Unit 3 File Management.docx
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Unit 3 File Management.docx
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Unit3FileManagement
Unit3
FileManagement
SessionOneSpeaking
ZhangHonghasbeenworkingintheRainbowGroupforacoupleofweeks.Shelearnsthingsveryfast,andsofarisskillfulinofficeautomation.Thisweeksheisaskedtomanageofficefiles,butshedoesnothavemuchpracticalexperienceinfiling.Belowaresomecorewords,phrasesandsentencesaboutfiling.
ActivityOneCoreWordsandPhrases
Filingequipmentisessentialinfilemanagement,andsecretariesmayalsousethemintheirdailylifeandwork.ZhangHonghassomepins,folders,clipsandstaplersathand.Belowaresomeofthepicturesoffilingequipment.PleasediscusswithyourpartnertheEnglishnamesoftheequipmentorally.
1.officepins
2.paperclip
3.pushpins
4.binderclips
5.gluestick
6.puncher
7.stapler
8.staples
9.clearbookfolders
10.zipperbags
11.plastichardcases
12.desktopcabinet
ActivityTwoCoreSentences
ZhangHongmeetsRossGreen,theofficeadministrator,anddiscussesfilinginstructionswithher.Belowaresomecoresentencesoffilinginstructions.Pleasereadthemaloudandtrytolearnthembyheart.
1.Pleasefilethereportformeandmakea“forreferenceonly”stamponthecover.
2.PleasefileallthelettersfromMr.Smithundertheletter“S”.
3.Youcanalsokeepthedocumentsineachfileinchronologicalorder.
4.Theruleof“OneCustomer—OneFile”requiressecretariestofilelettersfromonecustomerinthesamefile.
5.Eachfileshouldbenamedclearly,eitherinblockcapitalsorinjetblacktypedcapitals.
1.请替我把这个报告归档,并在报告封面上作个“仅供参考”的标记。
2.请将史密斯先生所有的来信都归档在字母S下面。
3.你也可以按照年月日顺序将这些文件排列归档。
4.“一户一档”规则要求秘书将同一客户的信件归在同一档案中。
5.每个档案名称要用印刷体大写字母或者黑体大写字母写清楚。
SessionTwoListening
Thissessionistoprovideyouwithsomelisteningexercisesregardingsecretarialpractice.Therearetwoactivitiesinthissession:
fivedialoguesinoneactivityandoneshortpassageintheother.
ActivityOneFiveShortDialogues
Thisactivityistocheckyourabilitytounderstandfiveshortdialogues.Aftereachdialogue,thereisarecordedquestion.Boththedialoguesandquestionswillbespokentwotimes.Whenyouhearaquestion,youshoulddecideonthecorrectanswerfromthefourchoicesmarkedA),B),C),andD)giveninthecourse-book,andthenchoosethecorrectanswer.Beforeyoulistentothedialogues,pleasefirsthaveaquicklookatthefollowingwordswhichmightbehelpful.
1.HowwillMissZhangfilethedocuments?
A.Inalphabeticalorder.B.Inchronologicalorder.
C.Bysubject.D.Ingeographicalorder.
2.Accordingtothedialogue,whichfilingequipmentcannotbeused?
A
B
C
D
3.Whattheyaretalkingabout?
A.Letters.B.Eggs.
C.Tea.D.Files.
4.Whatdodifferentcolorfoldersindicate?
A.Tasks.B.Customers.
C.Departments.D.Subjects.
5.Whycouldn’ttheladyfindthedocumentsfromMr.Wang?
A.Becauseshedidn’tusethe“onecustomer—onefile”rule.
B.BecauseMr.Wangwasnotinthefile.
C.BecausethefilewastakenoutbyrainbowCompany.
D.Becauseshewenttoawrongfile.
ActivityTwoAShortPassage
Inthisactivity,youwillheararecordedpassage.Thepassageisprintedinthecourse-book,butwithsomewordsorphrasesmissing.Thepassagewillbereadthreetimes.Forthefirstreading,youshouldtrytogetthemainideaofthepassage.Duringthesecondreading,youarerequiredtoputthemissingwordsinthenumberedblanksaccordingtowhatyouhaveheard.Thethirdreadingisforyoutocheckyourwriting.Beforeyoulistentothepassage,pleasefirsthaveaquicklookatthefollowingwordswhichmightbehelpful.
E-filing
Nowadays,manyofficesrequireinformationtobefiledquicklyandbe(6)easilyatalltimes.Thuselectronicfilinghasbecomevery(7)duetoscientificdevelopments.Thesedevelopmentsintheofficehavebroughtaboutchangesforsecretaries.Much(8)andtediousworkformerlyperformedbyhandcannowbedonebycomputeratincrediblespeed.Theuseofelectronicfilingisalsoanimportantstepto(9)paperlessmanagement.Althoughmanyfilesarenowstoredincomputerdiscs,forsomeofficesa“hardcopy”isstillconsidered(10)forparticularsituations.
SessionThreeReading
ActivityOneChoosingaHeading
Alistofheadingsisgivenbelow.Lookveryquicklyatthepassagesinthetable,andchooseanappropriateheadingforeachpassage.
Headings:
A.WhatShouldBeFiled?
B.HowOftenShouldFilingBeDone?
C.FilingEquipment
D.KindsofFiles
1.______________________
Itdependsonhowbusytheofficeis.Inverybusyorganizations,filingisdoneatleasteveryday.Inasmallorlessbusyoffice,filingcanbedoneonceortwiceaweek.
2.______________________
Toolsthatsecretariesuseinsortingoutdocumentsrangefromsmallinstrumentssuchaspaperclips,officepinsandstaplerstobigmachinessuchasphotocopiers,printersandpapershredders.
3.______________________
Documentstakenoutveryoftenareusuallykeptinclipfolders;otherwisetheyareoftenkeptinleverarchfiles.Besides,suspensionfilesandboxfilesarealsousedfordifferentpurposes.
4.______________________
Secretariesneedtofiledocumentsthataresentorreceivedbyotherpeopleororganizations.Thesedocumentscanbeletters,reports,financialrecords,policydocuments,etc.
ActivityTwoEffectiveFiling
Filinggotyoudown?
Learninghowtosetupandmanagefilingsystemsandfilingtipscanhelpyoumakeyourfilingfasterandmoreefficient.Belowisapassagebyaprofessionalsecretaryonthisissue.Trytoanswerthefollowingquestionsafteryoufinishthefirstreading.
Questionsforthepassage:
1.Sinceyouknowwhereyouwillnaturallylookforinformation,whatdoyouhavetodo?
2.Whyshouldyoubuysomethingtocontaintwicethefilesyouthinkyouwillhave?
3.Whydosomesecretariesusecoloredhangingfolders?
EffectiveFiling
Whetheryouworkinabigorsmallbusinesscompany,asasecretary,youneedtobeabletooperateatyourdeskquicklyandeasily.Documentmanagementisarelativelyeasytaskthatcanbemadeeasierbyafewfilingtips.
1.Sitatyourdeskforafewminutesandfigureoutwhereyouwilllookforthings.
Ihaveadrawertotherightofmydesk.WhenIfirstsetupmyfilingsystem,Ididn’thaveanythinginit.WhenIlookedforstamps,paperclipsormystapler,itwasthefirstplaceIwouldlook,eventhoughIknewitwasempty.SonaturallyIputthestamps,paperclipsandthestaplerinthatdrawer.Forme,itwasthenaturalhomeforthoseitems.
Everyonedoesthisdifferently:
whatworksforonemaynotworkforanother.Takeafewminutestositdownatyourworkspaceandreachforequipment,suppliesandfiles.
2.Nowthatyouknowwhereyouwillnaturallylookforinformation,youmustdecidewhetheranalphabetical,numericalorsubjectfilingsystemwillworkbestforyou.
Doyousearchforthingsaccordingtotheclient’sname?
Thecategory?
Byreferencenumber?
Thisisacriticalstep,asitwilldeterminehowyouwilllayoutyourfilingsystem.Dothisbeforeyoubuyanythingforyourfilingsystem.
3.Next,roughlydetermineyourstorageneeds.
Doyouhavealargenumberoffilesthatyouaccessonadailybasis?
Doyouonlyaccessyourfilesweekly?
Theanswerswilldetermineifyouneedadesktopfileholder,atwo-drawerfilingcabinetorafour-drawerfilingcabinet.Allowforgrowthwhenlookingatfilingcabinetsandbuysomethingtocontaintwicethefilesyouthinkyouwillhavenow.Thiswilllimitthenumberoftimesyouwillhavetoreorganizeyourfilingsystem.
4.Investinagoodlabelingsystemforclarityandeasyaccess.
Clarityinlabelingwillsaveyoumorefilingtimethanyoucanimagine.Mostcompaniescanprovidesamplesthatputtogetherthemostpopularwordprocessingsoftware.
5.Nowyouarereadytobuyfilefolders.
Thebestinvestmentisusuallytobuycoloredhangingfoldersandplainfilefoldersforthefilingsystem.Secretariesusecoloredhangingfoldersfortworeasons:
(1)easilyavailableand
(2)easeofrecognitionforcategories.Forexample,alltheclientfilesareinyellowhangingfolders,bluefolderscontainfinancialinformationandredisformarketing.
Forsecretaries,buildingeffectivedocumentmanagementisjustthefirststepinfiling.Secretariesshouldrecheckandreorganizedocumentsfromacertainperiodoftimeinordertomakesuretheyareintherightplace.
stamp(日期)印章
drawer抽屉
alphabetical字母的
numerical数字的
category分类
determine决定
layout布局
access进入
label标签
clarity清楚
hangingfolder挂式文件夹
available可以得到的
recognition识别
financial财务的
Ifyoufeelitdifficulttounderstandthepassage,pleasereadthefollowingnotes,andtrytousetheattachedvideotutorialswherethetutorwillgiveyouadetailedexplanationofthewholepassage.ThevideotutorialscanalsobeaccessibleontheInternetat
Notes
1.Documentmanagementisarelativelyeasytaskthatcanbemadeeasierbyafewfilingtips.
通过使用一些文档处理的技巧,可以使相对简单的文件管理变得更加简单。
后面分句中的byafewfilingtips是方式状语,修饰定语从句中的madeeasier。
2.WhenIlookedforstamps,paperclipsormystapler,itwasthefirstplaceIwouldlook,eventhoughIknewitwasempty.
当我要找印章、回形针或者订书机的时候,即使(右边的)那个抽屉是空的,我也常常首先去那个抽屉找。
句中,would表示习惯性动作,可以理解为“常常”。
3.Nowthatyouknowwhereyouwillnaturallylookforinformation,youmustdeterminewhetheranalphabetical,numericalorsubjectfilingsystemwillworkbestforyou.
既然你知道很自然去哪里寻找文件信息,你必须决定哪种文件系统更适合你:
是按字母顺序的,还是按数字顺序的,或是按主题顺序的?
句中nowthat相当于since,引导让步状语从句。
4.Thisisacriticalstep,
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- Unit File Management