3ndweekMakingAppointment分解.ppt

How to adapt to various work style Thinks about this questions before you read the text. 1.As a secretary how should you adapt to your employer’s work style? 2. What obstacles will you encounter while working with your coworkers? 3.How can you create a better working environment for yourself and your colleagues? How to adapt to various work styles 1. Remember that our managers are human beings not perfect beings. 2.Remember that our managers may not be as confident as they appear. 3.Remember that communication is the key to a successful working relationship. 4. Remember that we need to have boundaries in our job. 5.Remember to never try to change our disorganized managers into completely organized ones. 6. Remember that our questions may help us understand our task better. 7.Remember that our frequent contacts may help us do the task better. Topic Three: Making an appointment Arranging appointment is essential to the secretarial work. For business matters, the boss might be away from the office (visiting other people, attending a meeting, traveling outside, etc.) quite often when a lot of persons come to see him or call him on the phone for business. In these circumstances, the secretary should arrange appointments for the boss for these visits, meetings, interviews and discussions, etc. Arrangement of appointments is a rather challenging task to the secretary, hence it is sometimes called an “art”. She or he should take all the factors and elements concerned with the appointment into consideration when she is making it. Part one: NOTICES 1. 秘书应备有一本预约记录本，一旦可能有约会，她最好记在自己的预约记录本里。 2. 预约后必须经过上司确认，若上司认为不妥，应立即通知对方更改或取消。 3. 如果有人要求约会，并且时间，日期和地点都确定了，秘书必须把提出约会的人的姓名，地址以及电话号码记录下来以便她随时与对方联系，更改时间，日期和地点。 4. 一旦约定好了，就要按时赴约，不能迟到，也不能早到，如果早在一个月前就确定了约会时间，最好在一周前加以确认；如果一周前约定了时间，那么就应提前一两天确认。 5. 有时在约定好时间后，又由于某些特殊原因无法如期赴约的，应即时让对方知道，或取消原定约会，或另定时间。一般可以打电话通知对方，首先要向对方道歉。例如：“I’m very sorry that I have to cancel tomorrow’s appointment.” 接着应说明取消约会的原因。 6. 安排老板同一天里赴外约会，应在相邻的约会之间给老板留有充足的路上来去时间。除此之