文秘英语 Unit 4 Business Reception (3)

corporation.

B. Finally I would again extend my warmest welcome and hope that you will enjoy your stay.

C. This evening we are honored to hold a welcome party for our distinguished guests from the United Kingdom.

D. Ladies and Gentlemen,

E. I believe the current visit will promote business relations between us. F. On behalf of the company I want to extend a warm welcome to our guests. G. Cheers!

H. This time our guests come to discuss a new project with us.

I think it’s easy for you to do this task. The correct order is as follows: D C F A H E B G 2. Write a speech made at a banquet to welcome a group of technicians from the U.S. The technicians will visit our company and help to establish a new computer management system.

There is no fixed answer to this exercise. If you feel it difficult to write the speech, try to memorize the most common sentence patterns and structure of a welcome speech in this session. The following speech is for your reference: Ladies and Gentlemen, We are very pleased to have our honored guests, Mr. Smith and technicians from his company. Mr. Smith and the technicians are famous professionals in America. Their visit to our company will enable us to have a better understanding of clothes marketing. Let’s extend our warmest welcome to all of them. Widening Your Horizon

How to Make Appointments

The scheduling of appointments varies depending on the type of business that secretaries are involved in. For instance appointments may be scheduled for 15 minutes, 30 minutes, or 1 hour. This is dependant upon the office. There are two kinds of appointments: client's appointments and boss' appointments.

Scheduling Appointments for Clients to Meet with Your Boss

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The following are the questions you need to ask anyone who wants to make an appointment: Day:

Date:

Time (should confirm the time): Name:

Telephone:

Subject of discussion:

Once you have this information, repeat the details back to the client. Now if you're unsure that the appointment will suit your boss, you need to explain that you will call the client and confirm it. On the other hand if you're pretty certain there will be no change, tell the client you'll only contact him(her) if a change needs to be made.

The last step is to give a written message to your boss detailing all the information.

Other tips you should bear in mind:

1. Don't make appointments for your boss at times that he likes to keep aside for routine tasks. Consider his time-management style. Periods that are not considered effective for meetings are Monday mornings, days before and after long weekends and bank holidays and times immediately prior to lunch and in the late afternoons.

2. Remember that your boss has other priorities and commitments throughout his day. Try not to over-commit him to too many appointments in a single day.

3. Choose days and times carefully and always check the other events of the day or week around the proposed appointment, judging whether the time can be given to the appointment. 4. Be aware of hospitality and expectations, and ask if refreshments are required. Unit Summary Now, we have finished all the activities for this unit. Let’s review what we have been learning in this unit. In Section One, there are some vocabulary exercises about making appointments and some core sentences on how to make appointments. Section Two is listening practice about receiving and seeing off visitors. Then some business reception etiquette is presented in the form of reading in Section Three. Section Four tells us how to write a welcome speech. The last section is trying to give us more tips on making appointments. Take some time now to go over the activities and make sure you have fully understood them. Check the learning objectives to see whether you have fulfilled them. 12

Tape Scripts

Section One Speaking

Activity Two Core Sentences

Blake Smith, Marketing Manager from ABC Company, wants to discuss the sales contract with Mr. Johnson, the Executive of Rainbow Group. First he needs to make an appointment with Zhang Hong, Mr. Johnson's secretary. Below are some core sentences of how to make an appointment. Read them aloud and try to learn them by heart. 1. I wonder if it would be convenient to meet you tomorrow. 2. Can you spare some time for me next week?

3. Mr. Johnson is free next Monday from 10 a.m. to 11 a.m.

4. I can't make it tomorrow at 2 p.m. Can we make it a bit later, say 4 p.m.?

5. Regretfully, I have to inform you that I won't be able to attend the meeting tomorrow.

Session Two Listening

Activity One Short Dialogues

This activity is to check your ability to understand five short dialogues. After each dialogue, there is a recorded question. Both the dialogues and questions will be spoken twice. When you hear a question, you should decide on the correct answer from the four choices marked A), B), C), and D) given in the course book, and then choose the correct answer. Before you listen to the dialogues, first have a quick look at the following words, which might be helpful.

1. M: Hi! I’m here for my three o’clock appointment.

W: Oh, please take a seat and wait for a moment. I will inform you when the boss is available. Q: What does the woman want him to do?

2. M: Getting an appointment with Mr. Johnson is not easy. W: I’ll say.

Q: What does the woman mean?

3. M: Good afternoon, I have an appointment with Mr. Johnson at 4:00.

W: I’m sorry Mr. Johnson is engaged at this moment. Please wait for a moment. Q: Why does the man need to wait?

4. W: Hello, Mr. John, I’m here to pick you up. How was your flight? M: Quite comfortable.

Q: Where did the conversation probably take place?

5. W: Here is your ticket, Mr. John. The plane will take off at 10:00. We’ll set off from the hotel at

9:00. I’ll drive a car to pick you up tomorrow. M: Thanks a lot. You have been very considerate during my visit here. Q: What’s the relationship between the two people?

Activity Two A Conversation

In this activity, you will hear a recorded conversation between a visitor and a secretary. It is the first time for the visitor to be inside the company office. Listen to the conversation carefully and find out what Rooms 6, 7, 8, 9 and 10 stand for respectively. The conversation will be read

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three times. For the first reading, you should try to get the main idea of the conversation. During the second reading, you are required to name the rooms according to what you have heard. The third reading is for you to check your answer. Before you listen to the conversation, first have a quick look at the following words, which might be helpful.

Zhang Hong: Mr. Jones, welcome to our company.

Mr. Jones: Thank you. Would it be convenient for me to meet Mr. Johnson right now? Zhang Hong: I’m sorry Mr. Johnson is engaged now. He will be free in half an hour. Mr. Jones: That’s fine. Would you like to show me around first?

Zhang Hong: Sure. This is our office block. All our administrative departments are in here. But there are only three departments on this floor.

Mr. Jones: What’s that room for, next to the reception area?

Zhang Hong: That’s our showroom. Would you like to have a look?

Mr. Jones: I’d love to.

Zhang Hong: Our company was established about 30 years ago. Here all kinds of products in the past years are collected and shown here. Most of them sell like hot dogs. Mr. Jones: I am amazed.

Zhang Hong: Well, let me show you another room. Down the hall, near to the showroom, is the Marketing Department. The room at the end, on the same side, is the Conference Room. Mr. Jones: Where will I meet Mr. Johnson?

Zhang Hong: You will meet Mr. Johnson in the Executive’s Office, which is just opposite to the Conference room. The room near the reception area is our Personnel Department. Mr. Jones: Well, I guess I have a lot more to see on the other floors.

Zhang Hong: Please take a seat on the sofa over there, where coffee and some reading materials are already prepared for you. I’ll call you when Mr. Johnson is available. Mr. Jones: Ok, thanks.

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