropriate

  36. 6. Do you know how to __________ the heating system? 7. This kind of exercise is most __________ , and therefore is a good test of the students’ ability. 8. I really don’t know how to __________ these naughty children. 9. The __________of finishing the work soon are very good. 10. He tried to __________ the questions they were likely to ask him at the interview. operate challenging dealwith prospects anticipate

  37. Task 3Complete the sentence with following words or phrases plus some words of your own. handle be expected to depend on in addition to a variety of In addition to 1. giving a general introduction to computers, the course also . 2. It his parents’ wishes whether . 3. You work late if . 4. at the party, for reasons. 5. Susan is appointed to the company’s accounts because . provides practical experience depends on he can go to college or not. the meeting is held tomorrow are expected to Everyone arrived late a variety of handle she is a careful person.

  38. Task 4Rewrite the following sentences after the models. Model 1: They work very efficiently, thus many people realize the value of their job. They work so efficiently that many people realize the value of their job. 1. She was very sick, thus she had to go to see a doctor. She was so sick that she had to go to see a doctor. 2. He was very surprised, thus he could say nothing. He was so surprised that he could say nothing. 3. It was very cold at night, thus I couldn’t sleep at all. It was so cold at night that I couldn’t sleep at all.

  39. Model 2:People realize how valuable secretaries are when they leave the job. People do not realize how valuable secretaries are until they leave the job. 1.The mother left the room after the child fell asleep. The mother didn’t leave the room until the child fell asleep. 2. I knew the truth after you told me. I didn’t know the truth until you told me. 3. We’ll start the meeting as soon as Bob comes. We won’t start the meeting until Bob comes.

  40. Task 5Translate the following into English using the given words or phrases. 1. 在这所新医院上面已经花费了大笔资金。(agreat deal of) A great deal of money has been spent on the new hospital. 2. 成功与否取决于你的努力和能力。(depend on) Success depends on your efforts and ability. 3. 很难时刻掌握科技方面的新发展。(keep trackof) It is difficult to keep track of the new developments in science and technology. 4. 所有投诉都将由经理来处理。(deal with) All complaints will be dealt with by the manager.

  41. 5. 不要试着自己去做，这需要专业知识。 (specialized) Don’t try doing it yourself; it requires specialized knowledge. 6. 他作为最佳运动员获得了一个金杯。(award) He was awarded a gold cup for being the best athlete. 7. 为什么不关掉电视去锻炼一下身体？(turn off) Why not turn off TV and do some physical exercise? 8. 一年一度的庆典将在元旦后一周内举行。(annual) The annual celebration will be held within the week after the New Year’s Day.

  42. Purpose for listening and speaking • Listen to the recording of from task 1-5 • To study some words related to the part • SS can make an appointment on telephone • To finish the exercises according to the listening practice

  43. David Charles called. • Call him back before 5:30—it’s urgent. • Phone Number: 82372598 Listening & Speaking Task 1Shirley is Mr. Muller’s secretary.Listen to the telephone conversationand check her notes. Did she makeany mistakes? 6:30 82375598

  44. L-Task 2 Telephone Message From: For: Phone number: Message: Task 2Listen to a phone message andcomplete the followingnote. Polly Ellen 8021 Delete all emails from Ellen.Don’t open the attached files.

  45. L-Task 3 Task 3Anna is phoning Mr. Brown foran appointment. Listentotheconversation and choose the bestanswer to each question you hear. 1. A. On Monday. B. On Tuesday. C. On Wednesday. D. On Thursday. 2. A. He’ll visit the factory. B. He’ll have lunch with someone. C. He’ll meet someone from the Head Office. D. He’ll have an important meeting. 3. A. On Tuesday morning at 9:30. B. On Tuesday afternoon at 3:00. C. On Wednesday morning at 9:30. D. On Wednesday afternoon at 3:00.

  46. Task 4Listen to the conversation betweenTom Barnes and his secretary, Cathy.Then complete theschedule. Sign the contract Sales Department production manager France

  47. L-Task 5-1 Task 5Listen to the passage twice and fill in the blanks with what you hear. Time is equal to everyone. Whether you are smart or foolish, ugly or beautiful, you have the same 24 hours each day that everyone else has. How you spend that valuable time determines the . Time is more precious than any possession. There are three rules for effective time management. Firstly, don’t create . Don’t try to work full time and take a full load. Be reasonable about how much work you can do. quality of your life impossible situations

  48. L-Task 5-2 Secondly, make a list of all the things that you need to get done in a given time period. Put the tasks in order of and delete ________________ any unimportant items. Thirdly, avoid lack of focus. Use lists to . To be more attentive, set boundaries with family and friends when you are at work, as personal phone calls and emails can easily disturb your workday progress. In a modern , you can use technology to help. For unimportant communications, provide clients with a fax number or email address. This should cut down on the number of unimportant phone calls you receive throughout the day. importance focus attention work environment

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