涉外文秘英语-教案-阮蓓怡-se.ppt

UNITELEVENAPPOINTMENTSSectionOne:ConversationsMr.ThompsonknowsthatMr.SmithisintownandaskshissecretaryLiulintomakeanappointmentforhim.LiulingetsthroughwithnoproblemandMr.Smithagreestothemeeting.(AtMr.Thompson'soffice)Mr.Thompson:I'dliketoseeMr.SmithonTuesdayafternoon.Wouldyouphonehimatthehotel,Room608,andaskhimifheisfreetocomeat3:00?Liulin:Certainly,Mr.Thompson.(Dials)Operator:ChinaWorldHotel.MayIhelpyou?Liulin:Goodmorning.WouldyouputmethroughtoMr.Smith,Room608,please?Mr.Smith:(Picksupthereceiver)JohnSmithhere.Liulin:Mr.ThompsonwouldliketoseeyouonTuesdayafternoon.Couldyoucomeat3:00?Mr.Smith:Tuesdayat3:00?Yes,IthinkIcanmanagethat.PleasetellMr.ThompsonI'llbethere.Liulin:Thankyou,Mr.Smith.(Receiverreplaced.ToMr.Thompson)Mr.Thompson,Mr.Smithwillbehereat3:00onTuesdayasyouasked.Mr.Thompson:Thankyou,Liulin.ConversationIIMr.FranklinwantstomeetMr.Thompsonthisweek.Liulin:GeneralManager'soffice.MayIhelpyou?Caller:ThisisHelenofBED.I'mcallingonbehalfofMr.Franklin,ourGeneralManager.Liulin:Isee.WhatcanIdoforyou?Caller:Well,Mr.FranklinwouldliketomakeanappointmenttoseeMr.Thompsonsometimethisweek.Liulin:Well,Mr.ThompsonwillbeavailableoneitherWednesdayorThursday.Caller:Thursdaywouldbefine.Whattimewouldbemostconvenient?Liulin:Anytimeinthemorning.Caller:Howabout10:00inthemorning?Liulin:Allright.At10:00Thursdaymorning.Caller:Thankyou.Liulin:Thankyouforcalling.Good-bye.ConversationIII(Mr.ThompsoninLiulin'sroomtellinghertocancelallhisappointmentsafter10:00onThursday.)Mr.Thompson:Ah,Liulin.Canyoucancelmyappointmentsafter10:00onThursday?I'mtakingmywifeouttolunchearly,rightafterthesalesmeeting.It'sourweddinganniversary,youknow.Liulin:Oh,really?Congratulations!Mr.Thompson:Thanks,Liulin.(Mr.Thompsonwalksaway)Liulin:Oh,dear.(LiulincallsHelentoinformheraboutthechange)Helen:HelenMay.Liulin:Helen,it'sLiulin.I'mafraidMr.Thompson'sbusyat10:00onThursday.Canwepostponetheappointment?Helen:Noproblem.Doyouhaveanothertimeinmind?Liulin:Woulditbepossibletomakeanappointmentforsometimetomorrow?Helen:I'mafraidtomorrowisabusydayforMr.Franklin.Liulin:Inthatcase,whataboutthedayaftertomorrow?Helen:Thatwouldbefine.Say,at10:00inthemorning,wouldthatbeconvenienttoMr.Thompson?Liulin:Letmelookathisdiary.He'sabitbusyinthemorning.He'shavingameetingfromninetoeleven,andthenhe'sseeingMr.Baxterateleven-thirty.Howaboutintheafternoon?He'sfreeaftertwo.Helen:Ok.That'sgood.Thankyou.Liulin:Oh,well,that'sallrightthen.Bye.Helen:Bye.Exercise:Fillineachblanktocompletethefollowingconversation.Susan:Oh,Liulin,isMr.ThompsonfreeThursdaymorning?SomesuppliersfromKoreaarecomingtoseehim.(有些朝鲜的供应商想见他。)Liulin:Letmelookathisdiary._________________________(早上他挺忙的。)He'shavingameetingfromninetoeleven,andthenhe'sseeingMr.Baxterateleventhirty._________________(下午怎么样?)He'sfreeaftertwo.Susan:No,theafternoon'snogood.______________________(供应商们下午就走了。)Liulin:Well,he'sfreebetweenelevenandeleven-thirty._________________(那段时间行吗?)Susan:Yes,thatwouldbefine.Liulin:OK,I'llpencilyouinforeleven,then._________________(过一会儿我会与你再确定一下的。)Susan:Thanks,Liulin!Readings:HowtoMakeAppointmentsYourclientswillcontactyoueitherbytelephoneormakepersonalvisitstotheofficewheneverappointmentsareneededtobemade.Theschedulingofappointmentswillvarydependingonthetypeofbusinessthatyou'reinvolvedwith.Forinstanceappointmentsmaybescheduledat1/2hourintervals,15minutes,or1hour.Thiswillbedependantuponyouroffice.Mostofficesthough,canattendtobusinesswithin30minutes.Sotodaywe'llworkonverybriefintervalsforschedulingappointments.We'llcoveraspectsrelatingto:AppointmentsYourClient'sappointmentsYourBoss'appointmentsHowtoMakeAppointmentsDiaryYouneedtohaveahardcopydiarytorecordyourappointmentsin.Thetypeofdiaryyouusewillofcoursedependonwhetheryouuse30minuteintervals,15minutes,etc.Yourbosswillalsohavehisownpersonaldiarythathecarrieswithhim.Thesediarieswillhaveidenticalentriesinthem.UpdatingDiaryThisisadailydutyyoumustattendto.Firstthingofamorningisagoodidea.Youwillupdateyourdiarywiththeoneyourbosshassothateachdiaryhasthesameappointmentsenteredin.Thiswaythereisnoforgottenappointments.Ifyourbossleaveshisdiaryinhisoffice,youcanupdateitthroughoutthedayaswelliftimepermits.Anytimesthatyouknowyourbosswillnotbeavailable,markthediaryaccordingly,sothatyoudonotgiveoutappointmentsforthosetimes.Thiscanbequiteembarrassingandmakesunnecessaryworkforyouinhavingtocontactthepartiesinvolved.Alsoanypublicholidays,regularmeetings,businesstripsaway,allneedtobemarkedinyourdiaryassoonasyoubecomeawareofthem.Usually,whenyougetyournewdiaryatthebeginningoftheyearisanexcellenttimetomarkthesethingsin.Drawalinethroughtheappropriatedateortime.SchedulingAppointmentsforclientstomeetwithyourbossThefollowingarethequestionsyouneedtoaskanyonewhowantstomakeanappointment:DayDateTimeConfirm30minutesisenoughtimeNameTelephoneContactSubjectofdiscussionOnceyouhavethisinformation,whenfinalizingtheappointment,repeatthedetailsbacktotheperson.EXAMPLE:MrsSmith,we'llseeyouonTuesday,1stMayat11.30am,bye.SchedulingAppointmentsforclientstomeetwithyourbossNo