文秘英语 Unit .ppt

UNIT Five Effective Communication Chris Chen 2011/5/18 P73 IV What is communication according to the passage? P72 I check your understanding P73 Build up vocabulary III VI V VII Making Appointments/Arrangements P75 P77 II Where;When; Who? What; Who; When; Why How to Make Appointments Your clients will contact you either by telephone or make personal visits to the office whenever appointments are needed to be made. The scheduling of appointments will vary depending on the type of business that youre involved with.? For instance appointments may be scheduled at 1/2 hour intervals, 15 minutes, or 1 hour.? This will be dependant upon your office, and business issue matters. Readings: How to Make Appointments Most offices though, can attend to business within 30 minutes.? So today well work on very brief intervals for scheduling appointments.? Well cover aspects relating to: Appointments Your Clients appointments Your Boss appointments Diary You need to have a hard copy diary to record your appointments in.? The type of diary you use will of course depend on whether you use 30 minute intervals, 15 minutes, etc.??? Your boss will also have his own personal diary that he carries with him.? These diaries will have identical entries (记入的条目) in them. Updating Diary This is a daily duty you must attend to. First thing of a morning is a good idea. You will update your diary with the one your boss has so that each diary has the same appointments entered in.? By this way there is no forgotten appointments.? If your boss leaves his diary in his office, you can update it throughout the day as well if time permits. Not available… Any times that you know your boss will not be available, mark the diary accordingly, so that you do not give out appointments for those times. However, sometimes this can be quite embarrassing and makes unnecessary work for you in having to contact the parties involved. Also any public holidays, regular