浙江广播电视大学

开放教育英语专业专科（教育和商务方向）

《文秘英语》课程教学辅导5-3

Making Your Employees More Creative

Part 1

Reading A

The main idea of the text is How to adapt to various work styles. In order to do it well, as a secretary she should remember that our managers are human beings not perfect beings; remember that managers may not be as conflict as they appear; remember that communication is the key to a successful working relationship; remember that a secretary needs to have boundaries in her job; remember to never try to change our her disorganized managers into completely organized ones; remember that her questions may help her understand the tasks better; remember that frequent contacts may help her to do the task better. If you want to know the details, study the following questions please.

 

What should secretaries keep in mind?

Our managers and we are different people with different ways of doing things. We should adapt to our managers’ work style and try every means to establish a good relationship with them. Here are some elements secretaries should always keep in mind. 1. Introduction

1) Different managers may have different ways of doing things.

2) Secretaries should be adapt to their managers’ work styles and try to establish a good relationship with them.

3) Secretaries should create a good working environment for themselves and for other employees as well.

2. The elements secretaries should always keep in mind

1) managers are human beings, not perfect beings

     a. Managers have strengths and weaknesses.

b. Managers have areas of confidence and areas of fears.

c. Managers have to face challenges in work.

d. Managers may lack confidence in some areas.

e. Secretaries should understand managers as human beings / people.

f. Secretaries should try to understand and help managers in every way possible.

g. Secretaries and managers must work as “a team of two”..

2) The importance of communication

a. Most managers appreciate honest communication.

b. Secretaries have the right to say ‘no’ to their managers.

3) How to help disorganized managers

a. Never try to change them into completely organized ones.

b. Try to help them be more organized in thoughts and instructions.

c. Keep asking them questions about what should be done.

d. Suggest meeting him weekly.

 

 

Practice 1

Read the text and complete the sentences below.

1) managers are human beings, not perfect beings

     a. Managers have __________________________________________

b. Managers have areas of _____________________and areas of ___________.

c. Managers have to ___________________ in work.

d. Managers may  ___________________ in some areas.

e. Secretaries should understand managers as _________________.

f. Secretaries should try to ___________ and ________ in every way possible.

g. Secretaries and managers must work as _________________.

2) The importance of communication

a. Most managers appreciate _________________.

b. Secretaries have the right _________________.

3) How to help disorganized managers

a. Never try to change them into __________________.

b. Try to help them be more organized in ___________.

c. Keep asking them questions about ______________.

d. Suggest ___________________________________.

 

Why should secretaries try to understand and help their managers?

Our managers are human beings not perfect beings. Both our managers and we have strengths and weaknesses, have areas of confidence and areas of fears. Sometimes, our managers may seem unreasonable in what they say or in what they do. We should try understand them, for we all face different challenges in our work and have different expectations placed upon us.

 

When will the managers feel fearful?

One thing we should remember is that our managers may not be as confident as they appear. If our managers are working within their “circle of confidence”—an area of responsibility in which they have good training and experience—they may be effective; otherwise, they may be experiencing internal fears and frustrations, and thus, they may be lack of confidence.

 

Communication is the key to a successful working relationship.

As secretaries, if they often experience frustration while attempting to build a better working relationship with their managers, they should be honest about how they feel. Most managers appreciate honest communication and will respond positively.

 

Can we say ‘no’ to our manager?

If our managers ask us to do something that is against our personal values or beliefs, we have the right to say ‘no’. We need to explain to them why we cannot carry out that particular assignment. That is we need to have boundaries in our job. There is a saying No one can build us a better boss, but we can build a better ‘we’.

 

Can secretaries try to change the disorganized managers into completely organized ones?

No, never do that. They can only seek ways to help those disorganized managers be more organized in their thoughts and instructions. The goal of the secretaries is not to change the managers, but to help them be more successful.

 

How will our questions help managers?

They will help promote our managers to provide the information we need to accomplish our assignment well, and might also cause our managers to think of other related things that we can do to help them. So our questions may help us understand our tasks better.

 

Why do need frequent contact?

We should suggest meeting together weekly so we know what our managers expect of us and how we can better anticipate what is ahead for our work, so frequent contact may help us do the task better.

 

Practice 2

Check your understanding?

Which do you agree to and give us the reason.

1) Our managers are different in the way they do things because they are superior to us.

2) Managers are not sure of themselves sometimes.

3) Secretaries should be reasonable and considerate of their managers’ work.

4) Secretaries should never tell managers how they feel about them.

5) When managers are critical of you, you managers quarrel with them and tell them they are wrong.

6) Secretaries have to do whatever their managers ask them to do.

7) The responsibility of secretaries is to help their managers be more successful in their work.

8) Secretaries should have frequent contact with their managers so as to understand their tasks better.

Practice 3

Read and remember the following expressions:

Work style                                      工作作风

Circle of confidence                              有把握的范围

Lack confidence                                 缺乏自信

Internal conflict                                  内心冲突

Personal value / belief                             个人价值/信仰

Place upon                                      任命予。。。

Relieve…of …                                   减轻。。。的负担（麻烦）

Be critical of …                                  挑。。。的毛病

 

Practice 4

Fill in the blanks with the words and expressions listed below.

Being a __________(1) presents pleasant tasks and challenges to grow. What is good about the job is that you can learn a lot of knowledge from the _______(2) and other people around you. You have more opportunities to work _______(3) the manager than any other colleagues in the company. It is easier for you to make a _______(4) impression on the manager and get promoted. Besides, you can know many ________(5)people through frequent contact with them, which can also help you learn new skills. On the other hand, it is not an easy task to be a successful secretary. You may __________ (6) a lot of problems in your work. For instance, you may need to be an interpreter ______(7) you can’t speak the other language well. Sometimes, you even have to say or do something that is __________ (8) your desires. Worst of all, you are not supposed to complain when your manager is upset with you.

 

Ans: to practice 4

 

 

 

Practice 5

Fill in the table below by giving the corresponding Chinese or English equivalents.

 

Unreasonable behavior
	个性与性格
Honest communication
	完成任务
Disorganized manager
	不踏实感
Build…relationship with sb
	挑某人的毛病

 

 

Practice 6

Complete the following by translating the parts given in Chinese.

1- We should have a clear understanding of our managers _____________ (工作风格极其真实的气质)

2- ( 我们应该牢记一件事) ______is that our managers and we are different people with different ways of doing things.

3- We should adapt to our managers’ work styles and _______(想方设法与他们建立良好的关系)

4- Both our managers and we have strengths and weaknesses, have _______(自信的地方，也有胆怯的地方)

5- This internal conflict may cause our managers to be ________(态度缺乏理智，对我们期望过高) as well as critical of us.

6- Most managers appreciate _________(诚实的交流，并对其作出肯定的反映)

7- Remember that no one can build us a better boss, ___(我们却能塑造一个更好的‘自我’)

8- ____(具有不同性格和不同气质的人) have different styles of relating to people and tasks.

 

 

Ans: to practice 6

1- We should have a clear understanding of our managers __________

2-  ______is that our managers and we are different people with different ways of doing things.

3- We should adapt to our managers’ work styles and _______

4- Both our managers and we have strengths and weaknesses, have _______

5- This internal conflict may cause our managers to be ________as well as critical of us.

6- Most managers appreciate _________

7- Remember that no one can build us a better boss, ___

8- ____ have different styles of relating to people and tasks.

 

 

 

Reading B

How does a company evaluate its employees?

What specific elements should be included?

The following is the criteria the XYZ company uses to evaluate its employee. Read and study the following form from XYZ company. And translate them into Chinese and answers some questions in following practices given.

Employee Performance Appraisal Form in XYZ Company

The Five Evaluation Criteria for Employee Performance
Excellent	“Excellent” goes to a person who can be used as a reference or model when coaching others in his/her work field; or who has exceptional or outstanding skills or character traits.
Good	“Good” can be given to an employee if he/she exceeds the normal job expectations; or if an employee’s performance is definitely well above average.
Qualified	An employee will receive “Qualified” for his/her performance if he/she is fully qualified on the job given; or if an employee constantly meets job requirements and responsibities.
Fair	If an employee’s performance requires improvement, he / she may get “Fair” for the performance. This competency may be causing some difficulties in performing the current job.
Unsatisfactory	“Unsatisfactory” goes to an employee if he/she makes very poor effort or has very poor performance. He /she is frequently unable to meet job requirements.

 

 

Employee Performance Appraisal Form
Name of Employee:  Maggie Brown                    Date of Review: Sept,10, 2000 Position: Marketing Assistant                           Time in Position: 8 months
Elements Concerned	Specific Performance
Attitude	Maggie Brown constantly has a very positive attitude and takes a great deal of pride in completing assignments well.
Commitment and Dedication	Maggie is willing to stay late if necessary to finish important tasks or to complete projects on time. She has stayed late numerous times without asking for time off in return.
Team Work	Maggie is cooperative and helpful. She works well with her colleagues. She takes direction easily and accepts responsibilities and assignments without complaint.
Interpersonal Skills	Maggie works very well with customers and vendors. She has established positive relationships with all of our customers.
Communication Ability	There are occasionally communication problems relative to language. To overcome this area, Maggie has committed to taking the initiative to improve her skills.
Attendance and Punctuality	Maggie understands the importance of punctuality and has never been late.
Desire to Learn	She takes the initiative to improve her knowledge and skills. She seeks to understand why we do things in a certain way.
Initiative	Maggie is open to new assignments. She has used initiative to constantly update our database.
Time Assignment	Maggie is flexible in time. She organizes her time well and always meets the schedule.
Job Knowledge	Maggie has been willing to do whatever needed to be done in order to accomplish the company’s goals even her current position doesn’t totally match her interests.
Job Productivity	Maggie has responded very well and continues to produce an above average volume of work.
Judgment and Decision Making	Maggie know the importance of looking at issues from all possible angles. She is growing in her ability to solve problems and make decisions.
Employee Comments	(omitted)
Employee Acknowledgement	(omitted)
Employee Signature: Maggie Brown                        Date: 15/92000 Reviewer Signature: Bonnie Merrill                         Date: 15/9/2000

Note:

Employee Performance Appraisal Form in XYZ Company ---员工业绩评审调查

The Five Evaluation Criteria for Employee Performance 员工业绩评审的5条标准

Employee Performance Appraisal Form 员工业绩评审表

 

Name of Employee(员工姓名):  Maggie Brown     

Date of Review（评审日期）: Sept,10, 2000

Position（）职位: Marketing Assistant                          

Time in Position（任职时间）: 8 months

 

Translate the form above into Chinese.

(汉语版)

XYZ 公司员工业绩评审调查

1．员工业绩评审的五条标准
优秀	“优秀” ：员工的表现能成为该领域其他人学习的榜样或典型；员工具有超常或卓越的工作能力或优秀的品质。
良好	“良好”：员工的业绩超过规定的要求；或员工的业绩属中上水平。
合格	员工完全能胜任所分派的任务；员工能一贯按要求完成和履行职责。
基本合格	“基本合格”：工作业绩还待提高者评为“基本合格”；其工作能力在完成目前的任务中还存在一些困难。
不合格	“不合格” ：员工工作不努力或表现差；并常常不能满足工作要求。

 

 

2．员工业绩评审表
员工姓名:  Maggie Brown                    评审日期: Sept,10, 2000 职    位: 促销助理                         任职时间: 8 months
项目	表现
Attitude 工作态度	Maggie Brown 工作态度一贯积极、端正，以能圆满完成工作任务而自豪。
Commitment and Dedication 承诺及奉献精神	如果工作需要，Maggie能主动加班，完成某些重要的任务或准时完成某项计划。他已经多次加班，从未要求过补休。
Team Work 团队精神	Maggie具有合作精神，且乐于助人，她与同事们相处融洽，她善于理解工作要求，服从组织安排，接受任务从不抱怨。
Interpersonal Skills 处理人际关系的技能	Maggie与顾客相处的很好，与我们所有的顾客都建立了良好的关系。
Communication Ability 交流能力	在与他人交流时偶尔存在语言困难，为了克服这方面的不足，她常常主动去协调处理。
Attendance and Punctuality 出勤及守时	Maggie understands the importance of punctuality and has never been late. 懂得遵守时间的重要性，她上班从未迟到过。
Desire to Learn 对学习的愿望	She takes the initiative to improve her knowledge and skills. She seeks to understand why we do things in a certain way. 她能够主动提高自己的知识水平和技能，她能认真理解我们的做事方式。
Initiative 主动性	Maggie is open to new assignments. She has used initiative to constantly update our database. 乐于接受新的任务，她已经多次更新了本公司的数据库。
Time Assignment 时间安排	Maggie is flexible in time. She organizes her time well and always meets the schedule. 她安排时间很灵活，她总是把自己的时间安排得井井有条，且能够按时完成各项工作。
Job Knowledge 对本职工作的认识	Maggie has been willing to do whatever needed to be done in order to accomplish the company’s goals even her current position doesn’t totally match her interests. 为了实现公司的目标，她乐意去做需要去做的一切事情，尽管她的现任职务并非完全与自己的兴趣爱好相符。
Job Productivity 工作效率	Maggie has responded very well and continues to produce an above average volume of work. 基于自己有限的营销经历，她的工作干得非常出色，她定会继续使自己的工作业绩保持在较高的水平。
Judgment and Decision Making 判断力和决策力	Maggie know the importance of looking at issues from all possible angles. She is growing in her ability to solve problems and make decisions. 她懂得从多方面去看待问题的重要性，她解决问题的能力和决策能力在不断地提高。
Employee Comments 员工自评	(omitted)
Employee Acknowledgement员工确认	(omitted)
Employee Signature: Maggie Brown                        Date: 15/92000 员工签字：                                            日期： Reviewer Signature: Bonnie Merrill                         Date: 15/9/2000 评审人签字：                                          日期：

 

 

Practice 7

Read the form again and fill in the following table by putting a “√” for Evaluation.

Special Elements for Appraisal	Evaluation of Maggie
	Excellent	Good	Qualified	Fair	Unsatisfactory
Attitude
Responsibility
Team Work
Interpersonal Skills
Communication Ability
Attendance and Punctuation
Desire to Learn
Initiative
Time Management
Job Knowledge
Job Productivity
Judgment and Decision Making

 

 

 

And now have an appraisal form of yourself, please.

 

Special Elements for Appraisal	Evaluation of Maggie
	Excellent	Good	Qualified	Fair	Unsatisfactory
Attitude
Responsibility
Team Work
Interpersonal Skills
Communication Ability
Attendance and Punctuation
Desire to Learn
Initiative
Time Management
Job Knowledge
Job Productivity
Judgment and Decision Making

 

 

 

 

Practice 8.

Read the form of Maggie’s and company’s and answer the questions below.

What criteria does the XYZ company use to evaluate the employees?

Why do customers enjoy working with Maggie?

What problem does Maggie encounter when communicating with other people?

What’s Mggie’s attitude to learning something new?

How does Maggie organize her time?

What impression has Maggie made on you?

 

 

 

 

Ans to pratice 8

The five evaluation standards: Excellent, Good, Fair, Qualified and Unsatisfactory.

Because she is helpful, warmhearted and easy-going

Language problems

She is eager to learn and open to new assignments/tasks.

She is punctual and organizes her time well / follow the schedule well.

She has made a positive / favorable impression on me / us.

 

Practice 9

Complete the following statements with the information given in the text.

1- If an employee’s performance is above average, she / he _____________

2- If an employee’s performance is poor, he or she will be rated as _______

3- Maggie has a ________ attitude to her work and has built ________with many customers.

4- Maggie overcomes her problem in communication by ___________.

5- Maggie is quick in _____________ and often accepts responsibilities and assignments_______.

6- Maggie is growing in her ability to _______ and ______.

 

 

Ans to practice 9

May receive “Excellent”.

“Unsatisfactory”

positive, a close / favorable / good relationship

taking the initiative

taking directions, without complaint

solve problems, making decisions

 

Part 2   Simulated Writing    ---------   Notice

告示是一种文字简短的应用文。公司、学校或企业单位可利用告示向公众告知某一事情或事件，通常贴在上述单位的公共场所。

英文告示的主要组成部分：

1. Headline (标题)

2. Body (正文)

3. Inscriber (落款)

4. Date （日期）

There are two styles:

1.

Headline                                                         Date                                   Body                                                              Inscriber

 

 

Headline                                                                                       Body                                         Date                  Inscriber

 

 

Sample 1

Notice of Celebration Sept. 18. 2001 All teachers and students are requested to meet in the Cultural and Sports Center  on Friday (Sep.21) at 9:00 a.m. to celebrate the 30th anniversary of the college. The College Administration Office

 

Sample 2

Notice of Holiday Tomorrow is the International Women’s Day. All women managers and employees are expected to take part in the celebration party held in the company at 3:00 p.m. Tomorrow you will have a day off.       March 7, 2001                                      The Trade Union

 

Sample 3

Notice of Dismissal It is hereby proclaimed that the Board of Directors has unanimously voted to dismiss Mr. Fish from the post of Chairman of the Board.       March 7, 2001                                      The Director’s Office

 

Note: hereby ad.   由此，以此方式

Proclaim v        宣布，声明，显示

Unanimously ad 全体一致地，无异议地

Vote  选票， 表决，投票

Dismiss 解除，解散，下课，开除

Board of Directors   董事会

Chairman of the Board 懂事长

 

*

Here are some sentences that are often used in writing notice.

1- Work will continue on May 8 at the usual hour.

2- We are pleased to take the opportunity to announce that the Sales Department and the Marketing Department has been merged together.

3- We are sorry to announce that Flight No. 123 has been delayed for an hour because of the heavy snow.

4- We have the pleasure to announce that Miss Wang Meili has been elected department manager.

5- You are warmly welcome to visit our new office.

6- Because of the fast growth of our business, we find it necessary to move our company to a more central area.

7- It is hereby proclaimed that teaching staff has voted to dismiss Mr. Liao Xiangfang from the post of president.

8- Tomorrow you will have a day off.

9- All women managers and employees are expected to take part in the celebration party to be held in the company at 3:00 p.m.

10- All staffs are requested to meet in the auditorium to celebrate the 30^th anniversary of the company.

 

Practice 10

Rearrange the following items into a correct notice, paying attention to the proper format.

1. Hongji Petroleum Company

2. We shall be move to No. 290 Taiping Road, Beijing

3. Nov. 21, 2000

4. We are happy to announce that, owing to the fast growth of our business, we find it necessary to move our factory to a more developed area.

5. Change of Address

6. You are warmly welcome to visit your new office.

 

Ans to Practice 10

Change of Address We are happy to announce that, owing to the fast growth of our business, we find it   necessary to move our factory to a more developed area. We shall move to No, 290   taiping Road, Beijing. You are warmly welcome to visit our new office.       Nov. 21. 2000                                    Hongji Petroleum Company

 

 

 

Change of Address Nov. 21. 2000 We are happy to announce that, owing to the fast growth of our business, we find it   necessary to move our factory to a more developed area. We shall be move to No. 290 Taiping Road, Beijing. You are warmly welcome to visit your new office.   Hongji Petroleum Company

 

 

Practice 11

Translate the following sentences into English.

1. 请销售部全体成员今天下午2：30准时到会议室开会。

______________________________________________________________________________

 

2．欢迎你们到我们公司的新办公楼接洽业务。

______________________________________________________________________________

 

3．已经宣布宋明先生被公司董事会解除了总经理的职务。

______________________________________________________________________________

 

4．最近由于公司业务不断扩大，公司决定迁址。

______________________________________________________________________________

 

 

Translate the followings into Chinese.

5．Our business will continue at the usual hour after the move to the new office.

_____________________________________________________________________________

 

6．Because of National Day holiday, our office will close for 7 days. Work will resume on October 8 at the usual hour.

______________________________________________________________________________

 

7．We are sorry to announce that, due to the heavy fog, the departure of Flight JB568 will be delayed for two hours.

______________________________________________________________________________

 

8．All department managers are requested to meet in the conference room at 8:00 a.m. tomorrow to discuss development of some new projects for next year.

______________________________________________________________________________

 

ans to practice 11

Translate the following sentences into English.

1. 请销售部全体成员今天下午2：30准时到会议室开会。

All stuff members in the Sales Department are requested to attend to a meeting to be held in the conference room at 2:30 this afternoon.        

 

2．欢迎你们到我们公司的新办公楼接洽业务。

You are welcome to visit our new office building.                               

 

3．已经宣布宋明先生被公司董事会解除了总经理的职务。

It is hereby proclaimed that the Board of Directors has dismiss M. Song Ming from the post of General Manager.                                                             

 

4．最近由于公司业务不断扩大，公司决定迁址。

Owing to the fast growth of our business, our company has decided to move its office to another location.                                                                      

 

5. Our business will continue at the usual hour after the move to the new office.

迁址后，公司的营业时间照常（不变）.                                        

 

6.  Because of National Day holiday, our office will close for 7 days. Work will resume on October 8 at the usual hour.

“国庆节”即将来临，放假7天。10月8日照常上班。                            

 

7. We are sorry to announce that, due to the heavy fog, the departure of Flight JB568 will be delayed for two hours.

我们抱歉地宣布，由于大雾，JB568次航班将推迟2小时起飞，请乘客们谅解。      

 

8. All department managers are requested to meet in the conference room at 8:00 a.m. tomorrow to discuss development of some new projects for next year.

请各部门经理与明天上午8：00准时到会议室开会，商讨明年的新项目开发事宜。     

 

 

 

 

Practice 12

Write a notice according to the given information.

以英语系的名义拟写一张要求涉外文秘专业(International Secretary )学生听外籍教师Jeffery Linton作“Principles on Secretarial Work”讲座的告示。

1. Time: 8:00

2. Date: Friday

3. Place: Lecture Hall

4. Speaker: Jeffery Linton

5. Topic: Principles on Secretarial Work.

 

 

 

Your answers here:

Notice           t

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The ans to 12

Notice Dec. 12, 2000     Mr. Jeffrey Linton is to give a lecture on “Principles on Secretarial Work”. All students  majoring in International Secretary are requested to meet in the Lecture Hall at 8:00 p.m.,  Friday.                                                           English Department