UNIT6HOWDOESASECRETARYFILEEFFECTIVELY本單元教學(xué)要求1掌握公文立卷的方法2學(xué)寫祝賀信3了解外交的相關(guān)知識SECTION1DOINGFILING一、背景知識公文立卷就是按照公文的特征和聯(lián)系將若干具有共同點(diǎn)和聯(lián)系密切的公文組合成有機(jī)聯(lián)系的集合體的活動。公文共有特點(diǎn)，如作者、內(nèi)容、地區(qū)等，是立卷工作的依據(jù)。立卷工作主要包括兩項(xiàng)工作分類和組卷。分類是將機(jī)關(guān)產(chǎn)生的公文按照一定的特點(diǎn)分成若干部分，組卷則是把每一小類的局部的公文，按照共同特點(diǎn)組成保管單位。但二者又有相似之處分類的方法主要是分析，分中有合，其分類結(jié)果是將具有不同特點(diǎn)的公文分別集合為不同類別；組卷的方法主要是綜合，合中有分；其結(jié)果是將具有共同特征的單份公文集合為一個集合體（案卷）。二、課前提問1WHATISFILING2USUALLY,WHOISRESPONSIBLEFORTHEFILINGSYSTEMINACOMPANY3DOYOUKNOWSOMEFILINGINSTRUCTIONS4WHATSTHESIGNIFICANCEOFANEFFECTIVEFILINGSYSTEM5WHATSTHEESSENTIALRULEFOREFFECTIVEFILING三、語言學(xué)習(xí)1SOWEDID對了，我們寫到前三條了。SO用于強(qiáng)調(diào)，置于句首，構(gòu)成“SO主語BE動詞、助動詞”的排列，表示同意對方的話；比如HEISTHEBESTSTUDENTINTHISCLASS他是班上最好的學(xué)生。YES,SOHEIS他的確是。SO置于句首，構(gòu)成倒裝句式“SOBE動詞、助動詞主語”表示“亦如此，也一樣”。比如HESATEACHERANDSOISHISWIFE他是位教師，他妻子也是。2INCHRONOLOGICALORDER按時間順序。INORDERINORDEROF按順序INALPHABETICALORDER按字母順序排列；ARRANGEDINORDEROFSIZE,MERIT,IMPORTANCE,ETC按大小、功績、重要性等排列的3UNDERTHENAMEOF用作名字。HEWRITESUNDERTHENAMEOFNIMROD它用尼姆羅德這個名字寫作。INSTEADOFUSINGHISTRUENAME,HESENTTHEARTICLETOTHEPAPERUNDERTHENAMEOFSAKI他不用真名,而用“沙奇“這個名字向報紙投稿。4CATCHUP1趕上。THEYSTARTEDAFEWMINUTESAGO,ANDWEMUSTHURRYTOCATCHUP他們幾分鐘前已出發(fā),我們必須趕緊追上。2很快拾起。THETHIEFCAUGHTUPTHEMONEYANDRANAWAY小偷一把抓起錢,逃之夭夭。3纏住。ITSEEMEDTHATSHEWASALWAYSCAUGHTUPINTHEHOUSEHOLD看來她總是家務(wù)纏身5SOTHAT為了如此以至于以便。SHEWORKEDHARDSOTHATEVERYTHINGWOULDBEREADYBY6OCLOCK他拼命干以便能到六點(diǎn)時把一切都準(zhǔn)備好。SOTHAT為的是；以便。HEHASSOORGANIZEDHISLIFETHATHISWIFESUSPECTSNOTHING他把生活安排得井井有條，為的是不讓妻子有任何懷疑。6ONYOUROWN你自己（完成）。ONONESOWN獨(dú)自。ICANTCARRYITONMYOWNITSTOOHEAVY我無法獨(dú)自攜帶它,太重了。相關(guān)的詞組OFONESOWN自己的。SHEHASAMINDOFHEROWN她頗有主見。7ATTHEENDOFTHEDAY把一切都考慮進(jìn)去ATTHEENDOFTHEDAYTHENEWMANAGERISNOBETTERTHANTHEPREVIOUSONE從各個方面來看，這位新經(jīng)理并不比前任強(qiáng)。四、參考答案IIIFURTHEREXERCISES1RESTUDYTHEDIALOGUEANDBRIEFLYANSWERTHEQUESTIONSABOUTIT1WHATARETHETWOSPEAKERSDOINGTHEYAREDISCUSSINGHOWTOFILEEFFECTIVELY2HOWMANYPOINTSHAVETHEYFINISHEDTHEYVEFINISHEDTHEFIRSTTHREEPOINTS3WHATSTHEFOURTHINSTRUCTIONITIS“BECONSISTENTALWAYSFILELETTERSFROMTHESAMECUSTOMERINTHESAMEFILE”4WHATSTHEFIFTHINSTRUCTIONITIS“FILEUNDERTHENAMEOFTHEFIRMORJOB,NOTUNDERTHENAMEOFTHEPERSONYOUAREWRITINGTO”5DIDMRLINGYUNTELLZHANGYIWHENTOTRANSFEROLDMATERIALNO,HEDIDNTHEASKEDHERTODOITONHEROWN6WHATSHOULDZHANGYIREMEMBERTODOATTHEENDOFTHEDAYSHESHOULDREMEMBERNOTTOFORGETTOINCLUDEANOTEONLOCKINGTHEFILECABINETSATTHEENDOFTHEDAY2TRANSLATETHEFOLLOWINGDIALOGUEINTOCHINESEANDLOOKATTHEDISCFORASUGGESTEDVERSIONOFEACHAWHATARETHESEFOLDERSFORA這些文件夾是做什么用的BCLIENTSACCOUNTSTHEIRNAMESAREWRITTENONTHISPROJECTINGEDGEORTABTHEYAREINDEXEDPROPERLYANDKEPTINTHEFILINGCABINETSINAVERTICALPOSITIONB客戶的賬目。他們的名字寫在文件夾的凸出邊沿或者標(biāo)簽上，把它們編上索引，垂直地放在文件柜里。AWHATDOTHEDIFFERENTCOLORCARDSINDICATEA這些不同顏色的卡片表示什么BTHEDIFFERENTCOLORSINDICATEWHICHCOMMODITIESARESOLDB顏色表示所出售的商品是什么。AARETHESEFILEDALPHABETICALLYA這些是按照字母順序整理的嗎BEXACTLYYOULLFINDTHATALLTHECARDSFORAGIVENCLIENTAREGROUPEDTOGETHERINADDITIONTOHELPINGTHESALESCLERKWITHHISSTATEMENTS,YOULLALSOTAKECHARGEOFTHEINVOICEFILES,WHICHFOLLOWTHESAMESYSTEMASTHEINDIVIDUALCARDSB是的。你會發(fā)現(xiàn)，一位既定客戶的所有卡片都?xì)w在一起。除了幫助銷售人員作結(jié)算單外，你還需要負(fù)責(zé)發(fā)票文件。發(fā)票和個人卡片使用同樣的系統(tǒng)。ATHATGREATLYSIMPLIFIESTHEPROCEDUREHOWDOYOUNUMBERTHEINVOICESA這樣手續(xù)就簡化多了。您怎樣給發(fā)票編號呢BWELL,THENUMBEROFINVOICESPERYEARFORANYONECOMMODITYISGENERALLYLESSTHANTHREETHOUSAND,SOWENUMBERBYLOTSOFTHREETHOUSANDB哦，發(fā)票的編號通常一種商品每年的數(shù)量小于三千，所以我們用許多三千來編號。AIDONTEXACTLYUNDERSTANDA我不是很明白。BFOREXAMPLE,WENUMBERCOMMODITYA,FROMONETOTHREETHOUSAND,COMMODITYB,FROMTHREETHOUSANDTOSIXTHOUSAND,ANDSOONB例如，對于商品A，我們從一編號到三千，對于商品B，從三千編號到六千，等等。AITSOUNDSVERYPRACTICALA聽起來很實(shí)用。BYES,ANDITGIVESUSANEXTRAREFERENCECHECKFORANYGIVENINVOICEB是的，這可以使我們對已有的發(fā)票再進(jìn)行一次參考核對。3COMPLETETHEFOLLOWINGDIALOGUEANDLOOKATTHEDISCFORASUGGESTEDVERSIONOFEACHANDLISTENTOITSRECORDINGAIVEGOTTHELISTHERE,MRLINGYUNBWHATLISTATHELISTOFPOINTSABOUTFILING（有關(guān)立卷的要點(diǎn)列表）YOUSAIDWEWOULDDISCUSSITTHISMORNINGBOH,YESIREMEMBERIWASSOCROSSYESTERDAYWHENIDISCOVEREDTHATEMMAWASKEEPINGTWOSEPARATEFILESFORTHESAMECUSTOMER給同一個客戶立了兩個檔案AYES,YOUSAIDWEWOULDHAVETOISSUEALISTOFFILINGINSTRUCTIONS（發(fā)布一份立卷須知）TOALLTHESTAFFONFILINGROUTINEBRIGHTWELL,WHATHAVEYOUWRITTENDOWNAWELL,ITHOUGHTWEMIGHTHEADTHEPAGENOTICEANDCENTERTHETITLEFILINGINSTRUCTIONS（把標(biāo)題“立卷須知”放在中間）BYES,THATSALLRIGHT,ANDTHENITCANBEDATEDATTHEENDANDSIGNEDBYTHEMANAGINGDIRECTOR（由總經(jīng)理來簽字）。AYES五、課文譯文原來就有譯文。A張一，咱們把立卷須知弄完吧。B好的，這是一份咱們昨天寫的東西。A讓我看看，咱們寫到哪里了B咱們已經(jīng)寫完前三條了。A對了，咱們寫完前三條了。讓我來重溫一下（念）1文件要按時間順序入卷。2除去曲別針和大頭針。必須放在一起的文件要用訂書機(jī)訂好。3卷內(nèi)文件要整齊。B很好，那么，下面一條是什么A第四條我寫的是“要前后一致”。B對，這很重要?！耙粦粢痪怼笔橇⒕淼囊?guī)矩。A還有一條好規(guī)矩是“按工作崗位立卷，而不是按從事該工作的人的姓名立卷?！盉是的，很好。人會改換工作，但公司的工作崗位一般是不會變的。A就是這個意思。給總會計師的信箋必須放在為總會計師立的C卷里，而不能放入為波卡先生立的P卷里，在波卡先生之前擔(dān)任總會計師的是愛威特先生B是啊，誰會想到在E卷里找總會計師的文件呢A正是這樣。這樣第四和第五條須知就都有了，是吧B是的。第四條是“要前后一致，同一個客戶的來信要放在同一個卷內(nèi)?！盇好。下面你可以寫上第五條，“按公司的名稱或者工作崗位的名稱入卷，而不是按照收信人姓名入卷?！盉（以書寫的速度慢慢地說）“收信人姓名入卷?！盇好的。還有什么要寫的嗎B有，我還有幾點(diǎn)，是關(guān)于使用相互參照便條和借出卡的問題，以及為了避免卷中文件放得太滿，何時將舊資料轉(zhuǎn)移的問題。A這些我看你就自己寫吧。B很好，凌云先生。A還有，別忘了加上一條，下班前必須鎖好檔案柜B是，我不會忘記的。六、課文錄音全文（SECTION1）ANOWZHANGYI,LETSFINISHDRAFTINGTHELISTOFFILINGINSTRUCTIONSBYES,HERESACOPYOFWHATWEWROTEYESTERDAYALETMESEE,HOWFARDIDWEGETBWEVEFINISHEDTHEFIRSTTHREEPOINTSAYES,SOWEHADJUSTLETMEREFRESHMYMEMORYREADS1KEEPTHEDOCUMENTSINEACHFILEINCHRONOLOGICALORDER2REMOVECLIPSANDPINSPAPERSTHATHAVETOBEATTACHEDTOGETHERSHOULDBESTAPLED3PLACEPAPERSSQUARELYINTHEFILESBTHATSFINENOWWHATSTHENEXTPOINTAFORNUMBERFOURIVEWRITTEN“BECONSISTENT”BYES,THATSESSENTIAL“ONECUSTOMERONEFILE”ISTHERULEAANDANOTHERGOODRULEISTOFILEBYJOBTITLEANDNOTBYTHENAMEOFTHEPERSONDOINGTHEJOBBYES,OFCOURSEPEOPLECHANGETHEIRJOBSBUTTHETITLEUSUALLYSTAYSTHESAMEAEXACTLYSOTHATGIVESUSINSTRUCTIONSFOURANDFIVE,DOESNTITBYESNUMBERFOURIS“BECONSISTENTALWAYSFILELETTERSFROMTHESAMECUSTOMERINTHESAMEFILE”AGOODANDNOWYOUCANADDNUMBERFIVE,WHICHIS“FILEUNDERTHENAMEOFTHEFIRMORJOB,NOTUNDERTHENAMEOFTHEPERSONYOUAREWRITINGTO”BSLOWLYASSHECATCHESUPWRITINGYOUREWRITINGTOARIGHTANYTHINGELSEBYES,IVEAFEWPOINTSABOUTTHEUSEOFCROSSREFERENCESLIPSANDOUTCARDSANDWHENTOTRANSFEROLDMATERIALSOTHATTHEFILESDONTBECOMETOOCROWDEDAWELL,ITHINKYOUCANFINISHTHOSEONYOUROWNBVERYWELLMRLINGYUNAANDDONTFORGETTOINCLUDEANOTEONLOCKINGTHEFILECABINETSATTHEENDOFTHEDAYBNO,IWONTFORGETSECTION2FILINGEFFECTIVELY一、背景知識公文的分類應(yīng)該符合分類的邏輯原則，力求簡明、嚴(yán)密。每一種分類層次只能使用一種分類標(biāo)準(zhǔn)，也就是，將一大組公文劃分成若干小組時，只能使用一個相同的標(biāo)準(zhǔn)，不允許同時使用幾種標(biāo)準(zhǔn)。通常，機(jī)關(guān)公文分類可以劃分為四個層次分年度、分組織機(jī)構(gòu)、分問題、分保管期限。公文組卷，即對分類后的各屬類按照其共同特征和主要聯(lián)系，將其組合成一個個案卷的活動。組卷的依據(jù)是從公文結(jié)構(gòu)中概括出來的作者、問題、時間、名稱、通訊者、地區(qū)等諸要素，它們體現(xiàn)了公文在這些方面特有的聯(lián)系及形成規(guī)律。二、課前提問1WHATSHOULDBEINCLUDEDINAFILE2IFYOUAREASECRETARY,WHATWILLYOUDOTOEACHFILEWHILEYOUAREFILING3WHATAREBASICREQUIREMENTSFORAFILINGSYSTEM4HOWWILLAGOODFILINGSYSTEMAFFECTTHEWHOLEORGANIZATION5DOYOUKNOWSOMEUNIVERSALLYUSEDCOMMANDMENTSFORFILINGMANAGEMENT三、語言學(xué)習(xí)1NEITHERNOR既不也不。NEITHERSHENORIKNEW她和我都不知道。2UPTODATE最新的（作表語）。ALLTHEDATAAREUPTODATE所有的數(shù)據(jù)都是最新的。UPTODATE（作表語或定語）1最新的包含最新信息的ANUPTODATEREPORT有關(guān)最新情況的報告2時新的新式的現(xiàn)代的ANUPTODATEFACTORY一座現(xiàn)代化的工廠TONYISMOREUPTODATETHANI托尼比我更新潮。3HEAPUP積成堆,堆起來。GARBAGEHEAPEDUPBEHINDTHEHOUSE屋后垃圾積成了堆。HEAPUPSTONESTOFORMADAM把石頭堆成一道堤壩HEAPUPRICHES積聚財富4EVERYNOWANDTHEN時常有時。SHECOMESTOVISITUSEVERYNOWANDTHEN她時常來看望我們。5DEPENDUPONDEPENDON1視某事物而定；取決于某事物ALOTWILLDEPENDONHOWSHERESPONDSTOTHECHALLENGE在很大程度上將取決于她對這一難題的反應(yīng)。HOWMUCHISPRODUCEDDEPENDSONHOWHARDWEWORK產(chǎn)量的大小就在我們努力的程度。2依靠信賴。SHESAWOMANWHOCANBEDEPENDEDON她是個可以信賴的人。3確信；堅信；信賴YOUCANNEVERDEPENDONHISARRIVINGONTIME絕不可指望他能準(zhǔn)時到。6CARRYOUT實(shí)現(xiàn)。SHEHADFINALLYCARRIEDOUTHERPROMISETOQUITSMOKING她最終實(shí)現(xiàn)了戒煙的諾言。7BEAR/KEEPSB/STHINMIND記住某人某事物。WEHAVENOVACANCIESNOW,BUTWELLCERTAINLYBEARYOURAPPLICATIONINMIND我們目前沒有空缺，但是我們一定記住你申請的事。BEARINMINDTHAT記住。BEARINMINDTHATYOULLHAVETOPRACTICEECONOMY記住要厲行節(jié)約。8EITHEROR不是就是要么要么。SHEISEITHERDRUNKORMAD她不是醉了就是瘋了。四、參考答案IIIFURTHEREXERCISES1RESTUDYTHEPASSAGEANDBRIEFLYANSWERTHEQUESTIONS1WHATISTHEESSENCEOFFILINGITISTOBRINGTOGETHERINASINGLEFOLDERORFILEALLPAPERSRELATINGTOAPARTICULARPERSONORSUBJECTANDTHATLETTERSRECEIVEDAREFILEDWITHTHOSESENTINREPLY2WHATSHOULDAFILEINCLUDE,BESIDESCORRESPONDENCEBESIDESCORRESPONDENCE,ITMUSTINCLUDETELEGRAMS,NOTESOFIMPORTANTINTERVIEWS,DECISIONSATMEETINGS,TELEPHONEMESSAGES,ANDANYOTHERMATTERSNEEDED3HOWISFILINGRELATEDTOBUSINESSFILINGISANESSENTIALPARTOFANYBUSINESSANDITAFFECTSTHEWHOLEORGANIZATIONANINEFFICIENTSYSTEMISFRUSTRATINGTOEVERYONECONCERNED4GIVETHREEMERITS,ATLEAST,TOSHOWAGOODFILINGSYSTEMWILLHAVEAGOODFILINGSYSTEMWILL,ATLEAST,HAVETHEFOLLOWINGTHREEMERITS1ITWILLBEHOUSEDINSUITABLEEQUIPMENTTHISNEEDNOTBECOSTLYNORCOMPLICATED2ITWILLALWAYSBEUPTODATEEACHDAYSCORRESPONDENCEWILLBEFILEDFIRSTTHINGNEXTDAYANDNOTLEFTTOHEAPUP3ITWILLBECLEARLYTITLEDIFHANDWRITTEN,INBLOCKLETTERSIFTYPED,INJETBLACKCAPITALS5HOWCANYOUKEEPFILINGUPTODATEYOUCANDOITBYFILINGFIRSTTHINGEACHDAY6WHATFILINGCOMMANDMENTSSHOULDSECRETARIESBEARINMINDTHEYSHOULDBEARINMINDTHEFOLLOWINGTENCOMMANDMENTS1NAMEEACHFILECLEARLY,EITHERINBLOCKCAPITALSORINJETBLACKTYPEDCAPITALS2PROVIDEADIVIDINGGUIDECARDFOREVERYTWENTYTOTHIRTYFOLDERS3KEEPINGFILINGUPTODATEBYFILINGFIRSTTHINGEACHDAY4FIRSTSORTFILINGMATERIALSINTOORDER5REMOVEALLPAPERCLIPSAND,INSTEAD,USESTAPLESFORPAPERSTHATMUSTBEKEPTTOGETHEROTHERWISE,SINGLEPAPERSMAYBECOMELOOSEANDWRONGLYFILEDTHENFILEINDATEORDER,ALWAYSPLACINGMOSTRECENTPAPERSONTOP,ORINFRONT6AVOIDREMOVINGINDIVIDUALPAPERSFROMFILES,ANDPREPAREMARKERSFORALLABSENTFILES7TRANSFERCORRESPONDENCEFROM“MISCELLANEOUS”TOINDIVIDUALFOLDERSASSOONASTHEREISENOUGHOFIT8REMOVE“DEAD”MATERIALTO“TRANSFER”FILES9KEEPYOURCARDINDEXHANDYANDUPTODATE10REMEMBERTHATPROMPTANDCAREFULFILINGCONTRIBUTESHEAVILYTOTHEEFFICIENCYOFYOUROFFICE2TRANSLATETHEFOLLOWINGINTOCHINESE十條檔案管理規(guī)則1）卷名清晰，用印刷體大寫字母或者黑體大寫字母書寫。2）每二十至三十個文件夾分別建立目錄導(dǎo)卡。3）每天的首要工作是文件歸檔，以保證最新的文件入檔。4）檔案資料必須分類按順序排列。5）去掉所有文件上的曲別針，必須放在一起的文件要用訂書機(jī)訂好。否則散頁文件會誤入卷宗。按時間順序分類入卷，把最新文件放在最上面或者最前面。6）不要把單份文件從卷宗中取走，對所有被抽出的檔案都要一一標(biāo)明。7）函件一滿，則及時從綜合文件夾轉(zhuǎn)移至專用文件夾。8）將“死檔”放入轉(zhuǎn)移卷宗。9）卡片索引須使用方便且隨時更新（卡片索引最有用）。10）及時仔細(xì)的立卷歸檔將大大提高辦公效率。3NEWWORDSFORDICTATIONCONSTANT/KNSTNT/ADJ不變的,持續(xù)的PREVIOUS/PRIVJS/ADJ在前的,早先的ACCESSIBLE/KSESBL/ADJ易接近的,可到達(dá)的TRANSACTION/TRNZKN/N交易ESSENTIAL/ISENL/ADJ本質(zhì)的,實(shí)質(zhì)的,基本的RELIABILITY/RILAIBILITI/N可靠性THEPURPOSEOFFILINGINANYBUSINESS,THECONSTANTNEEDTOREFERTOPREVIOUSCORRESPONDENCEISMETBYAFILINGSYSTEM,THATISAMETHODOFSTORINGPAPERSTOPROVIDEAREADILYACCESSIBLERECORDOFPASTTRANSACTIONSTHEESSENTIALQUALITIESOFSUCHASYSTEMARERELIABILITYANDACCESSIBILITYTHEONLYREASONFORHAVINGITATALLISTOBEABLETOFINDPAPERSQUICKLYWHENTHEYARENEEDEDAPERSONWRITINGALETTERWILLOFTENNEEDTOREFERTOPREVIOUSLETTERSTOREFRESHHISMEMORY,OR,IFHEISACTINGFORSOMEONEELSE,TOGATHERTHETHREADSOFWHATHASGONEBEFORE4TRANSLATETHEFOLLOWINGSENTENCESINTOCHINESEANDLOOKATTHEDISCFORASUGGESTEDVERSIONOFEACH1FOURBASICMETHODSOFCLASSIFYINGCORRESPONDENCEFORFILINGAREPOPULARLYINUSETHEYAREALPHABETICAL,NUMERICALANDALPHANUMERICAL,GEOGRAPHICAL,ANDTHESUBJECT有四種常用的基本的分類整理信件的辦法按字母順序，按數(shù)字順序以及字母數(shù)字結(jié)合順序，按地理順序，按主題分類。2DOCUMENTSMAYBEFILEDEITHERHORIZONTALLY,IEFLATANDONTOPOFONEANOTHER,ORVERTICALLY,IEUPRIGHTANDEITHERBEHINDONEANOTHERORSIDEBYSIDE可以水平地放置文檔，也就是說平著放，一個文檔在另一個的上面，或者垂直地放置文檔，也就是說，豎直的，一個文檔在另一個后面或者并排。5FILLINTHEBLANKSWITHPROPERARTICLESIFNECESSARYANDLOOKATTHEDISCFORASUGGESTEDVERSIONOFEACHANDLISTENTOITSRECORDINGTHEADVANCEMENTOFTECHNOLOGY,ESPECIALLYTHEUSEOFTHEINTERNET,HASSPEEDEDUPTHEWHOLEBUSINESSWORLDTHUSASECRETARYINTHISINFORMATIONERASHOULDBEABLETOUSEEMAILINGSYSTEM,VARIOUSSOFTWAREABOUTEFILING,ANDTHEDATABASEEFILINGWILLNOTONLYSAVESPACE,BUTWILLINCREASEPRODUCTIVITYBYACTUALLYBRINGINGRECORDS,CHARTS,FOLDERS,FILES,OROTHERMEDIATOTHEUSERCOMPAREDWITHTRADITIONALWAYSOFFILINGMANAGEMENT,EFILINGISMOREEFFICIENTANDEFFECTIVE五、課文譯文文件管理的本質(zhì)是將與某一個人或主題相關(guān)的所有文件都?xì)w入一個文件夾或文檔；把收到的信件要與回復(fù)的信件歸在一起。一個文檔不能只限于信件。電報，重要會面的記錄，會議決議，電話留言，以及任何其他可以使文檔更加完整的信息記錄都應(yīng)該包括在內(nèi)。一個好的文件系統(tǒng)應(yīng)該具有以下這些優(yōu)點(diǎn)1）文件應(yīng)該放置在合適的設(shè)備里面。設(shè)備不必昂貴也不必復(fù)雜。2）文件整理應(yīng)該及時。第二天的第一件事情就是整理前一天的信件，不能放置過久而堆積。3）文件的題目應(yīng)該清楚明了。如果是手寫的，應(yīng)該使用印刷體；如果是打印出來的，應(yīng)該使用黑體字。4）文件應(yīng)該易于處理。最新的文件應(yīng)該放置在最上面。如果是按照豎直方式排列的，應(yīng)該放在最前面。因?yàn)樽钚碌奈募亲羁赡苄枰褂玫奈募?yīng)該定期地將過時的文件轉(zhuǎn)移成長期儲藏文件，這樣文件系統(tǒng)就不會散亂著不需要的資料。5）文件系統(tǒng)要靈活。文件系統(tǒng)應(yīng)該可以擴(kuò)充，并能夠適應(yīng)變化的情況。文件管理是任何一個公司的基本部分也是很重要的部分，它影響著整個公司。一個效率低下的系統(tǒng)對任何相關(guān)的人來說都是令人沮喪的。一個效率很高的系統(tǒng)不僅取決于執(zhí)行工作時所付出的努力，還取決于規(guī)劃系統(tǒng)時所付出的艱苦。在文件管理的過程中，秘書應(yīng)該將下列廣泛應(yīng)用的文件管理的十條規(guī)則牢記于心1）卷名清晰，用印刷體大寫字母或者黑體大寫字母書寫。2）每二十至三十個文件夾分別建立目錄導(dǎo)卡。3）每天的首要工作是文件歸檔，以保證最新的文件入檔。4）檔案資料必須分類按順序排列。5）去掉所有文件上的曲別針，必須放在一起的文件要用訂書機(jī)訂好。否則散頁文件會誤入卷宗。按時間順序分類入卷，把最新文件放在最上面或者最前面。6）不要把單份文件從卷宗中取走，對所有被抽出的檔案都要一一標(biāo)明。7）函件一滿，則及時從綜合文件夾轉(zhuǎn)移至專用文件夾。8）將“死檔”放入轉(zhuǎn)移卷宗。9）卡片索引須使用方便且隨時更新（卡片索引最有用）。10）及時仔細(xì)的立卷歸檔將大大提高辦公效率。六、課文錄音全文（SECTION2）THEESSENCEOFFILINGISTOBRINGTOGETHERINASINGLEFOLDERORFILEALLPAPERSRELATESTOAPARTICULARPERSONORSUBJECTLETTERSRECEIVEDAREFILEDWITHTHOSESENTINREPLYAFILECANNOTBERESTRICTEDTOCORRESPONDENCEALONE,BUTMUSTINCLUDETELEGRAMS,NOTESOFIMPORTANTINTERVIEWS,DECISIONSATMEETINGS,TELEPHONEMESSAGES,ANDANYOTHERMATTERSNEEDEDTOMAKEITCOMPLETEASARECORDOFINFORMATIONAGOODFILINGSYSTEMWILLHAVETHEFOLLOWINGMERITS1ITWILLBEHOUSEDINSUITABLEEQUIPMENTTHISDOESNOTNEEDTOBENEITHERCOSTLYNORCOMPLICATED2ITWILLALWAYSBEUPTODATEEACHDAYSCORRESPONDENCEWILLBEFILEDFIRSTTHINGNEXTDAYANDNOTLEFTTOHEAPUP3ITWILLBECLEARLYTITLEDIFHANDWRITTEN,INBLOCKLETTERSIFTYPED,INJETBLACKCAPITALS4ITWILLALWAYSBEEASYTOHANDLETHELATESTPAPERSWILLBEPLACEDONTOPOR,INVERTICALFILINGINFRONT,SINCETHEYARETHEONESMOSTLIKELYTOBERETRIEVEDNONCURRENTMATTERWILLBEEVERYNOWANDTHENREMOVEDANDTRANSFERREDTOLONGTERMSTORAGEFILES,SOTHATTHESYSTEMISNOTCLUTTEREDWITHUNWANTEDMATERIALS5ITWILLBEFLEXIBLEITWILLBECAPABLEOFEXPANSIONORADAPTATIONTOSUITCHANGINGCIRCUMSTANCESFILINGISANESSENTIALPARTOFANYBUSINESSANDITAFFECTSTHEWHOLEORGANIZATIONANINEFFICIENTSYSTEMISFRUSTRATINGTOEVERYONECONCERNEDANEFFICIENTSYSTEMDEPENDSASMUCHUPONTHECAREWITHWHICHTHEWORKISCARRIEDOUTASUPONTHECAREWITHWHICHTHESYSTEMHASBEENPLANNEDINTHEPROCESSOFFILINGMANAGEMENT,SECRETARIESSHOULDBEARTHEFOLLOWINGTENUNIVERSALLYUSEDFILINGCOMMANDMENTSINMIND1NAMEEACHFILECLEARLY,EITHERINBLOCKCAPITALSORINJETBLACKTYPEDCAPITALS2PROVIDEADIVIDINGGUIDECARDFOREVERYTWENTYTOTHIRTYFOLDERS3KEEPINGFILINGUPTODATEBYFILINGFIRSTTHINGEACHDAY4FIRSTSORTFILINGMATERIALSINTOORDER5REMOVEALLPAPERCLIPSAND,INSTEAD,USESTAPLESFORPAPERSTHATMUSTBEKEPTTOGETHEROTHERWISE,SINGLEPAPERSMAYBECOMELOOSEANDWRONGLYFILEDTHENFILEINDATEORDER,ALWAYSPLACINGMOSTRECENTPAPERSONTOP,ORINFRONT6AVOIDREMOVINGINDIVIDUALPAPERSFROMFILES,ANDPREPAREMARKERSFORALLABSENTFILES7TRANSFERCORRESPONDENCEFROM“MISCELLANEOUS”TOINDIVIDUALFOLDERSASSOONASTHEREISENOUGHOFIT8REMOVE“DEAD”MATERIALTO“TRANSFER”FILES9KEEPYOURCARDINDEXHANDYANDUPTODATE10REMEMBERTHATPROMPTANDCAREFULFILINGCONTRIBUTESHEAVILYTOTHEEFFICIENCYOFYOUROFFICESECTION3WRITINGALETTEROFCONGRATULATION一、背景知識在國際商務(wù)中，常有值得慶賀的事情發(fā)生，秘書要適時寫信、發(fā)賀電、打電話向有關(guān)單位、部門的有關(guān)領(lǐng)導(dǎo)祝賀，增進(jìn)合作伙伴間的聯(lián)系，加深感情，塑造更加良好的形象。常見的有以下四種可祝賀的事情一是工作方面的祝賀（如工作取得突出成績，圓滿地完成了某項(xiàng)重大任務(wù)，如重要工程的開工竣工、科研項(xiàng)目的完成以及商場的開業(yè)等）；二是會議方面的祝賀（如重要會議的召開或勝利閉幕等）；三是節(jié)日的祝賀；四是祝壽、賀喜（如祝賀結(jié)婚）。寫賀信，最主要的是正文部分，內(nèi)容須集中，扣緊所祝賀的事情，從意義、影響、作用、功績等不同角度，給予實(shí)事求是、誠摯、熱情的評價和稱贊。二、課前提問1WHATSTHEPURPOSEOFALETTEROFCONGRATULATION2WHYISALETTEROFCONGRATULATIONIMPORTANTINBUSINESS3IFYOUARESECRETARY,DOYOUKNOWHOWTOPRODUCEALETTEROFCONGRATULATIONWHATSHOULDBEINCLUDEDINIT4USUALLY,WHATSHOULDBEINCLUDEDINTHEFIRSTPARTOFACONGRATULATORYLETTER5WHENSHOULDASECRETARYSENTALETTEROFCONGRATULATIONTOTHERECEIVER三、語言學(xué)習(xí)1ASSOONASPOSSIBLE盡快。PLEASEREPLYASSOONASPOSSIBLE請盡快回復(fù)。ASASPOSSIBLE盡可能愈愈好COMEASSOONASPOSSIBLE盡快來。ASAS用于副詞和形容詞之間，以構(gòu)成比較句型1第二個AS用作介詞與等同。THISDRESSISTWICEASEXPENSIVEASTHAT這件連衣裙比那件貴一倍。2第二個AS用作連詞同一樣達(dá)到某種程度。HELOOKSASILLASHESOUNDEDONTHEPHONE他的樣子和他在電話中說話的聲音反應(yīng)的病情是一樣的。2AGREE同意1AGREEWITHSB同意某人。IDONTAGREEWITHPHILONMANYTHINGS我和菲爾在許多事情上意見不一致。2AGREEONSTH對取得一致意見。THETWOSIDESAGREEDONACEASEFIRE雙方達(dá)成了停火協(xié)議。3AGREETOSTH同意接受。DOYOUAGREETOMYPLAN你接受我的計劃嗎3SAVEFROM救,挽救。HESAVEDMEFROMDROWNING他救了我,使我免遭溺死。THEDOCTORSAVEDTHECHILDSLIFE這位醫(yī)生挽救了孩子的生命。4DEVOTETO將奉獻(xiàn)給。HEHASDEVOTEDHISWHOLELIFETOBENEFITINGMANKIND他把一生都獻(xiàn)給了造福人類的事業(yè)。DEVOTEONESATTENTIONTO專心于。YOUMUSTDEVOTEYOURATTENTIONTOYOURWORK你必須專心工作。四、參考答案IIIFURTHEREXERCISES1RESTUDYTHEPASSAGEANDBRIEFLYANSWERTHEQUESTIONSABOUTIT1WHATDIDAWRITEALETTEROFCONGRATULATIONFORHEWROTEITTOCONGRATULATEONEOFHIS/HERCOMPANYSBUSINESSASSOCIATESFORBEINGELECTEDPRESIDENTOFTHEABCASSOCIATION2WHYISALETTEROFCONGRATULATIONIMPORTANTTOABUSINESSBECAUSEITISALWAYSANEXCELLENTPUBLICRELATIONSTOOL,ANDITWOULDPROBABLYSTIMULATECOOPERATIONBETWEENTHETWOCOMPANIESORSTRENGTHENANEXISTINGGOODRELATIONSHIP3WHENSHOULDONESENDHISORHERLETTEROFCONGRATULATIONONESHOULDSENDALETTEROFCONGRATULATIONASSOONASPOSSIBLEAFTERTHEEVENT4HOWMANYPARTSSHOULDBEINVOLVEDINALETTEROFCONGRATULATIONTHREEPARTSSHOULDBEINVOLVEDINALETTEROFCONGRATULATION5HOWDOESONEMAKEALETTEROFCONGRATULATIONSINCERETHEEXPRESSIONOFYOURUNDERSTANDINGOFORSOMECOMMENTSONTHERECEIVERSACCOMPLISHMENTORACHIEVEMENTWILLMAKEALETTEROFCONGRATULATIONSINCERE6WHATISTHEPOSSIBLEENDINGOFALETTEROFCONGRATULATIONTHEENDINGOFALETTEROFCONGRATULATIONSSHOULDBECOURTEOUS,SHOWINGYOUREXPECTATIONORYOURBESTWISHESFORFURTHERSUCCESS2TRANSLATETHEFOLLOWINGLETTERINTOENGLISHANDLOOKATTHEDISCFORASUGGESTEDVERSIONOFEACH陶樂斯,祝賀你獲得晉升。可以說這是公司對你努力工作的肯定和接受。這標(biāo)志著你在不斷向上，我們都認(rèn)為你應(yīng)該獲得這次晉升。我期盼著再一次祝賀你的晉升。向你致意張一DEARDORIS,CONGRATULATIONSONYOURPROMOTIONNOWYOUKNOWYOURHARDWORKHASBEENRECOGNIZEDANDACCEPTEDBYTHECOMPANYTHISISAPOSITIVESIGNTHATYOUAREONYOURWAYUP,ANDALLOFUSBELIEVETHATYOUREALLYDESERVEITILOOKFORWARDTOCONGRATULATINGYOUONYOURNEXTPROMOTIONBESTREGARDSZHANGYI3WRITEALETTEROFCONGRATULATIONINTHENAMEOFMSZHANGYITOMRJOHNSCONGRATULATINGHISGETTINGANEWPOSITIONASTHECOMPANYSEXPORTMANAGERACCORDINGTOTHEFOLLOWINGOUTLINE1STATETHEOCCASIONFORTHECONGRATULATIONINTHEFIRSTSENTENCE2MAKEACOMMENTTHATLINKSTHEPERSONANDTHEOCCASION3WRITEORIMPLYANEXPECTATIONOFFURTHERSUCCESS五、課文譯文A愛麗絲，你知道，我們公司的一個合作伙伴被選為ABC協(xié)會的主席，所以我不得不B寫一封祝賀信。A你怎么知道B嗯，祝賀信是一種很有用的公關(guān)手段，它可以促進(jìn)兩個公司間的合作或增強(qiáng)現(xiàn)有的良好關(guān)系。每個合格的秘書，作為一名公關(guān)人員，應(yīng)抓住每一個這樣的機(jī)會。A看來你對此很了解，你能告訴我怎么寫祝賀信嗎B好的，我會跟你分享我寫這種信的經(jīng)驗(yàn)的。很重要的一點(diǎn)是，你必須在事件發(fā)生以后盡快地發(fā)出信件。A是的，我很贊同。我可以想象如果你在他當(dāng)選后馬上寫信祝賀他，他會有多高興。B是的。祝賀信應(yīng)該簡潔而真誠。第一部分陳述你所祝賀的事情，也就是你在祝賀什么。接著表達(dá)你對收信人的成果或成就的理解或評價。第三部分應(yīng)是一個有禮貌的結(jié)尾表達(dá)你對接下來的成功的期待和祝愿。A很好。聽上去不是很難寫，這樣我就可以不用加班了。非常感謝。B看看下面的信，它會給你所需要的一切。尊敬的克林頓先生祝賀您當(dāng)選為ABC協(xié)會主席。長久以來，您投入了大量的時間和杰出的工作來提高該協(xié)會在商界的地位和它對陶瓷業(yè)的貢獻(xiàn)。您的當(dāng)選是您的同事對您的贊譽(yù)和承認(rèn)。我們相信您會成為協(xié)會出色的領(lǐng)導(dǎo)人。祝您在新的職位上取得成功。此致敬禮大衛(wèi)伍德六、課文錄音全文（SECTION3）AALICE,YOUKNOW,ONEOFOURCOMPANYSBUSINESSASSOCIATESHASBEENELECTEDPRESIDENTOFTHEABCASSOCIATIONANDIHAVETOBWRITEALETTEROFCONGRATULATIONAHOWDOYOUKNOWTHATBAHA,ALETTEROFCONGRATULATIONSISALWAYSANEXCELLENTPUBLICRELATIONSTOOL,ANDITWOULDPROBABLYSTIMULATECOOPERATIONBETWEENTHETWOCOMPANIESORSTRENGTHENANEXISTINGGOODRELATIONSHIPEVERYQUALIFIEDSECRETARY,ASAPUBLICRELATIONSPRACTITIONER,WILLGRABSUCHOPPORTUNITIESAITSEEMSTHATYOUKNOWALOTABOUTITCANYOUTELLMEHOWTOPRODUCEALETTEROFCONGRATULATIONSBOK,IWILLSHAREWITHYOUMYEXPERIENCEINWRITINGSUCHALETTERONETHINGIMPORTANTISTHATYOUMUSTWRITEALETTEROFCONGRATULATIONSASSOONASPOSSIBLEAFTERTHEEVENTAYES,IQUITEAGREEWITHYOUWHENHERECEIVESTHELETTER,ICANI