Professional Documents
Culture Documents
READING 1
TEACHING GUIDELINES
Course Credit Code Reading 1 1 sks A0313232 Designed by Revised in Material prepared by Reviewed by English Teacher Team 2012 English Teacher Team Head of Program
This subject consists of reading activities in business English which enable students to communicate in the workplace. Students are able to comprehend written discourse on topics relevant to administrative and office functions conveyed through a variety of business documents at basic level.
No 1 1
Specific Competence 2
1.
2. 3.
Comprehend business written discourses Acquisite business vocabulary Implement English grammar appropriately
Topic 3 Receiving Visitors Telephoning Filing Reading Practices Relevant to a Variety of Written Messages 1 Meeting and Conference Travels Training and Office Procedure Reading Practices Relevant to a Variety of Written Messages 2
Time 7 200
2 3 4
1. Comprehend business written discourses 2. Acquisite business vocabulary 3. Implement English grammar appropriately 1. Comprehend business written discourses 2. Acquisite business vocabulary 3. Implement English grammar appropriately 1. Comprehend business written discourses 2. Acquisite business vocabulary 3. Implement English grammar appropriately
Source 8 Mirriam Websters Secretarial Handbook PASS Cambridge BEC 2 PASS Cambridge BEC 2 Barrons How to Prepare for the TOEIC Test Mirriam Websters Secretarial Handbook PASS Cambridge BEC 2 Manage with English, Oxford University Press Barrons How to Prepare for the TOEIC Test
1. 2. 3.
Comprehend business written discourses Acquisite business vocabulary Implement English grammar appropriately
200
6 7
1. Comprehend business written discourses 2. Acquisite business vocabulary 3. Implement English grammar appropriately 1. Comprehend business written discourses 2. Acquisite business vocabulary Implement English grammar appropriately 1. 2. 3. Comprehend business written discourses Acquisite business vocabulary Implement English grammar appropriately
200 200
200
Reading Material 1
Sources: 1. Merriam-Websters Secretarial Handbook, Third Edition, 1993. Published by MerriamWebster, Incorporated. 2. Manage with English, by PL Sandler & CL Scott. Published by Oxford University Press. 3. PASS Cambridge BEC 2 by Anne Williams & Louise Pile, 1999. Published by Summertown Publishing Ltd. Scoring Criteria 1. 40% Daily Quizes
2. 3.
Individual Quizes
3 (week 4, week 8, week 12) (22 Oct 03 Nov 2012) (07 Jan 19 Jan 2013)
Quiz 1 covers Unit 1 & 2 Quiz 2 covers Unit 3 & 4 Quiz 3 covers Unit 5 & 6 Assesment 1 2 3
Browse http://learnenglish.britishcouncil.org/en/professionals-podcasts Find and choose 3 different topics Download the text and format them. It must be .doc formatted, Use Font Rockwell 10, Use 1,5 Space, saved in TITLE OF THE TEXT __ YOUR STUDENT NUMBER.DOC (for example: ACHIEVEMENT 2012130087.DOC) Download the audio on mp3: It must saved in TITLE OF THE AUDIO __ YOUR STUDENT NUMBER.MP3 (for example: ACHIEVENT 2012130087.MP3) Sent both text and audio to suharyono_mail@yahoo.com Re: Assesment 1 2012130087
Reading Material 2
Reading Material 3
Find in the context of the reading passage the meaning of the words in each box, and then complete the sentences below using one of them. If necessary, it is possible to make some changes. responsibility abusive 1. to greet offer to feel welcome receiving visitors threatening
________________ is one of the secretary _________________. A secretary should _____________ the visitors with a genuine smile as to make them _______________ and ________________ in our office. But a secretary needs to be careful when dealing with _____________ or ____________ guests. Contacting the security is a wise choice. reception area designated relatives privileged access open-door policy
appointment peers 2.
Some guests might come in the _______________ or report directly to the secretarys desk; it depends on the size of the company. The secretary should ask whether the guest has an ___________ or not. A secretary should have a list of people with __________________ to see the boss. They are superiors and their secretaries, immediate staff, _______________, and _______________. Some executives have an _________________, they are willing to take guests with or without _________________. arrangements transportation prefer non-smoking room local attractions schedule accommodation spouse
In receiving out-of-town guests, a secretary might need some ___________ in making the necessary ______________. First, the ____________ or at least, the _________ on how to get to your office from the airport. Second, the ______________ at the nearby hotel; check whether he or she __________ smoking or _____________. Third, if he or she travels with the _________, provide some _____________ on the ______________. Dont forget to supply the guest with the ___________ of the activities during her/his stay, without putting aside some times for her/his ___________ arrangements. politely to excuse talkative
opinion 4.
Some guests might be very ____________ and the secretary sometimes has to sit and talk with him/her. But a good secretary must be careful in giving her _____________ on things, especially the sensitive ones, likes people, and policy. If the secretary needs to go back to her works she can __________ herself ______________. conducive a small gift distinguished guests
comfortable 5.
In order to create a _____________ and ______________ situation which might help boost the communication, a secretary might need to think about giving ________________ to the __________________.
Reading Material 4
Unit 2 Telephoning
Read this text carefully. Telephoning across Cultures Many people are not very confident about using the telephone in English. However, good preparation can make telephoning much easier and more effective. Then, once the call begins, speak slowly and clearly and use simple language. Check that you understand what has been said. Repeat the most important information, look for confirmation. Ask for repetition if you think it is necessary. Remember too that different cultures have different ways of using language. Some speak in a very literal way so it is always quite clear what they mean. Others are more indirect, using hints, suggestions and understatement (for example not very good results = absolutely disastrous) to put over their message. North America, Scandinavia, Germany and France are explicit countries, while the British have a reputation for not making clear exactly what they mean. One reason for this seems to be that British use language in a more abstract way than most Americans and continental Europeans. In Britain there are also conventions of politeness and a tendency to avoid showing ones true feelings. For example if a Dutchman says an idea is interesting he means that it is interesting. If an Englishman says that an idea is interesting you have to deduce from the way he says it whether he means it is a good idea or a bad idea. Meanwhile, for similar reasons Japanese, Russians and Arabs subtle countries sometimes seem vague and devious to the British. If they say an idea is interesting it may be out of politeness. The opposite of this is that plain speakers can seem rude and dominating to subtle speakers, as Americans can sound to the British or the British to the Japanese. The British have a tendency to engage in small talk at the beginning and end of a telephone conversation. Questions about the weather, health, business in general and what one has been doing recently are all part of telephoning, laying a foundation for the true purpose of the call. At the end of the call there may well be various pleasantries, Nice talking to you, Say hello to the family (if you have met them) and Looking forward to seeing you again soon. A sharp, brief style of talking on the phone may appear unfriendly to a British partner. Not all nationalities are as keen on small talk as the British! Being aware of these differences can help in understanding people with different cultural traditions. The difficulty on the telephone is that you cannot see the body language to help you. (Adapted from Faxes, phones and foreigners by kind permission of British Telecommunications plc.)
Reading Material 5
1.
2. Why do most Americans and continental Europeans differ from British to put over their message? 3. How do you think about subtle countries?
4. What questions they can ask in small talk at the beginning and end of a telephone conversation? 5. Do you think that the differences can help in understanding people with different cultural traditions?
2. Choose the closest definition of the following words from the text. 1. 2. confident (line 1) a. very natural literal (line 9) a. direct and clear 3. hints (line 10) a. clue 4. understatement (line 10) a. kind words 5. explicit (line 12) a. able to expand 6. deduce (line 19) a. reduce 7. subtle (line 20) a. difficult to describe 8. vague (line 21) a. unclear 9. devious (line 21) a. rude 10. pleasantries (line 29) a. questions b. very sure b. full of literary style b. signal b. less strong way of talking b. showing feelings b. work out b. expressed briefly b. unfriendly b. dishonest b. requests c. very limited c. abstract and complicated c. indirect suggestions c. clever speech c. clearly expressed c. disagree c. mixed up c. insincere c. clever c. polite remarks
Reading Material 6
Read this text carefully. Basic Types of Filing Arrangements The selection of an appropriate filing classification system requires analysis of the information needs of your agency. There are three basic methods for arranging files: 1) Alphabetic Filing The following are general guidelines for indexing records for filing, adapted from Records Management: Integrated Information Systems, by Patricia Wallace, et al, second edition. An alphabetic classification is used to file records by names of individuals, businesses, institutions, government agencies, subjects, topics, or geographic locations, all according to the sequence of letters of the alphabet. Each record that is released for filing must be indexed and coded to expedite the eventual placement of the record in storage (active as well as inactive storage). Some common rules for indexing, which is the process of determining the caption under which a record is to be filed, and coding, which involves marking the filing number or caption on the record, are discussed below. The rules are based on filing names on a unit-by-unit basis, in which each part of the name is considered a separate unit. The individual filing units of each name must be compared letter by letter in order to place the names in proper alphabetic sequence. 2) Numeric Filing Numeric filing uses numbers directly from a record, such as a purchase order number, or relies on the use of assigned numbers. If the numeric arrangement is an indirect access system, an index to the files is almost always used to retrieve information. Once the assigned number has been determined from the index, the file worker can file or retrieve records easily. Numeric filing systems include the straight-numeric, duplex-numeric, chronological, terminaldigit, middle-digit, and decimal numeric filing systems. 3) Alphanumeric Filing Alphanumeric filing may use a combination of personal or business names and numbers, or more commonly, subject names and numbers. Once the alphabetic divisions or topic headings and appropriate subdivisions have been determined, number categories can be assigned. If larger quantities of records are to be stored within the system, smaller divisions within each letter of the alphabet can be used. A relative index lists the number codes assigned to each letter of the alphabet or to its divisions. The file worker refers to the index to determine the primary filing digit to be assigned to a file for a new correspondent or document. Selecting a Filing Arrangement Within the three basic types of filing arrangements - alphabetic, numeric, and alphanumeric there can be applied any number of variations designed to fit the needs of the agency. Because each system has certain advantages and limitations, the selection of a filing system involves the consideration of multiple factors. The most important of these include examining the characteristics of the records and choosing between either direct or indirect access to files. Consistency - Key to Effective Filing Whichever filing system you select, the key to effective information maintenance and retrieval is consistency. The filing staff should have access to a files manual or some arrangement of documented procedures for proper files handling within your agency. Filing standards should be applied to all formats of information storage. Electronic media, microfilm, and hard copy formats must be systematically arranged to make the most out of your records management program. An efficient filing system can be one of your agency's most valuable tools in achieving the goal of records management: the systematic control of recorded information from original creation to ultimate disposition.
Reading Material 7
1.
2. 3. 4. 5. 6. 7.
What are the three basic methods for arranging files? How is an alphabetic classification used to file records? What must each record that is released for filing be done? Why must the individual filing units of each name be compared letter by letter? What do you know about numeric filing system? What is alphanumeric filing system? What is the most important thing you have in selecting the filing system?
2. Choose the closest definition of the following words from the text. 1. expedite (paragraph 2 line 6) a. to perform quickly and efficiently b. to force or drive out c. to put out or lay out 2. storage (paragraph 2 line 7) a. a place where commodities are kept b. a space for storing goods c. a room in which things are stored 3. retrieve (paragraph 3 line 5) a. to make good, or put right b. to revive and restore c. to find and carry back 4. assigned (paragraph 4 line 8) a. be given out as a task b. be set apart for a particular purpose c. be selected for a duty or office 5. determined (paragraph 4 line 3) a. unwavering b. resolute c. firm 6. fit (paragraph 5 line 2) a. to be the proper size and shape for b. to be appropriate or suitable to c. to provide a place or time for 7. access (paragraph 6 line 2) a. the right to enter or make use of b. the act of approaching c. a sudden outburst 8. consistency (paragraph 6 line 2) a. compatibility or agreement among successive acts, ideas or events b. the condition of holding together c. the degree or texture of firmness or viscosity 9. manual (paragraph 6 line 2) a. of, pertaining to, or done by the hands b. used by or operated with the hands c. employing human rather than mechanical energy 10. ultimate (paragraph 7 line 3) a. fundamental or elemental b. completing a series or process, final, conclusive c. of the greatest possible size or significance or maximum
Reading Material 8
1. Advertisement
SALES MANAGER Multinational company seeks sales manager for its office product division. Candidate must have 10 years experience in sales development and management in the field and the ability to motivate and train incoming sales staff. Good salary and benefits package. Qualifie candidates should send their resumes to: The Daily News, Box 8552,1627 Elm Street, Aselaide, Australia Choose the best answer to the question. 1. Which segment of the business is looking for a sales manager? a. The office products division b. The multinational company c. The personnel division d. The overseas staff What experience is required for the job? a. Product development b. Teaching new salespeople c. Ten years in office management d. Research in the field Where should applicants send their resumes? a. To the company b. To the division manager c. To the vice-president of sales d. To the newspaper
2.
3.
2. Notice The company provides a benefit pension plan covering all employees. Benefits are based on years of service and on the employees highest salary. Both the company and the employee make contributions to the plan according to government regulations. Employees eligible to receive pension funds are paid monthly through the plan. Choose the best answer to the question. 1. What are benefits based on? a. Years at the company and salary b. Bonuses c. Starting wage d. Company profits
2.
Who determines the rules of contribution? a. Managers of the benefit pension plan b. Anyone who is eligible to receive funds c. The company and the employee d. The government
3. How often do eligible employees receive payments for the plan? a. Every week b. Every two weeks c. Once a month
Reading Material 9
2.
4 . Report The profits for the Wu Company more than doubled in the fourth quarter over profit level of a year ago. This is due in part to lower operating and administrative expenses. The electronics store chain earned $42.6 million, compared with $21.1 million in the fourth quarter of last year. Total profits for the year are $122.8 million, compared with $48.5 million last year. Choose the best answer to the question. 1. How do fourth quarter profits for this year compare to those of last year a. Stated the same b. Increased by twice as much c. Increase by more than twice as much d. Decreased by half What contributed to the change? a. Reduction of operating cost b. Higher number of customers c. New and better products d. More expensive products What kind of business is the Wu Company? a. Business supplies b. Manufacturing c. Storage and shipping d. Retail electronics
2.
3.
Reading Material 10
Employees are reminded that doors designated as fire doors must stay closed at all times. The purpose of fire doors is to help direct smoke away from areas where people are working in case of fire in the building. Even though the weather is hot and the repairs to the companys air conditioner are not complete, keeping the fire doors open is dangerous and is not allowed. Choose the best answer to the question. 1. What kind of memo is this? a. A notice about new policy b. A safety is warning c. A personnel memo d. A reception invitation What is the purpose of fire doors? a. To keep smoke away from people b. To provide escape routes c. To keep fire from spreading d. To contain heat Why were employees probably keeping the fire doors open? a. To get to a higher floor b. To look at view c. To go from office to office d. To let in cool air
2.
3.
Reading Material 11
Reading Material 12
4. 5. 6. 7. 8. 9.
10. Which document should a secretary refer in preparing the notifications for the corporate directors meeting? 11. Why does a secretary have to keep the directors names available for each meeting? 2. Find the synonyms of these words in the text. range duties regulation inside the office ability to be flexible ability to be adaptable final 8. internal 9. between offices 10. fresh-minded 11. not enough people to vote legally 12. state (v) 13. Restricted
3. Based on the above text, make a list of the duties of a secretary in assisting with meetings.
Reading Material 13
Answer these questions based on the above text. 1. What are two main components of the new system?
2.
3.
4.
5.
6.
How will the company check that employees are not abusing the system?
Reading Material 14
Reading Material 15
Read this text carefully. Training Training must have a purpose, which is defined when a firm analyses its training needs. A review of manpower planning should include a training analysis which looks carefully at training from the point of view of the company, its various department and personnel. This may show that weaknesses exist in some departments and that, as a result, training is needed for their staff. Training needs are based on an analysis of job descriptions and job specifications. A job description should give details of the performance that is required for a specific job, and a job specification should give information about the behavior, knowledge and skills that are expected of an employee who works in it. When all of this has been collected, it is possible to make a training specification. This specifies what the training department must teach for the successful performance of the job, and also the best methods to use in the training period. There are many different training methods, and there are advantages and disadvantages to all of them. Successful training programs depend on an understanding of the difference between learning about skills and training in using them. It is frequently said that learning about skills takes place off the job, in the classroom; but training in using those skills takes place on the job, by means of such activities as job rotation and planned experience. It is always difficult to evaluate the costs and savings of a training program. The success of such a program depends not only on the methods used but also on the quality of the staff who do the training. A company can often check on savings in time and cost by examining the manual work performed by operators and technicians who have completed a training program. The evaluation of management and supervisory training is much more complex than that. In order to test the result of management and supervisory training, many companies have looked at such things as the number of management and supervisory staff who leave their employment and the number who stay away from work for reasons of health.
1. Answer the following questions correctly and completely. 1. 2. 3. 4. 5. 6. 7. 8. 9. When is the purpose of training defined by the management? What important things should be considered in a review of manpower planning? What are training needs based on? What details can be found in a job description and a job specification? What does the success of training program depend on? What is the difference between learning about the job and training in using them? How can a company evaluate the savings of a training program? What does this in paragraph 1, line 4 refer to? What does This in paragraph 2, line 4 refer to?
Reading Material 16
10. to find what a thing is worth not only in money but also in quality, time spent, importance to the company 3. Complete the following table verb define Analyze Weaken Perform Requirement Knowledge noun rotate succeed manage verb noun behavior evaluation employment
Reading Material 17
2.
3.
2 . Coupon BOARDING PASS Name of Passenger: Monica Colandern 009322778395 From: New York LaGuardia To: Los Angles Carrier TU Flight 740 Class V Date 8 May Time 11:30 Gate 67 Seat 12A Smoke NO
Choose the best answer to the question. 1. What is this coupon? a. Ticket for a concert b. Boarding pass for an airline flight c. Registration form for classes d. Job application Where is Monica going? a. New York b. Los Angeles c. LaGuardia High School d. To an interview Where will she sit? a. Seat 8C b. Seat 11B c. Seat 12A d. Seat 67E
2.
3.
Reading Material 18
Trust Line cordially invites you to attend a morning seminar to learn how you can predict the trends that will assist your clients with the success of their investments. To reserve a seat, fill out the attached card and mail it with your registration fee. Dont miss this chance to learn about the sources that drive successfully fiduciary service management firms. For further information, please call 6769980. Choose the best answer to the question. 1. Who a. b. c. d. would be likely to attend the seminar? A private investor A manager in a not-for-profit organization A stockbroker A newspaper publisher will be discussed at the seminar? Building clients relationships Fiduciary service management firms How to foresee good investments How to get rid of poor investments
2.
What a. b. c. d.
3.
How can you join the seminar? a. Present this letter. b. Send a short form and payment. c. Send your business card and request. d. Call 676-9980.
4.
Letter CD Consolidated Data C. so Buenos Aires 45 20124 Milan, Italy October 12, 2011
Mr Arnold Jiggit Avenue Louise 358 B 1050 Brussels, Belgium Dear Mr Jiggit,
Your resume is very impressive, but we are no longer hiring full-time workers. Like many companies, we are trying to operate with a minimum staff, hiring temporary office workers. When the workload increases, or when we need people for a specific project, we look for part-time workers. Should such a need arise, we will contact you. With very good wish. Sincerely yours, Sa Osheroff Sa Osheroff Employment Clearing House Choose the best answer to the question. 1. What employment practice does this company share with others? a. Hiring a maximum staff b. Training its own workers c. Hiring temporary workers d. Asking retirees to return
Reading Material 19
3.
5 . Report Over the past two years the company has spent $6 million, about half per year, on environmental improvements for plants and facilities. The company estimates that such expenditures will increase by approximately $2 million per year for the next two years. Future expenditures will be dependent to some extent upon pending environmental regulations. 1. About how much did the company spend on the environment this year? a. $3 million b. $5 million c. $6million d. $8 million How much do they expect to spend next year? a. $3 million b. $5 million c. $6million d. $8 million On a. b. c. d. what does future spending depend? Availability of funds Quality of the environment Possible rules State of facilities
2.
3.
Reading Material 20
YAKOBUS SUHARYONO
TARIPAR SIREGAR
Reading Material 21