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(共31张PPT)
涉外秘书英语听说
Unit 6 This is Final Call
for the Meeting Registration
Unit 6 This is the final call for the meeting registration
Se
Oral Tasks
E
Warming-up Exercises
B
Cloze
C
Listening for Details
D
A
Background Information
A: Background Information
The role of a secretary is one loaded with multiple responsibilities. Coordinating administrative aspects prior to a meeting, as well as taking minutes during the meeting are two of the tasks that an efficient secretary is expected to have mastered. However, having to effectively summarize what is said during meetings and turn this into reader friendly points, is a skill that often comes with time, trial and error.
B: Warming-up Exercises
Dialogue 1
promotion n. 促销；提升
accommodate vt. 容纳
entitle vt.使有资格；使有权
minutes n. 备忘录；会议记录
Fill in the blanks with the words you hear in Dialogue 1
A: Mr. Anderson B: Judy
A: Judy, we’re going to hold a 1)______ next Friday afternoon. Please make all the necessary preparations.
B: No problem. Could you tell me the 2)________ of the conference
A: It’s an important conference on the 3)________ of our newly-developed products.
B: Where would you like the conference to be held
A: At the Marsha Hotel. We need a meeting room which can 4)_______________ about 200 people. You’d better get it reserved.
B: I’ll do it right away. Apart from all the department managers, who else should be invited
conference
purpose
promotion
accommodate
A: All the 5)________in Marketing Department will attend the meeting, and here’s a list of 6)_______________. Don’t forget to invite Mr. Green. He’s very good at marketing, and we need his advice. You should 7)______________ that those entitled to be present are properly informed.
B: Ok, anything else
A: All the necessary 8)______________documents and the information relevant to the meeting should be available, preferably printed out and 9)____________ before the meeting. And you should go to the meeting, make notes and then type out the 10)_______________from the notes.
B: Ok. Anything else
A: No, thank you very much.
B: Fine, and I’ll get them done right away.
staff
participants
documents
ensure
distributed
minutes
Dialogue 2
ventilation n. 空气流通；通风设备
vibration n. 震动；摆动
Refreshment n. 点心；茶点；提神物
Fill in the blanks with the sentences you hear in Dialogue 2
A: Mr. Anderson B: Judy
B: Mr. Anderson, is there anything I can do for you
A: Yes, 1)___________________________________________________________. Please get their name card ready right away.
B: No problem.
A: Please check and make sure 2)_____________________________________________________. And ensure a notice is placed on the outside door stating “Meeting Progress”.
B: All right. Anything else
A: We’d also add a friendly note: 3)__________________________________________________________. Oh, by the way, when shall we have the refreshment break
B: From 10:00 am to 10:30 am. 4)_________________________________________.
A: Thank you.
B: My pleasure.
There are 16 more guests than expected. Here is the name list of the 16 guests.
.
the lights and ventilation of the meeting room
all the guests are supposed to set their cell phones in the mode of vibration.
We have desserts, coffee, tea and soft drinks at the break station opposite the meeting room.
We have desserts, coffee, tea and soft drinks at the break station opposite the meeting room.
We have desserts, coffee, tea and soft drinks at the break station
opposite the meeting room.
Dialogue 3
draft n. 草稿
submit n. 提交；上交
memo n. 备忘录
file vt. 归档
Listen to dialogue 3 and then answer the following questions.
1. Did Mr. Parker attend the meeting yesterday And why
2. What did Mr. Parker ask May to do
3. What did May ask Mr. Parker to do
4. What about the date for the next meeting
No, because he had a very important appointment with the Marketing Manager of ABC company and didn’t attend the meeting yesterday.
。
Mr. Parker asked May to type the final version of the minutes and get it filed, type the proposals and resolutions made at the meeting and distribute them to the absentees, after Mr. Parker’s approval.
May asked Mr. Parker to make some reply to the materials handed
out at the meeting yesterday.
The date hasn’t been decided yet. The general manager said he would send a memo to all the department managers by the end of this week, informing them of the date for the next meeting.
C: Cloze
In modern business, meetings are becoming more and more important since the majority of decisions are made during meetings. A secretary should know how to arrange a meeting effectively.
1)____________________________________________________________. She or he should 2)_______________________ before fixing the date of a meeting; 3)__________________________ for the meeting venue, the seats, and the use of services, e.g. laptops, microphones, etc.; moreover, 4)______________________ including the venue, date, time, together with the agenda to all concerned.
Before the meeting, the secretary should make many preparations
consult the boss
make arrangements
. send meeting notices
5)____________________________________________________
_________________________________and make sure she or he knows who they are.
6)_____________________________________. Don’t try to write down every single comment – just the main idea. Write down motions, the persons who made them, and the results of votes.
7)_______________________________________________.
During the meeting, the secretary should pass around an attendance sheet
Note the time when the meeting begins
Make a note of any motions to be voted on at future meetings and note the ending time of the meeting
.
and get a list of committee members
8)____________________________________________________while everything is still fresh in your mind. The minutes should include not only9)______________________________10)__________________ (daily, weekly, monthly, annual, or special), and 11)_____________________ but also the time when the meeting began and ended. 12)____________________________________. The minutes of the meeting should be distributed to all who attended, any invitees who did not attend, and anyone else affected by the discussion.
After the meeting, the secretary should type up the minutes as soon as possible.
the name of the organization
purpose of the meeting,..
type of the meeting
Proofread the minutes before submitting them
.
D: Listening for Details
Part I Role of the secretary in a successful meeting
Assist vt. 帮助；协助
Load n. 重担
clerical adj. 事务上的
bylaw n. 附则；法规
general body 最普遍的情况
director board 董事会
vigilant adj. 警戒的；警惕的
take the roll call 点名
circulate vt. 传递
supervise vt. 监督；管理
treasurer n. 会计；出纳员
assets n. 资产；有用的东西
custodian n. 管理人；保管人
facilitator n. 帮助者；推进者
Listen to the passage and fill in the blanks with the information you hear in the passage.
I. The secretary can assist the chair in 1)___________, 2)__________ and 3)_____________ a meeting.
Roles of secretary before the meeting
Secretary should be very clear about 4)________________________________ and 5)________________________________
planning
conducing
concluding
the purpose of the meeting
what all are to be discussed in the meeting.
II. Roles of secretary during the meeting
5)____________________________
6)________________________________
7)______________________________
8)
_________________________________
record the minutes
take the roll call or circulate the attendance register to be
signed by the members
supervise the provision of refreshments, stationeries etc. during the meeting.
present the minutes of the previous meeting and also present the follow up action taken on each item.
III. Roles of secretary after the meeting
10)____________________________
11)_______________________________
12)______________________________
13)
_________________________________
help the treasurer to pay off the bills, help the chair to send thank you
notes and collect the stationeries and other
movable assets of the organization
prepare a plan of action and follow up notes depending upon the decisions reached at the meeting.
Contact persons responsible for carrying out the plans and projects discussed in the meeting
.
get the minutes prepared within a couple of days after the meeting and send a copy to the chair for suggestions.
Part II Passage listening
Passage 1
time consuming 耗费时间的
specify vt. 详细说明；指定；阐述
motion n. 提议；议案
adjourn v. 使中止；使延期
margin n. 页面空白
intact adj. 完好无缺的
stenographer n. 速记员
pose vt. 提出
extract vt. 摘录
Listen to dialogue 3 and then answer the following questions.
1 According to the passage, what kind of information should th4e minutes specify
2 According to the passage, when and how will the minutes be considered official
Minutes should specify the type of meeting; the name of the organization, date, time, and location of the meeting; the exact wording of motions; the outcome of motions; who made the motions; and the time the meeting adjourned. Minutes should also mention whether the secretary and president are present and whether the secretary read the minutes from the previous meeting.
Minutes are not considered official until the meeting members approve them.
3. What should the secretary do if he or she wants to make some correction or addition to the minutes
4. According to the passage, when and how will the minutes be considered official
5. What kind of information should the minutes to be published include according to the passage
The secretary makes corrections in the margin of the original minutes to leave the original content intact. The secretary should make the corrections in the minutes of the previous meeting, not in the minutes of the current meeting. The minutes of the current meeting should simply state that the minutes of the previous meeting have been corrected.
In this case, the organization should have a stenographer in addition to the secretary to ensure accurate reporting.
What kind of information should the minutes to be published include according to the passage
Minutes that the organization plans to publish should record a list of the speakers for every question posed and should clearly identify what each person says.
Part II. Passage Listening
Passage 2
paramount adj. 极为重要的
haggle vi.讨价还价
highlight vt. 突出；使显著
prolonged adj. 延长的；拖延的
tactile adj. 有触觉的
aggressive adj. 侵略性的；好斗的
integral adj. 不可或缺的
lavish adj. 非常慷慨的；浪费的
reciprocate vt. 互给；互换
impact vt. 对……发生影响
close the deal 达成交易
Listen to the passage and choose the answer
1. According to the passage, which of the following is wrong
A. Negotiation skills are of great importance in business.
B. In South America, southern Europe and the Middle East, being on time for a meeting does not carry too much importance.
C. In some countries, meeting with a handshake is not appropriate between men and women.
D. Giving expensive gifts is an integral part of business protocol in the U.S.
2. Who would not regard the strong and direct eye contact conveying confidence and sincerity
A. The American.
B. The Englishmen.
C. The Japanese.
D. The Northern European.
D
C
3. According to the context, what does “Western societies are very ‘clock conscious’ “mean
A. Western people love clocks very much.
B. Western people know clocks very well.
C. Western people attach great importance to time.
D. Western people are usually not on time.
4. According to the passage, in which region do business people like to get close when talking with each other
A. Europe
B. South America
C. North America
D. Japan or China
C
B
5. According to the passage, in which country would being late be taken as an disrespect
A. China
B. South America
C. Middle East
D. Southern Europe
A
E: Oral Tasks
Section A : Pair Work
Task one: Make up a dialogue on the following situation: You are Lily Wang, secretary of Mr. Andrew. An annual meeting is to be held tomorrow. Mr. Andrew, the boss, comes to you to make sure that everything is ready for the meeting.
Task one: You applied for the vacancy for assistant to Sales Manager in ABC Company. HR supervisor is interviewing you now. You’re talking about your educational and working experience, salary, working date and so on. Make up a dialogue under the above situation.
Task one: You applied for the vacancy for assistant to Sales Manager in ABC Company. HR supervisor is interviewing you now. You’re talking about your educational and working experience, salary, working date and so on. Make up a dialogue under the above situation.
Task one: You applied for the vacancy for assistant to Sales Manager in ABC Company. HR supervisor is interviewing you now. You’re talking about your educational and working experience, salary, working date and so on. Make up a dialogue under the above situation.
Task twoSpeak out with one or two sentence(s) in English to your partner, using the following words or phrases, and then your partner interprets them into Chinese.
prepare; larger; in case; unexpectedly
schedule; time length; reference
breakout session; beamers; high-quality; enough
room block; peak period; summit; secure
Pick up; the airport; temp staff; VIP delegates; responsible for
Task one: You applied for the vacancy for assistant to Sales Manager in ABC Company. HR supervisor is interviewing you now. You’re talking about your educational and working experience, salary, working date and so on. Make up a dialogue under the above situation.
Task one: You applied for the vacancy for assistant to Sales Manager in ABC Company. HR supervisor is interviewing you now. You’re talking about your educational and working experience, salary, working date and so on. Make up a dialogue under the above situation.
Task one: You applied for the vacancy for assistant to Sales Manager in ABC Company. HR supervisor is interviewing you now. You’re talking about your educational and working experience, salary, working date and so on. Make up a dialogue under the above situation.
Section B : Group Work
Task One: Meetings provide people opportunities to exchange information. The secretary is involved in activities such as preparing and facilitating meetings. He /She is required to make all the meetings effective form preliminary preparation to follow-up duties. Have a group discussion on How to Organize a Meeting Effectively
Task one: You applied for the vacancy for assistant to Sales Manager in ABC Company. HR supervisor is interviewing you now. You’re talking about your educational and working experience, salary, working date and so on. Make up a dialogue under the above situation.
Task one: You applied for the vacancy for assistant to Sales Manager in ABC Company. HR supervisor is interviewing you now. You’re talking about your educational and working experience, salary, working date and so on. Make up a dialogue under the above situation.
Task one: You applied for the vacancy for assistant to Sales Manager in ABC Company. HR supervisor is interviewing you now. You’re talking about your educational and working experience, salary, working date and so on. Make up a dialogue under the above situation.
Task Two: No one wants to look silly or do the wrong thing at a new job. It is important to make the right impression from the first day. You will face new people; you will be in new place. It will be difficult to know what to do. Discuss with your group members on how to make ti through the first days at a new job.
Task one: You applied for the vacancy for assistant to Sales Manager in ABC Company. HR supervisor is interviewing you now. You’re talking about your educational and working experience, salary, working date and so on. Make up a dialogue under the above situation.
Task one: You applied for the vacancy for assistant to Sales Manager in ABC Company. HR supervisor is interviewing you now. You’re talking about your educational and working experience, salary, working date and so on. Make up a dialogue under the above situation.
Task one: You applied for the vacancy for assistant to Sales Manager in ABC Company. HR supervisor is interviewing you now. You’re talking about your educational and working experience, salary, working date and so on. Make up a dialogue under the above situation.
Thank You!

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