秘书英语unit-4

ThesecretaryofXinNiuDairyGroupgetsthroughtotheofficeofMr.Francis,theboardchairman(董事长)ofGroupDanone，expressingthewillingnesstoco-operatewithGroupDanone.Unit4SecretarialEnglishforTelephoneUseAnIntroductionofPlotBackgroundknowledgeDon’tshuffle(翻动)paperswhileyou’reonthephone—itsuggeststhatyou’renotlisteningtothecaller.Ifyouhavetoputthephonedown,doitgently.Ifyouhavetosneeze(打喷嚏)orcough,turnyourheadandcoveryourmouthandthereceiver.Speakdirectlyintothereceiver—don’tburyitinyourshoulderorneck.Ifyoudialthewrongnumber,explainandverify(核实)thephonenumber.Don’thangup(挂电话):that’srude.Cutdownonthebackgroundnoisewhentakingormakingacall.Radios,televisions,orevencomputerscanbedistractingoverthephone.Warm-upA.Lookatthepicturesandmatchthemwiththewordsorphrasesinthebox.A.takingamessageB.telephoneC.mobilephoneD.takingnotesE.operatorF.telephonebookB.Accordingtotheabove-mentionedwordsorphrases,answerthefollowingquestions.1.Whatdoesasecretaryoftendowhengettinginformationonthephone?2.Someoneiscallingyourbosswhilethebossisnotthere.Whatcanyoudo?3.Whatdotheoperatorsdo?A.ExtensiveListeningWangLingetsthroughthelinetoGroupDanone.ListentotheListening&Speaking1andanswerthefollowingquestions.1.WhoisMr.Francis?2.Whycan’tMr.Francistakethecall?3.WhyisWangLincallingGroupDanone?Listening&Speaking1D.SimulatedSpeakingStudentA:YouareasecretaryofCompanyA.YouwanttogetthroughtotheofficeoftheGeneralManagerofCompanyB.StudentB:YouarethesecretaryofCompanyB,whoreceivesthecallfromCompanyA.SincetheGeneralManagercan’ttakethecallnow,youshouldtrytoexplainandmakearrangements.Listening&Speaking2A.ExtensiveListeningThatafternoon,WangLincallsGroupDanoneagain.ListentotheListening&Speaking2anddecidewhetherthefollowingstatementsareT(true)orF(false).()1.WangLingetsthroughwithoutdialingtheextensionnumber.()2.Mr.Smithhasn’ttoldMr.FrancisaboutthecallfromWangLin.()3.Mr.Francisthinkshighlyoftheprospectofco-operation.()4.GroupDanonecouldconsultthebankofXinNiuDairyGroupforrelevantinformation.C．SimulatedSpeakingStudentA:YouarethesecretaryofCompanyA.YouphonethepresidentofCompanyB,expressingyourCompany’sdesiretoco-operatewithCompanyBinthefuture.StudentB:YouarethepresidentofCompanyB.YoureceiveacallfromCompanyAabouttheproposalforfutureco-operation.ReadingTipsforTelephoneUseWhenusingaphone,keepyourconversationshort.Beforeyouplaceacall,youmaywanttojotdownafewnotes.Inanycase,prepareapadfortakingnotesduringthecall,andfollowthesehelpfultips:1.Assoonasyousay“hello”,identifyyourself.Don’texpectotherstorecallyourvoice.2.Ifyouareplacingacalltoanothertimezone,makesureyoureachtheotherpersonduringbusinesshours.3.Don’ttakeuptoomuchofthetargetperson’stimebytalkingtooslowly,orspendingtoomuchtimeinsmalltalk.Speakquicklyandclearlytogetrighttothepoint.4.Eliminatedistractions.Don’tcallfromanoisyenvironment.Similarly,don’ttapapencilormakeothernoisesthatmightbepickedupandamplifiedoverthephone.5.Whenansweringphonecalls,immediatelyidentifyyourself.Alwaystrytoanswerwithintwoorthreerings,andalwaysgreetcallersinafriendlymanner,evenwhenyouarebusy.6.Don’tputcallersonholdforlongperiodsoftime.Ifitisnecessarytolookforinformationortotakeanothercall,offertocallback.Thenremembertodoso!7.Becheerfulwhenyouansweryourboss’sphone.Ifyourbossisnotavailable,offertotakeamessage,withabriefexplanationsuchas“He’s/She’snotinhis/herofficerightnow.MayIhelpyou?”8.It’simportanttotakemessagesaccurately.Checkspellingsofnames,andrepeatyournotestothecallertomakesurethemessageiscorrect.Answerthefollowingquestionsaccordingtothepassage.1.Whatneedyoudobeforeplacingacall?2.Whatshouldbeavoidedwhenyouplaceacalltoapersoninanothertimezone?3.Howdoyougreetacalleronthephone?4.Isitallrighttoputacalleronholdwhileyouarelookingforinformation?Whatwillyoudothen?WritingA.Sample（TelephoneMessage）MessageforMr.Smith.WangLin,Telephonenumber(86-01)8868-4523,phoned(pleasetick,inink,theappropriatebox).Shewillphoneagainat4∶00p.m.thedayaftertomorrowon20Januaryandwouldbegladifyoucouldletherhavethedetailedplanfortheco-operationbetweenthetwoGroups.TelephoneMessage①To:Mr.SmithDepartment:R&DDepartment②Date:18JanuaryTime:9∶30a.m.③WhileYouWereOutMr/Mrs/MsWangLinofXinNiuDairyGroupPhoneNo.(86-01)8868-4523［］TELEPHONED［］PLEASECALL［］CALLEDTOSEEYOU［√］WILLCALLAGAIN［］WANTEDTOSEEYOU［］RETURNEDYOURCALL［］URGENT④MessageMissWangwillphoneagainat4∶00p.m.thedayaftertomorrowon20Januaryandwouldbegladifyoucouldletherhavethedetailedplanfortheco-operationbetweenthetwoGroups.⑤By:RoseB.StructuralAnalysis1.Theinformationofthereceiver2.Thedateandtimeofthecall3.Theinformationofthecaller4.Themessage5.TherecorderC.SimulatedWritingPleasefillintheTelephoneMessagewiththefollowinginformationandusetoday’sdateandthetimewhenyouarewritingthemessage.MessageforMr.Brown.Ms.Linda,ABCCompany,TelephoneNo.6494-0468.ShewantstomakeanappointmentwithyoutodiscusstheproblemintheR&Dprocess.Shewouldbegladifyoucouldcallherback.TelephoneMessage①To:Department:②Date:Time:③WhileYouWereOutMr/Mrs/MsofPhoneNo.［］TELEPHONED［］PLEASECALL［］CALLEDTOSEEYOU［］WILLCALLAGAIN［］WANTEDTOSEEYOU［］RETURNEDYOURCALL［］URGENT④Message⑤By:Words&